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Microsoft Search in 365 is Personalized for Your Business

Microsoft Search in 365 is Personalized for Your Business

If your business uses Microsoft 365, you know how difficult it can be to locate information amongst many different programs and applications on your computer network, your devices, and any other place you may be working from. But what if there was a way to access the information you need as quickly as you needed it? What if there was a way to search across all your different, integrated apps in Microsoft Office 365 and find everything relating to one employee or one project so you could comprehensively view the progress of a project or an employee?

Sounds fantastic, right? It is, it’s new — and it’s called Microsoft Personalized search. Let’s take a look at what Microsoft Personalize search is, how it works, and how it can help your Canadian business reach its goals with less time spent searching.

What is Microsoft Personalized Search?

Microsoft Personalized Search is a cohesive way of searching across different apps in Office 365. Microsoft Search can help you and your employees find, discover, command, and navigate all your business software and cloudware to make business easier and more simplified — saving you time and dollars. Personalized search allows you to search for any application or project in Office 365.

How Does Microsoft Search Work?

Microsoft Personalized Search uses artificial intelligence (AI) technology from Bing, a search engine whose name you may recognize. This IA and Microsoft Graph’s deep insights into personal search usage make searching more effective for organizations. The purpose of the new Personalized Search is to connect your projects and your employees across your business’ data network to make projects easier, more collaborative, and above all, help you find the information you need when you need it.

Hyperlinked pages of results from searches are not what Microsoft or your business is after with its new search algorithm. Here are the differences you may notice right away:

1. That oft-used “search” box will be visible and available across the apps your business and employees work with every day — it will stay in one place in Outlook, PowerPoint, Word, Excel, Sway, OneNote, Microsoft Teams, and Sharepoint.
2. As soon as your employees click in the search box, personalized results will begin popping up (names of people you share with most or recent documents); no query is required for suggestions
3. The search box will command the application you’re working in. Want a quick example? If they begin typing “acc” in Word, employees will get a list of suggested actions they perform often — no more hunting through toolbars and wasting precious business time.
4. Search results will include results from across your business organization, including a Word document you’ve been working on, the PowerPoint that goes with it, and the Excel spreadsheet that demonstrates the budget for that project. The employees working on the project will also pop up in the search results.
5. Organizational search will work wherever your employees are working: Bing, Edge, or Windows, as long as employees are signed into Office 365 accounts.

How Can Microsoft Search Help My Business?

The main benefit for your business of Microsoft Personalized Search is saving time. No more precious minutes spent looking through toolbars or trying to hunt down the document or presentation employees were working on. Another intangible benefit that will definitely increase your business bottom line is your oversight ability. With a word and one click on the search icon, you can locate all the information about a particular project and who’s working on it in a millisecond. You can reach out immediately to start a conversation, get an update, or suggest changes. The time and convenience Personalized Search provides is priceless.

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Lessons Learned From The 2018 Clio Conference In New Orleans

Lessons Learned From The 2018 Clio Conference In New Orleans

What Do The Best Legal IT Security Experts Advise That You Do To Protect Your Confidential Data? 8 Critical Things

I recently attended the Clio Cloud Conference in New Orleans, and I came away with a wealth of information for law practices that want to use the Cloud securely. Clio’s Director of Information Security, who formerly worked at Apple (among other companies), mentioned some critical steps that legal firms must take to protect their businesses and their clients.

First, let’s look at the legal environment in regards to cybersecurity. Here are five facts that you need to know:

1. Most breaches aren’t discovered right away. The LinkedIn breach was found a full two years after it happened. The same happened with Yahoo’s breaches.
2. Only .8% of Clio users are using 2FA! (What is 2FA?
   We’ll tell you below.*)
3. 30% of firms from 2-99 lawyers were breached last
   year.
4. The majority of hacking uses stolen credentials, usually through phishing – not from someone breaking into a computer or server through brute force or a virus. (What can you do to prevent being victimized by phishing? We’ll tell you below.**)
5. Most hackers are amateurs and limited in resources. They go for the easiest
   targets.

What are the eight critical steps that Clio’s Director of Information Security recommends you take to protect your law practice?

1. Define your risk. Are you using cloud applications that might expose your confidential data? What would the result of a data breach be for you? Is everyone in your firm using secure passwords? (What are secure passwords? We’ll tell you below.***)
2. Always use 2FA whenever available.
   (See below*)
3. Use a password manager (Parkway Tech provides this to our clients, but LastPass is a good option, as well.)
4. Be aware of timely phishing attempts (e.g., IRS around tax season and W-2 scams around the first of the year).
5. Invest in education. (Ask about our Security Awareness Training for your
   employees.****)
6. Be skeptical.
7. Let others in your firm know about phishing emails. (Security Awareness Training takes care of this.)
8. For workstations: Get security updates, use strong computer passwords, enable full disk encryption, and make a cloud backup. (Parkway Tech can help with all of these requirements.)

*What Is 2FA?

Two-Factor Authentication (2FA) protects your identity by requiring a second layer of security. It makes it more difficult for cybercriminals to log in to your accounts.

Your credentials must be submitted in two or more different forms. For example, you need your login ID and passcode for authentication to be classified as 2FA.

This prevents criminals from taking over your identity on the platforms you use. Even social media platforms like Facebook have an option where a code is texted to your mobile phone, or generated in your Facebook account that you use before signing in.

Clio advises that you use 2FA wherever it’s provided. Make sure your employees do the same.

** What Is Phishing?

Phishing is the practice of stealing user ID/email addresses and password combinations by masquerading as a reputable or known entity or person in an email, instant message, or another communication channel. Attackers then use the victim’s credentials to carry out attacks on a secondary target.

They enter the credentials into as many websites as possible using automated scripts, often called credential stuffing, or enter the stolen credentials directly into corporate resources gaining unfettered access to your network and data.

How do you protect your law practice from phishing? The best way is through Security Awareness Training**** for your employees.

*** What Are Secure Passwords?

Creating a strong password is an essential step in protecting yourself online. Using long and complex passwords is one of the easiest ways to defend yourself from cybercrime. No law firm is immune to cyber risk, but there are steps you can take to minimize your chances of an incident.

Here are eight things that the Department of Homeland Security suggests you and your employees do when creating passwords:

1. Create passwords with eight characters or more and a combination of letters, numbers, and symbols.

2. Use a passphrase such as a news headline or even the title of the last book you read. Then add in some punctuation and capitalization.

3. Don’t make passwords easy to guess. Don’t include personal information in your passwords such as your name or pets’ names. This information is often accessible to find on social media, making it easier for cybercriminals to hack your accounts.

4. Avoid using common words in your password. Instead, substitute letters with numbers and punctuation marks or symbols. For example, @ can replace the letter “A” and an exclamation point (!) can replace the letters “I” or “L.”

5. Get creative. Use phonetic replacements, such as “PH” instead of “F.” Or make deliberate, but obvious misspellings, such as “enjin” instead of “engine.”

6. Never share your password. Don’t tell anyone your passwords, and watch for attackers trying to trick you into revealing your passwords through email or calls.

7. Use different passwords for different accounts and devices so that if attackers do guess one password, they won’t have access to all of your accounts.

8. Use stronger authentication. Always opt to enable stronger authentication when available, especially for accounts with sensitive information including your email or bank accounts. A stronger authentication helps verify a user has authorized access to an online account. For example, it could be a one-time PIN texted to a mobile device, providing an added layer of security beyond the password and username. Visit www.lockdownyourlogin.com for more information on stronger authentication.

****What Is Security Awareness Training?

Security Awareness Training for your employees educates them to be aware of phishing and other IT threats. Services often provide user training videos, send fake phishing attempts to test their knowledge, send automated memo emails on the latest threats, and allow admins to run various reports to monitor your employees’ scoring, and progress.

Cybercrime is a real and present danger to law firms of every size. You can’t afford to risk your confidential data. Contact our IT Security team in Winston Salem NC for help protecting your practice.

In the meantime, check out these and other articles in our Law Blog to stay up-to-date on the latest news and information in IT:

Does My Law Firm In North Carolina Need A Business Continuity Strategy?

Some extreme events can disrupt the regular operations of a legal firm. Natural and man-made disasters such as hurricanes, floods, power failures, earthquakes, arson, robbery, death of a critical law partner, pipe leaks, roof collapse, public unrest, and other unexpected problems can destroy offices, records, or access roads, jeopardize relationships with major clients, or make travel to the law office impossible for employees. Having a Business Continuity Plan for North Carolina Law Firms can prevent significant loss of revenues and clients due to prolonged disruption of law office operations.

Experts Predict Cybercrime Will Climb To An Astonishing $7 Trillion Problem For Business Owners

While you’re busy running and growing your business, working hard to make money, cybercriminals are finding new and more sophisticated ways to steal it. They want to breach your IT system to steal your confidential data so they can hold your data for ransom, or get passwords and IDs to take cash directly from your bank accounts.

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.

Can Your Legal IT Services Firm Keep Law & Order With Your Practice’s Technology?

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Why is my Windows 10 Pro Deactivating?

Why is my Windows 10 Pro Deactivating?

If you are experiencing problems with your Windows 10 Pro operating system, you are not alone. Thousands of users from the US, Japan, and South Korea flooded tech message boards late this week with complaints that their legitimately purchased software was deactivating itself.

What Exactly Happened?

Starting on November 8, comments began to appear online from several users expressing frustration over the pop-up messages they received from Microsoft after booting up their computers. These messages included the error codes: 0xC004C003 or 0xC004C003, and incorrectly implied that the users were trying to run illegal copies of the Windows 10 Pro edition on their computers. Those affected by the glitch were then prompted to install the Windows 10 Home edition or to purchase a genuine copy of the Pro edition from the Microsoft store. Anyone who received a deactivation warning was still able to operate the computer using the Windows 10 Pro edition, although distracting watermarks were plastered across the screen.

Microsoft acknowledged that the company was fully aware of the DMR issue within hours of the first messages showing up online. A statement released from the company said it was still trying to determine the reason behind the deactivations to provide a fix, but at the time the exact cause was unknown. Engineers from Microsoft suspected that “some unspecified issue with the Windows Authentication servers” was the cause behind the deactivations.

On Friday, a day after Microsoft first address the deactivations, the company released an update about the bug:

“A limited number of customers experienced an activation issue that our engineers have now addressed. Affected customers will see the resolution over the next 24 hours as the solution is applied automatically. In the meantime, they can continue to use Windows 10 Pro as usual.”

As of Saturday, some users online were still reporting problems with their operating system.

Will This Affect Me?

The good news is that the deactivation problem seems to be affecting only a small portion of the total number of Windows 10 Pro edition users. Of the licenses which were affected, the vast majority of them were digitally updated from an early version of Windows. If you have not already received the warning after restarting your system, there is a good chance that your copy of the operating system is not affected by this bug. But for those who hit with the glitch, you have several options.

What Can I Do About It?

First, don’t panic and assume that you need to repurchase a new license for the Windows 10 Pro edition if you are still receiving a warning as of today. As long as you are using a genuine version of the operating system, there is no need to buy another copy, as the fix will automatically take effect. The best thing to do is just to wait. But if you are unwilling to wait, you can attempt to correct the issue on your own by running the Troubleshoot app. You can access the Troubleshoot app by going to Settings then clicking on Update & Security followed by Activation, and finally to Troubleshoot. This should correct the issue immediately.

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Legitimate Installs of Windows 10 Being Deactivated But Microsoft Has No Fix For It

Legitimate Installs of Windows 10 Being Deactivated But Microsoft Has No Fix For It

Windows 10 Professional users have been frustrated lately by some type of bug that suddenly, for no reason, just deactivates your operating system. Even if you’re running a properly licensed installation of Windows 10, it could be deactivated. Reports of these issues are coming in from the US, UK, Korea and Japan so far.

Microsoft acknowledges there’s a problem, but there’s no fix yet.

Microsoft has said that they know there’s a problem in this area, but they have not been able to determine the cause or develop a patch for it. They simply say that “some unspecified issue with the Windows Authentication servers is causing the problem.”

The Tech Giant has promised that they will create some type of resolution to this issue within a few days. Though most Windows 10 Pro licenses seem to be valid, Microsoft has discovered a few instances where a Windows 10 Home license key is being used with a Windows 10 Pro installation. In this case, the product is recognizing this and then deactivating the operating system until the user can buy the proper license.

Try This Solution!

• Go to the Settings app
• Click Update & Security
• Click Activation (left side of the window)
• Click Troubleshoot
• Click Close, when prompted

For our clients, we have found this method to work quickly on every computer that has had this issue.

Update for November 9, 2018:

Microsoft has issued the following statement:

“A limited number of customers experienced an activation issue that our engineers have now addressed. Affected customers will see the resolution over the next 24 hours as the solution is applied automatically. In the meantime, they can continue to use Windows 10 Pro as usual.”

Other Issues Reported By Users

Some reports from Reddit users say that when they try to open Windows 10 Pro, they’re getting a puzzling notification that their product needs to be activated. On closer inspection, these users have discovered that their Windows 10 Pro was downgraded to Window 10 Home, thus triggering the notification. There’s no explanation thus far about why the software was downgraded.

In other instances, users are reporting that when they try to upgrade their operating system from Windows 8 or Windows 8.1 to Windows 10, their operating system will suddenly deactivate itself. Some users have posted various fixes online. You will need the 25-character Key to your Windows 10 operating system to proceed:

• Open your Settings app on Windows 10.
• Click on Update and Recovery.
• In the side navigation bar on the left, click on Activation.
• Click on Enter a Product Key and enter your Product Key in the Popup box.
• Proceed as usual with the installation.

Hold Off On Installing The Latest Version of Windows 10

In other Microsoft news, some users have reported that when they go to install the latest version of Windows 10, some files are being randomly deleted. Again, Microsoft has said they’re investigating this issue and hope to have a resolution within a few business days. In the meantime, they’re recommending that users hold off on installing the latest version of the Windows 10 operating system.

Back Up Your Data Before Installing a New Operating System

IT Professionals remind everyone that it’s a good idea to back up all your data before installing new software of any kind. Things can go wrong but if you have your files backed up, they can simply be reinstalled regardless of what has happened. Some users have reported permanently losing important documents after trying to install the latest version of Windows 10. So the best solution is to simply wait until Microsoft has addressed these issues and announced that it’s safe to download the newest version of Windows 10.

Contact Us

If you’re concerned about any of these problems, please contact Parkway Technology Solutions. We stay on top of all bugs, patches, and issues with Microsoft products. We can also help with backing up your data safely so that you won’t lose a thing even if you do experience a malfunction of the Windows operating system.

Parkway Tech serves the Winston-Salem area with a full suite of managed IT services for law firms.

In the meantime, it’s important for you and your employees to stay up-to-date on technology. We’ve provided some articles on our Law Blog that you should find interesting. Here are a few to get you started:

4 Tips For Working Securely On Wi-Fi

Can Your Legal IT Services Firm Keep Law & Order With Your Practice’s Technology?

Learn how Parkway’s Legal IT Services helps firms across North Carolina achieve better results.
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Why Free Cloud Services Are A Risk To North Carolina’s Law Firms

Is Your Law Firm In North Carolina Using A Free Cloud-Based Service?

Have you checked your EULAs for any free cloud services you might be using? This is essential to ensure you’re not storing confidential information in a solution that’s not secure.

What Is An EULA?

An EULA is an End-User License Agreement or software license agreement between you (the purchaser) and the licensor (the software company) that defines the ways the software can be used and your rights to use it.

Have You Reviewed EULAs For The Free Cloud-Based Storage Solutions You Use?

Because some of the free storage solutions like DropBox, Google, and others aren’t amenable to your client confidentiality requirements, you shouldn’t use them. Unfortunately, some attorneys still do, and as a result, they’re putting their client data and their law firms at risk.

Why Is The EULA So Important?

As mentioned, you must ensure your end-user license agreement (EULA) for any software you use, (especially free software) is thoroughly checked to make sure confidential information isn’t being stored in the open.

Parkway Technology Solutions recommends that our clients, especially those in the legal field, use cloud-based storage solutions that are paid for (like Microsoft Office 365 or paid versions of G-Suite Services) that state under their terms of service that any mining of data is protected.

Beware Of Free Dropbox For Lawyers

Dropbox for Lawyers has free and paid accounts. Some have signed up for the free service because they get 2.5 gigabytes of space at no cost and an option to get more space if they refer a new account holder. Plus, they can upload and even share files through the free account. This sounds like a good deal, but it’s not if your confidential data is at risk.

Do Your Homework

When looking for a cloud-based solution for your document storage and collaboration needs, make sure that you do your research and consider how the available options will affect your clients’ confidentiality.

While you might think the free version of Dropbox for Lawyers gives you a quick, no-cost solution to upload and store files, it could end up costing you in fines and legal fees when your clients and regulatory authorities find that data was breached.

Plus Dropbox for Lawyers can cause serious issues when it comes to the precise level of document management needed in the legal industry. Between ethics and organization, none of the no-cost solutions should be your law firm’s go-to answer for cloud-based collaboration and storage.

What Should You Look For In A Cloud-Based Solution?

Other than an EULA that guarantees the security of your confidential data, look for a cloud-based solution with law firms in mind. One that:

• Uses at least 256-bit AES encryption to secure your files.
• Provides In-transit encryption, so your files remain encrypted while being uploaded to the Internet or downloaded to your computers.
• Uses Zero-knowledge encryption where only you have access to your encryption keys. Your cloud provider shouldn’t have access to them, and the keys shouldn’t be stored on their servers.
• Is HIPAA compliant if you work for doctors or healthcare organizations.
• Integrates with Microsoft Office so you can save your documents directly to the Cloud.
• Provides indexing and search capabilities where you can find names and content in every document, as well as emails.
• Has the ability to compare older documents to its newer counterparts.
• Lets your employees check-in and check-out of documents to ensure only those authorized can access records, that you know when they do, and that they are working on the most updated versions.
• Has a system for document tagging and profiling.
• Provides notifications when documents are updated or edited.
• Offers document organization and storage that can be arranged by matter.
• Has easy-to-use email management and search options.
• Comes with an interface that’s intuitive and easy for your staff to use.
• Is compatible with the other systems you use.
• Provides customer service that’s readily available.

Can You Use Any Of The Free Software Services?

You can use Google’s free services to write blog posts, create and update website information, and for operations where confidential data isn’t included. There are some great tools in the Google Suite, but using them for anything related to sensitive client data is not recommended.

Questions?

We urge our legal clients (actually all of our clients) who work with or store confidential data to always check the EULAs in the software they use to ensure sensitive data won’t be exposed. If you aren’t sure and need help doing this, contact the team at Parkway Technology Solutions. We’re always happy to help.

In the meantime, be sure to stay up-to-date on Legal IT issues. Visit our Law Blog. Here are a few examples of what you’ll find:

IT Issues Winston Salem Lawyers Would Rather Avoid (Problems and Solutions)

What Should Law Firm IT Services Include? (Questions/Answers)

Can Your Legal IT Services Firm Keep Law & Order With Your Practice’s Technology?

Learn how Parkway’s Legal IT Services helps firms across North Carolina achieve better results.
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Download Our Free Report

What Are the Top Software Programs for Lawyers?

What Are the Top Software Programs for Lawyers?

Most lawyers realize that their firms would benefit by implementing legal practice management software. Case, contact, and document management tools; accounting, billing, and time tracking features; calendar, schedule, and docket control are all made easier. This allows attorneys to spend their valuable time on clients and cases, rather than on daily paperwork.

There are many benefits to adopting software programs for a law office. They coordinate communication between attorneys and support staff. This helps to properly assign duties and manage deadlines. Additionally, the document management tools allow for a fast, paperless search of files on the go. Generally, practice management software keeps cases organized.

By checking out some of the features that the top law practice management software tools offer, firms can choose the right option for their needs.

How Could Choosing ActionStep Improve the Daily Flow of a Law Office?

This highly flexible, cloud-based practice management solution offers an integrated approach that addresses the basic needs of small to medium-sized firms. ActionStep allows users to design their own workflows to suit their areas of specialty.

Other noteworthy features that ActionStep provides include the following:

• Calendar management
• Client billing
• Client conflict and copyright check
• Client Portal
• Data Security
• Email management
• MS Office Integration

Additionally, with this software, attorneys can access, search and retrieve billing, documents, emails, and file notes, etc. with merely the click of the button.

Why Should Attorneys Choose Bill4Time?

Bill4Time is exactly what it claims to be; it is a time and billing software for companies that bill based on hourly rates. In addition to its standard office software, it has a legal edition. The industry-specific version has America Bar Association (ABA) Task Codes. It also offers checks for conflict of interest, as well as trust accounting and reporting.

One of the top-rated options for law firms, Bill4Time integrates with a variety of payment gateways. These include PayPal, Quickbooks, and other credit card processors. Clients have plenty of flexibility in payment options.

How Does Clio Benefit a Firm?

Clio might be the perfect management tool for law offices. It is designed to provide an array of benefits. Users can effortlessly organize case details, create workflows, and set schedules. It allows firms to take control of their finances with accounting system integration.

Its multiple features streamline nearly all of a law office’s processes. It enables the performance of accounting, client, case, documentation, and information management, office finance, time-tracking, and scheduling with one dynamic platform. Plus, it is compatible with Android, iOS, Mac, and PCs.

How Would HoudiniEsq. Improve a Law Practice?

A legal practice management solution, HoudiniEsq runs both Windows and MAC operating systems. This software includes client management, customizable workflow automation, email management, invoicing, and trust accounting. It comes in both desktop and cloud-based versions.

What Does MyCase Offer?

MyCase is a comprehensive, web-based practice management option for lawyers. This software offers procedures that are easy to use, as well as online payment, and a secure client portal. It also resolves the generally inefficient communication between clients and their legal counsel by providing a single platform for information sharing.

Since many legal users prefer mobile options, this software provides android and IOS apps for its users. MyCase offers legal practice management assistance to their customers by way of certified consultants. This ensures successful software use.

Why Should Lawyers Choose PracticePanther for Their Firm?

A management and billing software tool, PracticePanther is designed to be easy to use for those in the legal profession. In an all-in-one automated and secure software, it combines time tracking and billing, expense management, and payment processing.

Additionally, PracticePanther offers the following features and functions:

• API Access
• Custom Fields
• Daily Agenda Emails
• iPhone, iPad, and Android Apps
• Money-Finder Report
• Online Payment Processing
• Quickbooks Accounting Integration
• Secure Client Portal
• Trust Accounting
• Unlimited Data Storage
• UTBMS Coding & LEDES Billing
• Zapier Integration

This software is designed to help users save many hours per week while managing their practice. This results in a better, more lucrative bottom line.

How Can Tabs3 Be of Service?

This is desktop-based, Windows-only software designed specifically for law firms. Tabs3 is one of the most innovative and intuitive software options. It features advanced compensation formulas, client status reports, customizable billing, and time tracking. Plus, with particular additions, it supports electronic billing formats, such as LEDES. It also seamlessly integrates with Tabs3 accounting, financial, and custom report writing software.

In Conclusion

Many law offices have fewer than five employees. However, they still offer the same services as larger firms do. This means they require software that provides the same comprehensive functions as do bigger practices.

Several of the top practice management software options offer free trials or demos. This allows firms to basically “test-drive” a variety of systems. Then, they can compare the features of each before committing to their favorite.

Can Your Legal IT Services Firm Keep Law & Order With Your Practice’s Technology?

Learn how Parkway’s Legal IT Services helps firms across North Carolina achieve better results.
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What Is Essential Software for Modern Law Firms?

What Is Essential Software for Modern Law Firms?

Libraries of legal tomes, rooms of cabinets full of case files, dusty desks, and ink-stained fingers—no longer do these images represent the legal profession. Modern law practices continue to evolve to meet current and potential demands. The use of IT is one of the primary ways in which they have adapted to an advancing society.

Legal clients frequently require more intuitive service. They want to ensure that the legal counsel they hire is equipped to protect their data. The legal sector has heard their requests and has scrambled to comply.

There are many ways in which contemporary law firms can utilize technology to improve their practice. Better, more user-friendly communication platforms ensure that clients can easily reach their attorneys. Security software that is updated as needed keeps their personal information out of the hands of criminals. Plus, there are many different managerial aspects that can be streamlined with the use of technology.

Law practice management software is quickly outdated though. Here are the basic categories of essential software for the modern law practice.

Productivity Software: What Does It Do?

Productivity software handles all of the basic tasks that an office assistant would do. These include—but are not restricted to—the following:

• Building databasesvand spreadsheets
• Creating digital presentations
• Drafting documents
• Typing and sending emails

Although Microsoft Office has long reigned supreme as the ultimate—and for a while, the only—productivity software, there are now several to choose from. The top contenders include Corel’s Word Perfect Suite and Google Apps for Work. In a range of price points and capabilities, the right software is available to meet the needs of any law firm.

How Does Customer Relationship Management Software Improve a Law Firm?

Customer Relationship Management (CRM) allows firms to collect data about how they convert leads into clients. It tracks phone-calls and social-media interactions. CRM also provides basic contact management tools, as well as the ability to add notes to existing files for better record-keeping.

Additionally, the reporting function presents data in the form of charts and graphs to make it usable at a glance. Lawyers can then use the data collected to analyze their marketing platform and improve their strategies. Investment in this type of software pays off in a larger client base.

What Are the Leading Document Assembly and Management Software Options?

Document assembly software is designed for adding specific details to customize existing templates. It allows for the addition of client information or even non-generic clauses. Some of the premiere standalone or integration options include the following:

• Draft Once
• FileMaker Pro
• HotDocs
• LEAP
• Outlook Signatures
• Pathagoras
• Smokeball
• Turner
• XPressDoc

Although many of these offer some level of document management, standalone tools provide more comprehensive control. Some of the top functions for these types of applications are check in and check out features, offline access, matter management, version control, global search capability, integration with related software, and integration with existing folder systems.

What Does Accounting and Billing Software Provide to a Law Practice?

Time and billing/accounting software is vital to the modern law office. Generally, even the most rudimentary options should perform a few basic tasks. It should have a convenient time-capture method and an invoice construction feature. It should also provide reporting tools that either are customizable or able to be integrated with trust account reconciliation management. Being able to track time and export that info to an invoice template that can be sent for billing is also a perk.

More comprehensive software offers more. Computerized spreadsheet tools like Quicken, Intuit, and GnuCash are well-known business accounting management options. These are useful in law firms. Legal-specific time, billing, and accounting tools, however, are more helpful. Tabs3/Practice Manager and PCLaw handle the basic tasks that the others do, but they have trust accounting features and other law-specific tasks as well.

What Are the Leading Case Management Software Options?

Case management software—or practice management software—provides a bit of an all-in-one for law firms. Many are cloud-based systems that require no additional purchases to supplement them.

Most include management features to handle calendars, contacts, documents, time, billing, and accounting features, as well as an email archive. There are a large number to choose from. Some of the top options are Action Step, Case Fox, Clio, Legal Files, Practice Panther, Pro Law, Tabs3/Practice Master, and Zola Suite.

Since many of these are cloud-based, users are able to access any updates or new features as soon as they are released.

In Conclusion

With comprehensive case management, document management, billing and accounting software, among others, a law office runs more smoothly. The monotonous and time-consuming daily tasks are handled effortlessly. The data is compiled for review without human interaction.

Using intuitive software and cloud-based tools, they can continue to adapt to the most advanced technology. By implementing a strong system of office management software, lawyers can focus their efforts on the aspects of the job they are passionate about instead.

Can Your Legal IT Services Firm Keep Law & Order With Your Practice’s Technology?

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How To Protect Your Legal Firm From Cyber Crime

How To Protect Your Legal Firm From Cyber Crime

Often, law firms contact Parkway Tech and the first thing they say is, “How are you going to protect our law firm? What tools will you use? How successful is your security solution for law firms in Raleigh and Charlotte?”

The reason so many legal practices are searching for a better level of cyber security is pretty simple. These attorneys have read the news online. They’ve seen the stories emblazoned across the TV screen.

“According to a CNA Professional Counsel bulletin, roughly 80 percent of the largest firms in the United Stateshave experienced a malicious breach. In 2016 alone, the IT consultancy Logicforcefound that over 10,000 network intrusion attempts were detected per day across just 200 law firms. The same study found that 59 percent of all email directed at the firms was classified as phishing or spam messages resulting in credential theft, ransomware, or CEO fraud attempts.” (From the Barkly Blog)

There’s a great article in the National Law Review that talks about how to recover your reputation after a data breach. Even though, businesses all over the world are getting hit with these cyber-attacks, people expect law firms to be better. They expect perfection from the legal world. So it’s hard to tell your clients that one of your employees opened a suspicious email and now your data base has been infected with ransomware.

And yet, many of the nation’s largest firms have been down that road—they’ve experienced a data breach firsthand and they understand what can happen: the stress, loss of revenue, loss of reputation, the embarrassment. It can take two years to fully recover from a data breach.

Why Are Hackers Trying to Breach Law Firms?

In most breaches, hackers are trying to steal money, passwords, or login info. However, some of the newest breaches were pulled off by pros who were trying to steal information to use for insider trading. The world of corporate espionage is alive and well and that puts a huge burden on every law practice to protect their critical information.

The FBI confirms that hackers are targeting large international law firms and that they’d better be ready. You can easily see why law firms are searching for the very best IT security money can buy. They simply can’t afford to deal with a big security breach where they lose private information on multi-million dollar corporations.

With so much at stake, you have to ask yourself: Are you prepared to handle a cyber event?

Parkway Tech Specializes in Legal IT Services

One of the things that sets Parkway Tech apart is that we specialize in IT security solutions for law firms. That gives us the edge over your ordinary run-of-the-mill managed IT services company. We understand the regulations that law firms must live by. And we know how stressful their work is. Often, they deal with someone’s very life and future. That’s a lot of pressure.

When you work with an IT company that specializes in your field, you can expect more thorough solutions, along with services that are personalized.

What We Tell Clients

We try to be up-front about cybersecurity. It’s a multi-layered process, and it isn’t just about your IT company doing everything. Your employees must be well-trained in how to spot phishing and spear-phishing emails. They can be your best asset in the war on cyber-crime if trained correctly.

Our process for securing your data will evolve as the world of cyber-crime evolves. We stay on top of the latest cyber threats and we adapt our security process to reflect these changes. In addition, we provide these services:

• Antivirus/Antimalware to protect user’s computers and files from things like ransomware.
• Password reports that let you know if someone’s email or computer password is inadequate or hasn’t been changed in awhile.
• Two factor authentication on our end for our technicians when accessing any client data.
• Security training for your team included as part of your service. Your employees are the most significant vulnerability in your organization.
• Warnings about major active scams that your team needs to be aware of.
• Quarterly reviews of security best practices and recommendations for improvement in your organization.
• Daily offsite encrypted backups of your computer systems.

We also offer optional services like SPAM filtering, email encryption, backup & disaster recovery, and data-loss prevention.

The Proactive Approach

We are constantly looking for new ways to increase our IT efficiency so it boosts your company’s capacity for productivity. This may mean holding a two-hour workshop to show your employees a more efficient way to complete certain tasks. Or it might mean working with your marketing team to launch a successful social media campaign to bring in new clients. Whatever the challenge, we are here to help your firm achieve greater success, while protecting your vital documents and records.
Engage With The Legal Industry’s Top Technology Solutions and Computer Services Company
Parkway Tech offers technology management, help desk services, and strategic IT consulting to law firms and legal practices across North Carolina.
Let’s get started! Contact us now at (336) 310-9888 or service@parkwaytech.com to discover how our team can help your business meet and exceed your objectives by harnessing the power of efficient technology.
Visit our Law Blog. Here are a few examples of what you’ll find:
IT Issues Winston Salem Lawyers Would Rather Avoid (Problems and Solutions)
What Should Law Firm IT Services Include? (Questions/Answers)

Can Your Legal IT Services Firm Keep Law & Order With Your Practice’s Technology?

Learn how Parkway’s Legal IT Services helps firms across North Carolina achieve better results.
Click Here
Download Our Free Report

Why Small Law Firms Across The US Need Quality IT Services & Support

Why Small Law Firms Across The US Need Quality IT Services & Support

Lawyers and staff now rely on modern technology, which makes it necessary for law firms to have experienced IT support readily available for troubleshooting and maintenance of equipment, applications and systems when things go sideways.

State-of-the-art IT services for legal practices specialize in support of software platforms and applications designed for the unique document and processes needs of lawyers and their legal, admin and management staff.

Full-Service IT Management for Law Offices

Managed IT Services for law firms offer adequate network monitoring and support, 24/7Help Desk support for users, cyber-security, virus protection, file backup and recovery, and everything else law practices need in IT support.

Having an IT specialist in law office software platforms and applications means lawyers and staff can focus on their own roles, free from Googling around for solutions over hours or days of lost productivity, in attempt to understand problematic IT features or functions, or resolve more complicated issues.

Leaving IT in the hands of IT specialists increases efficiency of legal case management, time and billing accounting, and other law office functions, and helps maximize profitability of legal practices. Experts can keep systems running smoothly, quickly and effectively address issues, and be accessible to answer questions from attorneys and staff, and provide prompt solutions to any problems. That frees you to stay fully focused on helping your clients and growing your law firm.

Below is a list of some of the most important benefits of outsourcing IT support for small law firms.

Advantages of Having a Managed IT Services for Law Offices

Small firms are less likely to have the resources that large firms may have to hire an IT employee. Outsourcing brings all of the experienced IT support your firm needs, and at only a fraction of the cost for a full-time IT employee.

1. Saves Time for Lawyers and Staff

Keeping up with changing technology standards, software updates, firewall, virus protection, cyber-security, and so on, for a law practice amounts to a full-time job. So, lawyers and office support staff sometimes attempt to maintain IT systems and resolve problems. Of course, small law firms must minimize time wasted on futile efforts to resolve IT issues. After all, when those efforts are unsuccessful, staff must still call for outside IT help. So, their time would, of course, have been much better used for legal work.

2. Saves on Overall IT Costs

Controlling spending is always a priority for a self-employed professional. However, IT and IT support is not a budget line item on which cutting too deep is likely to save. In fact, it can cost much more than the cost of Managed IT Services fees if an emergency repair or correcting a law office computer networking problem becomes necessary. So, attorneys can do the math to discover that, for smaller practices, outsourced IT support is a very cost-effective solution—instead of a costly one.

3. Helps Ensure Online and Offline Security

Small professional offices and businesses are often targeted by hackers, because they know that they’re the least likely to have strong internet security. A hacker can disable operation of your law practice for an extended period. Your IT support specialist audits your current security systems and makes necessary improvements to best protect your law firm, including deploying, maintaining, and improving security of servers, networks, computers, and mobile devices. Outsourcing slashed IT expense in critical areas like security, while providing the same level or better service as a top-quality in-house team.

4. Increases Overall Productivity

Managing all IT issues for nontechnical people is an unrealistic proposition. Your whole law practice operation can be up-ended without an IT professional who is ready with the skills needed to rapidly troubleshoot software or network problems, repair peripherals, and efficiently get your systems back to running properly. Your legal tech expert can also optimize the hardware and processes you’re using, to maximize productivity across your entire law office.

5. Improves Communications Efficiency

An outsourced IT department sets up your tablets, smartphones and other company devices, as well as video chat, presentation capabilities, etc.. Your IT support manages professional office phone systems and VoIP as well. Experienced IT professionals install your phone system, enable email and fax interfaces, provide toner, ink and other supplies, provide thorough training and support on all user options, and maintain your systems in proper working order. These combined capabilities make communication incomparably easier and more efficient, which facilitates increased productivity.

6. Provides Secure Data Storage and Analytics

Your law firm’s client files, employee records, financial documents contain precisely the kinds of sensitive data that cyber-criminals are continuously searching for. Your IT professionals can establish an internal database for your firm with enough well-secured capacity to store all records, without concerns about hacking. Your data can be backed up to the Cloud, allowing you to access your firm’s records from anywhere in the world. Data analytics services can also be provided, to reveal information that can inform conclusions, support decision-making, improve productivity and support growth efforts.

7. Ensures Prompt and Effective Solutions to Problems

In the many law firms that don’t yet have adequate IT support, everybody from attorneys, to the office manager put in charge of IT, to the tech-oriented receptionist may throw their time at tech problems. Making IT management a lawyer’s or office admin’s responsibility takes away time from their duties in areas of work in which they’re most effective and can be most productive. It also sets up the firm for serious difficulties in the event of a problem.

8. Keeps Law Firms Up to Date in New Technology

Lawyers need to keep up with legal technology, in order to stay competitive. But, there’s so much available that it’s like undertaking a new field of study to process it all. Having your own legal software market expert available to walk you through the key research points to move things along much more quickly and easily. Your legal IT expert can direct you toward new technologies for improving, managing, monitoring, integrating, and even repairing systems. Your IT support staff installs equipment, provides thorough training and continuous user support, and maintains network oversight.

9. Provides Expert Education and User Training

A key service that IT services for lawyers provide is the help to improve IT infrastructure and processes and make recommendations to increase profitability by making your IT work better for your purposes. Having a legal IT professional with continually updated knowledge of today’s technology can significantly increase the efficiency of your systems and processes and show your team how to maximize use of your technology to increase the profitability of your law practice.

When Should a Lawyer Obtain Outsourced Law Office Computer Support?

Ultimately, whatever the size of your law firm, specialized legal IT support should not be viewed as optional, but as a basic operational necessity.

If your answer is yes to any of these questions, it’s probably time to look at outsourcing your IT support.

• Do discussions about IT issues take too much time at your firm?
• Are there any employees who spend a lot of time fielding IT complaints and trying to resolve software issues?
• Do lawyers and staff members at your firm spend too much time trying to figure out many of the functions of new software or equipment you’ve added to your system?
• Are you unsure whether or not sensitive files are adequately protected?
• Are you getting insufficient value from your technology investment?

Choosing the Best IT Support for Law Firms

When you decide to bring in your outsourced legal IT support team, your operations will immediately regain time once spent on administrating your IT and on attempting to resolve issues. Your legal IT specialists will bring the necessary experience to managing all issues that confront law firms. The most effective legal IT support specialists can adapt to your office’s unique needs, address them while maintaining cost-effective support, and scale your IT to accommodate your needs as your law practice grows.

Parkway Tech, IT Support for Law Firms

As a leading provider of Managed IT Services for law practices, Parkway Tech provides complete IT support, software development, project planning, data center services, and IT consulting for small law offices throughout the United States. Our top-level technical skill and deep commitment to the industry’s most responsive and effective customer service is why we’re so well trusted with the IT infrastructure of our long-time client law firms.

For More Information

For information on nationwide IT management and support services, call Parkway Tech at (336) 310-9888 to schedule a no-obligation IT systems assessment by a legal IT specialist.

Can Your Legal IT Services Firm Keep Law & Order With Your Practice’s Technology?

Learn how Parkway’s Legal IT Services helps firms across North Carolina achieve better results.
Click Here
Download Our Free Report

Do Employees Use Law Firm Computers To Surf The Web?

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