skip to main content

TLOMA Today

January, 2025
Golden Ticket - Facility Plus - Office Moves - November 1/23 - October 31 /24 Leaderboard
January, 2025 | Article

Message from the President

HPA-TLOMA-2025Conference HalfPage
Carrano, Pat
Author Pat Carrano
Happy New Year!

I hope this message finds everyone well and you had a fantastic holiday break. January is a re-set month. It’s a time to say goodbye to 2024 (with successful year end closures for the finance folks like me) and a time for new year resolutions (some that we all hopefully see through!).

TLOMA never takes a break. We have two exciting SIG’s this month. The first is on January 22nd and covers “The Future of Work: HR Trends and Strategies for a Human-Centric Digital Era” and the second is a Facilities SIG on January 29th with topic details to be announced.

Please register if the topics are of interest. Also a reminder that 2025 membership fees are due. Please pay at your earliest convenience!

Pat brings 35 years of experience to Finance in the legal sector.   Originally hired in 1989 as a trust clerk/AP clerk with Blakes, Pat has seen (and survived) the Wang dummy terminal, GST/HST Implementations, Y2K, numerous new office launches (and closures), extensive computer software automation, In-house legal departments, the dreaded RFP process and most recently the Financial impact of Covid19.   He has been in the trenches and has worked in every finance department area, from AP, AR, Conflicts, Collections, Billings & Financial analysis.

Pat has spent the past 25 years in a Director/Management role, overseeing the finance department.  In May 2019, he joined Loopstra Nixon LLP as their Chief Financial Officer.  

Having been a member of TLOMA since the late 90’s, he became the 2019 Finance SIG Leader and has relinquished his post after serving 2 terms.   After spending 2023 as the Board’s Vice President, he looks forward to his upcoming role on the TLOMA board as President.   Together we can all work towards making TLOMA even stronger!

January, 2025 | Article

2024 - A Year in Review

Year-in-Review_1960x830
HPA-TLOMA-SocialMedia HalfPage
Fallavollita, Belinda - Grey
White, Paul (Chuck)
Wolfenden, Tom - Grey
Authors Belinda Fallavollita, Paul C. (Chuck) White and Tom Wolfenden
Technology SIG Leader - Belinda Fallavollita

Reflecting on my two years as the Technology SIG leader for TLOMA, I am proud of my accomplishments and grateful for the experience. Moderating the "Empowering Women in Technology" panel was a definite highlight and connecting with peers and industry leaders through TLOMA has been invaluable and has helped me build some professional relationships.

I would like to thank Karen Gerhardt and Ava Isaacson for all their support and welcome Brandon Chatwell as the incoming Technology SIG Leader.

Facilities SIG Leader - Chuck White
Thank you to everyone who attended the Facilities SIG sessions in person and online throughout the year. In 2024, we learned about ergonomic and accessibility risks; reviewed a Facilities/IT tool to manage our space; learned about the differences between project managers, prime consultants, and construction managers; and we also gained facility insights from a research project that spanned nine North American cities. 

Thank you to Ava Isaacson (Education Coordinator 2024), Karen Gerhardt and Gabor Balogh for all their support throughout the year.  

I am looking forward to working with Sulai Chan (Education Coordinator 2025) and the TLOMA team as we plan out the SIG meetings for 2025. 

Finance SIG Leader - Tom Wolfenden
It has been an exciting 2 years as the TLOMA Finance SIG leader. We’ve been able to put on great events looking at everything from legal bookkeeping fundamentals to optimizing your firms financial strategies; current trends in the industry, to reviewing different options for accounting and KYC software. I’ve found these events to be very informative, and they have helped me become a better professional in my position at Barriston Law. I hope that you all have had similar experiences. As always, please let us know if there are any topics you are interested in hearing about.

From organizing the events with the TLOMA business partners, to connecting with members at the different TLOMA events, my time as the TLOMA SIG Leader has been very rewarding. Thank you all for the opportunity over the past 2 years, I have thoroughly enjoyed it! 

Belinda has over 25 years experience working at Loopstra Nixon and over 15 years in the Information Technology management role.  Belinda has guided the evolution of the firm’s technology from a single local network to a robust cloud-based environment servicing multiple office locations. 

Belinda contributes to, and manages, the firm’s strategic plan for all our major IT projects, as well as all daily operational plans for the firm including regular network checks and data security. Belinda is directly involved in identifying opportunities and implementing improvements to the IT environment. As manager of her team, she provides direction for the IT team members, including looking for ways to coach and mentor the team to help provide a consistently high level of performance.

In her spare time, Belinda enjoys gardening and spending time with her family.

Chuck White has held the position of Senior Manager, Print Services at Osler, Hoskin & Harcourt LLP since 2010 and has been with the firm for 34 years.   Prior to his current position Chuck was the Manager, Distribution and Print Services at Osler from 2001 to 2010.

Chuck completed his Bachelor of Business Administration from Trent University. 

Chuck has been a member of the TLOMA Conference Committee between 2007 and 2009 and was the Conference Chair in 2008.  Chuck has been a TLOMA member for over 15 years and has participated in panels and various volunteering functions.   

Chuck enjoys running and travelling with his family.

As Finance manager, Tom is responsible for managing all of the firm’s accounting and finance functions.

Prior to joining Barriston, Tom articled as an external auditor at BDO before working as a controller with a growing manufacturing company in Barrie.

Tom received his Bachelor of Business Administration from Laurentian University in 2012 with a major in accounting. He became a Chartered Professional Accountant in September 2016. He also taught as a part time Accounting professor at Georgian College for a number of years.

In his spare time Tom turns to friendly competition, playing a range of sports, mainly hockey, golf and soccer. He is proud to call Barrie his home and enjoys spending his time outside and with family and friends.

January, 2025 | Article

Building Resilience: Disaster Recovery and Backup Strategies for Law Firms

Nolan2_1960x830
HPA-TLOMA-TechnologySIG HalfPage
Witkowski, Nolan
Author Nolan Witkowski

Disaster recovery is more than just a line item on your IT budget; it’s a fundamental piece of any law firm’s resilience strategy. In an industry where sensitive client information and time-dependent projects demand absolute reliability, preparing for disruptions can make the difference between business continuity and expensive downtime. Let’s break down the essentials of disaster recovery and backup strategies for Ontario law firms.

Why Disaster Recovery Matters for Law Firms

Imagine an unexpected server crash, data breach, or natural disaster that disrupts your access to client files, schedules, or billing systems. These interruptions aren’t just inconveniences - they can mean lost billable hours, breaches of client trust, and potentially even legal consequences. For law firms, preparedness isn't optional; it's a necessity.

Building an effective disaster recovery plan protects your firm’s most valuable assets: data, time, and reputation. Here’s a look at the core components of a well-rounded approach to recovery and how each can be tailored to meet the demands of your firm.

Assess Your Risks and Prioritize Data

Start by understanding where your vulnerabilities lie. Work with your IT team to identify critical systems and data, rank them by importance, and determine acceptable levels of downtime.

For most firms, data stored in case management, billing, and email systems ranks as the highest priority. Loss of these systems can have the most immediate and damaging impact. Consider where this information is stored, whether on physical servers, in the cloud, or on employee devices, as each location comes with its own risks and recovery needs.

Use a Multi-Layered Backup Solution

One backup isn’t enough. Redundancy is key to a strong disaster recovery plan. Ideally, your firm should have three copies of its data: the original, a backup stored on-site, and a secondary backup stored off-site or in the cloud. This is known as the 3-2-1 rule: three copies of your data, on two different media, with one off-site.

On-site backups offer quick access for routine needs and minimize downtime for minor issues. Off-site or cloud-based backups protect against larger incidents, like fires, floods, or cybersecurity breaches, that could impact your primary office.

Automate Backup Schedules and Regular Testing

Consistency in your backup schedule is critical. Automating this process ensures that your backups are always up to date without relying on manual intervention. Weekly or daily automated backups are standard, but for high-priority data, real-time backups might be worth considering.

Regular testing of your backups is just as important. Don’t assume that a system works simply because it’s in place. Schedule quarterly tests to restore data and verify that all files are intact and accessible. Testing builds confidence that, in the event of a disaster, your backups will function as expected.

Build a Clear, Step-by-Step Recovery Plan

Once your backups are secured, create a documented recovery plan. This plan should outline each step your team needs to follow to restore operations. For example:

  • Assign specific tasks to staff members, including the decision-makers and the IT team.
  • Define the maximum allowable downtime for each system.
  • Specify the amount of data loss your firm can handle - this information can guide your backup frequency.
  • Create clear instructions on accessing backups, restoring data, and getting systems back online.


Secure Data with Encryption and Access Controls

Law firms handle confidential data that, if lost or exposed, could lead to legal liabilities. Encrypted backups prevent unauthorized access, and access controls limit who can view or restore data.

Educate and Train Your Team

A disaster recovery plan is only as strong as the people executing it. Training sessions should cover the basics of the disaster recovery plan, each employee's role, and the importance of reporting issues immediately.

For example, if there’s a data breach, knowing how to respond quickly can reduce potential harm. Make sure everyone knows whom to contact and what steps to take if they suspect a security incident. Periodic training keeps this knowledge fresh and top of mind.

Partner with Reliable Vendors and Service Providers

In a technology-driven environment, no law firm operates entirely on its own. From cloud storage to cybersecurity services, choosing reliable vendors is key to an effective disaster recovery strategy. Vet your providers carefully, reviewing their disaster recovery protocols, uptime guarantees, and service track records.

Monitor and Update Your Plan Regularly

Technology evolves, and so do threats. Schedule regular reviews of your disaster recovery plan, at least annually. During this review, consider changes in your firm’s operations, emerging cyber threats, or updates in compliance requirements that may require an adjustment.

Final Thoughts

Creating a disaster recovery plan may require time and resources, but its value is unparalleled. When disaster strikes, you’ll have the tools and procedures ready to get back on track quickly, minimizing downtime and ensuring that you’re always prepared to serve your clients securely and without interruption. By investing in a thorough, flexible plan and educating your team, your firm can confidently face any unexpected challenge.

At Inderly, we provide Ontario law firms with IT services that can reduce the risk of disaster and its fallout. For more information about how our services can transform your practice, head to our website for short informational videos.

Nolan is an expert in IT for law firms. In 2024 he became CEO of IT support company Inderly, local to Hamilton and Toronto and serving law firms across Ontario.  

When not leading the Inderly team, Nolan can usually be found writing and shooting independent films, playing D&D, or enjoying Toronto’s best theatre productions and concerts. 

January, 2025 | Article

Important Changes to Job Posting Requirements for Employers: Effective January 1, 2026

Katherine-Mather_1960x830
HPA-TLOMA-JobBoard HalfPage
Mather, Katherine-TLOMAToday
Author Katherine Mather

As of January 1, 2026, several important changes to job posting requirements will come into effect in Ontario, impacting how employers create and manage job postings. These changes, outlined in the Working for Workers Act series, will affect employers with 25 or more employees. HR professionals and hiring managers should be prepared for these updates to ensure compliance and avoid penalties.

The upcoming changes are detailed under three key legislative updates:
1. O. Reg. 476/24: Rules and Exemptions Regarding Job Postings
2. Bill 190, Working for Workers Five Act, 2024
3. Bill 149, Working for Workers Four Act, 2024

O. Reg. 476/24: Rules and Exemptions Regarding Job Postings

Effective Date: January 1, 2026
Key Changes:

  • Applicability: Job posting requirements will apply only to employers with 25 or more employees at the time the job posting is published.
  • Definition of Publicly Advertised Job Posting: The term "publicly advertised job posting" is now clearly defined. It refers to external job postings that are advertised to the general public, excluding:
  •             - General recruitment campaigns that do not specify a position.
                - General "help wanted" signs that do not refer to a specific position.
                - Internal postings for positions restricted to current employees.
                - Positions requiring work outside Ontario, or work that is only incidentally in
                  Ontario.

  • Compensation Definition: "Compensation" is now officially defined as wages, clarifying the scope for disclosure in job postings.
  • Interview Definition: An "interview" will exclude preliminary screening, which means only in-depth interviews must be considered under this regulation.
  • Salary Range Limitations: Employers using salary ranges in job postings will need to adhere to a maximum range of $50,000. However, if the salary is $200,000 or more per year, the salary range does not need to be included.
  • Hiring Decision Notification: Employers must notify interviewees whether a hiring decision has been made within 45 days after the final interview. This notification can be provided in-person, in writing, or through digital communication. 


Bill 190: Working for Workers Five Act, 2024

Royal Assent: October 28, 2024
Effective Date: January 1, 2026
Key Changes:

  • Vacancy Disclosure: All publicly advertised job postings must include a statement indicating whether the posting is for a new or existing vacancy.
  • Interview Feedback: Employers will be required to provide certain information to applicants who are interviewed for publicly advertised positions. The full details of these requirements will be outlined in future regulations, but the intention is to offer more transparency regarding the hiring process.


Bill 149: Working for Workers Four Act, 2024

Royal Assent: March 21, 2024
Effective Date: January 1, 2026
Key Changes:

  • Canadian Experience Requirement Ban: Employers will no longer be able to include Canadian experience requirements in publicly advertised job postings or associated application forms, except under certain exceptions that will be clarified in future regulations. This change is designed to reduce barriers for newcomers to Canada and encourage a more inclusive hiring process.
  • Artificial Intelligence (AI) Disclosure: Employers must disclose if they are using artificial intelligence to screen, assess, or select candidates. This disclosure will need to be included in the job posting, although exceptions may apply.
  • Compensation Disclosure: Employers will be required to include expected compensation or a salary range for publicly advertised job postings. This aligns with the broader trend towards greater transparency in pay. However, similar to the rules under O. Reg. 476/24, certain exceptions may apply, especially in high-compensation positions.


Implications for Employers and HR Professionals

These changes reflect a significant shift towards greater transparency, fairness, and inclusivity in the hiring process. HR professionals should take the following steps to prepare:

  • Review Job Posting Practices: Ensure that all job postings are in compliance with the new rules regarding compensation, vacancy disclosure, and AI usage.
  • Update Hiring Policies: Revise internal policies to reflect the new regulations on interview feedback, salary ranges, and Canadian experience requirements.
  • Train Hiring Managers: Educate hiring managers on the new requirements, particularly around the use of AI and how to handle compensation disclosures.
  • Monitor Legislative Updates: Stay informed about additional regulations that will be released in the coming months, particularly around the exceptions to some of these rules.


Conclusion

These upcoming changes to job posting requirements are part of a broader effort to improve hiring practices, promote fairness, and increase transparency in the workplace. Employers and HR professionals should begin preparing now to ensure compliance with the new laws, which will take effect on January 1, 2026. By staying ahead of these changes, organizations can help foster a more equitable and efficient hiring process.

For more details on the specific legislative provisions, employers should consult the official government announcements and legal guidance.

Katherine Mather is the Director of Human Resources at Koskie Minsky LLP.

She is a results-driven HR professional with a strong business mindset, strategic focus, and keen attention to detail. Known for her proactive approach and ability to get things done, she is a collaborative leader with exceptional communication skills and can build strong working relationships across all levels of an organization. Her focus on delivery, inclusivity, and consistency in meeting commitments sets her apart. With experience in both mid-sized and global companies, she is a visionary change agent, consistently driving transformational initiatives that deliver lasting impact.

Katherine has been an active member of TLOMA since 2011 and has served on the Compensation Committee since 2015, currently holding the position of Chair.

Outside of work, Katherine enjoys wine tasting, golfing, scuba diving, and spending quality time with friends and family.

January, 2025 | Article

New for Ontario Lawyers in 2025: Client Contingency Plan

Keith-Hill_1_1960x830
HPA-TLOMA-FinanceSIG HalfPage
3N7A1329
Author Keith Hill, Jr.

As of January 1, 2025, lawyers in Ontario face a significant regulatory update: the new Client Contingency Planning Requirement. This article offers an overview of this new annual obligation and practical guidance for preparing the plan.

What is a Client Contingency Plan?

A Client Contingency Plan is a comprehensive written document detailing the necessary steps to safeguard, transition, or wind up a legal practice if a licensee is unexpectedly unable to provide services. The plan must include:

  • The appointment of an Administrator.
  • Details about client files, trust accounts, property, and passwords.
  • Procedures for notifying stakeholders, transferring files, and returning any necessary client property and trust funds.


Who must Comply?

The requirement applies to:

  • Lawyers in private practice, including sole practitioners, partners and associates.


Exemptions
include:

  • Lawyers employed by The Government of Canada or Legal Aid Ontario.
  • In-house legal departments.
  • Non-practicing licensees.


Key Dates:

  • January 1, 2025: The requirement became effective on this date.
  • December 31, 2025: The Contingency Plan is to be completed by this date.
  • March 31, 2026: The plan must be reported as part of the 2025 Annual Report Filing.


Going forward, licensees are required to review and file their Client Contingency Plan yearly.

Why is This Requirement Essential?

When a legal professional is unexpectedly unable to practice due to illness, disability, death, or other reasons, active matters may be jeopardized. Possible risks include:

  • Missed court appearances or filing deadlines for clients.
  • Inaccessible trust funds.

 

A contingency plan minimizes these risks, safeguards clients, and facilitates the orderly management, transition, or closure of the licensee’s practice.


How to Develop Your Client Contingency Plan

Step 1: Preparation

  • Familiarize yourself with the plan’s requirements. (See resources provided at the end of this article)
  • Create a list of qualified candidates for the role.


Step 2: Appointing an Administrator

  • Ideally, you will select a trusted licensed colleague, who is familiar with your practice or with expertise in the same area.
  • Obtain their written consent and clarify their responsibilities.
  • Decide on compensation, if applicable, and discuss terms.


Step 3: Developing Your Plan

  • To assist, the Law Society provides a Client Contingency Plan Template. Alternatively, you may create a customized plan, ensuring it meets all necessary criteria.
  • Ensure your Administrator has access to critical resources, including:
      • Passwords for systems and accounts.
      • Access to your trust accounts.


Step 4: Finalization

  • Safeguard your plan by storing it securely (e.g., in a locked safe for physical copies or an encrypted digital file).
  • Share a copy with your Administrator to ensure they have immediate access if ever needed.
  • Notify at least one other trusted person about the plan's location and how to access it in case of an emergency.

Conclusion

When a lawyer is unexpectedly unable to provide legal services, clients with active matters face significant risks to their legal interests. The primary purpose of a Client Contingency Plan is to safeguard the public interest. Additionally, the plan helps alleviate the burden on licensees and their families, who might otherwise need to navigate the complexities of managing or closing a practice during an already challenging time.

Although the plan isn’t due until March 31, 2026, as part of the 2025 Annual Report Filing, it requires careful development and collaboration. As this is the first time Ontario lawyers are required to implement such a plan, and given the effort already involved in preparing the annual report, adding this new obligation could quickly become overwhelming especially if left until the last minute. Starting early will help you avoid unnecessary stress, ensure a smoother process, and achieve the best possible outcome.

Resources

 

Licensees who are considering acting as an administrator can review the following:

Keith Hill, the founder of Bookkeeping Matters, brings over 15 years of specialized experience in legal bookkeeping for Ontario law firms. He is certified in both PCLaw and CosmoLex practice management software.

Keith has shared his expertise as a Legal Accounting instructor at George Brown College in Toronto and now offers his own online legal bookkeeping training course.

For more information about Keith and Bookkeeping Matters, visit www.bookkeepingmatters.ca.

January, 2025 | Movers and Shakers
Iron Mountain - Thank you HalfPage
Movers and Shakers

New Members

Alfonzo Dilabio

Office Services Supervisor

Miller Thomson LLP

Gabriel Fernandez

Manager, Facilities and Special Projects

WeirFoulds LLP

Gloria Gomes-Cabral

Controller

Sherrard Kuzz LLP

Tim Hughes

Director of IT and eDiscovery

Crawley MacKewn Brush LLP

Darren McCaugherty

Operations Manager

Cunningham Swan LLP

Rachael Woodward

Operations & Human Resources Coordinator

Daoust Vukovich LLP

Upcoming Events

Careers Icon
Forums Icon
Resources and Education Icon
Sessions & Events Icon

Supporting Firms

  • logo_goodmans
  • Dentons
  • logo_goodmans
  • member_weirfoulds
  • logo_ricketts_harris
  • logo_keyser
  • logo_dlapiper
  • logo_hsh
  • fogler-rubinoff
  • Nelligan 14aug17
  • AUM Law Logo 22nov18
  • Minken Employment Lawyers logo 14aug17
  • logo_hull_hull
  • Harris Law Logo
  • logo_kronis
  • logo_bennet_jones
  • logo_robins
  • Rayman Beitchman LLP 2mar18
  • O'Connor MacLeod Hanna LLP
  • Rueters LLP 5mar18
  • logo_bennet_jones
  • logo_Osler_hoskin
  • Deloitte Tax Law
  • Cumming & Partners
  • Henien Hutchison LLP
  • balesBeall
  • Crawford Chondon & Partners LLP 24feb20
  • Kormans Logo
  • Giffen Lawyers
  • Daoust_Vukovich
  • logo_sherrard
  • Loopstra Nixon logo 140w greyscale
  • logo_smith_valeriote
  • Walker Head Lawyers 27sept19 - greyscale.
  • O'Sullivan
  • logo_gardiner_roberts
  • Koskie Minsky
  • logo_cassels
  • logo_chaitons
  • logo_zuber
  • Simpson Wigle greyscale 26jul17
  • Cavalluzzo LLP_Logo
  • logo_sotos
  • logo_wildeboer
  • SparkLaw
  • member_blg
  • logo_oatley
  • logo_chappell_partners
  • dutton_brock
  • logo_barriston
  • aviva_lawyers
  • logo_torys
  • logo_pmlaw
  • Riches McKenzie 11oct17
  • logo_dale_and_lessmann
  • WARDs Legal - grayscale
  • Gillian Hnatiw 2
  • member_torkin_manes
  • MONTEITH RITSMA PHILLIPS PROFESSIONAL CORPORATION - greyscale
  • hummingbird
  • CLYDE + Co 2aug17
  • logo_madorin
  • Chappell Partners Logo
  • BlaneyMcMurtry
  • logo_bernardi_llp_5405 (greyscale)
  • Dueck-Sauer-Jutzi-Noll
  • Blouin Dunn
  • logo_norton
  • BakerMcKenzie
  • Fox Vanounou Porcelli 29aug19
  • logo_guberman
  • logo_giesbrecht
  • logo_sullivan_festeryga
  • GMA Full Name Logo
  • logo_wilson_vukelich
  • logo_ridout
  • logo_shibley
  • Grosman, Gale 2nov17
  • MacDonald & Partners logo
  • LeClair Logo
  • logo_macdonald_sager
  • Lenczner Slaght resized
  • Levitt LLP Logo
  • Marks + Clerk 18may18
  • Mills + Mills
  • logo_benson
  • logo_bereskin_parr
  • Waddell Phillips
  • LLF_LAWYERS
  • Reves Richarz LLP
  • RossMcBride
  • dickinsonwright
  • Davies Howe
  • Tupman + Bloom 3mar20
  • rogers partners
  • Green + Spiegel logo 31jul17
  • Matthews Dinsdale 1feb19
  • Reybroek140x60 resized
  • Laxton Glass
  • McTague Logo
  • Haber Lawyers 14feb19
  • logo_dw
  • member_tgf
  • MillerThomson
  • heuristica
  • logo_willms_shier
  • Stockwoods Logo
  • Piasetzki
  • member_hicks_morley
  • HRG.logo
  • member_minden_gross
  • logo_harris-sheaffer
  • logo_lerners
  • GWLG_GRAYSCALE
  • Goldblatt
  • logo_sokllp
  • logo_mcleish_orlando
  • Beard Winter Logo black white - New

TLOMA Logo

© 2014 TLOMA. All Rights Reserved. 
Privacy Policy