1. Law Office Equipment and Technology Some basic rules

2. Faxes, E-mails and Confidentiality CONFIDENTIAL NOTICE – This message contains legally confidential and privileged information intended for the sole use of the individual(s) or organizations named above. If you are not the intended recipient of this fax (e-mail) message, you are hereby notified that any dissemination, distribution, or copy of this message is strictly prohibited. If you have received this fax (e-mail) in error, please notify us immediately by telephone and return this fax (e-mail) to us by mail.

3. E-mail etiquette Be succinct and clear, use short paragraphs Spell check and reread you e-mails before sending!! Treat e-mail as business correspondence Do not use ALL CAPITAL letters If received message is unclear, ask for clarification Be careful of “Reply All” Double check recipient before sending!!

4. More e-mail etiquette Check e-mail daily Do not use e-mail to communicate with clients regarding sensitive information  When in doubt, ask client before sending Limit each e-mail message to one topic Do not assume e-mail was read-  Return Receipt Requested Remember that technology fails sometimes Be careful what you say in e-mails as they can be forwarded to others. (attorney’s disparaging remarks about judge)

5. How to send good e-mails only Have a policy for the organization Consult clients about what info they want to go by e-mail and how often they check it Check the e-mail address for accuracy Send a test e-mail Add a confidentiality statement to all client e- mails If it is too sensitive, do not use e-mail Careful that attachments are the right ones Emoticans? I say no.

6. Purchasing new equipment and technology Does the equipment meet your needs? How long will it last? What about future needs? Financial considerations – think long term Is the vendor reliable? Maintenance contract? Training needed? Available? Electrical outlets available? Space? Compatible with what you have?

7. Issues I remember: Legal sized file cabinets Printers cheap, ink expensive Computer program without training Copier with proper maintenance Air-conditioning needs Counter or floor space Scanner not usable without adding new software

8. Setting up Legal Assistant’s Area Work Space Telephone wall mounted or headset phone Placement of client’s chair Reference books Background music Comfortable chair File cabinet and bookshelf Glare screen Separate desk for computer?

9. Security!! Limited access to Office Clients in waiting room Security Badges or Security Cards Monitor entrances Train all on security issues The End.