ALAMn Winter social Tuesday, December 10, 2013 4:00 pm ... verdict december 20… · Wendy Bartlett Metropolitan Airports Commission 612.726.8192 ... your jobs easier, and who make

Don't Miss:

Pg. 13ALAMn Winter social Tuesday, December 10, 2013 4:00 pm – 7:00 pm

Location: Gluek’s Restaurant & Bar 16 North Sixth Street Minneapolis, MN

Pg. 18How technology Can Change the Way Law Firms Work

Pg. 22never Fear – non-it Administrator is Here!

"Technology"December 2013 / January 2014Vol. 2013, No. 9

2 THE VERDICT - December / January

Table of ConTenTs

The VerdicT StaffEditor Carlene HolterLindquist & Vennum612.371.6228 [email protected]

Advertising Cheryl R. ThompsonMoss & [email protected]

EVEnts4 Calendar of Events10 December Systems and Technology SIG Meeting 11 Exceed The Limits - ALAMN Educational Conference13 ALAMN Events14 ALAMN General Meeting - Leading Up to the Reluctant Leader16 October Community Services Committee

nEWs13 ALAMN Shining Star19 Know your Legal Jargon

MEMBERs 3 2012-2013 ALAMn Officers & Directors28 Get to Know Your Board

CoLUMns5 President's Letter14 Diversity 18 How Technology Can Change The Way Law Firms Work20 Paranoid Android22 Never Fear – Non-IT Administrator Is Here!24 Top 7 Security Tips for Law Firms

REPoRts8 Small / Medium Firm Group9 Large Firm Administrators Group9 Facilities Management Special Interest Group11 Finance Special Interest Group

MoRE insiDE3 ALAMn Mission Statement 7 2013 Business Partner Sponsors 15 HCBA Connection27 Advertisers in this Issue

Letters to the EditorLetters to the Editor of The Verdict are welcome and can be e-mailed to [email protected]. In your letter, please include your name, firm name, mailing address, daytime phone number, and e-mail address. Letters that do not contain full contact information cannot be published. Letters typi-cally run 150 words or less and may be edited. Your letter can be on any topic. You will be contacted before your letter is published. Thank you.

2013 - 2014 alaMN offiCers & DireC Tors

3THE VERDICT - December / January

PREsiDEntDavid Oxley, CLM

Leonard, Street and Deinard, P.A.

612.335.1472

[email protected]

PAst PREsiDEntMichele Sauder

612.492.7589

Fredrikson & Byron, P.A.

[email protected]

PREsiDEnt-ELECtDeborah O’Connor, CLM

O’Meara, Leer, Wagner & Kohl, P.A.

952.806.0428

[email protected]

DiRECtoRsADMinistRAtionSarah Didrikson

Nilan Johnson Lewis

612.305.7614

[email protected]

CoMMUniCAtionsTracey Skjeveland, CLM

Merchant & Gould, P.C.

612.371.5211

[email protected]

FinAnCEAnnette Kojetin, CPA

O’Meara, Leer, Wagner & Kohl, P.A.

952.806.0433

[email protected]

EDUCAtionKatherine Hubbard

Olup & Associates

952.835.4070

[email protected]

MEMBERsHiPWendy Bartlett

Metropolitan Airports Commission

612.726.8192

[email protected]

aLaMn has adopted aLa's Mission Statement

To improve the quality of management in le-gal services organizations; promote and en-hance the competence and professionalism of legal administrators and all members of the management team; and represent pro-fessional legal management and managers to the legal community and to the commu-nity at large.

mailto:[email protected]

4THE VERDICT - June / July 2013 -

CalenDar of e venTs


sU Mo tU WE tH FR sA

29 30 31 1 2 3 45 6 7 8 9 10 11

12 13 14 15 16 17 1819 20 21 22 23 24 2526 27 28 29 30 31 1


26 27 28 29 30 31 12 3 4 5 6 7 89 10 11 12 13 14 15

16 17 18 19 20 21 2223 24 25 26 27 28 1


1 2 3 4 5 6 78 9 10 11 12 13 14

15 16 17 18 19 20 2122 23 24 25 26 27 2829 30 31 1 2 3 4

7 – HR Committee 11:30 a.m. Lindquist & Vennum

8 – Large Firm Administrators 12:00 p.m. Merchant & Gould

9 - systems and technology special interest Group 12:00 p.m. fredrikson & Byron

14 –ALAMN General Meeting 11:30 a.m. – 1:00 p.m. Nilan Johnson Lewis

15 – Community services Committee 11:30 a.m. Briggs & Morgan

21 – Facilities siG 12:00 p.m. Gray Plant Mooty

JAnUARy FEBRUARyDECEMBER

5 - Large Firm Administrators 12:00 p.m. Lindquist & Vennum6 - intellectual Property Group 11:45 a.m. Location tBD6 - systems and technology siG 12:00 p.m. Lindquist & Vennum18 - Facilities siG 12:00 p.m. Dorsey & Whitney

4 – Large Firm Administrators 12:00 p.m. Robins, Kaplan, Miller & Ciresi

5 - intellectual Property Group 11:45 a.m. Dicke, Billig & Czaja

5 – systems and technology siG 12:00 p.m. Briggs & Morgan

10 – ALAMN Winter social 4:00 p.m. – 7:00 p.m. Glueks Restaurant & Bar

17 – Facilities special interest Group 12:00 p.m. Robins, Kaplan, Miller & Ciresi

Many of you may have heard about the retirement of the ALA Chapter Awards and the creation of the new IDEA awards. At first blush, this might appear to be some sort of minor administra-tive change. That’s understand-able. How many times do we hear that some product is “new” or

“improved” only to experience the same re-hashed ex-perience that was hiding in the fine print describing the small, cosmetic changes the product underwent for its splashy new label?

However, the IDEA awards are no such saccharine sort of marketing ploy. This new program turns the awards program on its head. Consider:

These awards are meant to acknowledge those who in-novate – not just at the chapter level but in the industry at large. At this time, when the business of law is facing historic market changes, those willing to respond to the new challenges with innovation and daring have the opportunity to gain significant advantages. By pro-moting a culture of innovation, ALA is recognizing and publicizing those at the leading edge of our industry. By looking forward, ALA is leading us into a dynamic future.

It’s important to highlight that the awards aren’t limited to a chapter, but are inclusive of firms and other orga-nizations. While we’re each involved in ALA to varying degrees, we have our jobs as administrators that is our primary focus. We take pride in the work we do. We do some really interesting, quality, and at times ground-breaking work. It’s only appropriate that ALA acknowl-edge the exceptional efforts that break ground within the industry. And many of our business partners pro-vide programs and partner on projects that are essen-tial in the progress of the industry.

I encourage you, if you’re working on something truly unique or innovative, consider applying for an IDEA Award. There are initiatives out there that deserve to be recognized. We now have a program in place to recog-nize them. Let’s participate in it!

As we near the end of the year, many of us take the time to think about the year that’s winding down. Lately, I’ve been considering the impact of our business environ-ment and our roles as administrators. In many ways, we spend our days dealing with issues and attempting to make things better. While doing these things well makes us more efficient and effective in dealing with the “squeaky wheels” we face, it can take focus away from those many employees whose quality work forms the bedrock of those successes we experience.

from The PresiDenT of alaMNBy: david oxley, clM

[ continued on page 6 ]


Chapter Awards IDEA Awards

Limited to ALA Chapters Open to ALA chapters, com-mittees, regions, individuals, firms, or organizations (in-cluding business partners)

Rewards those who best fulfill a pre-defined checklist

Rewards the creation of unique and innovative pro-grams, services, and events that improve our chapters or the legal community in general

Awards submitted in a man-dated category

Awards not limited by category

1st, 2nd, or 3rd place awards provided in each category with submissions to support

Awards not competing for a place, but are awarded on the submission’s individual merit

Focus on quality work we do in our Chapters

Focus on quality work we do as Administrators

One of the more insidious hazards of a career in man-agement is the potential to develop cynicism. Having to address some of the strange and outrageous situ-ations and behaviors we do it’s not surprising, and its similar to the cynicism that police often develop. It’s accompanied by the ever relentless drive for constant improvement. Sometimes these can make it difficult to experience unqualified appreciation. In that light, even very good performers can become “good, but…” If you catch yourself tending toward these perspectives, con-sider taking the time to simply thank those who make your jobs easier, and who make your business run as smoothly as it does.

THANKS! In this last column of the year, I’d like to voice my appreciation for everyone who contributes (time, resources, and even just goodwill) to this organization. Thank you to the Committee and SIG chairs, and to the members who attend and keep those groups relevant. Thank you to our Business Partner Sponsors for their com-mitment to our firms, our industry, and our continuing ed-ucation. Thank you to those who attend socials, read The Verdict, and serve at Community Service Events. Thank you to those Past Presidents and former Board members who have served (and continue serving) the Chapter. Thank you to those who have and currently serve in Re-gional and National ALA positions for your support and guidance. And thank you to the members of the current Board – your efforts and dedication is greatly appreciated. I hope you all enjoy a Happy New Year!

from The PresiDenT of alaMN - ConT.


continued from page 5

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small / meDium firm aDminisTraTorsBy: Pam habeger & Tammy Berlin

The small/medium group met on November 21 with presenter Joe Scott on “You Posted WHAT On Social Media?” This non-technical session briefly introduced the Top Ten most useful social media platforms for Law Firm Administrators. The majority of the session was dedicated to case studies and to delivering tips that would be helpful by the attendees. Also discussed were the topics: 1) Which of the Top Ten social media platforms are best for their practice areas; 2) How to

use social media to attract and retain clients; 3) How to begin crafting a Social Media Policy.

Joseph G. Scott is Vice President of Scott & Associates, Inc., a Chanhassen-based Inbound Marketing Agency. Joe has counseled law firms on marketing and social media since 2004, the dawn of social media. His most recent legal clients include Schwegman, Lundberg & Woessner; Heningson Snoxell; O'Meara, Leer, Wagner & Kohl and The McCollum Law firm.


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large firm aDminisTraTors grouP

Jill LaMere of Lindquist & Vennum hosted the Novem-ber meeting of the Large Firm group, and many of the discussion topics focused on technology. The mem-bers talked about which firms use “extended dynamic views,” or folder structures within their DM, which can assist with “paperless” initiatives. The group also talked about the tools and processes that are needed to go

paperless, including scanning capabilities. Another major topic was project management, including soft-ware tools for matter planning, budgeting, and re-porting. Other topics included HIPAA compliance and the new health insurance exchanges.

Pat Mandile of Robins Kaplan Miller & Ciresi will host the next meeting on Wednesday, December 4.

faCiliTies managemenT sPeCial inTeresT grouPBy eric Jacobson, chair

• ALAMN / FSIG Speakers – brainstorming » Emergency Response » Records Management » Document Imaging / Paperless Office

• 2014 ALAMN Expo • Furniture

» Chair types & vendors » Big and small sitters » Furniture allowances » Service, warranties, reupholstering » Raising furniture on risers

• Community Activities » United Way Week » Community Health Charities

» Fundraising ideas - Casual Summer - Jersey Day - Casual Badge (for remainder of year) - Bracelets instead of stickers - Rock Band - Minute To Win It - Auctions, Raffles, Garage Sales - Duct Tape Managing Partner to the Wall

- Pay per strip of duct tape • Offsite Records Management • Closing Files - Strategies • Old/outdated technology

» Getting your building to collect old technology annually, perhaps on Earth Day.

The Facilities Management Special Interest Group met on Tuesday, October 15, at Merchant & Gould, hosted by Chong Lee. Thanks for hosting! We had a lively conversation. Topics of Interest discussed at this meeting included:

The Facilities Management Special Interest Group also met on November 19. The meeting was hosted by Maslon Edelman Borman & Brand, LLP. Details will be provided later.


DeCember sysTems anD TeChnology sig meeTing

The Systems and Technology SIG will meet at Noon on Thursday, December 5. Julie Hoff will present for the first 20 minutes on her work with the Curriculum Com-mittee and Advisory Board at Hamline University, to de-liver a new educational program regarding eDiscovery. The format is new in that the course work is at a gradu-ate level and completion requires a minimum of nine months (18 credits) through six classes and is intended

to provide a broad range of information of interest to legal, PM, IT and RIM personnel. The program is slated to begin in February.

Open Discussion following Julie's program, bring your own agenda. Always lively interaction and informative interchange. The meeting will be hosted by Debbie Muntean at Briggs and Morgan. Lunch will be served.

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ALAMN is noW on tWittERIf you are a tweeter, don't forget to follow us! Our handle is @minnesotaala. You will also find links to ALAMN's Twitter and LinkedIn pages at the top and bottom of this news blast.

The Communications Committee will draw a name to win a gift card each Friday, for the next 10 weeks, from those members that are currently following us on Twitter! Once you win a gift card, you are not eligible to win again.

Get following & tweeting!

eXCeeD The limiTs - alaMN eDuCaTional ConferenCe


The 24th Annual ALAMN Educational Conference and Exposition is scheduled for Friday, March 7, 2014. The Conference will be held at a new location. Please join us at The Historic Depot Hotel where the Conference will continue the location’s long history of setting forth ambitions and converging destinies.

Billy McLaughlin is our scheduled opening presenter. He will share his inspirational message and remind us all of the importance of the work we do and our contin-ued efforts to strive to exceed our limits.

The Conference Committee has updated the confer-ence schedule and we are excited about the profes-sional speaker after lunch. Watch for your invitation with more details early in 2014.

finanCe sPeCial inTeresT grouP

The ALAMN Finance SIG met on Thursday, November 14 at Lindquist & Vennum, hosted by O’Meara, Leer, Wagner & Kohl, P.A. Our speaker was Robert Karon of CBIZ MHM, LLC, an ALAMN partner. Bob talked about tax savings techniques used by the top U.S. law firms for the benefit of their partners or shareholders.

We also discussed the need to review 1099s that are received from clients. Most firms just look at the TIN but don’t look further. One firm received a letter from the IRS stating that amounts in the different boxes on the 1099 didn’t match what was reported. That firm had to follow up with clients who had reported rent and royalties.

A reminder that meetings will now be held on the sec-ond Thursday of the month. The next meeting, after the winter hiatus, will be on March 13, 2014, hosted by Meagher & Geer.

Clare Chisholm of Robins, Kaplan, Miller & Ciresi will be replacing Shelbie O’Brien as co-chair of the ALAMN Fi-nance SIG. Thank you, Shelbie, for your two years of work.

If you would like to be included in the mailing list, please contact Shelbie O’Brien at [email protected] or Jill Caspers at [email protected].

In the ALA Legal MarketplaceFind what you’re looking for

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Find what you’re looking for in the ALA Legal Marketplace:

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alaMN e venTs


The Annual ALAMN Fall Social was a great event held at The Shout House on October 9, 2013. Not only were we entertained by talented musicians, attendees enjoyed camaraderie with our members, business partners and potential new business partners.

uPComing e venTsDecember Social Take a break from the December hubbub and join us for an ALAMN Members Only Social Hour at Gluek’s Restaurant & Bar. Prizes for attendees if you play your cards right! Appetizers and soda will be provided with a cash bar. There is no charge for this event, but registration is requested. On December 10th, stop by between 4:00 and 7:00 pm. Stay for as long or short as your busy calendar allows. Gluek’s is located at 16 North Sixth Street in Minneapolis. See you there!

aLaMn Shining StarThe ALAMN has many unsung heroes in our midst. The Board of Directors will be spotlighting these ALAMN members in The Verdict as ALAMN Shining Stars. An ALAMN Shining Star is an extraordinary member who goes above and beyond to ensure our chapter continues to be a great success. ALAMN Shining Star nominations should be sent to the ALAMN Board. Thank you.

Carlene Holter is an ALAMN Shining Star for her superb work as the editor for The Verdict. Through Carlene’s involvement as the editor, The Verdict’s quality, content and professionalism continue to soar. Thank you Carlene for being a Shining Star for the ALAMN. carlene holter

Registration Opens Monday, December 2

registration fees are the same for payment made in U.S. dollars (USd) and canadian dollars (cAd).


alaMN general meeTing - leaDing uP To The reluC TanT leaDerThe business of law has changed significantly in recent years. As the result of an increase in global competi-tion, escalating client demands, changing technologi-cal tools and a rise in mergers and acquisitions, legal administrators are continually challenged in effectively leading up to support their managing partners.

"Leading Up to the Reluctant Leader" is our topic for the General Meeting on January 14, 2014, 11:30 am - 1:00

pm, hosted by Nilan Johnson Lewis, 120 South Sixth Street, Suite 400, Minneapolis. Come and join us as we listen to and converse with Dr. Kathi Tunheim, Principal, Tunheim Leadership Group, who will lead and facilitate an interactive session on how we can enhance our own personal and professional leadership skills to support and lead our managing partners in the best manner possible for the firm’s success.

My name is Chong Lee and I am diversity. Here is a list of some of the ways that I am different from my fellow ALAMN members.

1. I am Hmong. My people are an ethnic minority from China. Today, there are over three million Hmong people living in Southern China, Southeast Asia, the United States, France, Australia, and New Zealand.

2. I was born in Laos and came to the United States as a refugee when I was 7 years old. My journey to America was a result of the Vietnam War.

3. English is my second language. Hmong is my first language however I am only literate in English.

4. I have been my parents’ translator since I was a young girl as they do not speak English.

5. I am the second of nine chil-dren. My siblings and I range from age 41 to 22.

6. My family practices animism and ancestor worship. Ani-mism means that we believe that our souls determine our well-being. Physical illnesses are a result of our spiritual discord therefore treat-ment includes addressing the issue that caused the discord.

These are some of the ways that I am diverse. I welcome the opportunities to learn about all the different ways that each of us are diverse.

DiversiT yBy: chong lee

Full ALA Member Nonmember

On or before 12/31/13 $849 $1,099

On or before 3/17/14 $949 $1,229

After 3/17/14 $1,149 $1,479

One Day ALA Member Nonmember

On or before 3/17/14 $479 $619

After 3/17/14 $579 $739

Two Day ALA Member Nonmember

On or before 3/17/14 $709 $919

After 3/17/14 $859 $1,109

HCBAConnectionDecember 2013

Updates for Legal Administrators and Law Office Managers from the Hennepin County Bar Association

Hennepin County Bar Association • Proudly serving legal professionals and the public • www.hcba.org • 612-752-6600

Give It Up for Those that Give! HCBA Pro Bono Awards: Call for NominationsWho do you think the Hennepin County Bar Association should recognize this year with a Pro Bono Publico Award? These annual awards honor individual HCBA member attorneys for their commitment to pro bono work in the areas of legal services to the disadvantaged and law-related education.

Three awards are given each year in March at the Bar Benefit gala. Two of the awards recognize current or recent excellence in pro bono service, with one recipient coming from the private sector and one from the public/government/judicial sector. The third award is for distinguished service and recognizes overall commitment to pro bono work throughout the recipient’s career. List of past recipients is below.

The 2014 award nomination form is available at: www.hcba.org or by contacting HCBA Membership Director Joy Hamilton at [email protected] or 612-752-6614. Nominations are due: Friday, December 6, 2013.

Year Distinguished Service Private Sector Public Sector

2013 Fred J. Ojile Steven Z. Kaplan Anne Schryver Quincy

2012 Anne L. Henry Kate DeVries Smith Drew P. Schaffer

2011 Thomas W. Tinkham Keith S. Moheban Roderick (Rick) J. Macpherson III

2010 Mark Carter Nicole Moen Nancy McLean

2009 Irene Opsahl William Fisher Susan Ledray

2008 Mary Cullen Yeager Gary Hansen Patricia Siebert

2007 Thomas S. Fraser Blake Shepard, Jr. Hon. Thomas L. Johnson

2006 Bricker Lavik Ian Ball Abigail Turner

2005 Gregory Merz Karen Canon Hon. Bruce Peterson

2004 Steven E. Carlson Laurel E. Learmonth Hon. Lloyd B. Zimmerman

2003 William D. Hittler Nancy A. Wiltgen Jeremy Lane

2002 J. Marquis Eastwood Charles J. Lloyd and Steven Pincus Hon. Stephen Aldrich

2001 Bradley Thorsen Daniel R. Tyson Colleen R. Beebe

2000 Clinton Cutler Alain Baudry Hon. Nancy Dreher

1999 Leonard Lindquist Richard Kampa David Ramp

1998 Candee Goodman Richard Kempf Melvin Burstein

1997 Theresa Hughes Bruce Peterson Karl Doss

1996 James Dorsey Sunny Kim Susan Carroll

1995 John D. Levine Jerrold Bergfalk Patrick Burns

1994 Seymour J. Mansfield Bricker Lavik William R. Kennedy

1993 Robert J. Hauer, Jr. Mark A. Carter Larry McDonough

1992 Hon. Douglas K. Amdahl James L. Baillie William E. McGee

On Sunday, October 13, 2013 several ALAMN members and business partners had the pleasure of preparing a meal at the three Ronald McDonald Homes in the Twin Cities - the Main House at 621 Oak Street in Minneapolis, the House Inside the Hospital at Children’s Hospitals and Clinics in Minneapolis and the House Inside the Hospital at Gillette Children’s Specialty Healthcare in St. Paul.

Ronald McDonald House (RMH) provides a home-away-from-home for families so they can stay close by their hospitalized children at little or no cost. This is the 4th year we have prepared a meal for these families who travel far from home to get treatment for their se-riously ill children.

The menu this year was chili with toppings, grilled cheese sandwiches, green salad, apple crisp with ice cream, pudding cups, lemonade and milk.

Thank you to the following for volunteers: • Laurie Greenberg and her niece Becca Przetycki • Tom Millin • Kathy Hubbard and her husband Doug and their

children Al and Grace • Mark Brauch and his son Andrew • Michele Sauder • Steph McNamara • Steve Bringgold • Vicki Meyer • Janelle Loven and her son Zack and his friend Chad • Pat Stender and her daughter Colleen

If you are interested in additional volunteer opportuni-ties through Ronald McDonald House Charities Upper Midwest, you can contact them at 612-767-2788.

Watch The Verdict for our 2014 calendar of volunteer events and drives. Please contact Laurie Greenberg at [email protected] 612-977-8608 or Pat Stender at [email protected] 952-525-6996 if you are interested in finding out more about the Community Services Committee!

CommuniT y serviCes CommiT Tee - oC Tober 2013By: deb o’connor



CommuniT y serviCes CommiT Tee - ConT.


hoW TeChnology Can Change The Way laW firms WorKBy dan Wicker and Paul donovan

In today’s fast-paced marketplace, the prospect of rapid change appears to be the only certainty. In the 1990s, corporations focused their attention on Six Sigma and cost reduction. Now, efficiency, profitability and innova-tion are the top concerns of most executives. In terms of real estate, corporations are reducing per-square-foot employee ratios to 150 square feet (an all-time low). Many companies are also utilizing technology to promote telecommuting and increasing collaborative spaces, reducing the need for traditional offices and providing more flexibility in their facilities. Look no fur-ther than Target or General Mills to see these practices in action.

How do law firms fit into this landscape? Currently, there has been little effort to adapt toward such a fu-ture, but opportunities do exist. As millennials mature into partners, law firms will begin to see an increase in the use of technology by lawyers. Whereas baby boom-ers still prefer paper and require significant adminis-trative support, the Cushman & Wakefield 2013 Legal Sector Benchmark Survey suggests that millennials are

much more independent. They type their own briefs, handle their own calendars, work from anywhere, and as a result, may become some of the more “profitable” members of the modern law firm. According to the sur-vey results, the ratio of support staff to timekeepers will likely increase over the next ten years, due to the grow-ing use of technology, advanced training, and more at-torneys handling their own administrative tasks.

Other highlights of the 2013 Legal Sector Benchmark Survey include the following:

• One in four attorneys spends 30% of their time completing administrative work

• Almost 70% of respondents stated that a law firm will achieve an almost paperless office in the next decade

• Over 80% of respondents believe timekeeper-to-support ratios will increase from 3.4:1 today to the 6-7:1 range in the next ten years

• A quarter of respondents felt that the implementa-tion of a 100% virtual law firm office was a possibility



hoW TeChnology Can Change The Way laW firms WorK - ConT.

Implementing efficient operating methods represents a $30,000+-per-partner opportunity in most law firms. To stay competitive in an ever-shifting economic envi-ronment, it is imperative that law firm administrators embrace change and identify how the increased use of technology and its impacts on real estate can help maintain costs and increase profits.

Authors Bio:

Dan Wicker (left) and Paul Donovan (right) work for Cushman & Wake-

field/NorthMarq's Legal Sector Advisory Group providing expert in-

sight into real estate and work space solutions on behalf of law firms.

Cushman & Wakefield/NorthMarq is a proud sponsor of ALAMN.

continued from page 18

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While I might be counted as one of the younger mem-bers of ALA’s Minnesota chapter, I’m old enough to remember a time when cell phones were passcode locked only to prevent unintentional pocket dialing. In the race to keep up with ever higher performance mobile technology and applications, it’s not surprising members of the legal community have found it so dif-ficult to pause and adapt to the real ethical security is-sues creeping up behind us. NEWER, BETTER, FASTER. As we struggle to optimize the potential of new mo-bile technologies, convenience can surpass security in a flash.

For this reason, many firms linger in unofficial Bring Your Own Device limbo. This reality is a reflection of the current imbalance between mobile device conve-nience and security management. For the law firm just trying to keep up, it’s imperative to take a moment to pause and attempt to corral use of mobile devices with a well-defined BYOD policy. In order to mitigate the se-curity risks posed by convenient, untethered access to private data, it’s time to make your own mobile security efforts NEWER, BETTER, FASTER.

Here are a few steps to get you back in the race:

Know what’s out there. Depending on the com-plexity of your current network set-up, attorneys and staff may be connecting on their own, as in without your knowledge. Make sure you’re not wading into unclear overtime situations with hourly staff mobile access, but on a more practical level, track what kinds of devices are being used and how. This will help guide the scope of your efforts while also insuring that subsequent management attempts don’t ex-clude any commonly used platforms or devices.

Fight fire with fire. Use technology to contain your technology. A real wealth of mobile device man-agement software has entered the market in recent years. Whether you’re interested in SaaS, cloud, or on-site based solutions, there are many products ready to help you encrypt data and authenticate access. Be-yond unifying custom password requirements across mobile devices, this software can also enable your firm to manage apps, control file sharing, segregate firm from personal data, and of course, remote wipe lost or stolen devices.

Get it in writing. Make sure your firm’s policy on mo-bile devices is clear, detailed, and tailored to address your situation. The policy should accurately reflect management capabilities, device ownership issues, acceptable employee devices, and actual usage. If your firm allows or even requires the use of mobile devices, you’re not just shouldering a risk to data but workplace relations as well. Weary of penning your firm’s BYOD policy from scratch? Don’t hesitate to engage fellow ALA members or business partners. IT service vendors and insurance carriers providing cyber liability coverage have marketplace dictated experience and vested interest in helping your firm tackle this issue.

Get Insured. Have you obtained your cyber liability policy yet? If not, please consider it. Keep in mind that though your office space has door locks and state of the art fire suppression, you still insure your office against a multitude of disasters and potential losses. This same mindset applies to data protection. Even with great IT and well enforced office policies

ParanoiD anDroiD – embraCe your firm’s mobile seCuriT y ConCerns anD surviveBy: James Fowler



surrounding the use of mobile devices, the potential costs arising from a data breach are too much to bear alone. Both your professional and general liability car-riers likely have cyber liability policy options which bundle with your current coverage package.

Begin and End with the End User. Mobile device se-curity is only an issue because so many people in the workplace are itching to optimize their use of tech-nology, lessen their reliance on the traditional office, and balance their personal use of technology with their work use. Unfortunately, that increased desire does not equate to increased capability, and the end user’s personal use of technology may be even riskier than their professional. User behavior and education must be at the forefront of any BYOD management initiative. Be clear about what’s out there. Certainly train users in how to be safe but also why they must

be safe. Don’t stop at iterating the firm’s ethical obli-gations either. Advise users how their devices store and share information. Warn them specifically how risks posed by increasing mobile malware, lax third party application privacy standards, and hackers in-crease alongside too casual or ignorant use of mobile devices. Then, do your best to keep them reasonably up at night in fear of the consequences. Remember that the highest risk to security resides in the very same hands as the mobile devices themselves.

Author Bio:

James Fowler has been Office Manager at

Yost & Baill, LLP since 2009. Yost & Baill, LLP is

a full service law firm specializing in the field

of insurance subrogation with attorneys li-

censed in Minnesota, Wisconsin, Iowa, North

Dakota, South Dakota, and Nebraska.

ParanoiD anDroiD – embraCe your firm’s mobile seCuriT y ConCerns anD survive - ConT.continued from page 20

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What do growls outside your tent, IRS audits and a call from your attorney stating their computer is broken all have in common? They all increase the anxiety of most firm administrators.

In our roles as small to medium sized firm administra-tors, we are often called upon to be specialists in many areas of law firm practice. My most personally challeng-ing area is information technology. I lay awake at night wondering if my firm needs that newest and most en-vy-inspiring piece of hardware, whether our software programs should be replaced, if our system has suffi-cient security to protect the firm and clients’ informa-tion, if the staff and attorneys have all the IT tools they need to do the best work for our clients, and where the money is going to come from to pay for everything.

Since misery loves company, I surveyed my fellow ALAMN small/medium firm administrators regarding their IT needs, thoughts and concerns. It turns out that we all have many of the same questions. So, as a public service to my fellow non-IT administrators, I did some research two of the most frequently listed topics.

Bring Your Own Device (BYOD) – Is the “Have It Your Way” Business Model Right for Your Firm? According to the NSBA 2013 Small Business Technolo-gy Survey, use of smartphones and tablets all increased from 2010 to 2013. So, the question for small firms is often whether it is better to allow employees to use their own devices at work, or require everyone use firm devices. There are security and cost issues to consider for both options.

The first step is to ensure your firm has a security policy in place so everyone knows what their responsibilities are in using their own devices for firm related work. No

matter the source of the device, the firm must ensure the security of the data on the device.

Next, the device itself must be protected from unau-thorized access. This means requiring a lock and pass-word on all devices. What if the device is lost or stolen? How do you protect the firm and client data on the de-vice? Some firms require that all mobile devices used to conduct firm-related work, whether it be a smartphone, cell phone, tablet, notebook or laptop, be equipped with firm purchased GPS and remote lock and wipe software. This enables the firm to immediately locate and lock the device, and wipe any lost or stolen devices on the device to protect both firm and client data. This also allows a firm to wipe firm and client-related data from an employee phone once the employee is no lon-ger with the firm.

An additional consideration which must be addressed in allowing a bring your own device environment is how to ensure all client and firm-related data on the device is saved and backed up onto the firm’s data management system. There are cloud services avail-able to do this. This backup requirement must be part of your firm’s security policy to be successful.

A third matter that must be resolved is the compat-ibility of the firm software programs on the employee-owned device. Who pays for any necessary software or device upgrades?

Finally, both options must be run through a cost/bene-fit analysis. The software and cloud services required to ensure device and data security are not free. Having the

ne ver fear – non-iT aDminisTraTor is here!By: Katherine M. hubbard, olup & Associates, llc



firm administrator oversee that data is being backed up onto the firm’s system from devices on a regular basis requires human capital to guarantee compliance. Firms must weigh the financial and human capital costs of allowing bring your own devices against those same costs in requiring use of firm-purchased and main-tained devices.

The Cloud – Where Angels Sleep and Data Is Stored If you are considering cloud computing for your firm, you are not alone. The NSBA 2013 Small Business Tech-nology Survey noted that cloud computing use by small firms has increased from 5% in 2010 to 43% in 2013. There are many benefits to cloud computing. However, each firm must establish what they hope to achieve from the cloud to determine if cloud comput-ing is right for them.

First, a simple explanation of cloud computing. “Cloud computing is introducing the notion of technology service as a utility, like lights, phone or water,” said Bruce Campbell, VP of Marketing for Clare Computer Solu-tions, in a statement to DailyTech.

As with most business decisions, cost is a major con-sideration. Because cloud computing is reliant upon internet connection, the costs of ensuring the firm has sufficiently reliable bandwidth and redundancy is paramount. Conversely, the cloud services that back up your data, and upgrade your software, do so more quickly and at lower cost than non-cloud options.

An additional bonus to cloud-based offerings is they work well with the bring your own device companies, as the service is available anywhere a device can receive it.

It is important to note that not all software and tech-nology is cloud-friendly. An assessment of which func-tions of cloud-based technology is compatible with your firm’s needs is essential.

Both BYOD and cloud computing decisions are faced by many firm administrators. As with most things in life, there is no one-size-fits-all answer. My wish is that this information has eased your IT-anxiety and will help your decision-making process.

Author Bio:

Katherine M. Hubbard works for Olup & Asso-

ciates, LLC.

ne ver fear – non-iT aDminisTraTor is here! - ConT.continued from page 22

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Businesses and individuals share their most sensitive information with their attorneys. Trade secrets, pat-ents, mergers and acquisitions, disputes, financial and employee information is often in the hands attorneys, making law firms a prime target for cyber-attacks. And, if healthcare, credit card or financial records are shared, firms must be in compliance with the applicable data protection regulatory mandates (e.g. HIPAA, PCI, GLBA). Below is a list of the Top 7 Security Tips that firms should address to ensure adequate controls are in place to protect the firm’s information and that of its clients.

1. Develop Information Security Policies You can’t enforce rules if there isn’t a rule book. Docu-ment the rules on how employees are expected to be-have with the access and use of data assets. Be sure that your policies address services and technologies that your attorneys are likely to use including mobile devices, cloud computing and social media. Be sure, however, that any policies implemented are actually being followed. Remember: A documented policy that goes un-followed is worse than not having one in the first place.

2. Encrypt As Much As PossibleKeep confidential information private by encrypting data at rest, in transit and in use. Sensitive emails should always be encrypted. Any connections made into the firm’s environment from the outside should be over a VPN connection (encrypting all traffic sent and received). If a laptop with confidential data is lost or stolen but has an encrypted hard drive, it may fall into “safe harbor”, meaning your firm may not have to go through the em-barrassment and expense of breach notification.

3. Manage Mobile DevicesiPhones, iPads and other PDAs are becoming standard issue for many firms. Just like a laptop, they contain sensitive data. Because of this they must have the same security considerations as other technology in use at

the firm. Implementing a mobile device management (MDM) solution to protect data on these devices, en-force password policies, force updates and perform a remote wipe on a lost or stolen device. Firms should evaluate utilizing the MDM capabilities included within Exchange Active Synch (EAS) v. utilizing a “container” application on mobile devices that separates personal and corporate data.

4. Use Multi-Factor Authentication (MFA)MFA is a combination of something you know (pass-word), something you have (token) or something you are (fingerprint). Single factor authentication can be easily breached with the right tools or tactics. Us-ing MFA, the barrier gets much higher for hackers to compromise security. The cost of MFA implementation has declined significantly and there are more options available for out-of-band authentication…and many of your attorneys will think it’s cool!

5. Conduct Security TrainingMost attorneys hate to be told what they can and can-not do. But, they tend to be very good at managing risk. Conduct security training that explains through examples how security can be compromised and steps to take to protect themselves, as well as the firm. If you have a particularly demanding audience, consider combining training with social engineering (e.g. phish-ing campaign). It’s amazing the attention you get when you can show how many people in the firm clicked on a bogus email.

ToP 7 seCuriT y TiPs for laW firmsBy: Jeff olejnik


6. Perform a Security AssessmentIf this hasn’t been done within the past 12 months, get someone in to discover potential vulnerabilities, in-cluding missing patches/updates and weak passwords. Be sure to look at the perimeter devices (firewall, VPN, website) as well as the assets on your internal network, including virtualized servers. Be sure that in addition to basic security scans, you have a review of your configu-ration settings included in the assessment.

7. Prepare to Respond to Client RequestsYour clients have high expectations for the protection of their data, especially if your firm deals with regu-lated industries (financial, healthcare, government). And, with the HIPAA Omnibus Rule now in effect as of September 23, 2013, business associates of covered entities (including law firms) are directly liable for com-pliance with certain HIPAA Privacy and Security Rule requirements. Firms should be proactive in responding

to client requests by documenting security controls, policies and 3rd party security audit results. This will provide your prospects and clients confidence and will help your firm win (and retain) more business.

We have found that every firm is at a different level of preparedness. Hopefully, this list of security tips provides you some guidance on some key initiatives your law firm should undertake.. If you have already addressed all sev-en, you are ahead of the majority of your peers. Keep up the momentum through continuous evolution of your security program. The landscape of security is constantly evolving, so should your security program.

Author Bio:

Jeff Olejnik is the CEO of Assurity River

Group, a leading information security con-

sultancy based in Minneapolis and ALA

MN Copper Sponsor. He can be reached at

[email protected].

ToP 7 seCuriT y TiPs for laW firms - ConT.continued from page 24


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geT To KnoW your boarD

Wendy Bartlett The furthest I have traveled was to South America when my son (Roger) and I went backpacking in Peru in 2010. We trekked the Santa Cruz Trek (elevation approximately 15,000 feet!) and also ventured to Machu Picchu. It was such an honor that he invited me to share such an incredible journey and adventure with him. I’m such a lucky Mom!

sarah Didrikson Budapest.

Kathy Hubbard Jamaica. Beautiful country, scary government.

Annette Kojetin Belize.

Deb o’Connor Santorini, Greece.

Dave oxley Sweden.

Michele sauder Edinburgh, Scotland.

tracey skjeveland Australia - Melbourne, Sydney and Palm Cove. Would love to go back but the flight was a killer.

Where is the furthest you have traveled?

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