The quarterly publication of the International Legal Technology Association
Issue link: http://read.uberflip.com/i/67910
Today's legal brilliance goes from the lawyer's mind directly to the keyboard. As if these scenarios aren't challenging enough, what happens when you need to start incorporating everything into new versions and running new interim comparisons? Lawyers tell us that dual monitors are again a lifesaver. It is a common practice to have two or more documents side by side, visually comparing and manually copying and/or typing into the main document. And somehow all of this needs to be in the document management system — findable and understandable. This has lawyers telling us that they are looking for solutions to the document review workflow challenge, even if it means using methods or technology that are not considered "best practice" by the firm's technology team. Is it a good use of a lawyer's time to be cutting and pasting from external revisions into the firm's documents? Are there better tools or resources for this task? With the time lost dealing with complex collaborative document editing, is it time for lawyers to experiment with co-authoring documents or at least taking documents out of email and onto a shared document workspace in the cloud? File Formats: At the moment, Word is still king when it comes to document production, but this may not be so in the near future. The file formats used by lawyers are continually expanding. • PDF: In the firms we have worked with, PDF is the most frequent file type after Word. Tasks include creating PDFs, converting to Word, editing, redacting, combining and applying Bates stamp numbering. Clients also send document edits and feedback in bubble comments. One attorney shared that 20 percent of the PDFs he receives include such comments. At one firm, lawyers suggested that PDF skills are a necessary advanced training topic for lawyers. • Excel: Excel follows closely and, generally, lawyers are using Excel more often than the staff supporting them. Tasks performed are well beyond the expected printing and minor editing; they include creating and modifying formulas, using analysis tools, filtering and sorting options, and pivot tables. A survey conducted at one firm indicated that 87 percent of respondents use Excel regularly, with 40 percent using Excel more than one hour a day. We often find that lawyers are learning how to use Excel from one another. Peer-learning between lawyers is happening more than most people realize. The trick is to find ways to get lawyers together in a forum that allows them to share technology tips. • PowerPoint: PowerPoint is much more than a business development application used by marketing teams. Lawyers are telling us they actively create, review and edit presentations on behalf of their clients as billable work. However, when it is time for a business development presentation, many of those same lawyers will turn to the experts in marketing or document service centers. This is another area where lawyers would benefit from additional support, whether it is from the helpdesk or the legal secretary. • Graphics and Multimedia: Lawyers are also increasingly working with file formats that are not in the Office suite. They receive drawing files, graphics and multimedia files on a regular basis. Technology teams need to be ready to support lawyers who need to view and edit these types of files. This is often another pain point for lawyers, and they will go around the technology team to seek their own solutions if they feel they are not getting the support they need. Remote Access: Lawyers working outside of the office are performing the same tasks they do in the office, which include creating or editing very large, complex documents. Remote access is not just for typing a long email message. There is a need to have the same document processing tools when working remotely as those available when in the office. For many that have used VPN and Citrix, VPN is often preferred because it is the same working environment, and they do not have to "find" the features they need. Many have questions about when to use VPN and when to use Citrix when traveling. Many accept that VPN generally means using firm-issued equipment, and that when using home computers, Citrix is the better solution. But increasingly they expect to have the same tools and personalization available when working through Citrix. The introduction of tablet computing 90 Peer to Peer