The Cactus Quarterly Newsletter - 1st Quarter 2025

President's Report

We are in the year that marks the end of the first quarter of this century. Did you have to read that again to let it sink in? I was contemplating this as I looked at the tree in my front yard. It had one last shriveled and dry leaf barely hanging on. Instead of reflecting on the dormancy of my tree, these two combined thoughts caused me to anticipate the future buds and look forward to the year ahead with expectancy. What relationships do I need to foster and grow? Who do I need to call more often? Where do I want to focus more of my time and energy? What needs to be diminished so I can accomplish my goals?

My term as Chapter President ends this quarter. This also causes me to reflect on these same questions for the chapter. Volunteerism has been a huge part of my entire adult life. I started out seeing it as giving back to my community but in truth I gain far more than I give. As you anticipate the good things in store for you in the final year of the quarter century, I encourage you to give thought to volunteering on a committee. It’s not only a great way to give back but it also helps you develop new skills and fosters personal and professional growth. Please reach out to me or Jamie Pawlowski, the Chapter President-Elect, if you would like to explore chapter volunteer opportunities.

Make 2025 count!

Tina Vanderpool

Director of Finance at Gammage & Burnham, PLC

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Spring Training Game – Chicago Cubs vs. Atlanta Braves
March 25, 2025 at 1:00 p.m.
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Pacific Office Automation

POA “Problem Solved”

Pacific Office Automation is dedicated to the belief that a team of individuals who constantly challenge each other will develop the skills and manpower necessary to solve any problem, whether it’s for the customer, the company, or the community.

At Pacific Office Automation, our motto is: “Problem Solved.” That means providing custom office solutions that are fast, efficient and secure. The result: a connected and highly productive office that functions at top efficiency, whether it’s a one-person shop that wants document management advice or a Fortune 500 company concerned with network security.

We can guide you to find the right solutions for your office or organizational needs. Pacific Office Automation is available all day, every day for the Phoenix, Tempe, and Scottsdale, AZ areas. With top-of-line products from brands like Konica Minolta, Sharp, or Canon, we are here to help with your perfect office solution. Contact us today to improve your workflow with a free consultation.

Let POA handle the logistics of tracking your printer network.

At Pacific Office Automation, we offer custom managed printer services so our customers can focus on their core business. We monitor equipment, collect data, and streamline document management for both small businesses and large organizations with thousands of printers, copiers, scanners and fax machines across multiple locations. Our printer management services will ensure your staff has more time to focus on their tasks and responsibilities, while we focus on tracking and controlling your printing so your business can run efficiently.

Average printing costs can add up to 5%-10% of your total revenue. If unmanaged, these costs can easily spin out of control. At Pacific Office, we believe that an office assessment is the first step to reduce your overhead cost and improve workflow management. With our sophisticated equipment monitoring and analytical reporting, we analyze an organization’s printing activities and provide ongoing analyses, even as your business develops and grows.

With our real-time monitoring, Pacific Office can quickly prevent printing problems from slowing down your office workflow. We know equipment malfunction can cost you time and money, which is why we guarantee a technician will be on-site within 4 hours or less. On average, our office equipment technicians can bring machines back online within one hour! We carry all our original manufacturer parts and supplies in 175,000 square feet of warehouse space across six states, giving us a lightning-fast turnaround time.

IT management, better.

You can rest easy when you outsource the management of your information technology (IT) services to Pacific Office. We offer comprehensive IT services for offices of any size. From an ongoing help desk and onsite support, to cloud-based disaster backup, to servicing IT hardware, POA is your one-stop shop for your business’ IT needs.

We believe lost network time is lost money. That’s why we provide 24/7 IT monitoring to stop problems before they happen. With our team of over 125 IT and network technicians, we'll handle your IT systems while you handle your business. Our selection of IT hardware, such as servers, monitors, workstations, and more, from top brands like HP and Dell will ensure your entire business technology system is reliable.

We'll work with you to create a custom support package that fits your needs, encompassing everything from setting up workstations, to managing email and securely storing data, to improving communications with integrated phone service systems by POA. We'll provide reporting and data to help you streamline your systems, and we'll be there for those day-to-day problems: lost passwords, network troubleshooting, software updates, and more. No need to worry about upgrades and maintenance — Pacific Office Automation will take care of all that behind the scenes.

No one's more concerned than you are about your data's security, except for us. We offer secure data security management with 24/7 backup monitoring, ensuring you'll never experience a data breach or information loss. The highest standard spam and virus protection keeps your sensitive information from falling into the wrong hands.

Protect your most valuable assets with data security.

Pacific Office Automation’s top cybersecurity partner is Arctic Wolf. Together, POA and Arctic Wolf are helping to reduce risk, increase cyber resiliency and assist in managing Cyber Insurance Premium costs for law firms. Arctic Wolf has unique expertise helping to improve internal security operations for legal industry organizations and support 300+ firms worldwide.
 
Arctic Wolf is the leader in the Security Operations space, taking a unique approach via dedicated, named security experts assigned to each of our customers to support both operational and strategic initiatives. Arctic Wolf helps to secure our customers by offering:

Phone Services Solutions

Integrate your business communications onto one, reliable network with Pacific Office Automation’s large and small business phone services. While you focus on running your business, we will monitor your cloud-based phone system and provide industry-leading technical support to help ensure a reliable connection between your employees and customers.

If you prefer an on-premise network, we carry industry-leading communication products by Mitel to get your business connected. 

Mobile device integration with screen sharing and conference calling allows your staff to connect anytime, anywhere—making it easier than ever to collaborate and share ideas. Give your employees, customers, and business partners the reliable communications they deserve with unified communications services from Pacific Office Automation.

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Strategic Technology Solutions

How is Your Law Firm’s Cyber Hygiene? Essential Tips For 2025 

Cyber hygiene is super important. It’s like brushing your teeth but for your online life.  

Good cyber habits help keep you safe from hackers on the internet. Let’s check some easy ways to stay safe online in 2025. 

What is Cyber Hygiene?
Cyber hygiene means the care you give to your online stuff. This includes keeping your devices and information clean and safe. Washing your hands stops germs. Good cyber behavior stops digital germs like viruses and hackers. 

Why is it Important?
Criminals online always try new tricks to get your info or mess up your gadgets. Good cyber hygiene stops them. It keeps your stuff private and your devices working well. 

How Can You Improve Your Passwords?
Passwords are like keys to your online home. You want them to be strong. Here are some tips: 

Use Long Passwords
Longer passwords are harder to guess. Try using a sentence. For example, “I love eating pizza on Fridays!” is a good password. 

Mix it Up
Use different types of characters. Mix in numbers, symbols, and both big and small letters. “I<3EatingPizza0nFridays!” is even better. 

Don’t Reuse Passwords 
Use a unique password for each account. If someone steals one, the others stay safe. 

Why Should You Update Your Software?
Updating your software is like getting a flu shot. It protects you from new threats. Here’s why it’s important: 

Fix Security Holes
Updates usually fix problems in your software. These are holes that bad guys can use to get in. Updating closes these holes. 

Get New Features
Updates can also give you new cool stuff. Your apps may work better or do more things. 

Set Automatic Updates
Turn on automatic updates when you can. Then you don’t have to remember to do it. 

How Does Two-Factor Authentication Work?
Two-factor authentication is like putting two locks on your door. It makes it harder for threat actors to break in. Here’s how it works: 

What is 2FA?
2FA needs two things to prove it’s you. Usually, one thing is your password. The second thing might be a code sent to your phone or your fingerprint. 

Why Use 2FA?
If someone steals your password, they still can’t get in. They don’t have the second thing. It’s much safer. 

Where to Use 2FA
Use 2FA on all your important accounts. These include email, banking, and even social media. 

Are You Being Careful on Public Wi-Fi?
Public Wi-Fi can be very dangerous. It’s like yelling in a crowded place. Anyone could listen. Here’s how to stay safe: 

Using a VPN
A VPN is like a secret tunnel to the internet. It keeps your information private, even on public Wi-Fi. 

Avoid Sensitive Tasks
Don’t do banking or shopping on public Wi-Fi. Wait until you’re on a safe network. 

Turn Off Auto-Connect
Don’t let your device connect to any Wi-Fi network by itself. It might connect to a fake, bad network. 

How To Identify Phishing Scams?
Phishing is when a threat actor tries to trick you into giving away your information. It’s like a fake fisherman trying to catch you. Here’s how to avoid the hook: 

Check the Sender
Look closely at who sent the message. Scammers often use names that look real but aren’t. 

Don’t Click Suspicious Link
If a link looks weird, don’t click it. Move your mouse over it to see where it really goes. 

Be Wary of Urgent Messages
Scammers often say you need to act fast. Real companies rarely do this. 

Are You Backing Up Your Data?
Backing up is like making copies of your important papers. If something bad happens, you don’t lose everything. Here’s why it’s important: 

Against Ransomware
Ransomware can lock up your files. With backups, you can tell them to go away. 

Recover from Accidents
Sometimes we delete things by mistake. Backups let you get them back. 

Use the 3-2-1 Rule
Keep 3 copies of your data, on 2 different types of storage, with 1 copy off-site. 

How Often You Should Review Your Privacy Settings?
Your privacy settings are like curtains on your windows. They let you control what others see. Check them often: 

Schedule It
Check your privacy settings every few months. Write it down so you don’t forget. 

Check All Your Accounts
Don’t forget about old accounts. If you don’t use them, close them. 

Limit What You Share
Only share what you need to. The less you share, the safer you are. 

Are You Teaching Your Firm About Cyber Safety?
Cyber safety is for everyone in your firm. It’s like teaching kids to look both ways before crossing the street. Here’s how to spread the knowledge: 

Make it Fun
Use games or tell stories to teach about cyber safety. It’s easier to remember that way. 

Lead by Example
Show good cyber habits to your firm. They learn by watching you. 

Talk About Online Experiences
Have open talks about what happens online. That keeps everyone in your firm safe. 

Want to Level Up Your Cyber Hygiene? 
Good cyber hygiene protects you from online threat actors in 2025. Use strong passwords, update your software, and be careful on public Wi-Fi. Watch out for phishing scams. Always back up your data. Check your privacy settings and teach your firm about online safety.
 
Want to know more about staying safe online? We can help! Contact us for more tips on cyber hygiene. Let’s make your online life easier and safer together! 

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LexisNexis

Power Your Productivity with LexisNexis Protégé™

We are excited to share that Protégé™, the powerfully upgraded and personalized legal AI assistant within Lexis+ AI®, is now available—and we want you to be among the first to reap the benefits. Designed to revolutionize your legal practice, Protégé empowers you to work with unparalleled efficiency and security.

Simplify Complex Tasks
Legal research, drafting, and document summarization are time-intensive tasks legal professionals must accomplish to deliver client impact. Additionally, considerable time is spent searching through past work to locate effective language, past precedents, and preferences. Protégé simplifies these complex tasks and helps you complete high-quality work faster, allowing you to concentrate more on what truly requires your attention.

Work Confidently with Trusted Data
Protégé is informed by your firm’s past work and trusted data, and authoritative LexisNexis® content, delivering grounded and secure documents. Protégé can draft in your style, anticipate your intent, and engage in sophisticated dialogue. This level of personalization helps legal professionals customize their interactions to meet their unique needs and preferences.

Create Your Strongest Drafts, Faster
Generate customized and practice-ready motions, complaints, and complete documents. With access to your proprietary work, Protégé saves you the time of starting every draft from a black document. Securely store and access your documents anytime, anywhere with the Protégé Vault, ensuring peace of mind.

Often, we wonder what more we could achieve with an additional version of ourselves. Protégé makes that a reality. Move your practice forward with tools that can advance your economic value and growth. Accelerate your work with a faster version of yourself and see the difference it can make for your clients.

Scan the QR code to schedule a demo.

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Robert Half Talent Solutions

Legal Hiring and Compensation in 2025: Trends to Watch

By: SunMi Kim, Robert Half

With more open legal positions than qualified professionals to fill them, 91% of legal hiring managers report difficulty finding the right talent and expect challenges to persist into 2025, according to Robert Half research.

To remain competitive and drive innovation, managers need talented people with specialized, evolving legal skills. The most successful employers offer market-based compensation packages alongside flexible work arrangements and strategic use of contract professionals.

So, let's delve into some insights from the 2025 Salary Guide From Robert Half, which is based on extensive research that can help you attract top talent in the coming year. 

Navigating the Compensation Landscape

While 2025 is expected to see continued salary growth in legal specialties, increases may be more moderate than in recent years. Still, hiring managers recognize that competitive compensation is vital for retaining key staff and securing skilled professionals in a tight market. 

One effective strategy? Salary transparency. Over 40% of workers across industries now expect to see salary ranges in job postings and may not pursue positions lacking them. Firms that aren't upfront about compensation risk losing prime candidates.

Hiring managers are also researching the true value of specialized legal skills to the organization — not just years of experience — when setting salaries. Identifying and compensating for the most valued skills is key to securing talent that closely aligns with the organization's specific needs.

Legal departments can pursue the flexibility advantage

According to Robert Half’s analysis of more than 1 million job postings this year, 46% of managers in the legal field allow employees to work remotely part- or full-time as a way to retain employees. Despite this trend, there remains a significant gap between what employers offer and what employees want. In fact, as many as 63% of legal professionals consider remote work options among their most valued perks. This disparity presents a unique opportunity for forward-thinking legal departments. Law offices willing to adopt more flexible work policies could benefit from:

Hot sectors for legal hiring

In 2025, corporate legal teams will seek out compliance and data privacy professionals who can help them navigate evolving regulations, mitigate risks, protect sensitive data, and improve operational efficiency. Law firms will look for litigation support and trial attorneys alongside e-Discovery, trial preparation, and litigation support professionals, due to tight deadlines as courts push through case backlogs.

Across the legal industry, departments are forging ahead with AI in 2025. The vast volume of data and documents that law firms and legal departments must handle has driven increased adoption of AI in areas like compliance monitoring, legal research, and eDiscovery. Professionals — from paralegals and case clerks all the way up to the attorney level — are being evaluated for their understanding of generative AI and large language learning models.

Contract talent solutions close the gap

Employers looking to quickly or temporarily address talent gaps are bringing on specialized legal contract talent. This solution addresses the need for flexible team sizes, cuts down on overhead costs and streamlines hiring processes. Companies can hire professionals with the specific skills required for a project almost immediately. For example, if your firm experiences a surge in data privacy concerns, you can put in place an experienced worker in that field for as long as you need them. 

Law firm and legal department managers use legal contract talent most often in these areas:

• Legal administrative (44%)
• Law firm administration (43%)
• Legal specialists (41%)
• General administrative (38%)

Other ways to bridge legal skills gaps

Other steps employers report taking to address skills gaps include:

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Brown & Brown Insurance

On January 17, 2025, this headline (and introductory paragraph) came across several news feeds:

UnitedHealth CEO criticizes health system’s complexity, high costs

UnitedHealth Group Inc. CEO Andrew Witty addressed systemic flaws in the health care system during an earnings call, emphasizing the complexity and costliness caused by various state, federal, and private structures, NBC News reports. He criticized the profit-driven model, highlighting that high health care costs benefit certain system participants, while consumers face disproportionately high drug prices compared to other countries.

It seems like the insurance companies may finally be admitting and embracing the reality of their tainted reputation and are willing to acknowledge the frustration all of us as consumers have with their products.  I wish I could say I see things changing quickly… but the complexity and variety of factors that make up our health insurance system make this a huge challenge.  Here are, however, a couple things the primary insurance companies are doing to try to make PARTS of the “system” more friendly.

Blue Cross Blue Shield of Arizona has opened 8 of their own “Advanced Primary Care” facilities under the name of “Prosano Health Care Centers”.  These facilities are fully staffed by BCBS employees.   If an employer group selects one of BCBS’s Prosano plans, enrolled employees will have opportunity for same day or next day appointments for advanced primary care, pediatric and behavioral health, as well as many lab services, all with a $0 copay.  Of course there are some nuances to the program, but this could be a very compelling plan for many people.

United Healthcare is very excited about their SUREST program, which offers enrolled members a plan with no deductible or coinsurance.   All services are offered based on a reasonable schedule of copays.  This strategy strives to remove the mystery of how the cost of many services are billed according to various deductibles, co-insurance and out of pocket maximums.

For over 20 years, Cigna has been the leader of small and mid-market Level Funding Financing programs.  (About 5 years ago, all the other carriers started offering their own similar programs for groups under 100 employees).   Cigna has now enhanced one of their Level Funding packages to include multi-year increasing guarantees for their Health Improvement packages and Guaranteed Credit options.

Banner Aetna continues to sharpen the services of their Performance Network.  In Arizona, the Aetna product is structured on their partnership with the Banner Healthcare system, as well as unique programs at CVS pharmacies and stores.   (For those of you who don’t know, CVS owns Aetna.)  The Banner Aetna strategy is to simplify the cost and complicated relationship between insurance company, hospitals, doctors and pharmacies with a goal of bringing a more transparent and integrated service model.

MotivHealth is a new carrier in the Arizona market.   Their leadership comes from Health Equity (one of the top H.S.A. administrators in our business).   Motiv says they are relentlessly focused on making healthcare affordable, and their suite of innovative solutions helps members access high-quality care at lower prices.   There are even scenarios where members could receive cash back from MotivHealth when seeking care from specific providers.   We currently have one client with MotivHealth… Time will tell how they deliver, but our hopes are high.

EMI Health has been in the Arizona market for over 10 years.   They take a slightly different approach and have “industry pools” in which they aggregate risk.   Law firms would be eligible to review quotes from EMI’s Professional Pool.   EMI rents the Blue Cross Blue Shield network of providers.   We have had a number of clients insured with EMI and they have generally been happy with their pricing and service.

There are a few other carriers that might be worth your time to consider, but the options listed above should not be overlooked.    Please feel free to reach out to our Brown & Brown team.   The ideas listed above may be intriguing for you and your staff.

Happy 2025!

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ABA Retirement Funds

4 Ways Law Firms Can Support Employees’ Financial Wellness

1 Voya IM: 2023 Survey of the Retirement Landscape 
2 PwC 2023 Employee Financial Wellness Survey 
3 Voya internal data. Assumptions: An incremental aggregate cost of $51,000 for every individual whose retirement is delayed by three years. This cost is estimated assuming that a 65-year-old employee is not replaced by a mid-career employee for three additional years and assumes a flat 31% cost of benefits as per Bureau of Labor average.

This information is for educational purposes only; it is not intended to provide legal, tax, or investment advice. All investments are subject to risk. Please consult an independent tax, legal, or financial professional for specific advice about your individual situation. Each business must consider the appropriateness of the investments and plan services offered to its employees.

Registered representative of and securities offered through Voya Financial Partners, LLC (member SIPC). 

Voya Financial Partners is a member of the Voya family of companies (“Voya”). Voya, the ABA Retirement Funds, and the American Bar Association are separate, unaffiliated entities, and not responsible for one another’s products and services.

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IST Management Services

Transforming Legal Operations: IST's Digital Mail and White Glove Methodology

Managing office services in a remote or hybrid, multi-campus environment is a nightmare for legal administrators. Keeping everything confidential, organized, and running smoothly while juggling costs and endless demands can feel impossible. That’s where IST Management steps in. Our solutions, like Digital Mail, Print Services, and White-Glove Concierges and Hospitality, are built specifically for law firms to tackle these challenges head-on. We simplify operations, improve security, and make life easier for you and your team. IST's solutions fix the chaos so you can focus on what really matters.

The Future of Legal Operations

Law firms often face challenges with fragmented service providers, outdated technology, and escalating costs. IST Management addresses these pain points by offering integrated solutions tailored to meet the high standards of the legal profession. Our services extend across mail and package handling, print center management, white-glove concierge services, and hospitality solutions, all designed to elevate workplace efficiency and satisfaction.

One of the most impactful transformations we bring to firms is our Digital Mail Solutions. By digitizing incoming mail and securely delivering it electronically to recipients, firms can eliminate inefficiencies tied to traditional mailrooms. This shift has proven invaluable for hybrid and remote work environments, as attorneys and staff gain access to critical correspondence instantly—no matter where they are. Beyond convenience, this solution also reduces costs, improves security, and frees up valuable office space.

Comprehensive Services Designed for Law Firms

IST’s facilities management offerings provide seamless support for every aspect of your firm’s operations.

These services don’t operate in isolation—they’re designed to integrate seamlessly with one another, creating a unified system that’s easier to manage, more efficient, and highly cost-effective.

A Closer Look at Digital Mail Solutions

The legal industry is at a crossroads, where traditional mailroom operations often create inefficiencies, delays, and risks for confidentiality breaches. Digital Mail is the modern answer to these challenges, offering a streamlined, secure, and scalable solution.

With IST’s Digital Mail platform, incoming correspondence is scanned, encrypted, and delivered electronically to individual recipients. Attorneys and staff can access their mail on any device, whether they’re in the office, working remotely, or traveling. This approach eliminates bottlenecks, reduces reliance on physical space, and minimizes labor costs.

Security is another major advantage. By transitioning to Digital Mail, firms ensure that sensitive documents remain encrypted throughout the delivery process, reducing the risks associated with physical handling. Moreover, IST’s platform supports audit trails, ensuring compliance with strict confidentiality standards.

Why Choose IST Management?

At the heart of IST’s approach is a commitment to partnership and a servant’s heart. We understand that law firms demand more than basic services—they require solutions that are reliable, forward-thinking, and tailored to their specific needs. Our expertise in legal environments ensures that we don’t just meet expectations—we exceed them.

By consolidating your facilities management needs under one trusted partner, your firm gains more than operational efficiency. You gain time to focus on what matters most: delivering exceptional legal services to your clients.

The challenges of managing a law firm’s facilities in today’s fast-paced, hybrid work environment call for a partner who can deliver innovation, security, and excellence. IST Management’s comprehensive services, anchored by transformative Digital Mail Solutions, empower legal administrators to streamline operations, cut costs, and maintain the highest levels of confidentiality.
 
Take the next step in modernizing your firm’s operations. Learn more about IST’s Digital Mail Solutions and comprehensive offerings today.

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