Free Shred Days: Pendleton, Astoria, Grants Pass

The Professional Liability Fund is expanding its free shred events statewide for Oregon lawyers.  We will be in the following cities in August:

  • August 2 – Pendleton
  • August 9 – Astoria
  • August 23 – Grants Pass

For details, including start time and directions to the shred events, check your email inbox.  Broadcast emails will be sent soon to lawyers in eastern Oregon, the northern Oregon coast, and the south valley.

Shredding generally continues until the trucks are filled to capacity.  Please respect the box per firm limit so we can provide this service to as many regional law firms as possible.  You must wait until your material is shredded and retrieve your boxes.  We cannot dispose of cardboard.  Paper clips and binder clips can be shredded, but 3-ring binders cannot.

shred

If you have any questions about the upcoming shred events in Pendleton, Astoria, or Grants Pass, please contact DeAnna Shields at 503-639-6911, ext. 440 or deannas@osbplf.org.

Free shredding services are provided courtesy of the PLF and Blue Mountain, Clatsop County, and Rogue Community Colleges, respectively.  Mobile shredding trucks from Recall, the PLF’s document management company, will be shredding the materials on site.

Calling all Marion and Polk County Lawyers

On Saturday, July 26 the Professional Liability Fund (PLF) and Willamette University College of Law (WUCL) are hosting a FREE shred event in Salem at the university.  All Marion and Polk county lawyers are encouraged to participate.  For details, including start time and directions to the shred event, check your email inbox.

Shredding generally continues until the trucks are filled to capacity. Please respect the box per firm limit, so that we can provide this service to as many Marion and Polk county firms as possible. You must wait until your material is shredded and take your boxes back with you. Paper clips and binder clips are okay to shred but 3-ring binders should be removed.

If you have any questions about the July 26 shred event in Salem, please contact DeAnna Shields at 503-639-6911, ext. 440 or deannas@osbplf.org.

Free shredding services are provided courtesy of the PLF and WUCL.  Mobile shredding trucks from Recall, the PLF’s document management company, will be shredding the materials onsite.

 

 

 

Free Shred Day – Coming Soon to a City Near You?

We hope so!

The Professional Liability Fund has held several successful shred events at the OSB Center, most recently on May 17:

678 bankers boxes shredded

box

Stretching the equivalent of 24 school buses parked end-to-end

bus1bus2bus3

Weighing as much as 2 full-grown hippos with 26 stout offspring

h2

baby h

We are working with Recall, our document storage and destruction provider, to host future shred events in:

  • Salem
  • Bend
  • Eugene
  • Medford
  • Newport or Tillamook
  • La Grande
  • Pendleton

Stay tuned!

 

13 Resources for Protecting Data – Courtesy of the FTC

With data breaches in the news on an almost daily basis, how do you protect your law firm’s assets? What advice should you give to your clients?

The FTC offers a list of 13 data security resources to help you get started. From mobile apps to digital copiers and shutting down spam, there is a ton of good advice to be culled from these posts and PDFs: Continue reading

Free Shred Day for Multnomah County Lawyers

The Professional Liability Fund is providing free shredding of legal files on Saturday, March 15, from 8:00 a.m. to 12:00 p.m. in the Oregon State Bar Center parking lot. Mobile shredding trucks from Recall, a document management company, will be shredding the materials onsite. Limit: 15 boxes per firm.

The trucks will be located in the back Free Shred Day 8 24 2013 photo by Ivan Hernandezparking lot of the OSB Center, 16037 SW Upper Boones Ferry Road, Tigard, Oregon, 97224. Shredding will be available until the trucks are filled to capacity. Please respect the 15 box per firm limit, so that we can provide this service to as many firms as possible. You must wait until your material is shredded and take your boxes back with you. Paper clips and binder clips are okay to shred but 3-ring binders should be removed.

If you have any questions please contact DeAnna Shields at 503-639-6911, ext. 440 or deannas@osbplf.org.

Using Google Voice in Your Law Practice

The February issue of Multnomah Lawyer, the official publication of the Multnomah Bar Association, has an excellent article by Charley Gee about using Google Voice.

As Charley describes:

Google Voice is a service from Google that provides a user with a telephone number, voicemail, conference calling, and text messaging service. It is accessible from any computer with access to the Internet, or from a cellphone or tablet.

The best feature of Google Voice is its price: free. Using your Google account, just sign up, select the number you want from a list of available numbers, and verify and connect your cell phone to the account.

Google Voice supports call routing, text message archiving, and voicemail to e-mail transcription.  (But not emergency service calls.)  If traveling, you can access voicemails and make calls without cell service:

Google Voice users can make and receive calls and text messages, as well as fetch their voicemail, over the internet instead of a cell tower signal. I’ve accessed my voicemail and text messages from remote locations around the state just by finding a Wi-Fi hotspot.

Great tip Charley!  My only caveat is to keep security risks in mind when using Wi-Fi.

If you are evaluating Google Voice vs. Skype, read this post.  For more thoughts on the benefits of using Google Voice in your law practice, check out what Go Matters has to say.

If you’ve committed to Google Voice and want to know about using it on your Android Phone or iPad, see:

How to Use Google Voice for Your Primary Android Phone Number and Messages or App Review: Google Voice for iPad.

Final Thoughts

I blogged earlier this month about how to cope with Gmail outagesGoogle Voice is tied to your Gmail account.  If Gmail goes down, Google Voice may also experience an outage.  Without a doubt, you will lose WiFi functionality, voicemail to e-mail transcription, and perhaps other features.  A cursory search did not return an answer to the question: How many times has Google Voice experienced an outage?  However, searching for “Google Voice outage” returns numerous results dating back the last few years.  Whether Google’s uptime stats are better or worse than the competition is hard to gauge.

Finally, I can’t write a post about Google Voice without expressing how much I like Ruby Receptionists, our very own home-grown virtual reception service based in Oregon.  Ruby Receptionists goes far above and beyond Google Voice, with the advantage of personalized, live reception services.  Read about this awesome service for lawyers here.  For another take, see this post.

All Rights Reserved [2014] Beverly Michaelis

What Lawyers Can Learn from the Yahoo Email Hack

Yahoo, the second largest email service worldwide, reported a security breach last untitledweek which exposed personal information from sent email folders.

The Associated Press reports:

Yahoo Inc. said in a blog post on its breach that “The information sought in the attack seems to be the names and email addresses from the affected accounts’ most recent sent emails.”

That could mean hackers were looking for additional email addresses to send spam or scam messages.  By grabbing real names from those sent folders, hackers could try to make bogus messages appear more legitimate to recipients.

If you correspond with friends, family, clients, or colleagues who use Yahoo’s mail service, scrutinize incoming e-mail carefully to avoid phishing scams. 

This breach has another takeaway for lawyers – you are only as secure as your third party vendors.  The Yahoo and Target breaches were both the result of third-party vendor hacks.  In the case of Yahoo, the information was collected from a third-party database.  In the Target hack, credentials were stolen from a third party vendor.

Lawyers should take this to heart when evaluating their own cyber liability and security – specifically with regard to HIPAA compliance.  If your servers are hosted in the cloud, or you use cloud-based practice management, accounting, or backup solutions, inquire into the security procedures of your vendors.  Remember that encryption is your friend.  All data stored in the cloud should be encrypted – minimally by your vendor.  Better yet: go the extra mile.  Seek out cloud providers who permit you to add your own third party encryption, like Viivo or TrueCrypt, so that you (and only you) hold the final encryption key.

All Rights Reserved [2014]

Beverly Michaelis

Encryption: Essential Best Practice or Much Ado About Nothing?

In a recent post, MASS LOMAP’s senior law practice management advisor Jared Correia shared the ABCs of encryption.  Whether you’re securing one document at a time or an entire collection, be sure to check out his recommendations.  Another excellent resource is Email Encryption for Everyone by Catherine Reach.

While Oregon practitioners are not required to comply with data protection statutes, encryption is an essential best practice when it comes to the cloud.  And perhaps in a few other contexts when the situation warrants:

Although use of electronic communications is not a per se violation of the duty of confidentiality, special precautions may be necessary in particular circumstances. For example, if information is particularly sensitive or subject to a confidentiality agreement, a lawyer may need to implement special security measures. Also, if a client requests it, a lawyer may be required to avoid, or be allowed to use, a particular type of electronic communication notwithstanding expectations of privacy in the communication method.  Helen Hierschbiel, “Odds & Ends:  Safeguarding Client Information in a Digital World,” Oregon State Bar Bulletin [July 2010].  Also See Melody Finnemore, “The Data Dilemma: Law Firms Strive to Strengthen E-Security as Potential Threats Continue to Rise,” Oregon State Bar Bulletin [October 2012] and the companion sidebar by John W. Simek and Sharon D. Nelson, “E-Security Pros Offer 15 Tips to Help Law Firms Better Protect Sensitive Data.”

Fellow Oregon practice management advisor Sheila Blackford is working on an encryption article for In Brief, the official publication of the Professional Liability Fund.  Keep an eye out in your mailbox and your inbox – the article is likely to appear late this year or in early 2014.

[Photo credit: The Lone Gunman/Conspiracy Hack]

The 7 Rules of Using Dropbox

Dropbox - what could be new?  With the announcement of a new API last month, someimages believe it may become an alternative for iCloud.  For the rest of us, Dropbox simply remains the incredibly popular file sharing and collaboration tool.

But before you dive in, or if you’re already swimming in the Dropbox pool, use some common sense.  Follow these 7 rules of using Dropbox securely and without regret:

  1. Get educated about the Cloud.
  2. Read and understand your state’s ethics opinion.
  3. Know the difference between free, pro, and business accountsFree account users have a limited 30 day archive.  Pro and Business Users can add Packrat to recover any file “as far back in time as you like.”
  4. Before sharing folders or links, review Dropbox help and learn how to unshare a file or remove a member from your business account.
  5. Establish strong user names and passwords unique to the Dropbox site.
  6. Understand Dropbox security and privacy policies …
  7. But add your own “client side” encryption to fully protect files.

All Rights Reserved Beverly Michaelis (2013)