For the Defense - Vol. 7, Issue 4 - 38

with you and connect it to any computer that has an ethernet
connection.
Many of the providers allow you to forward your specific phone
number, or the entire phone system, to another phone. This means
that if your phones stop working due to a disaster or Internet
outage, you can still get all calls.
With the proper app on your cell phone, anyone you call will see
your office phone number and not your cell phone number. This
ends the need to provide your cell phone number to clients.
Be certain that the phone provider offers the appropriate level of
security for your firm.
7. Use a cloud-based practice management system.
There are myriad practice management systems that are solely
or partially in the cloud. These systems allow you to access your
documents and data anywhere. They can limit the need for you to
connect to your computer or office when you are out and about
and provide you the ability to easily access your data anywhere.
Small firms should consider Rocket Matter or Clio. There are
other options as well. Both services provide practice management
and document management to varying degrees. Both services
have existed for a while now and are well-received by the legal
community.
Larger firms can consider these services as well but might find
them cost prohibitive on a per seat basis. Such firms should consider
whether creating their own cloud is the best option for them.
Larger firms generally have in house IT and their IT can help them
create an appropriate system.
Again, security is critical. Look into the reliability and security of
the specific company. Refer to the PBA Opinion on Cloud Computing
previously mentioned.
8. Consider Microsoft 365 or Google Business.
Microsoft 365 and Google Business both replace the need for
an email server. While many small firms choose to use IMAP email,
there are limits to that technology. IMAP does sync email across
devices, but it does not sync contacts and calendar entries. Both
large and small firms can use Microsoft 365 or Google Business. The
cost is not prohibitive.
Do not use free services such as Gmail. They do not provide
branding for your firm through the address, and there may be
ethics issues relating to who can access the data. It is important to
have your own domain name for branding purposes.
9. Make sure you have a high-quality smart phone.
Your smart phone is likely to be your headquarters while on the
road. Make sure you get a quality phone and keep it up to date. It is
38 For The Defense l Vol. 7, Issue 4
critical to install all updates to keep the phone secure and working
properly.
* Put a password on your phone and/or enable biometric
security.
* Do not let anyone else access your phone.
* Be careful about what apps you put on the phone.
Apple screens apps very carefully, Google less so. Check
and see what the apps share with third parties before
you install them.
* Install apps that will locate the phone if it is stolen or
lost. Both Android and Apple provide free apps for this
purpose. These apps allow you to wipe the phone if it
is lost.
* During the time when you are still paying for the
phone, consider purchasing insurance. This way if your
phone is seriously damaged, you can replace your
phone relatively easily and inexpensively. Remember
to cancel the insurance when it is no longer necessary.
* Most new smart phones have encryption, but you must
turn it on. Google " phone type turn on encryption " .
(Replace phone type with your type of phone) Follow
the instructions for your specific phone.
* Back up the data properly. Make sure the data backup
is secure. Both Apple and Android have backup services
included, but you may need to add additional space. In
addition, services such as OneDrive and SpiderOak may
be used on your phone and can backup certain files.
* Turn on Bluetooth in your car. This will help you avoid
holding your phone while driving. If your car does not
have Bluetooth, you can purchase a device that will
provide this connectivity.
10. Consider purchasing a tablet.
The negative about smart phones is that they are very small, and
it can be difficult to do productive work on them. Many tablets now
have access to applications which allow you to conduct work on
them. While Apple dominates the market, do not overlook Android
tablets. They are frequently less expensive than Apple products. The
Windows Surface tablet is also an excellent choice since it can handle
the full Office Suite as opposed to the more limited applications
used by most tablets.
* Microsoft 365 works well with tablets and is usable on
both Apple and Android products.
* Purchase a keyboard to go with the tablet. There are
many options.
* Secure the tablet with a password.
* Add the apps that help you find your tablet if it is lost
or stolen. Same as for phones.
* Turn on encryption if available.
* Securely backup the data.
* Microsoft 365 OneDrive and other cloud storage
services work on most tablets.
For the Defense - Vol. 7, Issue 4

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