Technology Tips & Practice Pointers Technology Tips & Practice Pointers

Saving text messages

2. Third party applications

https://www.osbplf.org/inpractice/saving-text-messages/

Saving Texts Using Third Party Apps

iPhone Android

• iExplorer (Mac • SMS Backup & and PC) Restore • Decipher Text • SMS Backup+ Message (Mac • Super Backup & and PC) Restore

Useful Article: “Documenting Text Messages for Trial or Legal Matters,” https://deciphertools.com/blog/documenting-text-messages-for-legal-evidence-or- court/

1 Steps forsendingtextthrough computer: www.osbplf.org/inpractice .Hit“Send.” 4. under 160 characters. Writemessage 3. In “To” clie field, insert 2. Composea new email 1. PLF Blog Send Texts Subscribe at: (no hyphens) followedby Through Computer clients-without-using-your-cell-phone/ https://www.osbplf.org/inpractice/send-text-messages-to-your- • • • need: What you Carrier’s SMS gateway address carrier Client’s phone number phone Client’s cell nt’s 10-digit phone number @gateway address @gatewayaddress 2 Overwhelmed by Emails?

• Create folders & automatic rules • 4 Ds: Delete, Delegate, Defer, Do • Use email filing assistants

Encrypting Emails

Risks of sending unencrypted emails • Intercepted or viewed by unintended parties • Breach of client confidentiality • Potential malpractice issue

Protect against risks by encrypting emails

Tools to Encrypt Emails

SecureG ail https://www.youtube.com/watch?v=MIZcqrfELsQ&t=33s

https://www.youtube.com/watch?v=YESZb1ijQl8 Digital ID https://www.youtube.com/watch?v=ONexJyiJk4g

https://www.mailvelope.com/en https://www.youtube.com/watch?v=4ba0K-DhoGo PGP: https://www.youtube.com/watch?v=-Hz40_P6bVE

3 Encrypting Documents

Protect documents with a strong password

Encrypt PDF on Adobe Acrobat

Click on File > Properties > Security tab > Security Method > Select Password Security > Check Require a password to open the document > Enter a strong password > Click on OK. Encrypt MS Word

Click on File > Info > Protect Document > Select Encrypt with Password > Enter a strong password > Click on OK.

4 Secure Communication Encrypted Text Messaging: Signal | WhatsApp | Wickr | iMessage

Encrypted Voice/Video Calling: Signal | FaceTime

https://www.eff.org/secure-messaging-scorecard/

Cloud Security

Why encrypt before uploading to cloud storage? Prevent access by provider Make file sharing more secure * Not rocket science *

https://www.osbplf.org/inpractice/understanding-security-when-using-cloud-storage/

Cloud Encryption Software Cloud Storage Providers

https://www.youtube.com/watch?v=jLpXETg9wWM

https://www.odrive.com/features/encryption

https://www.youtube.com/watch?v=g9A0zihHZ14

5 Drag and drop file into encrypted folder

Right click on file to encrypt

Example of how it works…

Full Disk Encryption

Makes data on Prevents computer unreadable unauthorized access without decryption when computer is key lost or stolen

Windows

Bitlocker • Built-in full-disk encryption • Only available in Windows 7, 8, 10 Pro or Enterprise version https://support.microsoft.com/en-us/help/4028713/windows-10-turn-on-device-encryption https://www.howtogeek.com/192894/how-to-set-up-bitlocker-encryption-on-windows/

• VeraCrypt Third Party • DiskCryptor Encryption • COMODO Disk Encryption Programs

Comparison chart: https://en.wikipedia.org/wiki/Comparison_of_disk_encryption_software

6 • Built-in full-disk encryption FileVault 2 • Only available in OS X Lion or later

https://support.apple.com/en-us/HT204837

Mobile Scanning Turn your phone into a portable scanner

• Captures 4 corners of a document; not background • Save as PDF & perform OCR • Enhance and annotate scanned images • Integrate with cloud storage

Scanning Apps:

CamScanner Scannable by Evernote Google Drive’s App Genius Scan

Billing by Software • Improve client relations • Improve profits • Reduce errors and disputes Stand-alone Software Packaged Software (Desktop) (Cloud) (Cloud)

7 Versatile Tablets PDF Annotation Surface Pro: Drawboard Foxit Mobile PDF iPad: iAnnotate Readdle PDF Expert

Take Notes/Draw OneNote (SurfacePro) GoodNotes (iPad) Newer version MS Office (most OS)

Print & Save Webpages

• Make any webpage print friendly • Remove annoying graphics • Add it to your browser • Get a button for your website

http://www.printfriendly.com/

Storing & Organizing Online Contents

Collect, organize, store information in one location on the Web or computer

Declutter: helps get rid of notepads, sticky notes, bits of paper containing pertinent or random information

8 How Lawyers Use

• Keep track of ideas for • Store notes, blog posts and documents, and ideas presentation topics for committee work and other projects • Store legal research (case law, statutes, • Collect and archive treatise excerpts, web informal handwritten articles, PDFs) and notes, post-its, links containing telephone messages research materials and reminders

How • Replace traditional notebooks Lawyers • Take free-form notes instead of Use using legal notepads (on tablet) • Make audio recording that syncs with handwritten notes • Repository for online research

Conferencing Made Easy

Conference Calling Video & Voice Calls

Free UberConference.com Appear.in Paid ConferenceCalling.com Citrix GoToMeeting Zoom.us

9 Screen Captures Windows Snipping Tool

1. Click on Windows button 2. Type “snipping tool” in search box 3. Right click on the result list 4. Select Pin to taskbar

Project Management

Keep track of tasks Get status updates on projects Communicate without emailing

. Card system . Drag-drop functionality . In-line editing . Checklist with progress meter . Activity log . Deadline reminder

10 • Real-time messaging • Team channels & private chat • Drag-drop file sharing • Contextual search • 5 GM storage limit (free plan) • Limit 10,000 messages

Deadline Management

Malpractice Risk: • Missed deadline

Reduce Risk By: • Use reliable calendaring system • Promptly enter deadlines and reminders • Backup calendar

Consider: • Sync calendar across all device • Use rule-based calendar software

Backup: 3-2-1

3 2 1 Copies of Data Backed up to Keep at least two different one copy 1 original storage types offsite 2 backup

11 Confidential information or information prejudicial to the client may be revealed through metadata

Prevent inadvertent disclosure by scrubbing metadata before exchanging documents

Remove from PDF:

1. Click on Edit 2. Click on Preferences 3. Select Documents 4. Select when you want hidden info removed 5. Click OK

Remove from MS Word:

1. Click on File 2. Click on Info 3. Check for Issues 4. Inspect Document 5. Click on Remove All

12 Print to PDF:

1. Click on File 2. Click on Print 3. Select Adobe PDF from printer menu list 4. Click on Print 5. Rename and save the PDF file

Ransomware Attack

The Bait

Sender’s email address doesn’t look right or is spoofed to look legit

Email contains “zip,” ".exe," ".scr," or ".bat" file

NOTICE TO APPEAR

Hereby you are notified that you have been scheduled to appear in front of the Court at the time and day stipulated in the notice attached, signed by the judge. Please, open it now and read it very carefully.

Please bring all documents and witesses related to this case with you to Court on the hearing date.

IMPORTANT: if you do not appear at the hearing, the Judge will dismiss your case. Poor grammar and misspelled words Sincerely, Refers to threats Clerk of the Court High sense of urgency Phishing Email Red Flags Phishing Email

13 The Infection

Ransomware can spread to any device connected to the infected computer, including the server and backup.

The Ransom Note

The Payment/Recovery

Payment doesn’t guarantee 100% decryption of files

May need to recover from uninfected backup, if any

14 Steps to Protect

• Plan in advance • Install antivirus software • Update operating system • Education & training

Aftermath: What To Do

• Call IT Specialist • Call FBI • Call legal ethics counsel • Call PLF

Resources available at www.osbplf.org

Articles: • “Anatomy of a Ransomware Attack: One Firm’s Story,” In Brief, January 2018 • “Beware Ransomware,” In Brief, August 2016 • “What to Do After A Data Breach,” In Brief, April 2016

CLE: • Data Security/Data Breach: What Every Lawyer Needs to Know to Protect Client Information,” Learning the Ropes, November 2017

eCourt Tips

• Check and update email • Set up proper email forwarding • Whitelist @ojd.state.or.us; @tylerhost.net; @tylertech.com • Check Supplemental Local Rules

15 eCourt Self Help https://oregon.tylerhost.net/

PLF Resources www.osbplf.org

• Over 90 free or low cost CLE programs in various formats (streaming, MP3, CD, DVD) • Over 300 practice aids • Newsletter & publications • Practice Management services

PLF Resources Discounts

Business Productivity News Monitoring • Corel WordPerfect X7 Service • Corel PDF Fusion • Zama • Corel Perfect Authority Practice Management Conflict Checking Software Software • Clio • Client Conflict Check • CosmoLex Editing for Legal • MyCase Profession • Rocket Matter • WordRake

16 Contact Us PLF Practice Management Advisors www.osbplf.org 503-639-6911 | 800-452-1639

Sheila Blackford [email protected] Hong Dao [email protected] Rachel Edwards [email protected] Jennifer Meisberger [email protected]

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