TechnoLawyer: Backup/Media/Storage

Originally published on July 20, 2009 in our free SmallLaw newsletter.

If you hung out a shingle at a leisurely pace with cash reserves, strong credit, a book of business, and no regrets, dust off a copy of How to Start and Build a Law Practice by Jay Foonberg. The rest of you might want to keep reading, however. This installment of SmallLaw addresses the swelling ranks of the newly unemployed (law firm layoffs) and involuntarily self-employed (178 law schools, 40,000 graduates) who thanks to this year of breathtaking economic free-fall have decided to go solo.

Top 10 Solo Traps to Avoid …

As you read through the list below, keep these common traps in mind, as they represent the most palpable and often the most fatal blows to would-be sole practitioners:

10. Isolation, insecurity, fear.
9. High-maintenance clients.
8. Unrelenting competition.
7. Technology whiplash.
6. Employee nightmares.
5. Nowhere to turn for advice.
4. Underestimating costs (software and services).
3. Ethical quagmires.
2. Notoriously uneven cash-flow.
1. Deadbeat clients.

The Envelope Please …

By and large I've organized these tools based on cost, coverage, and effectiveness. I encourage you to try as many as you can and share your experience with your fellow solos. So let's get started.

Web Sites

The .com revolution ended over 10 years ago, so why is Web site development and hosting still a mystery? Explore free and low cost Web site resources before you agree to pay (and pay, and pay, and pay) for a site.

My Recommendations: Avvo, Justia, Template Monster.

Social Networks

When it comes to reaching prospects and other lawyers on social networks, I've lectured, written, and given presentations until I was blue in the face and worked up a whopping case of carpel-tunnel. So I guess one more mentioning won't hurt.

My Recommendations: Avvo, Twitter, LinkedIn, Facebook, JD Supra.

Blogs

Blogs developed from outlets for pure self-expression into "premium" services run by "legal blogging experts" (whatever that means). Frankly, I'm not convinced, so I split my vote between free and paid services. You be the judge.

My Recommendations: Blogger, TypePad, WordPress, LexBlog, Justia.

Software as a Service

Today you can manage complex recordkeeping, file management, billing, calendaring, task management, communications, and a dozen other vital functions on your iPhone. Ten years ago they said it would never happen, but we proved them wrong! Thanks, Google.

My Recommendations: Google Apps, Basecamp, Zoho, Clio, Rocket Matter, OpenOffice. (Bonus: Microsoft Office 2010 online next year).

Custom SaaS

In a perfect world you would only use tools suited to your practice. But the world isn't perfect. Luckily, customizable SaaS enables you to add, subtract, and modulate applications so that you don't have to pay for features you never use (Are you reading this Microsoft?).

My Recommendations: Google Apps, Basecamp, Advologix/Salesforce.com, Zimbra.

Research

Remember when the price of gas went down last summer? Remember when the cost of legal research subscriptions went down? Me neither. Even the Saudis get it so how come it costs more to review a Supreme Court decision today than it did 10 years ago?

My Recommendations: My Findlaw, Lexbe, LII (Cornell), Fastcase.

Communications

From email to instant messaging, conference calls to faxing, message management to call routing, the telecommunications market has proven to be almost as stubborn as the legal market when it comes to change. But change it has, and there are now more choices than ever.

My Recommendations: eFax, Google Voice, Free Conference Call, GoToMeeting.

Prospecting

Lawyer marketing often offends older lawyers used to a more genteel approach. Of course they didn't have to compete with 30,000 other unemployed graduates. Since you do, check out these sites designed to help you get a jump on the competition.

My Recommendations: LawFiles, Avvo, LegalMatch, Twitter (yes, Twitter).

Billing

Sure it takes money to make money. But why so much? Since the days of Red Gorilla (bonus if you remember that .com darling), Web-based billing has been the fevered dream of a madman. Or at least it was until a surge of do-it-yourself timers and time-keeping services hit the market.

My Recommendations: Tempo, Clio, Rocket Matter, Bill4Time, TimeSolv, Chrometa, MonetaSuite, Proximiti. (The last three are experimental but worth trying.)

Document Backup and Sharing

Making files ubiquitous has proven to be harder than it sounds. Limitations on bandwidth, file-size, extensions, and a variety of other factors have conspired to keep file sharing clumsy and uninspired. Luckily, you have options.

My Recommendations: Dropbox, Google Docs, Docstoc, JD Supra, Microsoft Live Office. (Bonus: Office 2010 will have a free online component.)

Collaboration

"Collaboration" sites let you display information like a Web host, share and exchange documents like Google Docs, and interact with one another like a social network. So why give them a separate category? Because most of the time these sites represent a useful compilation of features perfect for everything from ad hoc bar association groups to teams of lawyers working on a case with national scope.

My Recommendations: Basecamp, Clio Client-Connect, Groupsite, Google Sites.

Online Chat

With the aid of the ubiquitous instant messaging client, you'll never need to yell out the office door at your associates again. But you will anyway. Just saying.

My Recommendations: Google Talk, MSN, AIM.

Onward and Upward …

If I've left anything out I apologize, but I feel confident that this list should stand you in good stead, at least for now. If you have suggestions of your own please let me (and everyone else) know.

Written by Mazyar M. Hedayat of M. Hedayat & Associates, P.C.

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Today's issue of TechnoLawyer NewsWire covers a backup and sync service (see article below), an online service for securing digital signatures on documents, a Web site that helps you make decisions, a network security camera, and a GPS-based note-taking app for iPhone. Don't miss the next issue.

Sweeten Up Your Backups

For a supposedly boring technology, backup software sure has received lots of media attention lately. There's a simple explanation. A talented public relations professional can make virtually any topic appear fascinating. Now that backup software has become a big business, big businesses have bought all the backup software companies — and invested heavily in public relations. So here we are reporting on the the latest media darling — but it may very well deserve all the hype.

SugarSync … in One Sentence
Sharpcast's SugarSync offers online backup of your files and file synchronization among multiple PCs and smartphones.

The Killer Feature
Increasingly, lawyers are traveling light with only their smartphones. A laptop makes you look like a drone whereas a smartphone makes you look like a master of the universe.

Recognizing this trend, Sharpcast offers a SugarSync app for BlackBerry, iPhone, and Windows Mobile. With these apps, you can access your files anywhere you have Internet access. You can also stream your music collection and wirelessly sync photos taken with your smartphone back to your PC. If you have a Palm Pre or other smartphone without a dedicated SugarSync app, Sharpcast offers a mobile-optimized Web site you can use.

Other Notable Features
SugarSync continuously backs up your files to a secure online repository, and stores the five most recent versions of each file (only the most recent version counts towards your storage quota). You can also archive files to preserve them no matter how many future versions you create.

SugarSync can also synchronize files among multiple computers, including Macs and PCs. Because your files also reside online, you can access them from any computer even if SugarSync is not installed. You can even upload the changes you make and SugarSync will update that file on your synchronized computers.

What Else Should You Know?
SugarSync also provides secure sending of files too large or sensitive to send by email. A free account contains 2 GB of storage and imposes some limits such as keeping only two versions of every file. The other four plans consist of 30 GB for $4.99/month, 60 GB for $9.99/month, 100 GB for $14.99/month, and 250 GB for $24.99/month. Learn more about SugarSync.

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Coming today to Fat Friday: Nicholas Bettinger shares his tips for managing email overload, Theodore Borrego weighs in on Ross Kodner's BigSolo column, Bob Walsh reviews SherWeb for Hosted Exchange and Drobo, Samuel Matunog discusses social networking for lawyers, and Ann Vetter-Hansen reviews Rocket Matter. Don't miss this issue.

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Coming today to Fat Friday: Seth Rowland responds to Ross Kodner's Minimum Daily Tech Requirement SmallLaw series (and Ross responds), solo Fredric Gruder shares his backup routine, Bruce Kilday ponders switching from his Treo 650 to the Palm Pre, Jeffrey Koncius compares Copernic to ISYS:desktop, and Andrew Weltchek reviews Anagram. Don't miss this issue.

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Originally published on June 8, 2009 in our free SmallLaw newsletter.

As the first-time parent of a college-bound freshman (freshperson?), one of the many questions to address before bundling young Master Kodner off to school is what kind of computer system he should use. I suspect that many of you are grappling with the same question right now for college or perhaps even law school so I thought I'd offer some thoughts to help you shop smart.

While you can never spend too much time conducting research, if you're pressed for time, consider these four key factors:

• Campus Support: What does the college recommend or support?


• Durability: Even careful kids are going to be tough on a laptop because they'll bring it everywhere.


• Portability: A big 17" machine will be tough to lug around with all those textbooks.


• Core Software: What software does your son or daughter need for their coursework? It may depend on their planned courses (e.g., computer programming).

The Best of Both Worlds for My College-Bound Son

After analyzing these issues, I gave my son a 13 inch MacBook for his high school graduation present.

Apple just replaced its line of notebooks today with new models, but I didn't buy my son a "new" machine. Rather, I took advantage of a 15% discount by selecting the system from Apple's "Refurbished Mac" link (look at the lower left corner of the store's Web page). The Apple factory refurbished systems carry the same warranty as new systems and go through a rigorous testing process before being made available for sale. I see no disadvantage in purchasing this way.

He'll be running Windows XP Pro under Parallels Desktop 4 and its "virtual machine" environment. He's a bit of an operating system junkie so he'll have his favorite Ubuntu Linux available via a dual-boot process using Apple's Boot Camp utility. He'll have MS Office 2007 Ultimate via Microsoft's $60 deal they call "The Ultimate Steal" (specifically for bona fide educational purchasers with a .EDU email address) and the free OpenOffice 3 suite.

Also, it's a good idea to include an Internet protection suite with three or, if possible, four years of pre-paid update subscription to get your student through undergrad life (let your kid pay for their own when they're in grad school!).

Laptop Brands That Stand Up to Students

Laptop brands I would consider durable enough with good enough support include:

• ThinkPads by Lenovo — built like tanks (especially the value-priced SL series)


• Apple MacBook and MacBook Pros


• Panasonic Toughbooks (extremely rugged, but expensive)

That's my short list for machines that would have a chance of making it through all four years of undergrad life. Be sure to equip them near the high-end, specification-wise, so you have the best chance of getting through four years with one laptop purchase. Most certainly, research available student discounts through the school as well — they may (or may not) be cheaper than smart shopping on the open market (and may include a campus IT support package). For example, Apple specifically has an online educational store for many listed colleges.

What about netbooks for college students? As much of a netbook nut as I am, I just don't see them as practical for a primary machine. Many programs require more hardware horsepower than a netbook can deliver. Also, the need to store lots of data, especially for scientific and artistic types, may exceed the 160 GB maximum hard drive size of current netbooks. Also, smaller keyboards might hinder the ability to take rapid real-time notes in class.

Make Backups Automatic or They Won't Get Done

Don't forget backups — and acknowledge that my normal backup advice for your law practice doesn't apply . My own son is about the most responsible kid you could ever meet. But I can't trust him to do backups unless I'm on his back about it. So this is the one area where I think backup is best done automatically. Here are some options:

• An initial image backup with Acronis True Image Home for Windows or SuperDuper for the Mac (which TechnoLawyer uses to clone its Macs) that you keep on a drive at home and on an external portable drive he/she takes with them.

Then for regular backup:

• Online backup to one of the major providers — Mozy.com's home service (for Windows and Mac) is probably the best bet in terms of low cost ($4.95/month) and likelihood of staying in business for the next four years. The campus might have an approved or endorsed online backup provider with a student deal.


• If you want live on-site backup and you go the Mac route, I like the idea of Apple's included Time Machine backup system with a wireless Apple Time Capsule (again refurbished to save money). This is the setup I use with my MacBook at home — and Windows can backup wirelessly to it as well. Why a wireless Time Capsule? Because I couldn't trust my son necessarily to remember to plug in a cable to connect to an external USB hard drive. Again, think "automatic."

Extras to Consider

Theft: Laptops are prone to theft. Consider locking it up when student and laptop are separated with a DormVault. Also, Lojack for Laptops, which I've come to believe is essential for lawyers as well.

Laptop Bags: Let your student pick both a laptop bag they like or acknowledge they won't use a laptop bag and focus instead on a decent protective sleeve (neoprene lined) so that it can get tossed into another bag and not get trashed. One particular laptop sleeve/protector approach may trip your kid's green sensibility trigger — it's called the Act2 GreenSmart Laptop jacket ($45) and is made from recycled plastic bottles. Think also about plastic protective shields like these $50 models from Incase.

Electrical Protection: A quality surge protector to always plug into in the dorm room and a quality laptop surge protector to outfit his/her laptop bag — Tripplite Traveler, APC Notebook SurgeArrest, or the nifty one I use from Belkin with three outlets and two USB charging ports.

Printing/Scanning/Copying: When the number one priority is space-efficiency, consider the sleek and svelte SCX-4500w. While it might be best for your kid to get their color printing done somewhere on campus, if their assignments demand hard-copy color, the most physically compact color MFD I could find is another Samsung product, the CLX-3175FW.

I hope fellow parents of college-bound freshmen (freshpeople?) found this checklist helpful. Not a parent? Not to worry. I'll return to the world of SmallLaw in my next column.

Written by Ross Kodner of MicroLaw.

How to Receive SmallLaw
Small firm, big dreams. Published first via email newsletter and later here on our blog, SmallLaw provides you with a mix of practical advice that you can use today, and insight about what it will take for small law firms like yours to thrive in the future. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to Fat Friday: Miriam Jacobson shares how she travels light buts stays connected, Mazyar Hedayat responds to criticism of his take on social networking for lawyers, Claire Pater reviews TalkSwitch, Harold Atencio reviews Second Copy for automated backup, and Angie D'Urso explains how to create and edit screenshots in Windows. Don't miss this issue.

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Our most serendipitous offering, Fat Friday consists of unsolicited contributions by TechnoLawyer members. You'll no doubt enjoy it because of its mix of interesting topics and genuinely useful knowledge, including brutally honest product reviews and informative how-tos. The Fat Friday newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to Fat Friday: Douglas Simpson offers advice on phone systems for law firms, Lincoln Miller takes Ross Kodner to task again for his SmallLaw column promoting netbooks, Robert Rice reviews IBM's Omnifind Yahoo! Edition, Tom Trottier discusses fire resistant safes and CDs/DVDs, and Carolyn Elefant responds to Ross' SmallLaw article on BigSolos. Don't miss this issue.

How to Receive Fat Friday
Our most serendipitous offering, Fat Friday consists of unsolicited contributions by TechnoLawyer members. You'll no doubt enjoy it because of its mix of interesting topics and genuinely useful knowledge, including brutally honest product reviews and informative how-tos. The Fat Friday newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to Fat Friday: Senior Marketing Manager Conrad Saam responds to our criticism of Avvo's Top Legal Blogs list, Edward Zohn defends his position on whether lawyers should know how to build a PC, Ron Murphy describes his Mac-based backup routine, Thomas Sennett shares a tip about using Dragon NaturallySpeaking on a computer with iTunes installed, and Michael Gibney discusses his problem with the marketing of iCreate. Don't miss this issue.

How to Receive Fat Friday
Our most serendipitous offering, Fat Friday consists of unsolicited contributions by TechnoLawyer members. You'll no doubt enjoy it because of its mix of interesting topics and genuinely useful knowledge, including brutally honest product reviews and informative how-tos. The Fat Friday newsletter is free so don't miss the next issue. Please subscribe now.

Coming today to Answers to Questions: Bill Baldwin compares Copernic Desktop Search to Windows Search and Google Desktop, Maxine Aaronson reviews MozyPro, and Andrew Feldstein shares some tips for pasting unformatted text in Word.

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Coming today to Fat Friday: Bob Walsh explains the importance of filing email by case plus he reviews FileCenter and MozyPro, Elaine Dowling describes her backup routine and how it has improved her practice, former large firm lawyer Robert Brouillette offers advice to other "large firm refugees" going out on their own, Edward Zohn reviews Western Digital enterprise-grade hard drives, and Tom Trottier shares his take on the world's first laptop. Don't miss this issue.

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Our most serendipitous offering, Fat Friday consists of unsolicited contributions by TechnoLawyer members. You'll no doubt enjoy it because of its mix of interesting topics and genuinely useful knowledge, including brutally honest product reviews and informative how-tos. The Fat Friday newsletter is free so don't miss the next issue. Please subscribe now.