1. Paul P. Nicolai, Esq.
Nicolai Law Group
Website: www.niclawgrp.com
Jared D. Correia, Esq.
Law Practice Advisor
Website: www.masslomap.org
Presented by:
Presented at:
Catuogno Court Reporting Services
Springfield, Massachusetts
Presented on:
December 20, 2011
5-7 pm
Presented for:
Massachusetts Bar Association

2. Mission Control
Most Essential Office Hardware, Often Overlooked
o Your Computer
Desktop versus Laptop versus Netbook
Don’t Buy Out-of-the Box!
Keys Considerations:
 Processor speed – multiple core
SDRAM 3GB+
Hard Drive – GB + speed
Operating System
Windows 7
Professional
Ultimate
Mac OS X
Does it work with what you have?
Second, or Multiple Monitors
Remote Access

3. Scanners
Multifunction versus Multiple Machines
Does It OCR?
Desktop versus Portable
Bundle Packages: Scan plus PDF Converter
o Fujitsu ScanSnap with Adobe Acrobat
o Kodak ScanMate with Nuance PDF PaperPort & OmniPage
Scanning Process plus Naming Convention
o Create Workflow for Scanning Process
o Create Coherent and Consistent Naming Convention

4. Demo #1:
Naming
Conventions

5. eFacts
Issues of Traditional Fax
o Jamming
o Out of Paper
o Out of Ink
o Overwriting
The Answer: eFax
Compare Services at: www.faxcompare.com

6. PDF = Pretty Damn Fine
PDF = “Portable Document Format”
o Image Scan (Non-OCR) versus Text Scan (OCR)
o *Only OCR Documents May Be Manipulated*
Converter Program Options
o Adobe Acrobat 10 (the “Gold” Standard)
o Nuance PDF Converter 7 (the “Silver” Standard)
o Cheap or Free Options (the “Bronze” Standards)
o PDFForge/CutePDF, e.g.
Advantages of PDF:
o Looks the Same on Every Computer
o Bates Stamping
o Forms Creation
o Metadata Removal
o Encryption and Password Protection
o And, More . . .

7. Your Good Stuff Cheap
Buy Your Tech Tools and Toys from Discount Websites:
o Shopzilla
o NewEgg
o CTIStore
o Ben’s Bargains
o Buy.com
o Geeks.com
o MeritLine.com
Coupon Sites:
o Groupon.com
o RetailMeNot.com
o DealCoupon.com

8. Demo #2:
Basic Scan
and Save

9. Demo #3
Forms Creation

10. Demo #4
Typewriter

11. Demo #5
Metadata
Removal

12. Demo #6
Encryption

13. Demo #7
PDF Packaging

14. Records Management

15. Records Protection
Federal Requirements
o Fair and Accurate Credit Transactions Act (FACTA)
o Gramm-Leach-Bliley Financial Modernization Act
State Requirements
o Massachusetts Data Privacy Regulations
Compliance Options
o Document Encryption
o Email Encryption
o Device Encryption
o Secured Web

16. Questions?
Contact LOMAP for Practice
Management Consulting
Massachusetts Law Office
Management Assistance Program
(LOMAP)
31 Milk Street
Suite 810
Boston, MA 02109
Phone: (857) 383-3250
Toll-Free: (888) 54-LOMAP
Email: info@masslomap.org
Follow LOMAP:
Website: www.masslomap.org
Facebook: www.facebook.com/MassLOMAP
Blog: http://masslomap.blogspot.com
Twitter: www.twitter.com/MassLOMAP
www.twitter.com/rodneydowell
www.twitter.com/jaredcorreia