Data security and keeping confidential information confidential is an area of concern for everyone who uses computers and the Internet.

Digital padlockThe number of online threats continue to multiply and the average computer user has to be aware of some basic precautions. For my column Client Confidentiality, Personal Privacy and Digital Security, I tried to cover a number of areas that are important for basic digital information security.

Everyone can take these security steps. Admittedly some of these require some setup and a few will require changes that make your daily computer tasks take a moment or two longer than is required now. But privacy and confidentiality are important for us all and even more critical for lawyers with confidential client information to protect.

All of these steps are easily accomplished by an average office computer user. No advanced information technology skills are required.

If you have read a bit on end user computer security, you may not find a lot of new information here. But if you made a New Year’s resolution to pay more attention to protecting your private and confidential information this year, then this column is a great starting place.

What is the meaning of law practice management today? Jan Feb 2017 LP cover

In the Jan./Feb 2017 issue of Law Practice Magazine, I try to briefly provide a framework of the basics in my column, the Four Corners of Law Practice Management. Can you guess my four corners? Well, most members of the ABA Law Practice Division can. The Division undertook a study to determine how to define law practice management and these four core areas emerged.

I think I will force the rest of you to click over to our fine digital magazine and discover the four corners.

I will note that one of the corners is marketing and this issue is the Marketing issue of Law Practice Magazine. Marketing is a topic of great interest to many lawyers today. So this entire issue is worth a read. I'll single out three of the many fine pieces. The Lawyer's Internet Marketing Tool Kit by Jason Marsh is a great outline of a number of tools. If you feel behind the curve on online marketing, you wouldn't want to miss this one. How an Introvert Can Build a Thriving Practice by Anne E. Collier is a great treatment of a subject rarely discussed. Everyone can feel like an introvert at times. This is a well-written piece with a lot of great ideas.

Here's a special shout out for my friend, Tom Mighell, on his column, Blogging for Lawyers, Part 1; Choosing the Right Platform. I think a lot of lawyers should be giving blogging another thought. There is a lot of content online now, but lawyers can still demonstrate their expertise by publishing short essays online. That is what lawyer blog posts should be short essays, often including links to source material. A blog can give you a tool that makes it easy to create your content, then you can push the content out via social media, email, links to it from the firm website or email newsletters. But, hopefully, others will note your good content and share with their group.

Tom's article also demonstrates the challenge of writing for print publications today. He notes Medium as a potential platform. I love the way stories are visually displayed on Medium and had thought about giving it a try myself. But a few days ago, Medium announced major layoffs with office closings and the messages about restructuring were less than clear. It may yet turn into a better venue for smaller firms and solos to post, but at this point it is best to wait and see.

Happy blogiversaryIt was on January 2, 2005 that I launched Jim Calloway's Law Practice Tips. So this week the blog is 12 years old. Happy Blogiversary to me and to my loyal readers, some of whom have been with me for all of the 12 years.

One of the reasons I wanted to mention this landmark is that I plan to have a renewed focus on the blog this year, starting with a face lift from the current old tired look, coming soon. I’ve found myself sharing a lot more on Twitter the last several years because it is quicker. I don’t intend to stop that and all of my reader should follow me, @jimcalloway, on Twitter. But tweeting shouldn't take the place of blogging.

I greatly appreciate all of you who have read this blog and supported me over the years. I’m sorry sometimes that I made the original decision not to allow comments, but I don’t have any more time to sort through comment spam now than I did 12 years ago. I do greatly appreciate that readers do let me know through their emails when I have gotten something right and when I have gotten something wrong.

I’m going to aim for regular longer blog posts like Echos of Police, Privacy and Alexa. And I’ll continue linking to my podcast episodes and my columns in Law Practice Magazine and the Oklahoma Bar Journal. There are a lot of great law blogs and so I am encouraged people still read my posts and share them. I certainly don’t lack for topics to write about as there are many new and interesting developments in the practice of law and law office technology. I’m also spending more time with Access to Justice issues and you will be seeing more content about the lawyer’s role in improving Access to Justice.

So thank you, thank you, thank you for continuing to pay attention. And if you want to give me a gift, share a link to my blog with someone you know and tell them why they should subscribe or read. (By the way, I know all the cool kids use a feed reader, but I have a large number of readers who subscribed by email with the easy link at the blog site.)

 

Everyone talks about New Year's Resolutions. My favorite joke is about the New Year's Resolutions Gym concept. It is a gym during January and February, then converts to a bar & night club for several months until just before Thanksgiving. Then it becomes a holiday buffet for the rest of the year. Interested investors can contact me.

Be it resolvedAttorney@Work has decided to suggest some good resolutions for lawyers. Every work day this week for their Be It Resolved feature, they have posted suggested resolutions from practice management advisors, technology experts and other lawyer coaches. Today's final offering includes "global strategy and marketing expert Gerry Riskin, practice management advisor Jim Calloway, ethics counsel Megan Zavieh, legal marketing consultant Susan Kostal, and New York lawyer and wellness writer Jamie Spannhake." This is a diverse group and I am sure we can all agree that Attorney@Work saved the best for last. The week's resolutions have been excellent and Attorney@Work has combined all 22 ideas into a free downloadable ebook, Be It Resolved.

 

The last part of December contains many slow news days because so many people take off work during the holiday season. This week there was a collective sadness with the deaths of Carrie Fisher and her mother, Debbie Reynolds. (RIP Princess.) This week there was also a collective “freak out” over coverage of a 2015 Arkansas murder investigation where the police were attempting to obtain sound recordings that an Amazon Echo owned by the suspect might have preserved from Amazon. Amazon said no, citing privacy concerns. (The threat to future Amazon Echo 2sales of a very popular product was not cited.) Many of us heard echoes of the Justice Department earlier this year attempting to force Apple to unlock an iPhone owned by the San Bernadino shooter.

A lot of hyperbola in the legal blogosphere, social media and even broadcast media followed the initial coverage. Even lawyer who were supposed to be able to research and analyze before commenting were tripping over themselves with references to Big Brother and statements like “these things are always listening” or “you would have to be crazy to own one of these.” Above the Law had a great clickbait headline “Echo Knows What You Did Last Summer, But Can The Cops Know What Echo Knows?” The short column even had a Nixon reference with a warning not to install recording devices in your office.

Since I am now blogging about the Echo this week, I cannot claim complete purity. But after all of the hype, a fact-based post is warranted.

Most reviewers have dubbed the Amazon Echo the best voice-activated home assistant. It has been available since 2014. Google has recently released Google Home, a competing voice activated device that allows access to Google Assistant, so we will see future competition.

At our home, we love our Echo. It was a part of our Christmas fun, playing our Christmas Spotify playlists, trying out the free trial of Amazon Music, enjoying an eclectic Spotify Christmas playlist shared by a friend from Chicago and asking “Alexa” all sorts of interesting questions. Like everyone I have ever talked to who has tried the Amazon Echo, we love ours and are definitely keeping it. It also provides the home tech tool I have long wanted, adding things to your grocery shopping list by voice command only.

It is only technically true to say that the Echo listens all the time. It listens for “wake up words” or more technically stated, activation phrases. For Echo that is “Alexa,” and for Google that is “OK Google.” (If someone in the household is actually named Alexa, you can change the activation word to Amazon.) When it hears the phrase, it beeps and lights up, waiting for a request or command. Often this can be something as simple and useful as “what’s the weather?” or “what are the sports scores?” The Echo records these commands and quickly sends them back to an Amazon data center to interpret them. Yes, they are saved, long with any ambient noise in the background, like a crying baby. For a detailed discussion of how and why this happens and what control you have over it, see this feature on Wired “Alexa and Google Home Record What You Say. But What Happens to That Data?”

Suffice it to say, the smart people at Amazon and Google designed these products to protect basic user privacy because to do otherwise could hurt sales. As the Wired article linked above notes:

“The audio zipping from your home to Amazon and Google’s data centers is encrypted, so even if your home network is compromised, it’s unlikely that the gadgets can be used as listening devices. A bigger risk is someone getting hold of your Amazon or Google password and seeing a log of your interactions online.

“There are also simple measures you can take to prevent Echo and Home from listening to you when you don’t want them to. Each device has a physical mute button, which cuts off the mic completely.”

But there is a microphone and so the chance of compromise is not zero. You can also log in and delete all of your saved audio clips to either service. But one of the questions of life today is Google homewhen is deleted really deleted. I would suspect at least the verbal purchase orders of big ticket Amazon products are saved for some time in case there is a dispute.

I seriously doubt that the Arkansas investigation would find any useful data since it is pretty unlikely Alexa was asked any incriminating questions or there is useful ambient background noise. (By the way, if you are an iPhone user and haven’t asked Siri where to bury a dead body, the reply is quite humorous and, given the millions of us who have asked the question by now, probably not incriminating.)

There are incidents of unintended activation such as someone talking about Alexa on television and Alexa waking up in response. The most interesting topic for lawyers is not whether Alexa will record evidence to solve crimes, but whether it might retain ESI (electronically stored information) that could be useful in civil litigation. One can foresee a divorce lawyer seeking the stored recordings of one who used Alexa 100 times a day, hoping to catch the voice of a paramour in the background. E-discovery expert Craig Ball blogged about this possibility back in March and his “Alexa. Preserve ESI” post is great reading on the subject.

Craig also notes that the recordings might be beneficial to the Echo user as well in case one’s tech savvy friends add “buy heroin” to your shopping list and you accidently email it to local law enforcement.

By the way, Keith Lee wrote a great post on his Associate’s Mind blog titled Amazon Echo Legal Documents where he provided us Alexa Terms of Use, Amazon Privacy Notice, Amazon Conditions of Use and Amazon Law Enforcement Guidelines. It is unsurprising these were drafted to protect Amazon by its lawyers. But one of the comments is, to put it charitably, silly where it says it is “dangerous” for a lawyer to listen to music while doing research. I’d recommend the lawyer use Sonos speakers in the office rather than an Echo, primarily because an unintended activation while a client was in the office might be embarrassing. But I’ve always found research to be a solitary and quiet activity.

At this point, it is safe to say webcams are a far greater security risk than Echos. The odds of something significant being captured and preserved as ambient noise in a quickly spoken query or command are very small. Meanwhile most business class laptops have webcams built in. A hacker who could record video and audio constantly via your webcam is definitely invading your privacy and could cause embarrassment at a minimum. I’ve long counseled that if your kids have a webcam their room, it should be covered with a cover or a band-aid on their laptops when not in use. Just a few months ago, hacked webcams were used in a denial of service attack that shut down Amazon and Twitter temporarily.

Fastcase founder Ed Walters is a thoughtful legal technologist. He posted series of tweets this week about what public policy of the privacy of your personal data should be. Your phone’s GPS can retain a map of every step you took during the day. Should that be discoverable in a routine lawsuit about something that happened at work? As the Internet of Things gains steam, your connected devices will have a frighteningly complete view of everything you do – your thermostat raises the home’s temperature as you drive home, your refrigerator knows what you ate on a given date and your home entertainment system knows what you watched and how often you switched the channels.

In 1988, the Congress passed and President Regan signed into law, the Video Privacy Protection Act, forbidding video tape rental stores from disclosing what videos citizens rented. Obviously that has decreasing application today.

Ed Walters asked how current consumer data uses square with a legal doctrine called the Third-Party doctrine, which, according to Wikipedia says “that people who voluntarily give information to third parties—such as banks, phone companies, internet service providers (ISPs), and e-mail servers—have ‘no reasonable expectation of privacy.’ A lack of privacy protection Amazon Alexaallows the United States government to obtain information from third parties without a legal warrant and without otherwise complying with the Fourth Amendment prohibition against search and seizure without probable cause and a judicial search warrant.”

Ed thinks deep thoughts. I just know I am keeping my Echo and will unplug it or use the mute button only rarely. But as we move to a society with many self-driving cars and devices we have not yet thought about, there will be more questions than answers because history tells us that law develops much more slowly than technology. It is no longer the stuff of fiction when most of us will be using voice-activated assistants and Self-driving cars are already deciding who to kill.

Somewhere a lawyer has just gotten his or her first smartphone. Maybe they received it as a Christmas gift. Maybe they were goaded into it by family, friends or co-workers. KeyboardsMaybe they grew tired of being handed a spouse’s phone to look at pictures posted by children or grandchildren. Maybe their flip phone just finally died. Regular readers probably don’t appreciate how intimidating it would be to convert from a flip phone to today’s generation of smart phones. You may not think you are a smart phone expert, but you have amassed a huge smart phone use knowledge base over the years from trial and error, doing some online researching and perhaps even some tips at a legal technology CLE program.

At a recent CLE program I taught, I mentioned how convenient it is to dictate text messages and short emails into a smart phone (when appropriate) instead of typing on the phone’s tiny virtual keyboard. A couple of lawyers sitting at the back of the room found that idea so new and empowering that they had to quietly try it out then with a cupped hand over their phones. (See graphic at right above if you have never tried it.)

My Oklahoma Bar Journal column, The Basics of a Lawyer’s Smartphone, should be perfect for the new smart phone user, so feel free to share it if you know one of these people. And maybe, like the attendees at that CLE program, you will find something “basic” in it that you have missed as well.

For those who have received new tech devices as a gift this month, your attention is directed to Wired Magazine’s The Master Guide to Setting Up All Your New Devices.

 

I would like for every one of my regular readers to read Why Lawyers Don’t Run Startups. It is a bit unfair to lawyers and even includes a sentence about entrepreneurs hating lawyers. But we’re tough and we can take it.

Batter SwingsThis is important for you to read even if you never intend to advise a startup. It highlights the challenges of our profession’s traditions versus today’s business climate of often risky entrepreneurship. Lawyers are trained to deliver perfect “bulletproof” legal work to their clients. It is our goal to eliminate all risks. When new challenges occur or new risks are identified, we try to protect our clients against those risks. That is how standard business agreements that used to be four or five pages have now evolved to agreements of fifteen or twenty pages. It is not uncommon to see a “simple” thirty page contract. But there’s a cost to all of that fine tuning. Clients and their counsel have to spend more time reviewing these longer documents and time is money.

Entrepreneurs and startups are like home run hitters at the plate swinging for the fence. Many entrepreneurs have several previous failures on their resumes. But if you hit the home run, you could be set for life.

A law firm that “hits” a .325 success rate would likely soon be out of business.

So we have this conflict. In the real world and in our personal lives we all constantly make decisions that have a 70% chance of success. A lawyer sees that as 3 out of 10 clients achieving a bad result and then firing the firm, bad mouthing it or perhaps even suing their lawyers. So the understandable reaction is to tell the client to avoid the risk entirely ("don't do the deal") or to prepare onerous provisions for a document that hopefully reduce the risk.

Many lawyers who advise startups have internalized and deal with these challenges. For lawyers who are concerned about too much risk, clear communication and documentation is very important. Avoiding risk is why many civil litigation cases settle on the eve of trial or, as we lawyers say, “on the courthouse steps.” We may have to re-examine some of our traditions and appreciate that a five-page contract with a 10% risk is a better client service than a forty page contract with a 9.5% risk. This is easy for a blogger to discuss in a blog post and much harder for a law firm to put into action, especially when all of those percentages of risk are educated guesses to begin with.

There is clearly a difference between a lawyer who shows up at work at a law firm employing hundreds of lawyers and scores NovDec2016Coverof support staff and a lawyer who shows up at his or her solo practice and greets his or her legal assistant, the only other employee of the practice.

While those differences still exist, today the lawyer's personal skill set for success is becoming a more similar regardless of firm size. At least that is my observation as outlined in Large- and Small- Firm Lawyers: New Similarities Emerge, my column in the November-December issue of Law Practice Magazine. Hopefully this will help lawyers assess their skills.

Our most fun Digital Edge podcast of the year is Tech Toys for the Holidays and our 2016 edition contains some great technology gadgets as well as much laughter and some sound effects added Tech Toys 2016by the Legal Talk Network team.

This podcast includes the links to all of the tech toys we feature which range from a really great ereader stand to Samsung phones and refrigerators to an affordable heads up driving display.

We feature toys for your baby's health and travel along with toys for your pets. Surely you know someone who needs an Olfactory alarm clock.

Anyway we had a great time putting this podcast together and we hope you enjoy listening to it. Happy Holidays!

 

So which is more secure- an unencrypted email attachment or a client portal? Well, that is sort of a trick question because most everything is more secure than an unencrypted email attachment. And normally one would use the phrase “secure client portal” because by definition, client portals should be secure. Security key

In this recent Oklahoma Bar Journal column, Email Attachments vs Client Portals, I discussed the differences between providing clients documents by sending them as email attachments versus providing the documents through a client portal. Some readers may be surprised at how easy and affordable providing a client portal is today. Some readers may have already used similar portals for a HIPAA-protected medical information provided by a health care provider.

Spoiler Alert: I think client portals are the best practice and unencrypted email attachments should be reserved for those situations where you would send a post card if you were using the U.S. Mail.