Why is Records Retention Important?

by Cheryl Young, Records and Solutions Information Architect. Océ Business Services is a member of the San Diego Chapter of SoCalPROS.

An effective records management program can potentially save an organization – including law firms, their clients and in-house counsel – millions of dollars by preserving responsive records and disposing of obsolete records in systematic, consistent processes that can be defended. This helps avoid fines from courts or auditors. Ignorance of records retention requirements is no longer an excuse with the publication of the Sedona Guidelines, ISO 15489, the Federal Rules of Civil Procedure and state level adoption of the Federal Rules. So that begs the question: What are the elements of a good program?

Is Your Copier Secure?

by Karin Finley, Legal Solutions Specialist, California Office Systems, Inc.  Karin Finley is a member of the Orange County Chapter of SoCalPROS.

In mid-April, many viewers watched a CBS investigative report concerning the information stored on the hard drives of digital copiers. The report was titled, “Digital Copiers Loaded with Secrets, Your Office Copy Machine Might Digitally Store Thousands of Documents That Get Passed on at Resale”

Security is a critical issue in today’s business and legal environments. Undoubtedly, your firm has taken various steps to protect your documents from loss or unauthorized access and distribution, and steps to protect your network from various threats such as viruses, worms, Trojan horses, malware, etc.

Have you considered the security of the multifunction (MFP) device you bought to handle your firm’s scanning, printing, copying and faxing needs?

Slowing Economic Growth Not Unusual

By Paul Single, City National Asset Management. City National Bank is a member of NorCalPROS as well as the Los Angeles, San Diego, and Orange County chapters of SoCalPROS.

The current economic expansion began about a year ago and, by most accounts, is still under way, although some sectors are moving ahead more rapidly than others. Aggressive monetary and fiscal stimuli, as well as costly government initiatives aimed at stabilizing the financial system, have all played important roles in guiding the economy out of the Great Recession. However, the economy has now entered a new phase, one that hopefully will take it past the stimulus-based expansion of the second half of 2009 typified by programs such as cash for clunkers and the homebuyer tax credit and into a period driven more by consumption and trade. It’s not there yet – economic growth has not reached the point where it is healthy and fully self-sustaining. This is not unusual as studies of past recessions show that cyclical downturns accompanied by financial crises tend to be far more severe and last much longer than most reces-sions. Recoveries from these types of recessions are also far more gradual, since the restoration of banking, business, and household balance sheets takes a long time.

How to Maximize Your Telecommunications

By Daniel Mocny, Senior Account Executive, AeroCom, Inc. AeroCom is a member of the SoCalPROS Orange County chapter.

The major “buzz” word in the telecommunications world is Fiber, or what we call, “Fast Ethernet.” This cutting edge technology is slowing taking over for old school DSL, Cable, Internet T1’s and even DS3! Fiber/Fast Ethernet offers faster speeds at half the price. Give us a call today and find out if this product is available for your office.

AeroCom is a telecommunications agency, helping law firms maximize their Internet, phone service, MPLS and more. We will make sure your firm is using the best technology for your individual needs, using the best provider available at your location, for the lowest pricing and superior support.

When productivity matters: Case Notebook 2.0

Thompson Reuters is a member of the Orange County chapter of SoCalPROS.

West Case Notebook® 2.0 is the latest version of West’s case analysis and management software which provides a centrally accessible electronic case file where users can organize, analyze and collaborate on all essential case information.

West Case Notebook 2.0 is the latest addition to Westlaw Litigator®, the most comprehensive set of integrated tools, services and content that help attorneys be more productive at each stage of a matter and more efficient in creating superior work product.

How To Avoid The Top 5 Budget Busting, Stress-Inducing Mistakes When Moving Your Office

By David J. Davis of StarPoint. StarPoint is a member of the SoCalPROS San Diego Chapter.

Moving is always a pain in the rump, but it doesn’t have to be a horrific, expensive experience. The number one lament from someone who’s experienced a “bad” move is, “I didn’t know I needed to…” followed closely by “I completely forgot that…” In other words, it’s what you don’t do that makes the move a disaster.

To make your move easy and effortless, here are the 5 most common mistakes you want to avoid:

Mistake #1 — Not Using A Checklist

This may seem like a no-brainer to those who manage projects, but project management may not be a forte of someone placed in charge of your move (like an office admin). Even those who use a list typically fail to make the list detailed enough.

A Bank Is More Than Just Checking and Trust Accounts: Let Your Bank Work for You

By Sharyn R. Kohara
Vice President & Preferred Banking Advisor, City National Bank
Member of SoCalPROS OC Chapter

As legal administrators work to increase office productivity and efficiency by applying the “squeeze” to nearly every aspect of managing their firms – wringing every drop of extra cost where possible and streamlining processes like hiring and interoffice communication – a key area typically goes untouched:

Banking.

New advancements like online banking certainly catch on fast, but generally speaking law firms are missing out on a wealth of benefits simply because they don’t fully take advantage of a resource that’s already there.

A productive banking relationship can help firms save money, increase cash management efficiency, decrease concerns over potential fraud losses and gain referrals, for starters.

Here are a few tips on making your banking relationship work for you.

Choose Your Bank Wisely

Not all banks are created equal, so it pays to do your research. Look for:

• A bank that assigns your firm a specific relationship manager – an experienced professional who will serve as your primary point of contact and help you understand and utilize the full range of the bank’s resources.
• A bank that understands that the business matters of the firm are closely intertwined with those of its partners; has the experience, expertise and capabilities to create the right financial solutions for both.
• A bank that is committed to serving law firms and the legal community. Some banks specialize in law firms and dedicate significant resources to understanding the specific issues that law firms face. Your banking needs are different than those of other companies – your bank should understand that and provide services to meet those unique needs.
• A bank that offers advanced fraud prevention systems designed to reduce the occurrence of check and wire transfer fraud, coupled with training programs that help you incorporate pre-employment screening and other internal fraud-prevention techniques.

Smart IT Decisions in Tough Economic Times

Doug Hafford – V.P. Consulting Services for Afinety, Inc.
Afinety is a Member of the Los Angeles and Orange County Chapters of CAPROS.

There is perhaps no person in the local or national community who has not felt the economic crunch. The state of the market place is impacting Law Firms in diverse ways, but with few exceptions, most are looking to do more with less. One of the first areas affected is always the computer systems. With computers such an important part of our business day, the stress of keeping older equipment alive, combined with the ever increasing needs in a competitive marketplace has put unusual strains on IT staff and providers. It is thus more important than ever to make smart IT decisions both for firms that see significant new activity and for those whose clients are cutting back. With that in mind, nearly all firms have the following goals in mind.

• Save money and time - upfront and ongoing
• Stretch the current investment
• Get more value - Longevity, work product, storage, disaster recovery and environmental friendliness  

Electronic Transcript Management: It’s A Reality

Jeff Koller, General Counsel and Business Development Administrator, Hutchings Court Reporters, LLC
Hutchings Court Reporters is a Member of the Los Angeles, Orange County, and San Diego Chapters of CAPROS.

Have you had it with time-intensive paper-driven protocols to access, search, store, replicate and retrieve the information contained in deposition transcripts and exhibits? Have you tired of too many lost of misplaced sticky notes and sessions at the copy machine?

Portable X-Ray: A Legal Malpractice Claim Case Study

Case Study by Narver Insurance
Narver Insurance is a Member of the Los Angeles and Orange County Chapters of CAPROS

Loss prevention involves identifying and anticipating risks in the practice of law. Studying claims that have actually happened can help you more readily spot risks and identify opportunities to use loss prevention and decrease exposure to claims in your own firm. The case you are about to study is taken directly from a real claim situation. It is not a composite case nor has it been embellished; it is simply a real-life situation that involves a law firm. Fictitious names and locations have been used to maintain confidentiality.

Doing More with Less through Flexible Staffing

By Jennifer Evans, President of Davidson Staffing
Davidson Staffing is a Member of the Los Angeles, Orange County, San Diego, and San Francisco Chapters of CAPROS.

Originally published in the August 2009 edition of The Bottom Line, the official publication of the State Bar of California Law Practice Management and Technology Section.

As a staffing executive for more than two decades now, I've been through my fair share of recessions and economic downturns. Staffing agencies are in the unique position to be among the first to feel the beginning and the end of a recession. So what, from our perspective, is currently happening in the legal talent market?