An easier way to run your office than paper - Scanning!

Now that Taxes are Filed (and I caught up on some work)!

Getting ready for our tax deadline, we all had to deal with little pieces of paper, receipts, invoices, etc. We had to then hand them over to our tax preparer. But we also had to make copies for our clients, our bookkeepers and for our own records. That can add up to a lot of paper, cost and a mess on your desk.

Same thing too when it comes to client files. Various records and letters come to us in paper form (ever handle Veterans claim folder from the VA - 1000s of pages!). It can be a little overwhelming, consume space we really don’t have available (home office practitioners) and be a challenge to organize. That is where scanning comes in handy.

Both Windows and Macs can scan a file with a scanner and convert the file into a “pdf” file. PDF stands for “Portable Document Format (PDF). According to Wikipedia “It is a file format developed by Adobe in the 1990s to present documents, including text formatting and images, in a manner independent of application software, hardware, and operating systems.”

PDF files are universal and can easily be shared between Mac OS and Windows OS. The files and pages within can easily be manipulated with various pdf readers. Rearranging pages, redaction, word searching the file (after you run an Optical Character Recognition “OCR” program on the file) are just the start of what you can do.

The gold standard program for pdf files is Acrobat. Acrobat is created by Adobe - the creator of the pdf format. Acrobat is universal on both Mac and Windows. Acrobat Reader is the free version of Acrobat and allows you to read the file and do some minor manipulation to file. In order to get into some of the more advance features, you then have to buy the program or go with a subscription. There are many alternatives at a lower cost, some better, some not so good.

I’ll discuss some of these in future postings along with different types of scanners. But in the meantime, I'd love to read your thoughts if you have a great pdf program.

Malpractice Alert! If you are using a mobile device for your work and not using a VPN, you are exposing yourself to trouble.

Earlier I had mentioned that the ABA Model Rules require attorneys to be proficient in technology and its continuing changes as it relates to our work. You also have the responsibility to protect your clients' information. It’s become more commonplace for attorneys to use mobile phones, tablets, and laptops on public WiFi to get their work done. Your technology either has on its hard drive or access through cloud storage your clients personal/proprietary information.

I know some of you may feel that “who is going to bother little ole’ me?” But whether it be your local coffee shop, an airport terminal or even your hotel’s internet, there are opportunists everywhere! So the question is “how do I protect myself and my clients' information on the internet?” That is where a “VPN” service comes in.

VPN stands for Virtual Private Network. It creates an impenetrable tunnel preventing onlookers from “peaking” in. There are an abundant amount of VPN services out there. I use Encrypt.me. Things I like about it are factors you should consider for your own VPN service (and there are many to choose from): First, its multi-device for one subscription! I use it on my laptop, my iPad, my iPhone and my Surface Pro 6. Second, its a snap to install. Third, it turns on automatically when my WiFi finds a new broadcaster and remembers which broadcasts are “safe” and those that need some protection.

Lastly, several services offer a one-payment solution for lifetime service. My concern with that type of service is simple. The lack of a revenue stream gives the company no incentive to innovate and improve its service. I’m sure the landscape will change in ten, five or even a year. You’ll have to ask yourself, will the service you plunked down a bit of cash to be future proof.

If you are paying a monthly or even a pro-rated yearly subscription, the company will likely want to keep you around. Thus, an all-the-more reason to continue improving the product. And, if you don’t like what it is doing in the future, cancel it!

In future posts, I’ll discuss using secure passwords, Windows v. Mac and other topics I hope you find useful. Meanwhile, please keep your comments coming!

Michael

AirPods are not just for Macs!

Did you know you can use AirPods on Windows, Google and Android too?
It's pretty simple:

First: On your device that you want to pair your AirPods, find and turn on your Bluetooth (Hint: You should find it under device’s “settings”.) Tip: If you are not using your Bluetooth otherwise, keep it in the off setting to save your device’s battery life.

Second: Flip open your AirPods charging case.

Third: Look on the back of the case, find the (only) small button then press and hold it for a few seconds.

Fourth: When the indicator light between the earbuds begins blinking white, re- lease the bottom

Last: Your AirPods should show up in your device’s pairing menu, select it and follow any prompts (each device’s respective operating system may be a little different).

Voila! You should now have your AirPods connected to your “non-Mac” device! If not, repeat the aforementioned process till you do.

In future postings, we’ll discuss the multi-headphone lifestyle and AirPods1 v. Air- Pods2.

Stay tuned!

And … We’re Back!

Apparently, there was a little glitch in the DNS communication between my blog host, Squarespace, and my domain registrar, Hover.

But, it’s been squared away (no pun intended!).

So, we should be up and running and more posts will be coming forth soon!