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2015 WSSFC Technology Track – Session 11

So You Want To . . .: Tech Based Solutions to Common Practice Needs

Tison H. Rhine, State Bar of Wisconsin, Madison About the Presenter...

Tison H. Rhine is the State Bar of Wisconsin’s Practice411™ Law Office Management Assistance Program Manager and Practice Management Advisor. He received his B.S. in Economics and Engineering Science from Vanderbilt University and his J.D. from the University of Minnesota. Previously General Counsel for an Indiana based energy company, Mr. Rhine also has experience practicing in small firm and clinical settings. He now uses his diverse legal and technical background to help Wisconsin attorneys run their practices more effectively and efficiently.

So, You Want To . . . : Tech Based Solutions to Common Practice Needs

WSSFC 2015 Materials Tison Rhine

Summary:

As attorneys, when there is a task we want to perform more efficiently, or an office product that we believe could improve our work lives in some way, visiting stores and scouring the web to determine the best solution doesn’t always make it to the top of our to-do lists. The research can be especially daunting when there are ethical questions surrounding the technology involved. You don’t have to go without, though. With this program, you will learn practical tech products and solutions for common law practice scenarios in a rapid-fire, yet organized fashion. Whether you wish to automate digital tasks, share files with clients and colleagues, be more comfortable at your workstation, or merely find a decent maker for your office, this program has you covered.

By centering the conversation on individual law practice tasks and needs, attorneys in attendance will be able to easily take notes, compare current tech offerings, and take actionable ideas home to their practice. These “take-aways” should include: What software, hardware, mobile apps, gadgets, websites, shortcuts, and other tech items and solutions are currently available; How these tech items and solutions can help with specific law practice needs; and Why these specific law practice needs are important to the competent practice of law under current ethics rules.

So, You Want To . . .

• Get out of bed more easily o Let’s start at the beginning of you day and face an unfortunate fact: Attorneys don’t get enough sleep. You may think those late nights are a positive reflection of your hard work and competence, but studies show that professionals who get fewer hours of sleep produce lower quality product with less efficiency. Even with this knowledge, sometimes you just won’t get enough sleep and it may be difficult to get up for those early morning appointments. If this sounds like you, try . A natural light alarm clock: • Philips HF3520 Wake-Up Light With Colored Sunrise Simulation ($140)

Actually, with modern technology, you may not need to head to the office to get your work done at all. You may be thinking of staying in (or working from somewhere else). So, You Want To . . .

• Read And Edit/Annotate Documents On The Go (Or On Your Couch). o Microsoft Surface Pro 3: Though it is not the best option solely for reading documents (due to cost and weight), attorneys still love the Surface Pro 3 because it manages to combine most of the conveniences of a tablet with the power of a full Windows PC. If replacing your current computer with a device that is also more portable than most laptops, this may be

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your best option. Keep in mind, however, that even though it does in fact work competently as a full-fledged PC, its screen is a bit small and its keyboard “type cover” quite flimsy when compared with larger, more traditional notebook laptops. Price: $699 - $1,849 plus $129.99 for Type Cover o Sony Digital Paper System: In stark contrast to the Surface Pro 3, Sony’s electronic paper replacement, with its sharp, gray scale, 13.3” e-ink display, is designed for one thing, and one thing only: reading and editing documents. You can edit and add text to PDFs as you would on a PC, or mark documents up with the included stylus as if they were actual paper. The Sony has fantastic battery life (up to three weeks) and is thin, light, and easy to read in bright lighting conditions. The Sony is quite expensive for a single purpose device, however, and also has relatively poor screen responsiveness compared to tablets with capacitive LCD or OLED displays. There is a noticeable lag when you drag the Digital Paper’s stylus across its screen. This bothers some more than others (me a lot), so try to find someone that will let you test it out before you buy. Price: $799 o Apple iPad Air 2: The Air 2 is very thin (even thinner than the iPad Mini), very light, and very easy to use. It isn’t as powerful as the Surface Pro 3, but it will do just fine for reading and editing documents and email and offers plenty of apps designed specifically for on the go productivity. It is a bit more expensive than similarly equipped Android tablets, but tends to offer more apps made for attorneys, such as TrialPad. Price: $499 - $829 o Apple iPad Mini Retina (aka iPad Mini 2) or iPad Mini 3: The iPad Mini offers much less screen real estate than the other options on this list, but if you will be spending more time reading documents and less time editing, the reduced weight and size will have you reaching for it far more often. The Mini 3 only added a touch sensor over the Mini 2, so if only get the 3 if you need 64GB or more of storage (the 64GB and 128GB models now are only offered as Mini 3 models). Price: $299 - $729 o Dell Venue 8 7000: If you want android, the Dell Venue has good batter life and a good form factor. Price: $399 - $449 • Carry All Your Devices o As the travelling attorney knows well, lugging a briefcase or shoulder bag around is not always convenient or comfortable. And as attorneys begin to carry fewer documents and more electronic devices – through the airport, on the road, and in the courthouse – the travelling attorney is also probably familiar with battery drain. For an elegant solution to both problems, attorneys should consider something like: . The TYLT Energi+ Backpack with built-in battery ($150). • With separate storage for your laptop, phone, tablet, chargers, and even glasses, the Energi+ will keep you organized. And with its built in 10,400 mAh (removable) battery, which utilizes a convenient cable management system to charge your devices right in their respective resting places, your days of searching for outlets may soon be over. On the negative side, the battery isn’t powerful enough for a laptop, but it should work with most other devices. • At its original price of $200, the Energi+’s construction and zippers are a bit of a letdown when compared to similarly priced or more expensive

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packs. However, it can now often be found for under $150, making the Energy+ is the best battery backpack I have seen so far. o Note: Although I do not think attorneys are too old to use backpacks, when meeting certain clients, you will want to use a more traditional bag. • Protect your data on-the-go with a VPN (Virtual Private Network) o Using a VPN will protect your data as if you were in your office and is probably the single best way to protect yourself while using public wi-fi (see Ethical considerations below) o Recommendations: . VyprVPN . TunnelBear . Cloak (for Mac) . Private Internet Access . CyberGhost . IPVanish

Yes, it is convenient to be able to be productive on-the-go, but eventually, you will likely find your way back to your office. While you are there, you want to be comfortable and efficient. So, You Want To . . .

• Type Faster When Creating Your Documents o Not just for gaming, using a Mechanical Keyboard can lead to fewer mistakes, increased speed (for many people), and generally, a more satisfying experience o There are many types of mechanical switches, so here is a rundown of the most common: . Cherry MX Red – linear (less tactile) feel, low force, no added click . Cherry MX Black – like Red, but stiffer (for people who hate accidental presses) . Cherry MX Blue – significant tactile feel with an audible click . Cherry MX Brown – tactile feedback (activated early in keystroke), but no click . I like Brown for offices, because they aren’t too noisy, but give feedback. If you don’t know what you would like, you can order the WASD 6-Key Cherry MX Switch Tester from Amazon ($16) o A few recommendations: . Das Keyboard Model S Professional ($139) (also available for Mac) . Das Keyboard 4 Professional ($169) (also available for Mac) . Das Keyboard 4C (no number keys) ($139) . Rosewill Rk-9000 ($90-$120) • Avoid Hand Cramps From Cheap, Included Computer Mice o You spend enough time on your computer to have a good mouse. I recommend . Logitech Performance MX (or newer MX Master) . Or the smaller, Logitech M705 . Or the ergonomic Evoluent VerticalMouse 4 • Save Your Wrists From Unnecessary Pain

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o Keyboard (and mouse) trays should be close to your body, low enough to allow your arms to rest comfortably at your side, and tilt downward away from the body (negative tilt), not up o Try : . Humanscale 500 / 900 ($250-$300) . Uplift Keyboard Tray ($200) • See Your Work (And Everything Else) With An Ultrawide Or Dual Monitor Setup o LG Curved ultrawide 34UC97-S ($1,099) o Samsung 34” Ultrawide Curved Screen ($999) o Second monitor of your choice ($200 and up) • Have Useful Space Under That New Monitor o Try a monitor stand with a built in usb hub to get more space on your desk for files and notes . Recommendation: Satechi F1 Smart Monitor Stand ($34) o Or, for a dual monitor setup, try a mount . Recommendation: Ergotron LX Dual Side-By-Side Arm ($265) • Take Those Notes On A Great Legal Pad o Levenger (5 pads for $32) o Levenger also makes great folios, notebooks, pens, and bags • Scan Those Notes (and everything else) With a Great Scanner o Fujitsu ScanSnap iX500 ($415) . Simply the best option for most people . Get one for each office • Shred Your Documents After You Scan Them o Fellowes Powershred 73Ci/79Ci/99Ci ($167/$175/$210) . For 12 sheets/16 sheets/18 sheets, respectively . Get one for each office o AmazonBasics 12-Sheet Shredder ($50) . For occasional usage situations • Try A Standing Desk o There are health and productivity benefits to working while standing, but knees can take only so much, so I would recommend an adjustable standing desk o Recommendations: . Full desk • Anything adjustable from NextDesk ($1,497 and up) • Ergo Depot Jarvis ($700) . Add on to existing desk • Varidesk Pro (add on to existing desk) ($350) • Kangaroo Pro Junior ($400) • Sit In A Comfortable Chair When You Do Sit (but not for too long!) o Herman Miller Embody ($1,449) o IKEA Markus (my chair at home) ($200) • At Least Take Breaks From Sitting o Again, sitting for too long is a killer (literally). You should use break reminder software to give your body, mind, and eyes, a rest.

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o Try: . Eyeleo . Workrave . PC Work Break . PYV (Protect Your Vision) (browser) . Time Out (Mac) . Coffee Break (Mac) o I recommend a 3 minute break every 30 minutes, but pick something that works for you that you will actually follow. • While Your At It, Have Some Good Coffee (Give It Too Your Clients Too) o The Coffee Service option. This option involves contracting a coffee service company to install a large drip machine (that they own), which you must use exclusively with the little packets of coffee that they sell you. The advantages of this system are lower costs (in large operations), the ability to connect a water source directly to the machine (limiting prep time), and the lack of personal maintenance. As an added bonus, the machines often include a hot water spigot that is quite convenient for making tea and instant oatmeal. The resulting coffee, however, is generally not very good when compared to other options and certainly won’t be impressing anyone. There may be a truly good tasting coffee service out there, but I have yet to find one. o The Flexible and Convenient Pod option. Another option is to buy a pod based single-serve machine, which will allow you to offer individual coffee drinks in a wide variety of strengths, flavors, and even types. The most common system of this type is Keurig, which offers basic single-serve machines as well as commercial machines with direct water line plumbing and color digital displays (which you can use to choose temperature and strength). More recently, Keurig has begun offering batch-brew models that create up to 64 ounces of coffee in around two minutes, but most models still use the plastic single-serve and single-use K- Cup pods. The result is an easy, no mess method of creating coffee only when you need it. There are hundreds of K-Cup varieties (including hot cocoa and tea), which makes it possible to cater to a conference room’s varied tastes. On the flipside, it can take a long time to make several cups of coffee back to back, the pods are expensive in comparison to other coffee methods, and they also create more waste. Finally, the coffee itself is merely ok. Sure, it’s better than bulk grocery store coffee, but you will fool no one into thinking they are in a cafe. Prices range from under $100 for a good basic model like the K45 or K145 to over $1000 for their commercial brewing systems. o The Standard Automatic Drip option. Chances are, this is what your office is using currently. You fill up the water reservoir, you place a filter into the basket, you put ground coffee into the filter, and you turn it on. The process is simple, so one would assume that any old machine will do, but they would be wrong. The temperature that the water is heated to, the speed and disbursement of the drip, and the filter type can all affect the flavor of the coffee in surprisingly noticeable ways. Even high quality automatic drip machines will not create the very best tasting coffee, but if you start with good coffee beans/grounds, you can get a very satisfying product that easily bests pod or coffee service coffee. If you are interested in this type of coffee maker, check out the Bonavita BV1900

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($179) and the Technivorm Moccamaster KBG 741 ($299). If you wish to display your machine in clients’ view, check out the beautiful Wilfa Precision from Norway ($249). o The Cheapest and Best Tasting (but least convenient) Manual option. If you want American style coffee so good you’ll think you’re in Europe, you are going to need to put in a little work. You can go the Pour Over route, by buying a Chemex ($35-$40) or a Kalita Wave ($30), or you can go the Aeropress ($30) route, both of which are much cleaner than using a . You will need to learn how to properly make coffee with these methods and will also need an electric kettle. I recommend one with adjustable temperature, such as the Bonavita Gooseneck Variable Temperature Electric Kettle ($99). Manual methods are not only impressive to do right in the conference room with your clients, but are also great for individual offices or solo attorneys. It’s more work, but you may learn to love your little coffee making breaks. o The Option. To really impress, consider offering espresso, , and in addition to American style coffee. The cheap(ish) and easy option is to use the popular Nespresso system. Nespresso machines, like Keurigs, use small single-use pods, but Nespresso’s pods (which cost about 70 cents each) are aluminum, and may be recycled. Their around 25 varieties to choose from in Nespresso’s OriginalLine, which can be used in machines that start at $129 for the Inisia model ($179 with a milk frother). There are more expensive machines, but the differences in internals (and coffee taste) are negligible or nonexistent. Speaking of taste, Nespresso coffee tastes surprisingly good, especially when you consider the ease of use and relative low cost. All but the most discerning coffee aficionados should be fairly impressed with the resulting crema topped creations. For those who do require more, or offices that really want to impress with a visible , look for one from the likes of Nuova Simonelli, Rocket, Rancilio Silva or La Marzocco. Be sure to learn how to use it, and when you get a bill in the thousands, just think of it as coming out of your art and furnishings budget. o The Coffee. No coffee maker or method can make bad coffee taste good. There are more varieties of coffee beans than we have time to discuss, so let me recommend some local and regional Wisconsin roasters to get you started: Colectivo Coffee – Milwaukee (Riverwest); Fiddleheads – Thiensville; Anodyne Company – Milwaukee; Kickapoo Coffee Roasters – Driftless; JBC Coffee Roasters – Madison; Ancora Coffee Roasters – Madison; Door County Coffee and Tea – Sturgeon Bay; Luna Coffee Roasters – De Pere; and many more! o Grinding. Whatever coffee you choose, a fresh grind from a good burr grinder will always result in a better brew. To extract that extra bit of amazing from your beans, look for an electric grinder by Baratza (starting at $129) or get a quality hand grinder, such as the Hario Skerton ($28).

Okay, back to work! So, You Want To . . .

• Stay Organized To Make Sure You Are Working On The Right Documents And Projects o Trello – to-do lists and project management for yourself and for collaboration with others

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o Wunderlist o Clear o Google Keep o Any.do o Outlook o Practice Management calendar/docketing o Tips . Set target dates a few days early . Utilize your phone alarms . Also helpful for bill collection reminders • Share Those Files With Clients And Colleagues o Practice Management Software. If you are already using cloud-based practice management software, like Clio, Rocket Matter, or MyCase – just to name a few of the many options - it likely includes some file sharing options. When you choose to send a file, the recipient will get a notice that there is a file available and then they have to log in (using credentials you set up with them earlier) to access it. This is a great option if you share files with certain individuals regularly, though it does mean having to keep track of each recipient’s login credentials. o Cloud-based File Storage/Sharing Services. By now, you have probably heard of Dropbox or its competitors, and how convenient such services can be - not just for file storage, but also for file sharing. Typically, these services allow you to view files from any PC, Mac, or mobile device and share them with other users of the service directly or by using a public link (not recommended). Luckily, most of these services have added security through password protection and permissions options (sometimes requiring a paid upgrade), but for some in the legal industry, further encryption is necessary. To make Dropbox more secure, Sookasa ($10 per month) and Viivo ($4.99-$9.99 per month) are relatively inexpensive additions that allow you to keep an always encrypted folder in your account. Viivo also works for Box, OneDrive, and Drive, etc. Alternatively, if you don’t want to pay for two separate subscriptions, you could use SpiderOak, which works similarly to Dropbox and includes better encryption natively. Side note: Whether such added security is truly needed to protect your clients’ data (or yourself from ethics issues) is still being debated. Ultimately, it may depend on the security needs of your individual clients, so you may want to talk with them about computer security and/or even include such topics in your fee/representation agreements. o Citrix ShareFile ($16-$100 per month), which works a bit differently from the above cloud- based services, is another product that makes it easy to share files – just click on the Send a File link (directly from ShareFile, your email, or your file’s print menu) and enter an email address. Used throughout the business world, ShareFile is highly customizable, allowing you to integrate it more easily into your firm’s existing workflow. Just some of its features include configurable permissions and security settings, Outlook integration, file versioning that helps you track changes to files, and receipt confirmation. You can even have one of their graphic design specialists customize your portal to match your company logo and website (at no extra charge). If you are serious about file sharing, take a look.

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o Encrypted Email Attachments. If you want to use email, or if you only need to share one or two files with someone every once in a while, you can always manually encrypt your attachments before sending them, typically by using options built in to your productivity software (Word, Adobe Acrobat). Only someone with the encrypted file’s password can open it so don’t forget to provide the recipient with that information (you can do this over the phone, but do not leave on voicemail). You can easily find instructions for how to encrypt a Word or PDF document online. Just remember to use a good, unique password. . You could also use an email add-on product like Absio, Identillect to send encrypted emails and attachments using Outlook or other email clients. o Ethical considerations. See section below and attached Ethics opinion concerning cloud computing for more information.

To have even more time to spend on work (i.e. billable hours or work product), try automating some aspects of both your professional and personal life. So, You Want To . . .

• Automate Your Digital Life o IFTTT (If This Then That) (Free!) . Automate any number of things, for example: • If I am at my office, then mute my phone • Save all Gmail attachments to Dropbox • Log how much time you spend at work in a google spreadsheet • If I post to Facebook, also post to Twitter • Backup contacts to a google spreadsheet o Zapier (multiple plans from Free up to $125/month) . A lot like IFTTT, but works with more apps with business uses, like: • Xero, Freshbooks, Clio, Zendesk, Quickbooks, Office 365, Microsoft Exchange, and many more. o Tasker ($1.99 Android app) . Tasker is an android app that lets you automate a great number of things on Android devices o Pushbullet (for iOS or Android and Chrome, Firefox, or Safari browsers) . Show calls and texts on your computer . Send files and links from your computer to your phone with a click, however, I would be wary of sending files in this manner as it is not the most secure. See section below on cloud computing and ethics.

Speaking of “automating” certain aspects of your professional life, not every law practice is large enough to have its own receptionist or office manage that buys office supplies. So, You Want To . . .

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• Offer Professional Reception While Working From Your Parents’ Basement (Or Your Solo Office) o Virtual Receptionists - A real voice answering your calls (not your voicemail message) will not only help stay organized, but will project a professional image without requiring you to pay a receptionists salary. Try: . Ruby Receptionists (starting at $249 / month for 100 minutes) is probably the most widely known virtual assistant service in the legal industry, and has a reputation for employing competent and very friendly receptionists (all located in Portland, Oregon). If good customer service is important to you, Ruby may be the best. . Total Attorneys also offers a virtual receptionist services (among other services for attorneys), but does so on a price per call basis, potentially leading cost savings at low volumes. In addition total attorneys offers 24/7 answering (Ruby sticks to typical business hours). . Alert Communications is a good option if you need bilingual services. It offers 24/7 specialized attorney virtual receptionist services in both English and Spanish. • Save Money On Office Supplies With Price Tracking Tools. o Shopping for the best prices on office supplies can take a lot of time, especially when prices fluctuate daily or even hourly. You may be tempted to give up and just (over)pay for supplies at whichever store or website you typically buy from (after all, your time is valuable), but instead, try using a price tracking tool to easily monitor your frequently bought items (e.g. pens, paper, toner, etc), as well as larger equipment purchases. . One of my favorite such tools is CamelCamelCamel, which maps out price histories and trends for any Amazon.com product. It’s best feature, however, is the ability to setup notifications for when the price of any given item dips below a certain level (set by you). . Another good price tracking option is PriceZombie, which has similar features as CamelCamelCamel, but works with multiple stores (including Amazon). . Yet another tool, the Invisible Hand, doesn’t really track prices, but it will show you where to get the lowest price on a particular product “right now.”

Let’s end with a lighting round. So, You Want To . . . Everything Else

• Read all your websites in one place o Chances are, you’re going to waste some time on the internet. Waste less by using: . Feedly (free) • Save articles for later o You can’t read everything right now. Read items later and save the good ones for posterity (this is great for work related articles and for fun ones): . Pocket (free) • Use a good power strip

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o APC Surgearrest 3020J ($24) o Belkin 12-Outlet Home/Office Surge Protector ($18) • Get a good Wi-Fi Router o TP-Link Archer C7/C8 ($97/$110) o Netgear Nightwawk AC1900 ($180) o Linksys WRT AC1900 ($222) o Netgear Nighthawk X6 AC3200 ($278) • Talk Hands-Free At Your Desk o Plantronics-CS540 ($180) o Jabra Pro 9470 Mono Wireless Headset with Touchscreen ($210) o Plantronics Savi W720 Dect Head ($255) • Eat Breakfast at your office (you need food to think) o Quaker Real Medleys instant oatmeal cups • Heat Your Personal Workspace o Lasko 754200 ($25) o Dyson AM09 Fan Heater ($350) • Listen To Music At Your Office Or On The Road o Headphones . Sennheiser HD 600/HD 650 Open Back Headphones ($270/$350) . Sennheiser Momentum Closed Back Headphones ($150-$350) . Audeze LCD-X ($1,699) o Online Music Streaming . Spotify ($10/month) • Know when to leave your office (before the rain starts) o Dark Sky ($3.99 – iOS only ) . The one app I miss after my conversion to Android . Know when rain will start and stop to the minute – it is surprisingly accurate

Now Go Home (after looking at ethics)!

A lot of the above products, to be useful, involve taking advantage of Cloud Computing. Let’s take a look at the Ethical Considerations of Cloud Computing:

• Ethics requirements Primer – First, let’s take a look at what is actually required of you to protect your clients’ data

o Applicable Rules: . SCR 20:1.1 Competence, SCR 20:1.4 Communication, SCR 20:1.6 Confidentiality, SCR 20:5.3 Responsibilities regarding nonlawyer assistants, ABA Model Rule 1.6

. See the included Wisconsin Formal Ethics Opinion EF-15-01: Ethical Obligations of Attorneys Using Cloud Computing

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. After looking at the ethics materials, the first step is: Relax. There may be several applicable rules and lots of comments, but what is required of you can essentially be summarized as follows:

• The Rules of Professional Conduct do not impose a strict liability standard on lawyers who use cloud computing, and none of the ethics opinions require extraordinary efforts or a guarantee that information will not be inadvertently disclosed or that the information will be accessible when needed. Instead, the rules require that lawyers act competently. Competency includes protecting the lawyer’s ability to reliably access and provide information relevant to a client’s matter when needed, as well as reasonably ensuring that client information will remain confidential and will not be intentionally or inadvertently disclosed. Consequently, a lawyer must use reasonable efforts in selecting a service provider to reasonably ensure that the service provider will protect both the lawyer’s access to and the confidentiality of client information. A lawyer must also use reasonable efforts to ensure that the firm has office policies and procedures in place that are designed to protect the lawyer’s access to and the confidentiality of client information. o What then, are “reasonable efforts?” While the Supreme Court, OLR, and Ethics Committee does not provide specific requirements (difficult to create a standard of care when tech changes so fast), it is possible to provide the following general guidance of what you should do to get reasonable assurances from cloud service providers:

. First, you should examine the cloud provider’s terms of use, written policies and procedures, existing practices, and functional capabilities to determine if they are adequate under your circumstances to reasonably ensure that you can reliably access and provide information relevant to your clients’ matters when needed.

• You should have unrestricted access to and control over the data

• You should still have access and control over the data even if you relationship with the cloud provider is interrupted for any reason

• Data should be stored in a retrievable format or you at least have the ability to move the data to a different host if you are dissatisfied with the service provider

• You should periodically reexamine these terms of use and written policies

. You should also examine the cloud provider’s terms of use, written policies and procedures, existing practices, and functional capabilities to determine if they are adequate under your circumstances to reasonably ensure that client information will remain confidential and will not be intentionally or inadvertently disclosed.

• The cloud provider should have an enforceable obligation to preserve the confidentiality and the security of client information, and that the provider

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will notify the lawyer if served with process requiring the production of client information

• The cloud provider has no ownership interest in the client information

• Unauthorized access to your information, including access by the provider itself, should be prohibited, other than for the purpose of displaying the information to authorized users

• The cloud provider’s existing practices and service history reasonably ensure that the information will remain confidential

• The cloud provider should have the ability to purge and wipe any copies of the data if you become dissatisfied.

. Finally, you should also examine your own law office policies and procedures to make sure they are adequate under the circumstances to reasonably ensure both your access to and the confidentiality of client information.

• You should address computer security, such as the use of firewalls, virus and malware programs, operating system updates, and strong passwords.

• You should address access to client information, such as regularly backing up data and storing a copy of the data onsite.

• You should address the informing of clients about the use of cloud computing

o This is important. No security is perfect (not in the cloud and not storing locally). Once you have met your ethical obligations, weighing the costs and benefits of various security options is essentially a business decision, and therefore, it is a good idea to bring your clients in on the decision making.

. In many cases, service providers that provide services to attorneys regularly are aware that attorneys won’t use their products without these types of protections, but unfortunately there is no guarantee that any given provider will provide the protection that attorneys need and there is no easily referenced list of “approved for attorneys” services. Reading terms of service and policies and procedures is not fun for every type of attorney, but making the effort to do so will not only demonstrate that you made reasonable efforts meet your ethical obligations, it will give you the right information to confidently discuss security with your clients.

• Other Cloud Related Security Issues to Consider

o Accessing Client Information Using Public Wi-Fi . Ensuring that the services you are using meet all of your wishes won’t matter if you aren’t accessing your data securely on your end

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. With the benefit of being able to work from anywhere, you will probably be using public Wi-Fi at some point, but you are not living up to your ethical obligations if you are exposing their data to public Wi-Fi unprotected

. “What can I do?”

• Make sure you are using the hotspot you are intending to by double checking the name (someone could set up a very similar sounding hotspot name, to trap you)

• Use secure websites. Luckily, most common sites use SSL-encryption (can tell by the prefix: https://). Not all sites do, though, so be careful.

• Use the right network permissions and setting. If it is a public network, say so when your windows machine asks.

• Us a VPN (Virtual Private Network)

o Using a VPN will protect your data as if you were in your office and is probably the single best way to protect yourself while using public wi-fi

o Example providers: TunnelBear, Cloak (for Mac), Private Internet Access, CyberGhost, IPVanish o Data backup . It is worth repeating that you should not entirely rely on your cloud service provider for data backup. You should also keep a local backup and maybe even a second cloud backup.

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