The key to keeping your office running smoothly is redundancy. It can take many forms and cover lots of different aspects of your practice.

Redundancy can be defined as “the ability of a system to keep functioning normally in the event of a component failure by having backup components that perform duplicate functions.” While this definition focuses on the equipment side of technology, I would include the information, data and people in the planning as well.

Last July, my town was hit by a “microburst” — essentially an up-side down tornado that tore off the tops of trees and toppled many older ones in their path. My cable wires lay across the lawn and the phone wires were severed by a large branch. A few months earlier, I had changed two of my telephone lines from “plain old telephone service” (often called POTS) to “voice over internet protocol” or VOIP. VOIP uses your internet service to transfer your voice as data packets over your internet connection. Typically, the cost is less than traditional telephone service and, depending on the provider, offers features unavailable from POTS. Among my favorites from Vonage, my provider, are “simulring,” which lets me set incoming telephone calls to ring on multiple phone numbers at the same time, and the ability to receive e-mail notification of incoming phone calls. Since it allows e-mail notification to only one e-mail address, I established a new e-mail address, vonage@losinc.com, and set it to forward incoming e-mail to me and anyone else I designate. I also can check phone calls on the web and hear incoming voice messages on Vonage’s website.

Additionally, Vonage provides the option to automatically forward phone messages to a designated number if the internet is down. The various options to check a phone message provide a level of redundancy that ensures more than one person can check incoming phone messages and respond to client emergencies when I’m out of the office.

As a cautious adapter to VOIP, I hedged my bets and left my fax line and one other number as a traditional phone while I severed the copper cables for two phone lines so that in the event of a power failure that would still my computers and internet access, I would have phone service. Although the microburst tore through my telephone wires, the cable wires were still intact. I was fortunate the electric wires in the area are below ground and didn’t lose power, unlike many neighboring areas. With power and the cable on the ground, I had television, internet and VOIP phone service. Ironically, it was my backup phone service that didn’t work.

Phones

Cell phones are another form of redundancy and with the increased popularity of smart phones like Palm Treo and BlackBerry, they also can serve as an extra copy of critical contacts and calendar appointments. Similarly, many software programs, as well as internet-based technology, permit sharing or synchronizing critical data with a remote version of the program or by using transfer tools to copy data files to a remote site.

A laptop can be connected to your office network and, with many programs (although you may need an additional software license), copy changed data to your laptop version for when you’re out of the office. Besides that obvious benefit, you also have a backup of critical contacts and deadlines in case something catastrophic happens. If your key software doesn’t include the ability to synchronize data to a laptop, there are many inexpensive products to assist with that.

There are a number of different tools for general remote access, each with pluses and minuses. Recent Windows versions include tools that allow remote connections to your desktop through the internet when out of the office. While simple to set up and free (after paying for the Windows software, of course), you can only connect to an actual machine in your office and can’t transfer files from one PC to another. Terminal Services is a good remote solution for those without a desktop machine to connect to, but it also has some limitations. Commercial internet based solutions like Logmein.com and Gotomypc.com include some features like file transfer not available through Windows’ included services.

For offices with multiple branches, setting up SQL replication for case management means not only must they have a shared system between the branches, but also built-in redundancy as the data is stored on the server in each location and synchronized automatically at set times.

Variety is key

Keep in mind that catastrophes happen in many forms ranging from a key person in the firm being ill, to fires, blackouts, foul play, equipment failures, etc. So, when planning for disasters, aim for a variety of methods to work with the information and people you need. Ensure everyone in the firm knows and has easy access to emergency numbers for one another as well as critical services like the network vendor and insurance companies. Documenting emergency procedures and assigning understudies who can substitute for lead players can ensure needed actions are taken in an emergency.

Purchasing a server with mirrored drives (technology that automatically copies data from one drive to the other as it’s written, so there’s a substitute should the main drive need repair) used to be an expensive proposition. Today, it’s generally incorporated into the specifications of most servers. Most vendors also include a duplicate power supply so if the main supply fails, the server will continue to operate with little or no disruption. Uninterrupted power supplies, which condition the power coming into the computer as well as provide battery power to continue to run the computer and shut it down in event of a power failure, are a standard component for most servers and many workstations.

Scanning

Even some very small offices now have digital copiers that build in functions for printing, copying, faxing and scanning. Part of the inspiration for this column was the problems I’ve had with my all-in-one digital copier. While it’s much less convenient, I have an old laser printer, fax machine and scanner I can set up in a crunch. When firms add these high-speed copiers with scanning capabilities to their office, I’m frequently asked what incoming information should be scanned as well as whether it’s advisable to scan older files as they’re closed as a backup to placing them in storage. Many law office documents must be maintained at least seven years, and many lawyers, particularly those with ongoing client relationships, may need to maintain them even longer.

There are several considerations in deciding what to scan. The first is the amount of storage available on your network for the added files. Second, consider the staff time required to feed each document into a scanner and where to store them on the network. These considerations must be weighed against the number of times firms anticipate needing ready access to this information. I lean toward beginning to scan documents for active cases rather than returning to scan documents from closed files. Keep in mind, too, that scanned documents are generally stored as .pdf files and are not intended to be edited directly.

A luxury?

True redundancy — setting up a hot site with spare computers and software in a remote location — is a luxury most small- and even medium sized law firms can’t afford. Many of the best options are both expensive and time-consuming to execute, resulting in failed systems that don’t get tested until it’s too late. Most firms still rely on backup tapes as the main way to take a complete copy of their files offsite regularly. Some have added or in some cases switched to large USB hard drives taken offsite periodically. How often and where they’re located can become an issue in the event of a widespread emergency.

While many options remain too expensive, there’s increasing competition among vendors to offer internet based backup options to store files on remote servers. I’ve heard some network vendors working with small firms suggest this is the only backup they need. I’m not sure I agree. While internet based backup, (backup.com, ibackup.com, idrive.com and backupsolutions.com) have the benefit of being automatic once they’re set up, they’re still expensive and rely on having internet access.

To address this shortcoming, some vendors include, for a higher price, the ability to receive DVDs of your data or assistance should you need to restore saved data. We are the main saboteurs of our firm’s backup systems — we forget to change the tapes, we take the wrong tape home, etc. Online systems have the benefit of happening, for the most part, without our intervention. Using a combination of traditional backup systems with online is the best way to ensure redundancy and more options to choose from when the need to restore data arises.

Whatever systems you devise, make sure they’re realistic and can be easily followed. Be sure there’s more than one person responsible for maintaining and restoring data. (Yes, it’s not only machine based redundancy, but people based too.) Plan systems with the idea that each time you leave the office, you may not be able to return for an extended time. Think about information you must have, information you would like to have and how you can get that information from a variety of sources.

Carol L. Schlein is president of Law Office Systems in Montclair, a training and consulting firm specializing in law firm automation. Copies of her previous columns are on losinc.com, which also lists upcoming meetings and training classes. For information, e-mail info@losinc.com or check the website. Schlein formerly chaired the Computer and Technology Division of the ABA Law Practice Management Section and can be reached at carol@losinc.com.

Questions for Carol L. Schlein on law office technology may be e-mailed to New Jersey Lawyer at news@njlnews.com or faxed to (908) 226-0165.