Winter 2004 Legal IT Newsletter Farewell 2004 Welcome to our Winter newsletter 2004. In this issue we hope to bring you some bright stories to lift the winter gloom we will also bring you some expert tips to improve network security. Firstly Frank Lanigan tells us how typists in India are helping him improve productivity using digital dictation. We then bring you news of the successful launch of DictaNet with accounts from the clients themselves on its impact. We have all witnessed coverage in the press recently regarding computer viruses and modem hijacking, Colin Murphy has a look at some of the do’s and don’ts of network security, its never a bad time to review this area and make sure that you’re doing your best to protect your ﬁrms’ investment. Make sure to read part 1 of our security series. Merry Christmas Margaret Rogers New Web Site Launched Legal IT’s new web site is up and running. We designed the site with our clients in mind. It gives comprehensive details on all our products and services, including a look at how Case Management can work to your beneﬁt. All our contact details are listed as are details regarding TFB’s support portal. This web site is a fantastic source of information for Partner for Windows users. If you haven’t registered yet we strongly advise you have a look. (Keep and eye out for an interesting picture of Brian!) If you would like to have your web site listed on our link page please let me know. Our page comes up on many searches for Legal and Ireland so you never know who might see it and call! If you have a chance please have a look at the new web site and give us your feedback. www.legalit.ie Legal IT Newsletter Dictated in Carlow, typed in India, ready next morning. When staff go home, what do you do? This article was dictated in Carlow at 9.50 pm on August 25th on the DictaNet Digital Dictation System at Malcomson Law Solicitors, Carlow and emailed in seconds to a DictaNet Typing Service in Calcutta, India. Next morning at 8.00 am the completed document was back in Carlow, ready for use. With Digital Dictation, instead of dictating to a tape, the solicitor simply dictates to the computer. In Malcomson Law’s case, the document can then be typed anywhere at their ofﬁces in Dublin or in Carlow, depending on which is busier, or it can be farmed out electronically during or after work hours, to home workers in Carlow, Navan or indeed to agencies in Ireland, England and even Calcutta. Peaks and troughs are evened out electronically so that typists are neither overloaded nor underemployed. Work is fairly In the case of Malcomson Law, the change over to distributed and the dependence on temps reduced or Digital Dictation by supplier, Legal IT Ltd. happened all removed completely. in one day, and without hiccups. For the solicitors, dictating to laptops or mobile phones The interest in secretarial costs and the need for means that, if they are away from the ofﬁce, the work instant and ﬂexible work patterns by solicitors makes it can go on. Deadline typing can be phoned or emailed almost certain that in the next few years Digital into the ofﬁce and typed immediately, or even assigned Dictation will become the norm in solicitor’s ofﬁces. to speech recognition. But will all the typing be done in Calcutta? Well, not Digital Dictation is making huge strides in European until our Indian friends can get their tongues around Law Ofﬁces where Dictanet are the largest suppliers. some of the lesser known Irish place names! Originally seen as expensive and of little beneﬁt, Frank Lanigan, Digital Dictation is gradually taking over as the Senior Partner at Malcomson Law. preferred method of dictation, while newer technology has brought down the unit cost substantially. It is also very simple to install and operate. Legal IT & The Phoenix Park Flynn & O'Flaherty , Hooke &MacDonald , and Legal IT client Donal T. McAuliffe launched one of the biggest building developments in Dublin’s history. 2,300 houses and apartments are to be built there over the next ﬁve years. When complete, the €1.5 billion development will also include a 200- bedroom hotel, 6,500 square metres of retail space, a crèche and extensive open spaces. A portion of the site has also been earmarked for a primary school. Donal is using Partner for Windows Case Management to help process this major undertaking. The system will process all the necessary documentation, but where it really comes into its own is when producing reports. At the push of a button Partner will generate a report in Microsoft Excel, which can be e-mailed to the builder client instantaneously. The racecourse lands extend to 113 acres, 25 of which will comprise open space, landscaped areas and playing ﬁelds. The new development will be entered from the Castleknock Road opposite the Phoenix Park, as well as from the Navan Road, while an Arrow train station will be built to link up with Connolly Station. What the Experts say “Overall, the term ‘practice management system’ is one of the most over hyped in the legal lexicon. All too often it is just plain vanilla solicitors accounts software dressed up with a few extra bells and whistles. Partner for Windows certainly does not fall into this category. It has moved far beyond bean counting and ﬁrmly into the realms of providing mission critical access to client and matter information anytime, any place, anywhere. In other words, it is a true practice management system.” Charles Christian, Editor of Legal Technology Insider Legal Accountants Association Annual Conference Margaret Rogers & Gerard Power attended the 18th annual conference of the Institute of Legal Accountants of Ireland. This year the conference was held in The Law Society and featured the usual variety of interesting speakers. The talk around the legal IT stand was of Digital Dictation and allowing client access to view ﬁles over the Internet. Many clients also had queries regarding Money Laundering Reporting, if you have and queries regarding this issue, please do not hesitate to contact Gerard Power in our Cork ofﬁce. Winter 2004 Legal IT Newsletter Simple steps to defend against viruses - Part 1 Use anti-virus software Install anti-virus software on all of your desktops and servers, and ensure they are kept up to date. Because new viruses can spread extremely quickly, it is important to have an updating infrastructure in place which can update all the computers in your company seamlessly, frequently, and at short notice. Sophos's anti-virus solutions can be automatically updated, ensuring the latest virus protection is in place against the latest threats even when your ofﬁce is unmanned. And don't forget to protect your laptop computers and desktop computers used by home workers. Ensure they are running up-to-date virus protection as viruses and worms can easily use these devices to enter your business. I Stay informed about the latest virus threats I Protect the gateway and remote users with ﬁrewalls I Stay up-to-date with software patches I Back up your data regularly I Disable booting from ﬂoppy disks I Set your ﬁltering Consider ﬁltering potentially malicious emails at the email gateway as this can provide a level of pro-active protection against new virus threats. You could: I Block ﬁle types that are often virus carriers I Block any ﬁle with more than one ﬁle type extension I Ensure all executable code sent to your organisation is checked and approved Contact us Legal IT 10 Harrison Row, Rathgar, Dublin 6. Enterprise House, Mary Street, Cork. Tel 01/4906654 Fax 01/4906657 Tel 021/4321829 Fax 021/4321841 Email: firstname.lastname@example.org Email: email@example.com THE ONLY ONE STOP SHOP IN IRELAND FOR: Computer Sales / Software Sales / Computer Maintenance / Software Support. / Training / Legal Precedents / Online Access / Internet support / Data Transfer / Virus control / Accounts / Digital Dictation / Time Recording / Nominal Accounts / Marketing / Branch Ofﬁce Broadband ADSL.