SAMPLE for a fictional business. The people, files and figures are invented. Print this page or save it as a PDF.
Tech & AI Check-up · $295
Tech & AI Check-up: one-page plan
Prepared for Halloran & Voss, PLLC (fictional law office, 9 staff)
Sample · fictional business · example figuresWhat we found
Staff are drafting in personal AI accounts
Two attorneys and a paralegal use free personal chatbot accounts. Client names have been pasted in at least once, by their own account.
Shared intake mailbox has no second sign-in step
Anyone who learns the password can read new-client emails. Multi-factor sign-in is available in your plan and switched off.
Client files live in four places
A shared drive, desktop folders, email attachments and a USB stick. Nobody is sure which copy is current.
Two subscriptions nobody opens
An old e-signature plan and three unused software seats are still billed monthly.
Backups are assumed, not confirmed
Nobody could say when a restore was last tested. Your IT provider should confirm; we flag it so it is asked.
What to do and what it costs
| Step | Who | Cost |
|---|---|---|
| Write an AI use policy and move staff to business accounts configured so data is not used for training | MAE-AI + managing attorney | $750 (Use AI safely setup); licenses separate |
| Turn on multi-factor sign-in for every mailbox | MAE-AI, remote | Under 1 hour of booked help ($125/hr) |
| Pick one home for client files and move the rest | Office manager, with our checklist | Your time; scope quoted if you want us to move them |
| Cancel the unused subscriptions | Office manager | $0 |
| Short staff session on safe AI use | Included in the safe-AI setup | Included |
| Optional: team practice afternoon | MAE-AI | $495 (AI team workshop) |
Quick wins for this week
- Turn on multi-factor sign-in for the intake mailbox (about 20 minutes).
- Cancel the e-signature plan and the three unused seats after checking nobody needs them.
- Send staff one line: "Until the policy is ready, do not paste client names or matter details into any AI tool."
Implementation is quoted separately. This plan reviews and advises; it does not guarantee any outcome or replace your firm’s own review of its professional obligations.