It For The Small Bar

Copyright David Drager © 2009 1

IT FOR THE SMALL BAR

David DragerIT ManagerChester County Bar Association

What is IT?

Information Technology's Goals

"Knowledge is Power"

- Francis Bacon

What Kind of Information Important for Small Bars?

- Information to run your office

- Information on/for your members



INFORMATION FOR/ABOUT MEMBERS


Membership Management

• Collect Data About Past, Present and Future Members

• Apply this data to advance your Bar Association goals

• Target areas of expansion

• Hub from which everything flows


Membership Databases

Many Databases Available

• Notepad• Excel• Access• Advanced Membership Software

• Associate• Affiniscape• iMIS• Custom• …


Strategic Member Information Statistics

• Who are your members?• Where do they live?• What do they value?• Where is your association lacking in value to

members?


Communicating with Membership

• Paper Mail• Phone• Fax• E-mail

• ListServ• ListManager• Hosted Email Services• MailChimp• ConstantContact

• Website• RSS

• Social Networking


Websites

• Hosted Off-Site or In-House?• Tightly Integrated with Membership

Database• Implications

• Content Management• Paid and Free Solutions• Free isn't 'Free'

• Calendaring• e-Commerce• Security• SEO


Search Engine Optimization


E-Mail Communications

In-House or Hosted

Membership Newsletters, Listservs - ConstantContact, MailChimp Beware member burnout

Currently main line of communications

Beware Formal/Informal Prose

Proof


Blogs, Social Media

LinkedIn, Facebook, Twitter, Others

Pros/Cons

You Should Have a LinkedIn Page and Group! Free!

Very Important for Younger Attorneys

Great Way to Get Out the Message


INFORMATION FOR THE OFFICE


Desktops / Laptops

• Anti-virus, Anti-spam, Anti-malware• Paid Solutions• Norton, McAfee, NOD32

• Free Solutions• Avast!, AVG Free, Malwarebytes

• Update - Windows Update Automatic

• Firewall - On the network or on the PC

• Word Processing, Spreadsheets, Email Clients• OpenOffice vs Microsoft Office


Internet Connection

•Many High Speed Options (Depending on your area)• Cable• DSL• Fiber• Wireless

•VPN•Virtual Private Network - Necessary for off-site work

•Speed• How many staff• Bandwidth (Down/Up)


Intra Office Communication

Phone / VoiceMail VoIP Cell Phone

Email Office Email Smart Phone

BlackBerry iPhone

Instant Message GTalk IntraOffice Protocols (Jabber, Sharepoint)


Publishing Content to MembersAlmost always use PDF!

Readable across many platforms, layout will be standardized.

Invest in Acrobat Professional

Documents can be secured• Read only access• Redact Lines• Fill In Forms / Typewriter

Free Alternatives - CutePDF - http://www.cutepdf.com/


Adobe Acrobat / PDF

PDF stands for Portable Document Format

Abilities:• Digitally Sign Documents• Lock or Restrict Distribution (Security)

o File->Properties• Typewriter• Redact• OCR



Document Management

Sharing Data and Files, Keeping it up to Date

• Single Computer• Multiple Computers (Networked)• Document Management / Indexing

o Sharepoint - Notification/Versioningo Google Docso Google Desktop / Search Appliance


SaaS - Google

Google AppsAccess all documents via website

Benefits: Accessible Globally Sharing information between staff Export to PDF Cheap - Free or $50/year per user

Cons: Downtime catastrophic for business Learning curve for MS Office based offices. Migration of current documents Data security / privacy


"Going Paperless"

• Interface paper to digital, then securely shred• Desktop or Workgroup Scanners• OCR - Optical Character Recognition• Key is FINDING data or information• Con is it will cost some expense at the

beginning, however savings in the long run.

• Safer than paper storage...


Backups

Make AND Test Backups

Online, Off-site backups replacing physical backups

Desktop and Server Backups

Secure Backups with Encryption

Some Options: Mozy, BackBlaze, Custom solutions

Pricing coming down, ~ .50 a gigabyte


Copiers, Printers, ScannersCopiers are now printers, faxes and

scanners.Can scan documents and do OCRAccess to your network and e-mailInkjets are most expensiveColor Laser middle groundBlack and White Laser cheapest


Office Mobility

Should staff members work in office only, or is telecommuting an option?

Presence

'Follow Me'

Remote Desktops – GoToMyPC and LogMeIn


Credit Card Security / PCI ComplianceCredit Card Industry, Visa/MC/Amex are working to reduce fraud.

If you haven't heard about this, you will.

Rules for security of credit card information - most complicated if you have an online store.


Data Security

"Information is Power"People want our information• Marketers• Hackers• Spammers

Must protect paper and electronic data through policies and procedures.

Outside audits


OVERALL IT STRATEGY

In-house or Outsource

In-House IT

Pros:• Go-to person for tech

problems• Knows organization

inside and out• Long-term partner in

Bar Association Goals

Cons:• Expensive for smaller

bars• bars


Outsourced IT

Pros:• Cheaper, Pay for only

what is needed• Has wide array of

resources at hand

Cons:• May not be Bar

Association or non-profit oriented

• Can be motivated by profit or product, not 'best solution'



But don't forget we are ultimately here to help our members advance the practice of law, everything I’ve gone over are tools to make this

happen.

Any Questions?


Contact:David [email protected] W. Gay Street / West Chester, PA 19380610.692.1889