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Posts published in “Email”

Cybersecurity Alert: All 3 Billion Yahoo! Accounts Breached

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If you have email affiliated with a Yahoo! Account, be sure to check it if you haven’t already.

Yahoo started sending out notifications on Tuesday that a September 2016 breach was greater than originally thought.
Today, Yahoo account holders should follow these steps from PC World and CNet. Users should also evaluate their options and consider migrating to a different email platform. CNet shows users how to import  data from Yahoo to a Gmail account or users can follow these tips from UpTime JurisPage to set up a custom email address.
Do you have questions about this cybersecurity alert? Contact pmap@scbar.org for assistance.

How to Manage your Overworked Inbox

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Is that overloaded inbox unworkable? Do you wish there was a magical email fairy that would clean it up for you? There are online services that can reduce your stress and get you to inbox zero.

Unroll.me is a service that helps you find all the “subscription-based” emails. It helps you roll them into one email and unsubscribe from the ones you do not want.

Sanebox and Alto are two other services that clean up your inbox by filtering what’s important to you and what isn’t.

What other ways can you use to get to inbox zero?  Here are a few tips to help you better manage your inbox:

  • Set aside a time every day to check and review email.  Email experts suggest a specific time in the morning, a specific time before or after lunch (optional), and then a specific time in the late afternoon. Setting aside a specific time allows you to calendar other important tasks and projects. It also enables your mind to think of email management like an appointment on your calendar rather than an entire day project. Professionals who utilize this logic also suggest newbies (new email managers) set an auto reply (until your internal/external contacts get used to your email management/project schedule) that basically says, "Our office is experiencing a higher volume of workload, therefore, I will be checking my e-mail at 8:00 a.m. and at 3:00 p.m. If you require immediate assistance, please call 555-555-5555."

  • Establish the 4 D's Action Model when checking email:
    • Delete (unwanted, unnecessary, and spam emails)
    • Delegate (emails that can be given to an assistant or other staff members in your office)
    • Do (respond to emails that can be taken care of immediately)
    • Delay (emails that you have to complete research prior to responding to or are waiting for a response from other parties)
    • Repeat the cycle often.
  • Use email tools like categories, labels, folders, etc. to help you organize, filter, and find emails.
    • Set up a simple filing system (if you're able to stay on top of checking your folders). An example folder system might be the 4 D's (Delete, Delegate, Do, Delay) or Handle Now, Handle Later, Pending Emails, etc. Be sure to also set up your archives folder if you don't have one (most email management systems do or you just have to turn the feature on if not already established). Law firms might also find it helpful to set up folders by client's last name, the first name for the organization (or check your practice management system to see what way they suggest or what way works for you best).
    • Set up categories or labels by the type of matter. For example, personal injury, domestic, workers compensation, real estate/transactional, social security, etc.
  • Use rules (if available with your email management software/program) to establish a system for delegation (either by the sender's email address, subject matter, or recipient's email address). Depending on the email management system, rules may or may not be able to delegate and send emails for you (research shows this depends on whether the email management software has a timer system established with the rules feature).
  • Use integrated features like Calendar, Tasks, Contacts, etc. to help you organize your other tools you use to set appointments (from email), tasks (from email), save new contacts, etc.
  • If you still want/plan to receive several subscription based emails but don't want them coming to your inbox, you can use a service like Feedly to manage what blogs/subscription services you want to subscribe to under one tool organized by categories/feeds. You can also use social media tools like Twitter to follow what accounts to subscriptions you are interested in (if they are on Twitter) and read what you want to at your own pace.
  • Encourage staff in your firm to send less email OR to condense email into one or two daily emails (if possible).  This may not be that effective when it comes to specific client matters but this may help reduce general office messages, etc. Consider making morning rounds at 8:30 or whatever time works for you/your firm to meet with team members briefly (you can answer questions for them and reduce your workload).

Do you have questions about a tip above or email management, in general? Email pmap@scbar.org or call (803)799-6653, x. 183 or 118 for assistance.

SCAM ALERT: Stay vigilant about email and firm security

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One new twist on the scam pattern:

Residential closing firms have been recently victimized by a hacker getting into email communications with lenders, particularly out-of-state lenders, and changing wire transfer instructions from the firm account to a similarly named account at an out-of-state bank.

Lawyers in all practice areas are encouraged to inform their staff of potential scams and the dangers of opening suspicious email attachments, and to be wary of any changes in instruction from anyone outside your firm!

If you have questions, please contact the Bar's Practice Management Assistance Program at pmap@scbar.org.

Tips on How to Spot Phishing E-mails

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Here are a few tips on how to spot e-mails that are "phishing" for information:PHISHING EMAIL

  1. Who is the e-mail from? Who does it claim to be from? Any e-mail from the SC Bar will always end with @scbar.org in its domain From
  2. Who is it to? Does it have your e-mail address in the to block or something else?To
  3. Would the sender ever send an e-mail like this ? If you are not sure, pick up the phone and call. It never hurts to find out. interior
  4. Does the e-mail contain a strange link? If so, do not click on it. Call the sender and confirm that they sent the attachment. Strange website links or attachments could contain hidden malware (even ransomware) to steal data from you.link
  5. The SC Bar maintains multiple social media accounts with photos from events, recent news and resources for attorneys and the public. Bar members are invited to connect with the SC Bar on Facebook and Twitter; the YLD on FacebookTwitter and Instagram; the Mock Trial Program on Facebook and Twitter; and PMAP on Twitter. Keep up with updates from the Bar via social media or E-Blast.

Check out this link to learn more about phishing attacks and what to do about it. Also, check out this link to learn more about how phishing e-mails like this target Bar members and what to look for. E-mail pmap@scbar.org if you have specific questions about practice management or using technology in your law office.

How to Stay Safe Online During the Holiday Season

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The holiday shopping season is here, and many busy lawyers and IT-centric folk will do the majority of their shopping online. Here are some important online shopping tips from Stay Safe Online to keep in mind throughout the month. Additionally, be sure to be vigilant with email threats as this is the perfect time of year where hackers attempt every online scam possible. Review these tips to help you recognize holiday phishing scams and malware campaigns from the United States Computer Emergency Readiness Team, and be sure to follow these tips should you believe you are a victim to these crimes. Safe online shopping to all from your Bar's Practice Management Assistance Program. Email pmap@scbar.org for assistance.

 

Other Resources

Watch Out for these 3 Online Shopping Scams by Techlicious

Scams and Safety on the Internet by the FBI

10 Tips to Prevent Phishing Attacks by Panda Security

11 Tips on Identifying Spam, Phishing, and Spoofing Emails by Online Convert