by Felicien | Oct 23, 2018 | Education
The phrase, “Technology…you either love it or hate it” is a concept that no longer works in the modern world. In fact, it really is not even relevant. Technology has worked its way into nearly every business. The legal sector is no different. Of course, legal professionals may have held out longer than others.
The contemporary law office barely resembles traditional practices. In fact, technology continues to handle larger amounts of legal work at a greater frequency. This frees attorneys to work on more personal aspects of the job. Unless they are technically-savvy, most lawyers delegate these tasks to support staff. Generally, however, it is only the largest law firms that hire an onsite IT team.
This is why many offices prefer to outsource their IT services.
How Are Resources Utilized When Law Firms Do Not Outsource?
When a firm hires an IT-specific employee, this is a major commitment. This individual becomes a member of the support staff and is paid regardless of whether his or her services are required. Otherwise, if one of the partners chooses to take on the task, it is at his/her financial detriment. He/she would be using the time that would otherwise be directed at serving clients, etc.
Additionally, as new technology is required, the firm would need to personally handle it. The on-staff tech (or benevolent partner) would need to take time, and possibly classes, to learn everything about it. This all results in a bit of a mismanagement of resources, which is especially true when there are other options.
Would the Law Office Incur Additional Fees or Experience Downtime?
When a firm outsources their IT services, the provider takes all the responsibility. They spend the money. They invest in the education, software licenses, training, and certifications. This enables them to troubleshoot and resolve problems with the firm’s computers, Internet, servers, and software issues rather than the firm’s.
Generally, outside IT service providers are made up of a team of experts rather than one overworked technician. This allows them to have a variety of individuals who offer a range of experience and skills. They also have access to more advanced technology and tools. Since it is their primary focus, they have to keep up with all of the latest innovations. Otherwise, they lose their edge.
Since there are many people with different perspectives, team members are able to consult with and advise each other. With so much at their disposal, it makes it much easier to identify and resolve the core problems more quickly. This means that there is little if any, downtime or interruptions for the firm.
Does Outsourcing IT Service Provide Business Continuity?
By outsourcing their IT services, a law firm will receive support 24-hours a day, 7-days a week, and 365-days a year, whether they need it or not. This level of support is not possible from even the most diligent in-house employee. An outside source would also have additional resources available that an inside tech would not have.
Since the work to troubleshoot an issue is outsourced, the rest of the office can go about business as usual. Nothing else changes. In fact, business continuity is one of the primary reasons to outsource. It ensures the law office is able to continue as if nothing is amiss. This makes it a particularly responsible option.
What Are the Top IT Outsourcing Options?
When choosing an outside IT firm for a law office, it is important to take due diligence. There are many options, and they are not all equal. Fortunately, there is a resource that has already ranked the top choices. The Everest Group researches each. This makes a time-consuming personal analysis almost unnecessary.
The Everest Group is a management consulting and research firm that advises businesses around the world. Every year since 2008, the Everest Group has evaluated outsourced IT service providers according to 26 characteristics. These include the technologies they use and the geographies they cover, among others.
The top 10 for the year 2018 include the following IT firms:
Accenture
TCS
Cognizant
Wipro
IBM
HCL
Infosys
CapGemini
DXC Technologies, which is a merger of CSC and HPE
NTT Data
Although these are the top 10 in this reporting year, there are many reputable providers. The Everest Group keeps tabs on the up-and-comers who may unseat the 10 as well. Checking previous winners provides a more comprehensive picture of who has performed reliably.
In Conclusion
For some law firms, there is peace of mind having their own in-house technician or IT team. Most offices, however, would benefit from outsourcing their IT services. Ultimately, it conserves money, time, and other resources. Rather than researching the various options, a busy attorney would do better to peruse the years of lists compiled by the Everest Group. With several reliable performers on them, there is no reason not to.
by Felicien | Oct 22, 2018 | Education
Standard Operating Procedures (SOPs) are necessary for every industry. The written procedures keep a company on track. The importance of having them is to guarantee the organization remains compliant with all federally mandated regulations, legislation, and ever-changing laws. But too often many businesses will continue to struggle with getting the correct and appropriate SOP created, distributed and understood by their employees.
What is an SOP?
Standard Operating Procedures are clearly defined instructions. Their purpose is to, execute consistency of the performance, of a specific function. A detailed written and enacted SOP are used to fulfill compliance requirements, mitigate safety and health risk, and directly work consistently and efficiently across an entire organization. This guide provides you with ten easy steps to review when implementing your organization’s SOP.
Step 1 – SOP purpose is clearly understood and explained
Are you wondering why an SOP is required? In your organization, you want problems solved before they arise. So, what issues need addressing and what does it need to accomplish. Here are some examples:
Reducing costs
Increasing quality
Ensuring safety
Reducing risk
Protecting the environment
Providing a training source
Step 2 – Consider your audience diversity
Before your Standard Operating Procedure gets written, you’ll want to look at your intended audience. Does this audience have prior knowledge of the subject matter? Will they have the necessary language skills to understand? Also, what is the size and shape of your audience? Remember, some parts of the SOP will make sense to one group, but not another.
Step 3 – Format and layout must be useful
There are no right or wrong ways when designing or presenting your SOP, but here are some easy reminders to consider:
If you have a pre-existing format that is working well, then there is no need to change it, but do consider slight enhancements. Sometimes a new visual does grab the readers attention.
Does your process have multiple routes? That’s okay. Consider using a flowchart layout. Many individuals learn better with visual content.
How long is the process? Short or very long? Then use hierarchical steps. To provide clarity, give a list of main steps with sub-steps underneath that helps.
Is the routine simple which only requires just a few steps? Then using a simple list may be the most beneficial way.
Step 4 – Suitable authors must be used
To write an SOP; you need to have the necessary knowledge. While you may have been assigned to create, and even own this SOP, always bear in mind, you need to have the required expertise to write it. Guarantee that experts in the relevant areas get brought into the authorizing process. Using SharePoint tools to expedite that collaboration is crucial to success during this phase.
Step 5 – Supply appropriate content and structure
There will always be specific needs for unique situations. But, these examples below are necessary details that must get included in your SOP:
What is the scope of an SOP
What is the SOP procedure
Are there any Health and Safety Considerations
Are there any equipment needs
Glossary of terms and Hints and Tips
Step 6 – Use a writing style the reader can easily read and understand
All content in your document must remain clear and easy to read. Not doing so will make it hard for your reader understand any references, making comprehension difficult.
Avoid personal pronouns, such as He, Him, She, Her, Them, and You.
Establish steps that explicitly help with ease of reference and maintenance in the future.
Avoid walls of text. Insert diagrams, flowcharts, and bullet points.
Step 7 – Mandatory SOP testing
Your personnel must get SOP tested, especially by the people who will use it, and guarantee comments are taken on board and updated within the SOP as needed and required.
Step 8 – Make it known to your entire staff where to find the SOP
Organizations that have implemented a Standard Operating Procedure, typically have a known location where to find the material. But do not assume everyone in your organization knows where to look. It might be at a SharePoint site either department or organization level, but make sure everyone knows where to look.
Step 9 – Check that the SOP was distributed and read
While a repository is required, placing your SOP on SharePoint to be read does not go far enough. Immediately after your SOP gets updated or put in place, an email should be crafted and sent to all the relevant user groups to read the document. Then a response back from all recipients they have read and understood the material. You could use a SharePoint based tool to manage this whole process for you.
Step 10 – Guarantee staff fully understands
After each staff member has read the SOP, next comes sitting with them to make sure they clearly understand and expected of them. There is a need to guarantee your team has a clear understanding of what is meant by the Standard Operating Procedure. Testing your staff after reading the material, gives you an idea of what they do or do not comprehend, and how you can address any concerns.
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by Felicien | Oct 22, 2018 | Education
Although many long for the simplicity of yesterday, advancements in technology are quickly taking over every industry. This includes the legal field. Technology provides an ability to streamline resources and improve efficiency. Of course, people are required to manage it.
No one argues against the benefits of having good support staff members. They are essential to the continuity of the work cycle. They ensure that the lawyers and legal staff are able to focus on what they do best. For example, when IT needs to be optimized or updated, the rest of the office should be able to function normally.
Whether it is by hiring a team or a single technician, handling IT in-house can use more resources than necessary. Plus, as technology continues to advance, it will require additional resources to keep up. That is why it is often better to outsource.
Here are five of the primary reasons your law office should consider outsourcing its IT services.
How Will Outsourcing Improve Availability?
By outsourcing to a full-service IT provider, the office’s network will continue to run smoothly. This means that attorneys always have access to their critical data. For example, it is necessary to be able to find and retrieve records and case files when preparing for court. If the network crashes, those documents would be unavailable.
It also ensures that existing clients have easy access to their counselors. If clients are unable to reach their attorney, they are likely to hire another. If potential clients cannot find a specific law firm’s website, there are plenty of others from which to choose. It is a highly competitive market.
Outsourcing eliminates this as an issue or at least reduces the likelihood.
Will It Help the Firm Maintain Compliance?
In an age of identity theft and cybercrime, it is even more important to take every precaution to ensure the safety of a client’s data. In the legal industry, it is also the law. Unfortunately, compliance is a complicated process.
Someone seeking legal advice assumes that his or her information will be kept safe. They believe that the lawyer they choose will do whatever necessary to protect it. Outsourcing IT provides the best security for your clients’ sensitive data.
Will It Reduce Expenses for the Firm?
There are several ways in which outsourcing IT operations saves money and makes the practice more profitable. A team of full-time IT employees is costly. They have limited expertise and the firm might be financially responsible for paying for certification. Otherwise, they could fall behind and be unable to work with more advanced technology, as it is developed.
By outsourcing, the office has access to a full team of specialized experts who are qualified to work on the most recent tech. The firm is not responsible for their training and they are available 24/7/365. It is less expensive than hiring full-time technicians.
What Quality of Service Is Available?
Since remaining at the top of their game is vital to their edge, an IT firm is nearly guaranteed to be skilled in all of the contemporary tools and tricks. Plus, since it is comprised of a team of experts, problems can be identified and resolved quickly. If one technician does not have the answer, he/she can easily consult with others.
With an outsourced IT team, law firms receive the following benefits that an in-house technician would not be able to provide:
Business continuation
Customized technology
Predictable expenses
Reduced overhead
Superior security
Team of specialists
World-class IT service
Law firms that hire an in-house IT employee are likely to get someone with a moderate amount of experience and general problem-solving skills. They may try to hire a “dream team” of IT experts but that would be time-consuming and expensive. Plus, who would know more about hiring IT experts—an IT firm or a legal one? By outsourcing to a provider that specializes in the legal industry, the benefits multiply.
How Will Outsourcing Provide a Competitive Advantage?
New technology is an ever-evolving beast. While a talented IT employee working in a law office might try to keep up, it would be nearly impossible. This is especially true since legal technology is a niche that is innovating in previously unpredicted ways.
Additionally, new security threats are developing almost as quickly as technology itself. With so many things happening at once, it’s easier for a managed IT services team to adapt. With a “divide and conquer” approach, they are less likely to miss something.
Having an outside company of IT experts provides law firms a competitive edge. By using the most up-to-date technology, lawyers are able to devote their energies to more important things.
In Conclusion
There’s no doubt that advances in technology bring numerous benefits to clients, as well as the firm. They allow counselors to work efficiently and be more accessible than ever before. Outsourcing IT allows lawyers to have all of these tools at their disposal without requiring they become an expert in each. With the benefit of a professional IT firm on call, they can focus on what is most important in their practice: the clients.
by Felicien | Oct 19, 2018 | Education
The Health Insurance Portability and Accountability Act (HIPAA) is a Federal statute, and associated regulations, that, among other things, control what healthcare providers and other “covered entities” do with “protected health information” (PHI). The HIPAA regulations are fairly straightforward, but there are a lot of them. There is a good summary here, with links to the relevant portions of the Code of Federal Regulations (CFR). This article covers only the basics.
Who Does HIPAA Apply To?
“Covered entities” are health care providers, health plans, and health information clearinghouses. The latter are usually aggregators of health information from hospitals, doctors, and the like. “Protected health information” is any information that relates to an individual’s past or present health status, treatment, and payments for any treatment an individual receives. Past, present, and future healthcare records are covered.
Data falls under HIPAA protection for 50 years after the death of the patient. The form in which the information exists does not matter – it can be written, oral, or electronic. If the information is in electronic form, additional requirements for protecting it applies.
Why Should I Worry About All This?
People are concerned about following HIPPA guidelines and they should be. It’s important to protect the personal and healthcare information of all patients. In addition, the Office of Civil Rights (OCR) within the Department of Health and Human Services (HHS) can impose large fines and other penalties for HIPAA violations. Hospitals and health systems have been fined in the millions of dollars for HIPAA violations. And HIPAA violations, if they make it into the news media, always create bad publicity.
What Can I Do To Remain Compliant?
Training of staff on HIPAA rules and practices is by far the most important step. The second is making sure that PHI stored in electronic form is protected. That involves things like:
Using encryption when data is stored or transmitted
Making sure that staff have only the access needed to do their jobs
Making sure that access to systems is, at a minimum, protected by strong passwords
Protecting records with the latest technology such as swipe cards or biometric identifiers
What Do I Have To Do To Conform To HIPAA?
You need to:
Formulate your privacy practices
Notify patients of privacy practices
Obtain consent or authorization when required
Make sure that your arrangements with business partners meet HIPAA requirements
Make sure you distinguish your normal health care operations, where consent is not required, from disclosures, where consent or authorization is required
Make sure you follow the HIPAA “security rule,” which covers PHI in electronic form
It goes without saying that your legal department needs to be involved in all of this. The Notice of Privacy form should inform patients and staff of what your practices and guidelines are. A notice should be given in written form to patients when they are first encountered.
“Arrangements with business partners” concerns companies that may have access to PHI in the course of providing services to a health care provider. These include companies that provide storage of documents, destruction of documents, or electronic handling of documents. You are required to make sure that they understand the HIPAA requirements and conform to them. You can think of it as the HIPAA requirements “flowing downhill” from you to your business associates.
What’s The Difference Between Consent And Authorization?
In many cases, no consent is required. This includes disclosure of PHI for treatment, payment, and health care operations. A covered entity may, but is not required to, seek consent from a patient for these purposes, but it is common to do so.
On the other hand, an authorization is required for any use of PHI other than the ones listed above. An authorization is more formal than a consent, must be written, and must contain several elements, which are covered here.
Authorization is required when the disclosure is for any purpose other than treatment, payment, or health care operations. This includes disclosure to a third party, such as a life insurance company, an employer, or a provider not affiliated with your healthcare organization.
Please note that electronic transmission of PHI is covered by the authorization requirement as well. If authorization to send the information on paper is needed, authorization to send it electronically is needed as well.
What Are The Takeaways?
HIPAA compliance is not optional.
Penalties for violating it can be very costly.
HIPAA applies to PHI in any form – paper or electronic.
Obtaining consent is generally a good idea; authorizations are required.
Depending on the services your business partners provide to you, they may be required to conform to HIPAA as well.
It is always better to err on the side of caution when dealing with HIPAA.
If you still have questions, be sure to visit the HIPAA website. Today, there are many organizations that can help you learn about and comply with HIPAA guidelines. For instance, many managed IT services providers have tools to help with compliance.
by Felicien | Oct 19, 2018 | Education
Everyone makes foolish mistakes. You’ve done, I’ve done it, and it’s all part of being human. But if that mistake affected your IT security, consider the ramifications it could have on your organization for being careless. For instance, a computer hacked or leak of sensitive data because a password was easy to crack. Luckily, these security problems don’t have to become a common occurrence and can get fixed easily.
What Are The Eight Foolish IT Security Mistakes to Avoid?
In no particular order, we’ve created a list of the most common IT security mistakes technicians see regularly. Also included are their recommendations to fix and avoid making the same mistakes again.
Mistake #1 – Using a weak password or not having one at all
Even with all the security warnings repeated continuously, people will always choose the same or a straightforward password to remember. It could be a birth date, the word “password,” a family pet’s name or the number sequence: 1-2-3-4-5-6. Then there are other individuals, that decide they don’t want a password, or they’ll get to it later, but later never comes.
Recommendation: Consider using a password generator. When using a password generator, it can create a strong password in seconds. Currently, on the market, there is Dashlane, Keeper Password Manager, Password Boss, LastPass, and Sticky Password.
Mistake #2 – Writing passwords on sticky notes or slips of paper
This mistake follows the previous one and makes it extremely easy for anyone to access your account or device, especially if they got their hands on your password. It is common to find a piece of paper and jot down our passwords. Or worse write it down on a sticky note and attach it to the back of your computer monitor. In all reality, why do that? It’s like you don’t have a password at all because everyone knows where you stuck it.
Recommendation: Stop writing down your passwords on paper. Consider using a password saver. Currently, on the market, there is Dashlane, Keeper Password Manager, Password Boss, LastPass, and Sticky Password.
Mistake #3 – Refusing to install antivirus protection or disabling it for faster computer speed
There continues to be this belief that antivirus software is not needed, especially for those individuals and companies that own and use Apple/Mac devices, but this is simply not true. Yes, it can be frustrating when your computer slows down while software is running.
Recommendation: Consider using an anti-virus program that won’t’ slow down your computer. Currently, on the market, there is Avast, AVG, Kaspersky, Bitdefender, and Check Point Zone Alarm.
Mistake #4 – Taking unnecessary risks with email and blindly trusting the sender
This mistake includes opening email attachments from unknown sources or people you don’t know. Or worse responding to these individuals and sharing highly sensitive information (such as credit card numbers or passwords). When you open an email with an attachment, and you don’t know who the sender is, leaves you wide open to a malware virus or your computer hacked. Please be mindful; when sharing personal information, always remember, doing so could place you, your business, and your client’s information vulnerable to identity theft.
Recommendation: From this point forward, no longer send sensitive information or data through an email. Consider using a tool like Google Drive. You can then send the data as a link which requires the recipient to log in first before they can access the file.
Mistake #5 – Walking away from your computer and not locking the screen
Eavesdropping continues to be an overlooked security issue and risk. When you get up from your computer and walk away, who has taken notice, that could potentially gain access to your account? What might happen if you forgot to close the bookmarked tabs in your browser, to step away, and on those tabs were your online banking account or your company’s bookkeeping system? With an open unlocked screen, you’ve given anyone full access.
Recommendation: Always lock your computer before leaving it. On most keyboards, you will see the Microsoft Windows key. Press and hold it down while you press the letter “L” key, and your screen instantly locks. You can also preset your computer to automatically close after a specific amount of time passes (one minute, five minutes or 10 minutes).
Mistake #6 – Not installing the application and operating system patches or updates on time
Operating system updates and patches are crucial and vital in protecting your computer from evolving threats. Mainly, these updates and patches keep your computer healthy. Next time, before you hit the “not now” or “ask me later” button, reconsider.
Recommendation: When prompted, always install the updates and patches when notified. Better yet, at least once a week, deliberately check for updates and patches. If you’re unsure where to begin, contact us or send us an email and we will help you.
Mistake #7 – Putting off having a reliable, stable, and well-tested cloud storage backup
It’s going to happen. Servers will fail, and computers will crash. It’s not if, but when. Not considering what a lifesaving tool, cloud computing offers, is like signing a death warrant on your files. Besides getting hacked, there are other reasons servers go down, i.e., age, fire, flooding, natural disasters are just four everyday occurrences.
Recommendation: Seek out an IT company that hosts cloud storage services or is a vendor partner with a large cloud computing company. Do take the time to read and understand the SLA they present to you before you sign their contract.
Mistake #8 – Allowing personnel that is untrained, or not certified to secure your IT systems
Unfortunately, employees will be the most significant security threat a business faces. Most of the time is it not intentional, but human error and lack of training that usually causes the problems. It may seem convenient, but not everyone is an IT expert or specialist. IT security has many moving parts, and if one piece isn’t correctly set up, your system remains vulnerable.
Recommendation: Allow your employees to do what you hired them to do. But when it comes to your IT system, consider hiring an outside IT services provider.
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by Felicien | Oct 19, 2018 | Education
Read the following alert before charging your phone tonight and from this day forward. According to the Newton, New Hampshire, fire department’s PSA message posted on social media; it seems as though charging a phone in bed poses a serious health risk and lethal safety concerns for you and your loved ones. Now it is imperative you think twice before charging your tablet or smartphone in bed ever again.
What the Newton fire department shared is quite literally a wake-up call
The Newton Fire Department, in Newton, New Hampshire shared this photo. You will notice burned sheets and pillows next to a device charger’s cord. If the picture seems scary, you now have your proof. Without warning, if a child or teenager is sleeping next to their phone while it’s charging, this could happen to them, putting them in grave danger.
According to the fire department, a home fire is reported in the U.S. every 86 seconds. They also uncovered some recent research which indicates over 50 percent of children and teenagers charge their tablet or phone under their pillows. When you consider that everyday habit, you must ask yourself, “where does the heat go if the phone is covered up?”
We all know if the heat from that charger can’t evaporate you’re going to have a cord, charger, and device that’s hotter and to difficult to touch. If the charger and phone are under the pillow, then that pillow, mattress, and the entire bed could catch fire, and the whole house could go up in flames, putting all the family members in danger.
Should we be concerned, isn’t this an isolated situation?
Unfortunately, it isn’t. It continues happening.
It wasn’t that long ago a 10-year-old boy, in Northern Ireland woke up in shock. He was charging his new phone in his bedroom overnight. What awakened him was the smell of smoke, as his iPhone sat burning on his bed. The phone got overheated and severely singed. Fortunately, there was no fire outbreak.
Then there’s the incident where a family of a 15-year-old girl from Wales had to flee their home. They were not as lucky. The girl’s iPhone overheated while resting on the bedding. Next thing they know the bed quickly caught fire and engulfed the home. Fortunately, no one was hurt. But it took six months before the family could return to their home, due to the extensive fire damage.
But we can’t just look at children and teenagers who leave their tablets or phones charging overnight. Take the Alabama man, in his 30s that nearly lost his life getting electrocuted, after he fell asleep with his cell phone charging right next to him in bed.
As he slept, the charger disconnected from the phone. But in the morning he rolled over, and his military dog-tags around his neck got caught on the exposed prongs of the plugged-in phone charger. What happened next, nearly took his life. The dog-tags acted as a conductor so, the electricity traveled straight to his neck. Strips of flesh and skin were missing from his neck and his shirt got singed, where the metal dog-tag necklace had burned his throat.
What should you know moving forward?
It was pointed out in a 2017 Hartford Home Fire Index; there is a “high risk” when charging your phone on your bed overnight. They compared it to leaving a candle burning unattended or when your stove doesn’t get turned off after cooking.
There was more extensive research published by the American Medical Association (AMA), in their JAMA Pediatrics monthly peer-reviewed medical journal that shows roughly 89 percent of teens and 72 percent of children use, on average at least one device, tablet or phone, in their “sleep environment.” And quite often it’s used just before bedtime.
“The distinctly possible result is that the pillow or bed or both will catch fire,” the Newton fire department added. “This places the child or teen, as well as everyone else in the home in grave danger.”
What should you start doing today?
To quote Stuart Millington, senior Fire Safety Manager, of the New Wales Police department, “Turn chargers off. Unplug them before you go to bed,” His warning came after a similar incident where a phone caught fire while charging under a pillow of a North Wales family home. “Never leave items unattended or charging for long periods of time.”
If you are a parent or grandparent, warn your kids and grandchildren. Bring it to their attention to the dangers of sleeping next to a charging tablet or phone. Also, look to see where device charges are plugged in, and if not suitable recommend a designated charging zone in your home for all devices.
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