The Case for the iPhone: The Jury is Still in Deliberations

By: Scott Boccia, IT Manager at Randick O'Dea & Tooliatos, LLP

It has been more than two and a half years since Apple Inc. announced the revolutionary iPhone. The iPhone has changed the way we communicate, the way we connect and the way we organize and run our daily lives. Once the overpriced gadget of early adopters and originally aimed at the consumer market, the iPhone has already seen two hardware updates yet has still found the ability to lower the cost to compete with the venerable BlackBerry. The iPhone has also made several strides in security and enterprise deployment thereby, making it a contender for the preferred mobile device in the legal community.

The Competition
There are hundreds of mobile devices to consider when offering attorneys a choice of supported devices. The iPhone, BlackBerry’s, and Windows Mobile devices should all be considered when creating an approved and supported mobile device list.

The primary use of these devices is to provide the user the ability to read and respond to e-mail, and access his or her calendar and contact data when he or she is out of the office. All of these devices are push based, or in other words, delivered immediately. The iPhone and Windows Mobile devices utilize Microsoft Exchange Active Sync as the conduit. Exchange Active Sync is provided as part of Exchange Server 2003 SP2 or greater. Typically if your firm has Outlook Web Access already installed and functioning then these devices can be easily connected.

A BlackBerry Enterprise server is required to provide push based data delivery to BlackBerry’s. Although the system is proven, it can be cost prohibitive for smaller sized firms. Without factoring in for hardware, the software alone is $2999 with a one user license or $3999 with 20 licenses. Blackberries can also receive e-mail by forwarding from Exchange but this technique can be cumbersome. No actual synchronization takes place using this process; a user will receive the same e-mail message on the device and in Outlook therefore requiring additional time spent reading the e-mail. Synchronization for calendar and contacts is completed by attaching the device to a computer via USB.

Although it would be desirable to allow everyone to make their own choice, it’s more realistic to limit choices to a few devices so testing and end-user support is kept to a manageable level. The IT Department should provide full support for e-mail, calendar, contacts and all built-in applications such as maps or Internet browsers.

Another attraction is that in addition to being a mobile phone and e-mail client the iPhone also contains an iPod which is perfect for listening to legal Podcasts. A good solution to reducing support calls to the IT department is to have users sync to iTunes at home and provide limited or no support for music, Podcasts, pictures and App Store applications.

Connectivity
Apple has already released three generations of software for the iPhone, version 1.0 lacked the ability to seamlessly and securely connect to corporate e-mail servers therefore leaving the business world waiting in limbo. When the 3G iPhone was released last year it also coincided with the release of software version 2.0 which included the ability to connect to Microsoft Exchange Servers via Exchange Active Sync. This feature placed the iPhone on a level playing field with BlackBerry’s and Windows Mobile devices. If your firm is currently running Outlook Web Access it’s probably a safe bet that Exchange Active Sync and a valid SSL certificate are also installed. If these requirements exist it is a simple procedure to connect the iPhone to your corporate e-mail.

In the United States, the iPhone is exclusive to the AT&T network. This fact may prevent some users from embracing the phone as their 3G coverage is relatively small compared to other carriers. According to Apple Inc., they sold more than 11 million units in 2008 and are on track to double this number in 2009. As with any emerging technology there will be growing pains. AT&T recently announced plans to increase data speed in 25 of the largest U.S cities by the end of 2010. They are currently in 350 markets in the U.S. and deployment to 20 new markets is already underway.

Security
One of the primary concerns for an IT department is security. A law firm must have an increased expectation of security when transmitting data. Beginning with software version 2.0 the Original and 3G iPhone both utilize secure transmission of data between the server and the device. Although this is a necessity and a first line of defense, the actual data on the device is stored unencrypted and is vulnerable to compromise if the device is lost or stolen. Exchange Active Sync provides a manual solution for this scenario in the form of remote wipe capabilities. If the device is lost the user can contact the IT department to send a notification to erase all data immediately. As with any data storage device there are techniques available to retrieve this erased data from the device, so simply wiping the data may not be sufficient.

In July, Apple released the iPhone 3GS and software version 3.0. The new version had a few well received features such as, a video camera, voice control and a magnetic compass but the real stand out feature is increased security. Data is now encrypted during transmission, while it is stored on the device and when backed up to iTunes. All of these security restrictions can be controlled and deployed from within Exchange. Configuration policies can be utilized to enforce the use of passcodes to access the device, require the use of VPN’s to access corporate data or even limit the access to the camera if that is required by your firm. Apple also now provides an iPhone configuration utility that allows the IT department to easily deploy the iPhone into your existing environment.


The Verdict
There are several pieces of evidence discussed in this article that make the case for allowing the iPhone into your firm. I didn’t even discuss the fact that there are over 75,000 applications already available in the iTunes App Store, with many more on the way. The iPhone has a few weaknesses but it will continue to evolve into a very useful business tool that can improve your end-users experience and productivity. The jury may still be deliberating about the iPhone but I think a positive verdict is just around the next update.

Scott Boccia is the IT Manager at Randick O'Dea & Tooliatos, LLP and is a consultant with Touchstone Legal Corporation. He has worked in the legal industry for over 25 years and is a Microsoft Certified Systems Engineer.

Green Your Law Firm!

 A Green Business...
• Is recognized as an environmental leader,
• Operates efficiently, strengthening the bottom line,
• Improves employee morale, health and productivity, and
• Holds a marketing edge over the competition.

Green Businesses receive recognition through…
• The Green Business Program website, www.greenbiz.ca.gov,
• City and agency newsletters,
• Press coverage, promotional events and special recognition,
• Window decals, certificates and promotional materials for your business, and
• Green Business logo to use in your advertising.

To become a Green Business…
• Contact the Green Business Program Coordinator in your county for advice and technical assistance at no cost,
• Complete the application process,
• Have compliance verified by state and local agencies,
• Comply with applicable environmental regulations, and
• Use a Green Business checklist to select and record measures to conserve resources and prevent pollution.

The Green Business Standards presented below define what a business or public agency must achieve to be certified “green.” Businesses in over 20 different industries, including auto repair shops, printers, hotels, restaurants, landscapers, wineries, janitorial and laundry services, grocery and retail stores, home remodelers, attorneys, architects, engineers, gift services, and a variety of office and home-based businesses, have successfully met the standards and are now recognized as Bay Area Green Businesses.

There is great flexibility in how the standards can be achieved. The Green Business Program Checklists provide additional information and suggested implementation measures. Measures previously implemented will be considered towards achievement of standards. Participants can request alternatives or exemptions for measures which are not feasible for their company. To be a green business, first bring your operations into compliance with all environmental regulations. Then go beyond compliance to meet the general practices and targeted resource conservation and pollution prevention measures which are summarized below.

General Practices

• Track water and energy usage and solid and hazardous waste generation.

• Adopt a written environmentally preferable (or green) purchasing policy.

• Establish a 'green team' that can help guide efforts to green your business.

• Provide three on-going incentives or training opportunities to encourage management and employee participation.

• Inform your customers about your efforts to meet the Green Business Standards.

• Assist at least one other business in learning about the Green Business Program and encourage them to enroll.

Resource Conservation and Pollution Prevention

Water Conservation

• Monitor water bills for sudden rises in use, and contact your water company should this occur.

Solid Waste Reduction & Recycling

•  Purchase paper with at least 30% and paper towels with at least 35% post - consumer content and at least 2 other recycled-content products.

Energy Conservation 

• Conduct regular maintenance on heating, ventilation and air conditioning (HVAC) and refrigeration systems at least twice a year.

• o Save energy in 7 ways, including required installation/use of more energy-efficient light fixtures, task lights, and exit lights.

Pollution Prevention

-Ensure only rain enters the storm drains.

-Keep dumpsters covered.

-Direct water from outdoor washing of mats and vehicles to sanitary sewer.

-Hire BASMAA-certified cleaners for washing outdoor areas.

-Reduce chemicals used in 8 ways, including required   measures such as:

Alameda County: Pamela Evans • pamela.evans@acgov.org Contra Costa County: Claudia Pingatore • cpingatore@hsd.cccounty.us
Solano County: Narcisa Untal • 707-784-3172 • nuntal@solanocounty.com

Information complied from www.greenbiz.ca.gov. The Bay Area Green Business Program serves small to medium-sized businesses in the nine Bay Area Counties. Special thanks to Contra Costa County coordinator Claudia Pingatore for her assistance.

President's Message

With the onset of autumn, comes change. There is a chill in the air, the leaves change to a golden hue and, maybe, just maybe, we will see a gradual improvement in the economy that has affected all of us this past year.

Change also provides us with an opportunity to reassess our goals in our personal lives as well as in our firms. As legal administrators, we are expected to keep abreast of the many changes that occur in the employment arena, and as members of the East Bay Chapter of the ALA, we are fortunate to have a plethora of knowledge right at our fingertips. So don’t forget to take advantage of the many resources that are available to you as a member of the ALA. I am sure that all of you have a challenge everyday that you may not have encountered before. Save yourself some time by logging on to the ALA website at www.alanet.org and check out the many resources available. You can also just pick up the phone or e-mail your fellow EBALA members for assistance. The ALA and its members are here to help – let’s take advantage of this powerful network.

This opportunity to network and gain more insight into our field was never more evident than at the recent Region 6 conference held in late September in Rohnert Park. I was very pleased to see 15 of our EBALA members in attendance at the conference where networking and rekindling of friendships were “high on the list” of our daily agenda. The conference speakers presented a wide variety of educational sessions that proved to be both informative and entertaining. Our business partners also were well-represented in the Vendor “tent” on a beautiful, sunny day where we had a chance to explore new business opportunities. 

In October, our members were busy again participating in the annual Community Challenge weekend held on October 10, 2009. This year, we directed our volunteer efforts once again to those families in our community that need “extra” help during these challenging times by volunteering at both the Alameda County and Contra Costa-Solano Food Banks. I would like to send a “big thank you” to those EBALA members, their families and friends who spent a few hours making a difference in the lives of others. You should be proud of yourselves! 

A few more changes are in the air this autumn season. Check out the new ALA branding and logo on the ALA website as well as our “new and improved” EBALA website at www.ebala.org . You will also want to mark your calendars for our up-coming events – our Holiday Party scheduled for December 17 at Scott’s Restaurant in Walnut Creek and our annual “Morning in the East Bay” educational session to be held on January 21, 2010 at the recently renovated Hotel Shattuck Plaza in Berkeley. We are very excited to have Marsha Petrie Sue as our keynote speaker this year as well as our traditional “labor law update” presentation. In addition, our vendor sponsors will also be available at the conference to provide you with an opportunity to explore new business opportunities. You won’t want to miss this year’s event. 

Hopefully, all of you will join me in embracing the many opportunities available to you through your membership in the ALA and EBALA. Four years ago when I joined EBALA, I was new to legal administration and was relieved to realize that I wasn’t alone in my search to find the answers I needed to survive a day in the legal world. Don’t be afraid to search for your answers – they are just an educational program, phone call or e-mail away!! Enjoy the holiday season and I hope to see you at an up-coming EBALA event. 

Linda Brady
EBALA President
Craddick, Candland & Conti

 Region 6 Reports

TASTE THE EXCELLENCE… 

And taste we did! I was the lucky recipient of a scholarship sponsored by EBALA for the Region 6 Educational Conference & Exposition in Rohnert Park, California.

The “tasting” began on Thursday evening at the welcome reception which featured a selection of Sonoma County wines and appetizers. Several of us then attended a wonderful dinner party sponsored by Merrill Corporation.

On Friday, the Welcome and Keynote Address was given by Chris Mittelstaedt, the founder and CEO of The FruitGuys. He discussed the business ethics and practices that helped shape his company. This was a refreshing look at a business model outside of a law firm.

The vendors were situated outside under a vast tent. This novel approach was very well received and seemed more intimate and gave members more opportunities to mingle with the vendors.

Most of the sessions I attended were those giving HRCI credits toward my PHR recertification. Each and every one was interesting, entertaining and well worth the time. Most of these programs are interactive and lend themselves to further networking opportunities.

Friday was capped off with Dinner at the Foxtail Golf Club which was an Italian-themed dinner replete with some of the finest Sonoma County wines.

Saturday’s sessions ended with the closing session “Leading Others to Greatness”, which is really what ALA and administrators are all about.

Many of us wondered about Rohnert Park as the venue for this year’s Conference. Our fears were dispelled once we saw the DoubleTree Hotel and how easy it was to get around to everything.

In my opinion, this was one of the better conferences, and I very much appreciated the opportunity to attend. Thank you, EBALA!

Sheila K. Garvey, PHR
Human Resources Manager
Seyfarth Shaw LLP 

Region 6 Conference & Exposition
Rohnert Park California 

Wow I still can’t believe I was one of the lucky scholarship winners. Going to Regional was a great experience not only professionally but personally.

As all of us are aware this year has been a challenging year and the educational classes offered were exceptional tools to help us thru these challenges. I started off my conference experience with “Battle to the Bottom Line: Operational vs. Revenue” and ended the conference with “Job Coaching and Accountability.” These educational sessions were superb as was the Keynote Address from the FruitGuys, Chris Mittelstaedt, on “Using Alternative Models; Learning from the Business World.”

Thank you EBALA for the opportunity to gain new knowledge and insight into the many areas of my job.

Remember maybe next year the winner could be YOU….. Just by attending any EBALA function you are eligible, so put EBALA events on your calendar.

Stacey Bales
Firm Administrator
McInerney & Dillon

Ask EBALA: Members Helping Members

Member Jenny Balestrieri asks:

“I am looking into HR Software and would be interested in what you may have or suggestions. I have looked at Halogen and Eval.”

Members Respond:

1. We use ABRA which has worked great for us.

2. Depending on how extensive of HR software you want to go, I found a pretty basic and simple to use program. It is called Staff Files through ABS-USA.com. The program is very simple to use, with some customization. It has everyone's general info, wage history, vacation, sick accruals,and benefits, including benefit copays and 401(k) contributions. Since we use SuccessFactors for our performance reviews, I have been able to download from SuccessFactors employee performance reviews into Staff Files. The only downside that I have found to the product is the reporting capabilities. They are a little on the light side, but I am able to create reports in MS Access fairly easy to get the info I may want. I have found it very useful in Shareholder meetings when one of them wants to know something about a particular person, I just bring up that person's file and can give them any info they need.


Keep those questions coming!

 Member Spotlight: Terri Tully Puryear, CLM

Terri Tully Puryear, CLM
Firm Administrator
Beeson, Tayer and Bodine

I have been a member of ALA and EBALA since 1990 and have successfully dodged writing a member profile --until now. As Newsletter Editor, it is now my responsibility to line up members to write profiles and since I somehow neglected to do so for this issue and the deadline is upon me….

My name is Terri Tully Puryear. I was born and raised in Redding, California almost fifty years ago, moving to the East Bay in 1979. After several years in accounting positions, I entered the legal field at the age of twenty-six, as an accounting clerk for the Oakland law firm Fitzgerald, Abbott & Beardsley (“FAB”).

I was privileged to work with FAB for fifteen years, ending my time there as the Accounting Manager. During those fifteen years, technology started to really change the landscape in law firms. Faxes and voicemail, and then email, started to revolutionize how we did business. In the Accounting Department, we implemented the first full service accounting system that combined billing, accounts payable and general ledger. This was still before the days of networks and pc/desktops, so the technical process fell to me. I was fortunate in this, as I was forced onto the path of looking to technological solutions to streamline processes and procedures. I also proved to be pretty darn good at it. I was also very fortunate that FAB allowed me to grow and gain experience outside the traditional duties of an Accounting Manager.

It was during this time at FAB that I became active in the leadership of EBALA. I was called one day and asked it I would be interested in serving on the board. I thought to myself, “Sure, why not? It will look good on my resume!” I joined the board in 1998 as Treasurer. This was a critical time. The Chapter was failing, lacking leadership, membership interest and funds. Two of our founding members, Jennifer Johnson and Genevieve Lynn, (the “Two J/Gennys”) were co-presidents and challenged us all to either save the Chapter, or go out in a Blaze of Glory. The first thing we implemented was food at Board Meetings. We believed that if we were going to be creative and excited, we needed fuel. We also pledged to spend money, to bring in exciting speakers (even if we had to pay for travel). Our strategy worked. People started coming to events, our membership started to grow and we developed into the vibrant and active chapter that you see today. I went on to hold the positions of President-Elect, President and then (of course) Past-President.

My active participation in EBALA Leadership proved to be beneficial for my career in ways I could not have imagined. Before I joined the Board I had this vision of a Primary Administrator as someone who had all the answers, perhaps through magic or alchemy. What I learned, of course, was that no-one has all the answers – but EBALA members know who to ask. I realized, by talking with my fellow board members, that I too could become a Primary Administrator.

In August of 1999, I left FAB and became the Administrator for Erickson, Beasley, Hewitt and Wilson, now Ericson, Beasley & Hewitt (“EBH”). My pride-and-joy projects there included an office move (within 4 months of hire), a program of scanning all incoming and outgoing documents and implementation of a marketing program.

During this time I sat for and passed the certification exam for the ALA Certified Legal Manager program. I was one of the first 50 CLMs in the country and at that time there were no study guides or study groups. My advice for those of you who are thinking of taking the exam is to take advantage of these resources, but just do it. Just take the test. Two things will happen - you will either pass or not pass. If you don’t pass, you will know what areas to focus on and you can re-take it. Not passing does not mean that you are somehow a ‘bad’ administrator.

After serving as the EBH Administrator for five years, in October of 2004, I moved to Beeson, Tayer and Bodine (“BTB”) as the Firm Administrator. At BTB I faced, and continue to face, new and welcomed challenges. We now have 21 attorneys, 14 staff and two offices (Oakland and Sacramento). I travel to Sacramento one to two days a week. My staff work under a collective bargaining agreement and are members of Teamsters Local 856. I am lucky to work under a great managing partner, Geoffrey Piller.

Here at BTB we use ProLaw for all aspects of the firm, front office and back. I have embraced ProLaw, and am driving the process to fully utilize the program. In order to customize our dockets, I learned calendaring. To facilitate electronic records, I am expanding my knowledge of records management. I believe that I best serve the firm by having an understanding of not only the areas of practices for our firm, but the tasks and duties of all the staff members. Only this way can I recommend and implement policies, procedures and processes that will best complement the firm’s objectives.

This year I came back on the EBALA Board as the Newsletter Editor. Working with Rachel Estes, we put out our newsletter on a Quarterly basis. We are proud and pleased that this edition marks our inaugural Electronic Edition. EBALA Goes Green!! It is a lot of fun to be back on the board. Many of the board members have become friends over the years and I am really enjoying their company. We are also finally in a position for the Past Presidents Council to be useful to the chapter. We had our first meeting last month and will be making some recommendations to the current Board to keep the chapter active and able to serve our members to the fullest.

On a personal note, I have been married to a wonderful, kind and generous man named Stephen for fifteen years. Stephen is an engineer in the biotech industry and currently works at Genentech. We have no children, but have two great dogs –Hugo and Sheba. We make our home in an unincorporated area of West Contra Costa County, just south of Pinole. We both feel very grateful for our home, our jobs, our dogs and (especially) our friends and family. Life is good.

2009 East Bay ALA Community Challenge Weekend

 This year the East Bay Chapter supported both the Alameda County Food Bank and the Contra Costa and Solano Food Bank on Saturday, October 10th. Chapter members, their friends and families, and several EBALA sponsors spent time doing a variety of tasks, such as assembling the large labels that surround food donation barrels, bagging mountains of apples for community distribution, and assembling thousands of donation bags/kits for distribution as part of an annual fund raiser. Between the two sites, we had a total of 17 individual participants in our CCW project.

In addition to on-site participation on the 10th, a number of Chapter members orchestrated the collection of food and/or monetary donations at their firms throughout the month of October. These generous donations benefited both county food banks.

Many thanks to all of the members, member firms, and sponsors who helped carry on EBALA’s proud tradition of community service. We had a great turn-out for the CCW project this year and were able to lend some solid support to both of these local non-profit organizations.


Margot L. Canapa
President Elect

An excerpt from this article will appear in the upcoming December-January issue of ALA News.

 ALA Seeks Volunteers

The Association seeks interested member volunteers to fill two upcoming openings on the Vendor Relations Committee (VRC), members of which are appointed by the Board of Directors.

Members will serve two-year terms, and terms of office begin during the next Annual Conference & Exposition in Boston, Massachusetts, in May 2010. The VRC meets monthly via conference call and generally has two in-person meetings per year – once during the Annual Conference and once in the fall. The VRC also works closely with representatives from six legal business partner organizations (the Vendor Advisory Panel).

If you wish to be considered for one of these positions, now is the time to volunteer! For more information, contact ALA Membership Director Debbie Curtis, who serves as staff liaison to the VRC, by November 20, 2009.

ALA's Job Bank

ALA Management Connections^SM is an online job bank that connects law firms, corporations, governmental agencies and similar professional service organizations with prospective candidates for nonlawyer positions. The job bank service offers two convenient ways to link employers to potential employees:

Employers can advertise position openings and search through online résumés to find qualified candidates.

Legal administrators and legal support staff can post their résumés online in either a public or confidential manner. Job Seekers also have the ability to search through job advertisements placed by employers.

Advertising Information

For advertising information, please contact:

Terry Tully-Puryear
510.625.9700

The EAST BAY VIEWS is published quarterly to provide information for the education and benefit of legal administrators, law office managers, managing partners of law firms and corporate law departments, and others interested in law firm management. The East Bay Chapter of the ALA is not engaged in rendering legal, financial or tax counseling through this publication. No statement in this newsletter should be interpreted as legal, financial or tax advice.

Any articles, letters or advertisements published in the EAST BAY VIEWS should not be considered an endorsement by the East Bay Chapter of the ALA of the opinions expressed therein or any product(s) advertised. Contributing authors are requested and expected to disclose financial and/or professional interests and affiliations which may influence their writing position. All advertising is subject to approval by the Editor. Advertisers assume liability of all content of advertisements printed and assume responsibility for any claims based upon subject matter.

Copyright © 2004 by East Bay Chapter of ALA International. “All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopy, recording, or any information storage and retrieval system, without permission in writing from the Association of Legal Administrators.”

Requests for permission to reprint any part of the publication should be addressed to:

Permissions
Association of Legal Administrators
c/o Terry Tully Puryear
Beeson, Tayer & Bodine
1404 Franklin Street, Fifth Floor
Oakland, CA 94612