illustrates how their lives were shaped by their pasts. It’s a story that combines strength, love and support. In the end, though there was a struggle, they each received blessings because of the other.

While I cannot begin to fathom what the victims of Katrina have faced – the heartbreak, humiliation and frustration from losing everything – the disaster has shown that the United States has a population of generous, caring individuals who step up to the plate and pull together to help its fellow man or woman.

It’s been with a sense of pride that I have watched as many of the ALA chapters around the country, including the Dallas Chapter, have pledged $10 per member to the American Red Cross and, in some chapters, this amount has been more. Also, law firms of all sizes have had employee fundraisers where they have matched contributions. They have also collected food, clothing, furniture and household items to give Katrina families a helping hand. Many firms have also offered office space. So, indeed, we can be proud of our profession as it responds in many ways to this horrible disaster.

Locally, the Dallas Chapter has a couple of other community service projects going on. “Support the Troops” has been a tremendous success. Again, the generosity of the Chapter members has been astounding as we continue to remember the men and women who are in Iraq, Afghanistan, and around the world serving our country and making sure that our way of life is secure. As if that wasn’t enough, we have yet another opportunity to make a difference by walking on October 15 in the Susan G. Komen Race for the Cure. Most of us know at least one person who has been affected by this horrible disease. So, please consider participating. As Jeff Gill announced at our membership meeting, “You don’t have to run!”

Just as the story is written in Anna Quindlen’s book Blessings, we can add blessings to the lives of others in the most minute ways and, in return, we will be rewarded with blessings of our own. All it takes is a little strength, love and support. See you in November!

When you select a reprographics company, you’re not just buying copies. You’re choosing people – and you need people you can trust!

Merrill’s people – and our exceptional understanding of document management – are what set us apart! Your Merrill representative is an experienced and knowledgeable partner who will recommend the combination of services you need to ensure your job is done right.

Your Merrill representative has the resources necessary to coordinate multiple-site projects from start to finish:

	Nationwide network of reprographics facilities
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	Automated job tracking system
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Quality and Confidentiality Assured

Trained, experienced people and proven systems give Merrill built-in flexibility to handle projects of all sizes. And every Merrill employee understands the vital importance of client confidentiality. We’ve been handling highly sensitive, confidential materials effectively for more than 30 years.

Black & White Copying Document Scanning Image Printing Color Copying Oversize Copying Digital Laser Copying Bates Numbering Binding On-demand Printing
Additional Services: National Project Management Electronic Discovery Services On-site Facilities Management Domestic & Off-shore Coding Web-based Data Repositories Translation Services

MERRILL CORPORATION
333 N. Stemmons Freeway
Dallas, TX 75207
For more information call Loren Sauter at 214-698-9777.

Section Meetings

All ALA Section Meetings are held at the Belo Mansion, unless otherwise noted.

Human Resources

	Julie Bagby    Tel: 214.999.6130    Email: jbagby@mailbmc.com David Stine    Tel: 214.969.1292    Email: david.stine@tklaw.com On Tuesday, October 25, Jamy Dickmann with Robert Half Legal is going to speak on “Mastering the Art of Communication.” The HR Section meets at noon on the 4th Tuesday of each month at the Belo Mansion downtown. Please check the directory as you exit the elevators for the room location. Hope to see you there!

Financial Management /Systems Technology

	Chris Hills    Tel: 214.220.7983    Email: chills@velaw.com Galen Evans    Tel: 214.987.9600    Email: galen@FletchSpring.com Our next meeting, scheduled on Tuesday, October 18th, will be hosted by a favorite consultant, Don Holland of HSV Consulting, Atlanta, Georgia. Don will bring us his Technology Update 2005-2006 program which will include imaging, workflow, and other cool product updates. In addition, he will cover e-mail issues, disaster recovery, practice applications and other techie stuff. Please join with us and “The Don” at the Belo Mansion at noon. Meeting room will be announced later. RSVP to galen@fletchspring.com Mark your calendars for the 2005 ALA Law Firm Financial Management Conference & Exposition – Sept. 29 - Oct. 1; Inter- Continental Dallas; Addison, Texas. This Conference offers legal firm administrators an exceptional opportunity to enhance their financial management skills. Attendees can select from a variety of sessions focused on finance-related topics and trends specifically for the law firm environment.

Small Firm

	Emily Carrington    Tel: 972.960.3202    Email: emilyc@texasatty.com Robin Gavitt    Tel: 214.273.2400    Email: robin@momnd.com The Small Firm Group will be meeting Tuesday, October 4th at noon at the Belo. Scott Sweet and Steve Gwinn with Northwestern Mutual will be our guest speakers. The topic will be Health Saving Accounts and Health Reimbursement Accounts.

Facilities

	Tina Cunningham    Tel: 214.969.2889    Email: tcunningham@akingump.com Sandy Robertson    Tel: 214.999.4247    Email: srobertson@gardere.com The next Facilities Section meeting is scheduled Thursday, October 13 at noon in the Strasburger Room at the Belo Mansion. There will be a roundtable discussion regarding courier services. If you plan to attend, please RSVP to Tina Cunningham or 214.969.2889. Thank You! Hope to see you there!

Multi-Office Firm

	Shari Doidge    Tel: 469.227.4684    Email: shari.doidge@sdma.com The Multi-Office Section meets the second Tuesday of each month at 12:00 noon at the Belo in the Carrington Room. Please join us for our discussion of various topics of interest in our usual round table format.

September 8 Vendor Appreciation Luncheon - Scrapbook

The September Luncheon was filled with opportunities to visit with our valued vendors, and hear a powerful message from Barbara Miller.

Deborah Carlton & Barbara Miller, Speaker.		JDe Lyla Alexander & Patty Stewart
Joe Offutt & Barbara Kuhlke
Gale Jackson, Janet Huseth, Jennifer Cummings, Ajilon Legal		Lauren Sauter & Connie Derting, Merrill Corp.

Legal administrators are responsible for keeping all aspects of the business operations continually operating smoothly and optimally. Over the past decade, we have begun developing disaster prevention and recovery plans for our law firms in case we find ourselves facing an unthinkable disaster. During that time period, a tornado devastated Fort Worth colleagues’ offices, the nation experienced the horror of terrorists’ attacks, and the heartbreaking scenes from our Gulf Coast neighbors’ recent calamity are still unfolding. These events are jolting reminders that we are all susceptible to any number of disasters.

In his article, “Be Prepared, Plan Ahead and Survive When Disaster Strikes,” Phil Guerra
said, “First thoughts in any discussion of disaster planning turn to major natural calamities:
floods, earthquakes, tornadoes, blizzards. However, it is the smaller events (power failures, bomb threats, medical emergencies, or computer network failures) that often have a more devastating effect on firm productivity and viability…”Whether an organization encounters a small event or a large disaster, it is critical that business operations continue on an uninterrupted basis to ensure the organization’s survival. Mr. Guerra offers the following approach to a well developed emergency plan.

PUT THE PLAN ON THE PAPER

For additional resources, the following outline will help you codify and implement your disaster plan:

To be properly prepared for all kinds of disasters, put your plan on paper and distribute your security manual to all employees. Include contingencies and instructions for various levels of personnel.

Here is a segment from one firm’s manual. This sample illustrates only the most initial response to the emergency situation described. The administrator’s personal disaster plan should include a complete set of guidelines for dealing with these issues long term – that is, finding alternative office space, initializing document recovery, contacting insurance companies.

Use these ideas as a starting point for your own plan:

	Office Security
Firm offices need to be secure because we have valuable items and client material in the offices. We are required by ethical canons to protect the confidentiality of client materials, and our own proprietary materials which enhances our ability to provide quality legal services to our clients. a. LOBBY DOORS. Lobby doors should never be propped open, especially during off-hours, and employees who find them open should shut them immediately. This also applies to stairwell doors. Firm employees are issued building access cards to permit them access to the office during off-hours. Under no circumstances should the building access card be given to anyone who is not an employee of the firm. b. VISITORS. All visitors to the office must be greeted in the reception area and escorted to the appropriate office or conference room. Visitors should NOT be given our key-pad code. Please discourage friends and relatives from entering our office directly. Anyone who sees an unescorted, unfamiliar person should tactfully ask that person who he/she is looking for and should offer assistance in locating that person or department. (Please note that such a person may be found in private offices as well as in hallways.) If the person says he/she is in the wrong place, he/she should be escorted to the elevator lobby and onto an elevator. Those who are expecting visitors after hours should make prior arrangements for them to be permitted access to our floors.

On the Web

Disaster Recovery Institute (DRI) Canada. This Canadian firm offers training and certification in disaster management, contingency planning, and business continuity. Visit www.dri.ca/dric_menu.html;

Off the Shelf

	Disaster Recovery Planning: For Computers and Communication Resources (Books and Disk) by Jon William Toigo;
	Emergency and Disaster Planning Manual by Laura G. Kaplan;
	Disaster Recovery Plan by Richard Arnold;
	Contingency Planning and Disaster Recovery: Protecting Your Organization's Resources by Janet G. Butler and Poul Badura;
	Disaster Planning and Recovery: A Guide for Facility Professionals by Alan M. Levitt;

From ALA

Consult the ALA Online Products at www.alanet.org/education/rescat.html for more information;

	Additional Resources
Don’t overlook reference material available from local and regional authorities who may have already prepared “localized” checklists and guides for specific threats. Agencies such as the Red Cross, local police, and fire departments, as well as local utility providers can be reliable sources of useful information.

Article excerpts reprinted with the author, Phil Guerra’s, permission. Mr. Guerra is Chief Operating Officer of Adorno & Yoss, LLP, Miami, Florida. He can be reached at pg@adorno.com. The complete article can be accessed at www.alanet.org. By: Nita Starnes

Member profiles

Lori Bounds and Barbara Kuhlke co-chair the Membership Committee. As such, they are the Dallas Chapter’s unsung heroines. Initiating contacts with potential new members, maintaining the membership database, keeping nametags updated (replacing lost nametags!), and handling new or existing membership projects are just a few of their contributions to the Chapter. Thank you, Lori and Barbara!

Lori Bounds

	Jones Day    Firm Human Resources Manager Q. What did you do prior to your present job? A. I was the Dallas HR Manager for Jones Day for about seven years. Prior to that I was the HR Director for a division of Computer Sciences Corporation. Q. What are your responsibilities and title at your present law firm/organization? A. Firm Human Resources Manager - I advise and assist in development of HR policies and practices; lead task forces and special projects; perform triage for legal input on discipline and other issues; Manage HRIS. Q. How long have you been in law office management? A. Almost 9 Years Q. Why did you choose legal management as your career? A. Actually, it’s more like I chose HR as my career and have always worked in a professional services environment. I have found that I enjoy and prefer legal of the various professional services areas. Q. How long have you been a member of ALA? A. Since 2001 Q. What do you enjoy best about being a part of ALA? A. The interaction with other chapter members. Q. How has your affiliation with ALA helped your career? A. It’s given me suggestions for resolutions and insights into issues that are specific to legal management. Q. Identify the major changes that have occurred in law firms and/or legal management during your career. A. The continuing change of the secretarial role as well as the overall impact of an ever-changing technology. Q. What major changes do you predict law firms and/or legal management will experience in the next five years? A. As fewer individuals strive to become legal secretaries, recruiting for them will become an increasing challenge. We may need to discover new ways to engage and encourage experienced secretaries as their duties and responsibilities evolve. Q. What outside interests do you have? Tell us something about your personal life, i.e., married, single, hobbies, pets, organizations you participate in, family, friends, etc. A. I have a sixteen year old daughter who runs track. I teach preschool Bible classes at our church. My daughter and I enjoy concerts (from country to rock), musicals and the rodeo. Q. If you left legal management what would you like to do? A. Unbelievably difficult to imagine, but possibly something in human resources information systems.

Barbara Kuhlke

	Littler Mendelson, P.C.    Office Administrator Q. What did you do prior to your present job? A. I was a legal secretary for 17 years prior to going into legal management. I started working for Steve McCown, an attorney at Clark West, when I was a teenager and still work with him at Littler Mendelson today. Federal Judge Barefoot Sanders gave me my first job as a legal secretary at Clark West. I still remember how terrified I was during the interview process. Q. What are your responsibilities and title at your present law firm/organization? A. I am Office Administrator for Littler Mendelson’s Dallas office. I’m responsible for the general management of the office. Q. How long have you been in law office management? A. 12 Years Q. Why did you choose legal management as your career? A. Legal management chose me--I was in the right place at the right time. I was working for Littler’s Managing Shareholder when our Office Administrator resigned. The last thing she said to me while she was walking out the door was “Barbara, YOU could do this job.” While the shareholders spent several months interviewing for a replacement, I managed the office and thought about what she had said to me. Finally, after a bit of convincing on my part, I was offered the position. Q. How long have you been a member of ALA? A. 12 Years Q. What do you enjoy best about being a part of ALA? A. Meeting other Administrators and hearing their stories. As Administrators we really don’t have any peers in our offices and it’s great to be able to connect with others who are similarly situated in their offices Q. How has your affiliation with ALA helped your career? A. ALA gave me a mentor, Shari Doidge, and a group of peers that I could bounce questions off of. That was so important to me during my first years of management. Q. Identify the major changes that have occurred in law firms and/or legal management during your career. A. Technology has grown and changed so much that at times it has been difficult to keep up with those changes. Also, our young lawyers now are more self-sufficient administratively than earlier classes I have worked with. Q. What major changes do you predict law firms and/or legal management will experience in the next five years? A. Again, I think technology will contribute to the major changes in the way we do business. The future is already here with electronic documents and records. Because of that technology, I think we’ll be faced with increased telecommuting and the HR issues that go along with that. And, while we’re working with a multi-generational work force that has already impacted our firm’s culture (i.e., working with a generation that thrives on technology), I believe we’ll see an increased impact as the younger generations begin to assume management roles in our firms. Throw a little globalization of our firms in the mix and I think the next five years will be very exciting! Q. What outside interests do you have? Tell us something about your personal life, i.e., married, single, hobbies, pets, organizations you participate in, family, friends, etc. A. My husband, Bill, and I are celebrating our 21st wedding anniversary this month! We have two kids, Will (15) and Ellie (12). We also have a canine kid, Kona, a Black Labrador Retriever that we all absolutely adore. Our children are very active and we spend much of our time shuttling them to and from basketball and volleyball practices, guitar lessons, student council meetings and choir practices. We are members of Canyon Creek Presbyterian Church in Richardson and have been active in the church for 15 years. Q. If you left legal management what would you like to do? A. My dream job would be choreography. I love dance and, oh so long ago, I used to work with area drill teams, taught aerobics classes and had a little cable program called “the Workout.”

August 23 HR Meeting - Scrapbook

On August 23, Liz Schartz and Tony Campiti, Senior Partner and Partner with Thompson & Knight LLP, gave a compelling presentation entitled “Avoiding Lawsuits by Mastering the Art of Firing.” The presentation focussed on liability reduction, performance evaluation, and disciplinary procedures.

Linda Phillips & Shari Price	The speakers held the group’s attention and everyone left with useful information.

At a moment’s notice …

you could be called upon to produce an important e-mail message regarding firm business, a case or a company policy. Can you access this information easily? Quickly? Implementing and enforcing an e-mail retention policy can ensure the security of this often critical information.

In many organizations, including law firms and corporate legal departments, there are policies in place for document retention. But the decision of whether or not to retain speci.c e-mail messages is often left to the discretion of the individual user. As more and more of our communication is conducted via e-mail, it is becoming increasingly important for organizations to de.ne standards for managing these communications.

Spoliation applies to e-mail as well as other documents

The deletion or destruction of email messages relating to ongoing or anticipated litigation could result in sanctions or penalties. This should be clearly explained to all staff members.

Deletion of e-mails by recipients

Some people routinely delete e-mails received and save only the attached files. But e-mail messages frequently serve as cover letters that show the identities of recipients and include instructions and comments regarding attached files. An e-mail could even constitute evidence of the formation of a contract. Moreover, an e-mail deleted by one recipient may have been saved by its sender or another recipient. It is crucial to remember that the content of messages you send will be the property of others.

Automatic deletion of Inbox and Sent Message folders after a given amount of time

Organizations often have timeframes for deletion of messages in the Inbox and Sent Items folders. It is important to place messages in locations so that they will not be automatically deleted if they might be helpful in the future. It is worthwhile to know the details of the automatic deletion system of your firm/ company, if such a policy is in effect.

Storage space on server

Space on the Exchange or Notes server at many businesses is reaching capacity. Firms are justifiably setting standards whereby all personal e-mails must be deleted from the system due to space constraints so that there is enough room for business related e-mails.

E-Mail Storage

An e-mail retention policy should also address storage of the messages. Members of the organization should know the answers to the following questions:

	If a document management or case management system is used, how should messages be profiled? Is profiling required by the law firm/company?;
	If there is no document management or case management system in use, how should messages be stored for access by multiple users? Some possibilities include: saving the messages as .pst files in a folder set up by case and matter, saving as a .pdf file, utilizing shared folders and/or public folders. In this way, an attorney who works late at night from home or who travels can find pertinent case information remotely as well at his/her desk;
	Is there an archive system in place? Where are the messages archived? Are messages being archived automatically? If so, are deleted messages also being archived? If the answer is “Yes,” this has implications for discovery;
	Does your organization have network backups that include storage of email messages? If so, how long are the backups retained before being overwritten or destroyed? Attorney Resource/Dallas, Inc. www.attorneyresource.com;
	Have issues of attorney/client privilege been discussed with regard to e-mail messages?;

Conclusion

It is imperative that all organizations analyze the way e-mails are currently being retained and stored and decide whether or not they have a clear, consistent and enforced policy for business-related messages. Attorneys and administrators should be sure that all members of the organization “buy in” to the policy and realize the importance of proper e-mail retention so that the effectiveness is ensured.

If, at a moment’s notice, you are called upon to produce an important e-mail message regarding firm business, a case or company policy, will you be able to access the information quickly and easily? You want the answer to be Yes.

Elaine Lowenkron Training Director Attorney Resource/Dallas, Inc. www.attorneyresource.com As the first and oldest specialized staffing resource for legal professionals in the Southwest, Attorney Resource has established a tradition of trust among its law firm and corporate clients locally, regionally and nationally. In addition, Attorney Resource provides instructor-led training and end user software support to law firms and corporations. Attorney Resource has of.ces in Dallas, Ft. Worth, Austin, Houston and Tulsa.

Mark Your Calendars!

September 2005
Sunday	Monday	Tuesday	Wednesday	Thursday	Friday	Saturday

									1		2		3
	4		5		6		7		8		9		10
	11		12		13		14		15		16		17
	18		19		20		21		22		23		24
	25		26		27 SM HR		28		29                 30                 1 ALA Law FIRM Financial Management Conference & Exposition September 29 - October 1

October 2005
Sunday	Monday	Tuesday	Wednesday	Thursday	Friday	Saturday

													1
	2		3		4 SM Small Firm		5		6 Dallas Chapter Vendor Golf/Casino Outing		7		8
	9		10		11 SM Multi-Office		12		13 SM Facilities		14		15 Susan G. Komen Race for the Cure Walkathon
	16		17		18 SM Fin/Tech		19		20		21                22                 Region 4 Educational Conference Houston October 21 - 22
	23		24		25 SM HR		26		27		28		29

	SM - Section Meeting
	otherwise noted, all meetings are held at the Belo Mansion, 2101 Ross Avenue, 12:00 PM – 1:00 PM The ALA does not validate parking for Section Meetings.

	General Meeting
	Unless otherwise noted, all meetings are held at The City Club, 901 Main Street, 69th Floor, 11:45 AM – 1:00 PM Texas Club garage parking is validated by The City Club.

Members are encouraged to bring guests to General and Section Meetings. The guest attendance fee is $20, payable by cash or check.