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Big tech tips for small firms

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When advising small firm and solo lawyers recently at the American Bar Association Tech Show in Chicago, Indianapolis attorney Marc Matheny said he ran out of time before he ran out of tips.

Matheny was a co-presenter of “The Frugal Firm,” a session that offered an array of pointers for small firms to stay current with fast-evolving technology that bigger firms likely will adopt early.

“A frugal lawyer is not a cheap lawyer,” Matheny said in an interview following the ABA Tech Show, which he said drew record numbers. “Frugal means you use your money to the best advantage to make the most money. It doesn’t mean you spend the least.”

il-marc-matheny01-15col.jpg Indianapolis attorney Marc Matheny co-presented a seminar at the American Bar Association Tech Show in Chicago offering tips for small firm practitioners on frugally investing in functional technology.(IBJ Photo/ Perry Reichanadter)

Matheny and other small-firm lawyers shared their best practices for frugal but effective technology solutions.

Tip: Analyze your needs

Matheny, who is one of nine ABA Tech Show board members, said no set of tips will fit every solo/small firm situation or practice. During his presentation with Michigan attorney Patrick J. Crowley, “We made a very big point about saying how your firm is set up is going to dictate what your practice is all about and what your needs are,” he said.

There are a few essentials, though, on the hardware side: a core computing system – whether Apple or PC – telephone and mobility. Within all of those systems, there is room for frugality, Matheny said. Do you really need a server, for instance?

“Some of the hardware you can get to match your firm’s needs; maybe you don’t need the top-of-the-line computer with the Blu-ray player,” said Matheny, who also chairs the Indiana State Bar Association Solo & Small Firm Conference.

Tip: Buy a bundle

Indianapolis solo family law attorney and mediator Jana Strain recently crossed an item off her tech wish list with the purchase of a Fujitsu ScanSnap. The device scans documents and converts them to digital PDF files and enables sharing on mobile devices. For less than $500, it also includes the latest version of Adobe Acrobat – bonus frugality points since functional Acrobat software alone can cost hundreds of dollars.

“This just became sort of the gold standard for lawyers,” Strain said of SnapScan.

tips-facts.jpgMatheny said devices with multiple functionalities – all-in-one printers, copiers and faxes, for instance – can mean big savings for small and solo firms.

Tip: Do it yourself

Ann Marie Waldron, of counsel for the Indianapolis firm Robinson Wolenty & Young LLP, is the designated IT person for the firm’s five attorneys and three support staff, and she has the honorary propeller beanie to prove it. The firm concentrates in business law.

“There’s a lot of pressure for us to stay competitive, but at the same time we don’t have an unlimited budget,” said Waldron, who caught Matheny’s presentation in Chicago. “We have this amount of money to spend. Where is the best place to allocate that money?”

That puts the ball in Waldron’s court on decisions such as whether to upgrade to a new computer system or wipe the existing system to free up memory and increase speed. Waldron has a can-do approach to such tasks. “It’s all self-taught,” she said. “I Google it and learn how to do it. … You have to be confident that you can figure it out and be willing to try it.”

Tip: Work on mobility

Derrick Wilson, a partner with Mattox & Wilson LLP in New Albany, put it bluntly: “Anybody that’s buying a desktop,” he said, “is probably about five years behind the game.” Wilson said the attorneys in his four-practitioner firm are prepared to work anywhere, and he uses free online services to sync up mobile devices and portables. “We don’t look at paper files anymore.”

Mobile functionality, Matheny said, is “essential for all lawyers at this point, although some don’t know it.”

Tip: Try it for free

Waldron took away from Matheny’s presentation a new respect for how much software and legal information is available online at no charge. Google offers assistance in the form of Google Scholar, for instance. Casemaker provides a treasury of free legal research to ISBA members. Productivity apps abound.

There’s also an abundance of software for the taking, but Matheny offers a caveat about such freebies: “Some of those things aren’t replacements, they’re supplements.” Free versions or shareware often don’t provide the functionality of proprietary software they imitate.

Matheny said providers such as CLIO, HoudiniEsq and Rocket Matter offer low-cost case management and billing systems, sometimes providing users with free 30-day trials. A practitioner, though, should be careful to weigh whether it’s better to sign up for such a service with a monthly fee or pay the upfront cost of a more conventional system such as Tabs3 Practice Master or Abacus. “What you don’t want to do with any legal case-management software is you don’t want to go from one brand to another to another,” Matheny said. “It’s kind of like a marriage – for better or for worse. It’s better to stay with one.”

Tip: Put security first

Waldron said the nature of her firm’s work probably leads to being ahead of the curve when it comes to security. The firm uses a Linux-based email system, for instance, that she said is more stable and secure than Windows systems such as Outlook.

Wilson said attorneys must be vigilant as cloud computing becomes more prevalent. It’s important to know where data is stored and how safe it is, and he said free online file-sharing solutions such as Dropbox may have vulnerabilities that attorneys might not realize.

“All those things have terms of service agreements none of us read that say who has a right to your information,” Wilson said. “It needs to be either password-protected or encrypted.” Dropbox and similar services offer such protections, though sometimes at a premium, he noted.

Tip: Ask a lawyer

Strain has used a number of free software solutions she’s learned about through tech shows and bar resources. “Membership in the Indiana State Bar Association as well as IndyBar will give a lawyer access to a lot of resources they might not find if they were not a member,” Strain said.

Waldron said the value of tech shows such as those offered by the ABA or the Solo & Small Firms Conference of the state bar are good places to find ways to get the best bang for the buck.

“You don’t have to reinvent the wheel,” Waldron said. “There are all these people who’ve already done the work.”•

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  • Sound advise David
    hey David, sound advise. The one thing you may want to mention is the HoudiniEsq on-premise is 100% free for Solos, including support and all upgrades. HoudiniEsq.com

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  1. This guy sounds like the classic molester/manipulator.

  2. Louis D. Brandeis was born in 1856. At 9 years of age it would have been 1865. The Brandeis family did not own slaves. My source Louis D. Brandeis: A Life, by Melvin L. Urofsky.

  3. My name is Matthew Lucas Major, I recently went through a jury trial in Bloomington , In. It was the week of Feb 19-21. Although I have been incarcerated since August 5, 2014. The reason I 'am writing to you sir is on the 21 of February the jury came in with a very excessive and wrongful verdict of guilty on 6 child molesting charges against my daughter who was 9 at the time I was accused. I also had 2 other Felonies one of Intimidation and 1 of Sexual Vicarious Gratification. Judge Marc Kellam on the second day of trial gave me a not guilty on those 2 felonies. The jury was sent out during that time and when brought back Judge Kellam told them to not concern themselves with the 2 Felonies that he ruled on them. They were told to not let evidence they had already heard influence there verdicts. I never in my life touched any child sexually and definitely not with my own daughter. When I was arrested Detective Shawn Karr told me I would be convicted guilty just on my daughters word even without evidence. That's just what happened. my public defender did me so wrong he never once proved to the court and jury all the lies the child told, and Jeremy Noel my public defender could of proven the lies easily. The stories in Serenity's depositions and Forensic interview changed and were not consistent as Prosecutor Darcie Fawcett claimed they were. Yet my attorney never mentioned that. The facts that the child accused me of full penetration in her vagina and rectum was proven lies. Doctor Roberta Hibbard of Riley hospital in Indianapolis confirmed Serenity's hymen intact, no scars, no tearing, no signs of rape to her. Yet my attorney didn't use that knowledge . the DNA was all in my favor. I tell you I will spend my entire life in prison going through rape and beatings etc. even Judge Kellam abused his authority by telling the jurors to listen and believe what the prosecutors side in evidence like my daughters testimony. In one interview with the detectives my daughter got flustered with her mom and said on camera " I'm saying what you told me to mom"!! Yet Mr. Noel said nor did anything to even resemble a defense attorney. Judge Kellam allowed edited version of a taped conversation between the child and her mother. Also Judge Kellam allowed the Prosecutor too bring in to my case a knife found under my seat, the knife wasn't part of my case. She was allowed by my attorney and the judge to put a huge picture of it on the screen and huge picture of my naked privates in a full courtroom and open court. Ms. Fawcett says to jury see how easy Mr. Major could reach the knife and cut his Childs throat. Even though I had no weapons charge against these cases. This gave the jurors prejudice thought against me thinking I threatened her with that knife and how scared she would of been knowing i could get it and kill her. On my sentencing court March 19, 2014 my public defender told Judge Kellam he wish to resign from being my attorney and wished for the court to give me outside council to file a error to trial or appeal. We were denied. Now after openly knowing my public defender don't want to represent me he has to. Well when as parents we make our kids clean a room when they really don't wish to, well the child will but don't mean she will do a good job, that's where I'm at with Mr. Noel. please dont ignore mine and my families pleas for your help . we have all the legal proof you could need to prove Im innocent. Please dont make my spend years in prison innocent when you can fix this wrong. Im not saying Im a perfect man or that I was a perfect dad to my 2 children none of us are. Ive made some bad choices in life and I paid for them. But I didnt ever touch or rape my daughter . I love my children with all my heart. And now through needing attention and a ex-wife who told my granny several times she wish she could put me in prison to get me out of their lives. Well my ex finally accomplished her goal. Sad part is she is destroying our daughter with all this horrific lies and things she taught my daughter to say. My daughter will need therapist to ever hope for a chance of a normal life after what she had done to her by her mom and their side of the family. My daughter told everyone even on stand she had a dream months before i supposedly molested her in this dream I was molesting her and when I finally did it matched her dream perfectly. She admitted to watching movies about little girls being molested and watching U-Tube videos about child molesting all before it happened supposedly to her. Doesn't that sound very unusual that a non molested 9 yr old would need to know so much about being molested? The only reason I could think a 9 year old would need so much information is to be prepared to know what to say and be able to say how it felt what took place etc.. So when questioned by authorities she would be prepared. And there again sir if a parent is pre grooming a 9 year old child she would need intimate details . Like telling her daughter about a couple moles on my private area. The child admitted to sneaking my cell and looking many many times at nudes of me and my girlfriend even one where my penis was entering my girlfriends vagina. In that picture my moles are obvious. Yet when prosecutor showed everyone in court my privates and pictures of the moles she said the only way the child would know about them is if she saw them for herself. My attorney once again said nothing about the pictures my child saw. Or could a ex-wife be able to describe my moles to help her case against getting rid of me? I beg you help me. This is my very existence. Ive lost everything , a good job, a wonderful girlfriend, my freedom, but worse thing Ive lost is my children. They were my reason to get up every morning and strive to be better. The wonderful bond I had with my Serenity is gone. After this I would be afraid to even hug her for fear of what next can they do to me. I'm not afraid to tell you I sit here in this cell and try to hold back my tears. Everyone knows you cant show weakness in prison. My life has already been threatened here at Wabash Valley Prison. After only 3 days of arrival. I was tricked into signing a waiver now Im in G Block General Population with 6 child molesting felony charges. Mrs. Hart as a 18 year old I almost died hooked to machines in hospital almost 1 month and now I know that fear was childish compared to this . I cant help but put emotions in this, after all Mrs. Hart Im human and God help Me I never been more afraid in my life. I didnt hurt my little girl I didnt touch her sexually. As much as it shreds me and fills my mind what Im facing I worry more about my mom and granny because of their great love for me mam they are suffering so deeply. I aint done this things but my loved ones suffering right along beside me and If you take my case you will be in essence freeing them also. I sent momma this letter and asked her to email it to you. I'm scared I have been done so unjustly by our legal system and I need you to fix this and give me freedom. I ask you please don't just ignore my pleas. Here in America its nice to be able to trust our legal justice system, well they destroyed my and my loved ones trust in our justice system . And I'm trusting in You !!! My entire family is suffering this nightmare with me. My 77 year old granny had a stroke and isn't doing so well. My single mother that raised 3 kids alone is dying from Lupus and since my arrest has stayed so sick and weary. Our lives torn to peices by a government I was taught I could trust in. my momma has tried so many innocent project and wrongfully accused and cant get anywhere. please please help me. A quote from the late Nelson Mandela: To be free is not merely to cast off ones chains, But to live in a way that respects and enhances The Freedom Of Others. I have Faith in you and your clinic to cast my chains off and give me freedom I do deserve as a wrongfully accused Man, son, brother, father, friend. Matthew Major DOC# 246179 Cause # : 53c02-1308-FA-000779 God Bless you. Please contact me with your decision so I know you made a life changing decision for me , just please at least write me so I know you care enough about your citizens to respond to cries for your help. You can speak openly with my mother Charlotte Spain (828) 476-0406: 71 Lakeview Dr. Canton, NC 28716 Thank You Matthew Major I know yall get thousands of request and inmates claiming innocence, and each person who are innocent deserve to have organizations like yours willing to fight for them and I give yall so much Thanks and I thank God everyday yall are out there caring enough to help free the innocents. Since discovering firsthand how easily lives and families can be destroyed by Poor Defense attorneys not doing their job . And Prosecutors allowed to do as they please in court

  4. Frankly, it is tragic that you are even considering going to an expensive, unaccredited "law school." It is extremely difficult to get a job with a degree from a real school. If you are going to make the investment of time, money, and tears into law school, it should not be to a place that won't actually enable you to practice law when you graduate.

  5. As a lawyer who grew up in Fort Wayne (but went to a real law school), it is not that hard to find a mentor in the legal community without your school's assistance. One does not need to pay tens of thousands of dollars to go to an unaccredited legal diploma mill to get a mentor. Having a mentor means precisely nothing if you cannot get a job upon graduation, and considering that the legal job market is utterly terrible, these students from Indiana Tech are going to be adrift after graduation.

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