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Technology Tips & Practice Pointers Technology Tips & Practice Pointers Technology Tips & Practice Pointers Technology Tips & Practice Pointers Saving text messages 1. Screenshots 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 What you need: • Client’s cell phone number • Client’s phone carrier Send Texts Send Texts • Carrier’s SMS gateway address Through Computer https://www.osbplf.org/inpractice/send-text-messages-to-your- clients-without-using-your-cell-phone/ Steps for sending text through computer: 1. Compose a new email 2. In “To” field, insert client’s 10-digit phone number (no hyphens) followed by @gateway address 3. Write message under 160 characters. 4. Hit “Send.” PLF Blog Subscribe at: www.osbplf.org/inpractice 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] and confidential 17.
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