e-Discovery Insights

Tips & Tricks: My Phone Explorer for Android

2012-05-16T15:06:38-07:00

One would think it easy to find snapshot apps for Android smartphones. And it is; if your phone is rooted. As someone who obviously loves to tinker with technology, I would like to play with that, but my phone isn't a toy - it's a tool. I tried a lot of stuff and was resigned to the fact that there simply wasn't a good app for this purpose. That is, until I came across My Phone Explorer from FJ Software Development.

This product does much more than create excellent images. It's a complete syncing and management suite that's very highly rated by its customers. However, the only module I use is the "Phone Keypad", which created the images for my prior tutorial as well as the above sample.

There's a desktop component (there I go with the word, 'desktop', again) and an app that's loaded on the smartphone. Launch the app first, then start the desktop component and you can save your snapshots to the desktop.

Oh, and for those who think I just gave away the company store...that's a simulated image...it ain't my phone configuration! But, it does raise a good point. If you're going to share images with others, take a moment to ensure that nothing in the image has the potential to violate you, your family's - or your employer's - security and privacy.

Leveraging ActiveSync to Emulate MS Exchange, Part II - Sync Devices

2012-05-14T15:54:05-07:00

Ok...so you've spent the weekend dutifully configuring your primary database and cloud configuration a la Part I, eagerly (at least, that's what I tell myself...) anticipating Part II; my instructions on how to synchronize your email, calendar & contacts with virtually all of your secondary devices.

The cool thing is, virtually any default or add-on app that supports Microsoft ActiveSync will work with this process. For example, if you have an Android smartphone or tablet, you can configure Corporate Sync to use the default modules that came stock with your device - at no cost. Or, since this process sits on a Hotmail backbone, you can use Microsoft's own Hotmail App.

But, for a lot of us, we want robust functionality on our mobile devices. After all, many of us spend more time using those products than our traditional desktop devices (pretty soon, the term 'desktop' won't even be accurate, anymore). If, like me, you're one of those people, you may want to invest in apps geared to the power-user, such as Touchdown.

However, keep in mind; this is a Microsoft backbone, but it's a free backbone. Regardless of whether the apps support ActiveSync, their technical support will not be obligated to assist you with the configuration because their products are meant to support true Exchange ActiveSync. If you experience difficulty, you'll have to throw yourself on the mercy of the particular provider, or hit the support forums.

Basic configuration is actually fairly easy. Let's take a look at a portion of the default Android Corporate Sync configuration screen:

You have the option of selecting your three sync modules separately. This is helpful because, for example, I didn't want to use the default settings except to maintain a default copy of my contacts (which is enabled, above). Then, you simply input your display email address and point to the Hotmail server. As mentioned in Part I, always make sure you have SSL enabled. Last (not visible here), input your Hotmail Login ID and password. That's it!

Now, if you've decided to go the power-route, here's an example of the more robust configuration options available to you in Touchdown:

As you can see, here you must specify ActiveSync, rather than Exchange. Also, it assumes a domain - which you don't have - but it'll still work with your Login ID. Sometimes, you need to input the backslash in front of the ID in order to correct for the lack of domain, so if it doesn't work the first time, play around with it a little bit. You also have a choice of more than one 'reply-to' address.

Server configuration is virtually the same as under the default app above, except Touchdown combines all of the modules under a single icon. Also, see how it confirms Microsoft IIS/6.0.2.5.

Now, the power user is ready to access the Advanced tab and configure the numerous options available. Yes, it really is that easy!

So, what have we accomplished?

First, we've established a virtual database that can be archived on the fly and/or exported from the cloud at any time; extremely important if there's a server outage,
We're using SSL for better security, and of course, encryption options are available to us as well,
Any email, calendar entry or contact that is created, added or modified at one source is automatically propagated to all other resources,
Calendar invitations are seamlessly integrated,
No need to bcc: ourselves on every sent message,
Ability to work seamlessly in standalone mode with auto-sync once re-connected.

Dare I say...everything but the kitchen sync! Yeah, I had to say it...I feel shame...

Leveraging ActiveSync to Emulate MS Exchange & Sync Multiple Devices - Part I

2012-05-10T14:43:54-07:00

In order to make great (information) soup, start with the right (data)base.

As promised, this is the first in a short series on how to leverage available software technology to sync Calendar, Contacts, Email and more on virtually all (or most) of your devices. Now, we all know there are many different ways to accomplish this, however, this is aimed at the individual - or small business or law firm - who can't afford expensive hardware or software, is nervous about the cloud (for good reason) but would like a robust, alternative method to manage their data dependably, automatically and securely. In other words, they don't want to be up at night worrying about it nor spending the day trying to figure out why it doesn't work!

What do most individuals and businesses in this 24-hour-a-day world want from their technology, anyway?

Access to my data 24-hours-a-day! (That was a gimme)
Rapid auto-sync (I enter/modify a contact on my smartphone and within five minutes, it propagates to all of my other devices)
I reply to an eMail message and it syncs everywhere without having to cc: myself at other locations/accounts (I hear complaints about this all of the time)
I receive a calendar appointment and can seamlessly add it to my device's calendar, then it propagates...
I generate calendar appointments that others may seamlessly process as well
If my server/cloud connectivity is severed, I have access to - and can process - all of my data up to that moment, modify it or generate more, then sync it when connectivity is restored (this is also important while traveling, isn't it?)
Ability to mirror/archive/backup the database (if this isn't on your list, it should be)
Ability to access the data securely

...and more, of course. Many products provide some, or all of these features - the problem is, many of them do it in completely different ways, including for each separate function (e.g. calendar or contacts) and don't 'talk' to other devices very well. The goal is to make the process as seamless as possible.

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

I'm hitting for averages here, folks. There are a lot of Operating Systems and hardware out there. On PC, we have Windows, MAC, Linux, etc. With tablets we have MAC, Blackberry, Android, etc. Smartphones? Well, there are four primaries; iPhone, Android, Blackberry & Windows.

We know that most PCs are Windows-based (no knock against Macs, it's just the way it is) and the majority of businesses use them. iPhones and Androids are duking it out, with Blackberries still in the hunt and the new version of Windows phone making a splash. We also know that a majority use Microsoft Office-based products (even many Mac users). So, there's no way I'll make everyone happy.

The example I'll use for our purposes is a Windows-based PC, hosting Outlook 2003, 2007 or 2010. You'll also need a Hotmail/Live Mail cloud component; however, this doesn't mean you'll be changing your existing email setup; you'll be supplementing it. Last, you'll install the Outlook Hotmail Connector, which allows you to create a virtual database within Outlook. This will serve as our primary device. For security, I recommend that it be static, if possible. Any mobile device, from laptop on down, runs the additional risk of being lost or stolen with your entire database living on it. Not a pleasant thought.

Is there a method to my madness? Yes. The more one can accomplish under a single vendor, the better the results. In this case, all database components are Microsoft, which makes the process seamless (remember, we're going to be communicating with a lot of devices). Also, SSL capability was implemented in 2011, meaning your connection to the cloud will be much more secure, whether via Outlook, the Web or your secondary devices.

Once you have your components up & running, you have a choice:

Use Hotmail to "fetch" your emails from your existing database, or,
Forward your emails from your existing database to Hotmail.

Both methods are fine, but I recommend forwarding your emails. With fetch, Hotmail must make an inquiry and "pull" your messages over. There will usually be a time delay, which won't be sufficient for those of us who need our messages in real-time. Forwarding doesn't normally cause a delay; emails are forwarded as they arrive, so this is preferable. The good news is, you'll have another backup of your messages with your service provider.

As for contacts and calendar, you'll want to import them into your Outlook database as well. Once completed, you can customize your settings in the cloud. I recommend disabling as many 'bloatware' features as possible. After all, you're looking to create a slick, business-like database. What you do want to enable is your SSL functionality. One way to verify this is to make sure you may only access it online via https://. If it works via http://, your security isn't properly configured.

I know this is a lot of detail, but if you're willing to take some time and make the effort, you'll have an excellent base. In Part II, I'll examine how you'll exploit various flavors of ActiveSync (Corporate Sync on some devices) to sync your data over mutiple platforms.

That's when the fun begins...

Calbar's LPMT Section is Now on Twitter & Facebook @calbarlpmt

2012-05-09T12:06:22-07:00

This is a bit of a coup for us, folks. Only a select few of the State Bar of California's Executive Committees have been awarded proprietary social media accounts, and LPMT is fortunate to be one of them. So, if you'd like access to another source of up-to-date news and information about Law Practice Management and Technology - directly from your representatives at the California Bar - please 'like' us on Facebook and/or 'follow' us on Twitter.

You don't need to be a member of LPMT - or even a member of the Bar! All are welcome, so we encourage you to join us and take a peek at our offerings as we're adding new benefits all of the time.

I Never Promised You a (Dusty)Rose Garden...

2012-05-04T14:22:26-07:00

...but I did promise to try to post more often. Isn't it a shame when work gets in the way of a good blog post? Having not posted anything this week, I wanted to let you know about two subjects I'm working on for you right now:

Due to all of the controversy over Google's privacy policy, I'm writing an instructive article about alternate software products you may use to sync email, contacts and calendar on all of your devices; including desktops, laptops, tablets and smartphones. And here's the best part - you can do it free (for power users who want more robust features, I'll also include some pay options). I don't know about you, but being able to create emails, calendar appointments and/or modify contacts - then having the device automatically propagate the data to all of my other devices simultaneously - is one of life's greatest time-savers! Here's another bonus, that should appeal to many of you - you'll have a database that lives on your own device, not just via access in the cloud. Yes, there will be pictures, in fact, I've been playing with an excellent app that creates terrific images from a non-rooted Android smartphone. Stay tuned...
I'm also working on a comparison of scientific analyses in California courts versus other jurisdictions. I'd seen a few good articles floating around about using the Daubert analysis to support the implementation of predictive coding. Well, that's not going to help in the Golden State, where we follow the Kelly-Frye standard (aka the 'Kelly' standard). I'd had a lot of exposure to this during my days at the Los Angeles County District Attorney's Office. Ask me, sometime, about how my boss and I successfully used a "Sweet'N Low" packet to impeach the defense's scientific evidence in a criminal case, once. I suppose today, we would have called it the Splenda Gambit...

I won't post until I have the time to do the quality job you expect, so look for them a little ways down the road. In the meantime, enjoy your weekend!

Don't Do the (Cyber)Crime if you Can't Do the Time

2012-04-26T13:06:58-07:00

The ABA Journal Tech Report has a comprehensive examination of cyberwarfare from their May 2012 issue. It examines the perceived attorneys' role, Constitutional limitations and international law issues. There are contributions from a host of experts, including some very polarizing figures, like John Yoo.

Hey, you know there can be no valuable debate unless you hear out assenting and dissenting views, right?

Be warned; this is not a light read, by any means...

A Titanic Failure of Disaster Planning

2012-04-16T13:41:09-07:00

As we mark the 100th anniversary of the sinking of the Titanic, questions that were raised then are being repeated now; how did this happen? Obviously, I'm not going to cite all of the opinions, but as one can imagine, blame is assigned virtually everywhere. Regulation (or lack, thereof) is to blame. Management is to blame. You know what I think? They all miss the point, entirely.

Why? Because 1,500 people are dead, that's why. Titanic was doomed before it ever left port. One thing we can state with certainty; it was known that if the ship sank in an isolated area, then there wouldn't be enough lifeboats on-hand to save all of the lives on board.

Analysts point to a comedy of errors that, if they hadn't occurred in sequence, then Titanic wouldn't have sunk. There's that word, if, again. But this flies in the face of competent disaster planning. We already know that if events occur as expected, then there won't be a disaster.

Let's enter the equation at the real-time departure of Titanic in its actual condition (meaning, not enough lifeboats). Here are some of the assumptions that might have been made:

The ship will not sink
The number of lifeboats are an acceptable risk versus the unlikely possibility the ship might sink
Other disasters may occur (e.g. boiler explosion), but the ship won't sink and there are sufficient lifeboats
Even if the ship were to sink, it will sink very slowly - or close to land - allowing landed resources or other ships to respond in sufficient time
The experts on board - and in the surrounding area (such as the California, or wireless operators) - will act predictably (i.e. not make any mistakes), thereby avoiding errors
Icebergs will be exactly where we expect them to be

Here's a question I haven't seen (although I'm sure someone has probably raised it): Even if the ship had sufficient lifeboats on board, would the crew have been able to launch all of them in the rapid time that titanic sunk (estimated at 2 hours, 40 minutes)?

A good risk management team understands the first rule of disaster planning - follow Murphy's Law: If anything can go wrong, it will. The second rule? Follow-up with O'Toole's Commentary: Murphy was an optimist.

No plan will ever be correctly analyzed unless it begins with an honest assessment of the following question: What can go wrong?
The rest becomes a matter of probability. What is the likelihood that anything (and everything in-between) on the list created by question one might go wrong.

Then, it's a matter of prioritizing between several factors, such as time needed to address & correct, manpower required, cost vs. budget, insurance, politics, etc.

I wish we could go with something more simplistic: The chance of the bread landing with the buttered-side down is directly proportional to the cost of the carpet...

Sneak Peek! Growing and Maintaining Your Law Office

2012-04-13T13:00:02-07:00

I mentioned a few months ago that I'd hunkered down in the 'bunker' to write for the upcoming new State Bar of California publication, Growing and Maintaining Your Law Office (or as we like to call it, Grolo). We've entered the pre-promotion stage, which means that a few of the sub-chapters have been authorized for limited publication. In my old book-publishing days, we might have referred to them as galleys, but they're not quite in their final form.

In any event, the Law Practice Management & Technology Section has just published one of my sub-chapters, "Using Technology to Coordinate Lawyer & Staff". Now, I can't give you access to the complete excerpt, because our members pay to receive our publications, but if you'd like a little taste of what you'll see in the book, here you go!

I'll also be discussing more of my contributions at the 2012 California Solo and Small Firm Summit, scheduled for June 21 - 23 in Long Beach. I'll be presenting program 16, "They See You When You're Sleeping: Attorney Privacy, Confidentiality & Security", Friday, June 22nd from 9:45 a.m. - 10:45 a.m.

Hope to see you there!

Tips & Tricks: goodsecurityquestions.com

2012-04-09T12:31:33-07:00

It wasn't long ago that I ranted about the 'insecurity' of secure online questions. Ask and you shall receive. Here's the antidote: goodsecurityquestions.com. It's loaded with great information about - what else - security.

Clowns to the Left of Me, Jokers to the Right...and Girls Around Me

2012-04-04T13:04:32-07:00

Well I don't know why I came here tonight,
I got the feeling that something ain't right...

-Stealers Wheel

At many of my presentations, I say, "Finally, I'm able to exploit my cynicism and paranoia as an excellent career choice!" I did one such presentation at LACBA Tax Night a couple of weeks back with my LPMT colleague, Gideon Grunfeld. We have some fun with the subject matter by playing the attorney version of good cop/bad cop. I terrify the attendees just a bit, then Gideon illustrates why they shouldn't go overboard with worry.

He's right, of course. There's just one problem. So am I. I'm proud of my paranoia; it's what my clients expect of me. Heck; someone has to play Chicken Little and accurately assess the risk. After all, sometimes, the sky really is falling! What's the most important determining factor? Context. A product or service can be of benefit and detriment at the same time.

Gideon used the example of accidentally locking his keys in his car. He didn't have the availability of one of those, call-us-and-we-unlock-the-door-remotely services, so he had to have someone respond. When he was ready to provide the location, he was told, "That's ok, you left your cell phone on in the vehicle and we know exactly where your car is." File that under, benefit.

Take a look at this article on the short-lived app, Girls Around Me. I bet several of you who thought I was over the top when I advised major caution in revealing your constant whereabouts on Twitter, Foursquare and/or Facebook, might think differently now. File that under, detriment.

As to what to worry about - and how much - that's up to you; as individuals, technologists, and especially, attorneys.