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  1. 1. Certificate of Mastery in Law Practice Technology Tahmina Choudhury
  2. 2. Topics <ul><li>E-Discovery </li></ul><ul><li>Document Assembly Program </li></ul><ul><li>Citation Software </li></ul>
  3. 3. E-Discovery <ul><li>Today’s E-Discovery </li></ul><ul><li>No standards </li></ul><ul><li>99% outsourced services </li></ul><ul><li>Customer has little control over the process </li></ul><ul><li>High degree of risk in missing critical content </li></ul><ul><li>Difficult to do early case assessment </li></ul><ul><li>Manual review is the predominant approach: </li></ul><ul><ul><li>Labor-intensive and costly </li></ul></ul><ul><ul><li>Error prone and difficult to scale </li></ul></ul>
  4. 4. E-Discovery <ul><li>The New E-Discovery transforms a reactive, complex and </li></ul><ul><li>costly burden into a proactive business process that can </li></ul><ul><li>drive early strategic decisions for GCs, law firms and </li></ul><ul><li>government enforcement: </li></ul><ul><li>Gives investigative teams direct control over the process enabling greater predictability, consistency and quality </li></ul><ul><li>Dramatically reduces time, cost, complexity, risk </li></ul><ul><li>Greatly facilitates more favorable case outcomes </li></ul>
  5. 5. E-Discovery <ul><li>War rooms full of paper have been replaced by millions of </li></ul><ul><li>electronic files to be sorted, categorized, reviewed and integrated </li></ul><ul><li>into every phase of the discovery and trial preparation process. </li></ul><ul><li>But how do you choose a vendor and the right software to create </li></ul><ul><li>a user-friendly system for speedy, accurate document review? </li></ul><ul><li>Vendors Reviewed: </li></ul><ul><ul><li>Kroll OnTrack Inc. </li></ul></ul><ul><ul><li>Attenex </li></ul></ul><ul><ul><li>Concordance </li></ul></ul><ul><ul><li>MetaLINCS </li></ul></ul>
  6. 6. E-Discovery <ul><li>The 2005 Socha-Gelbmann Electronic Discovery Survey examined the </li></ul><ul><li>demand for and consumption of domestic, commercial electronic </li></ul><ul><li>discovery services and software. </li></ul><ul><li>Results: </li></ul><ul><li>The top five concerns people had about e-discovery software: </li></ul><ul><li>1. Quality of services. 2. Attorney, client, judiciary inexperience with electronic discovery. 3. Ability to manage costs. 4. Project management. 5. Data volumes. The sheer volume of data to be involved in discovery is growing at a staggering rate. </li></ul>
  7. 7. E-Discovery <ul><li>Results: </li></ul><ul><li>Top five market leaders in 2004 were, in </li></ul><ul><li>alphabetical order: </li></ul><ul><ul><li>Daticon </li></ul></ul><ul><ul><li>Electronic Evidence Discovery Inc. </li></ul></ul><ul><ul><li>Kroll Ontrack Inc. </li></ul></ul><ul><ul><li>Renew Data Corp. </li></ul></ul><ul><ul><li>Zantaz Inc. </li></ul></ul>
  8. 8. E-Discovery <ul><li>Results: </li></ul><ul><li>Consumers were asked to identify the software programs they used to </li></ul><ul><li>work with electronically stored information obtained through discovery. </li></ul><ul><li>The top nine programs in 2004, in order of popularity: </li></ul><ul><li>1. Concordance, from Dataflight Software Inc. 2. Summation, from Summation Legal Technologies Inc. 3. CaseMap, from Bowne DecisionQuest (CaseSoft). 4. Microsoft Access, from Microsoft Corp. 5. Attenex, from Attenex Corp. 6. Encase, from Guidance Software Inc. 7. iConect, from iConect Development. 8. Introspect, from Zantaz Inc. 9. LiveNote, from LiveNote Technologies. 10. Nineteen programs were in a dead heat. </li></ul><ul><li>Of all the products, Attenex and CaseMap received the most praise </li></ul><ul><li>from users. </li></ul>
  9. 9. E-Discovery <ul><li>Kroll OnTrack Inc </li></ul><ul><li>Highlights </li></ul><ul><li>30 million pages of documents can be loaded into the e-discovery software for review at a rate of three to five million per day. </li></ul><ul><li>Proprietary system, known as ‘Control Center,’ is used for the back end of the document production. </li></ul><ul><ul><li>Control Center helps remove duplicate documents and blank pages from spreadsheets and e-mail </li></ul></ul><ul><ul><li>Allows for keyword searches and restricted documents to a certain date range if needed </li></ul></ul><ul><li>Electronic DataViewer (e-Discovery software) puts the documents in the front end for review </li></ul><ul><ul><li>Allows attorneys to look at documents quickly, then tag those they want to produce and those they want to hold back for privilege or non-responsiveness </li></ul></ul><ul><li>- </li></ul>
  10. 10. E-Discovery <ul><li>Kroll OnTrack Inc </li></ul><ul><li>Electronic Discovery Certification Course </li></ul><ul><li>June 12-13 </li></ul><ul><li>September 14-15 </li></ul><ul><li>December 4-5 </li></ul><ul><li>www.krollontrack.com/2006courses </li></ul>
  11. 11. Citation Software <ul><li>Proposal for a citation software </li></ul><ul><li>To build a software (possibly a Windows Desktop Tool) that </li></ul><ul><li>will enable users to upload their paper and use the software to </li></ul><ul><li>meet the Bluebook and ALWD requirements as well as any </li></ul><ul><li>specific requirements by judges and/or law school professors. </li></ul><ul><li>Problems with current environment : </li></ul><ul><li>Users find it difficult to manually enter/correct/update citations </li></ul><ul><li>Users find it difficult to manually make sure the pages, fonts, length, words, etc are used properly according to guidelines </li></ul><ul><li>Currently, users have to manually check on citation use in Bluebook/ALWD </li></ul><ul><li>Users end up spending more time on fixing the paper to meet the requirements than on actually writing the paper </li></ul>
  12. 12. Citation Software <ul><li>Formatting </li></ul><ul><li>We want the users to provide the software with the </li></ul><ul><li>requirements being asked by their professor, judge or </li></ul><ul><li>senior partner. </li></ul><ul><li>Dialog box should prompt for input on font, width, number of lines per page, alignment, words per page, etc. The software should be able to take these and make the paper fit into these requirements. </li></ul><ul><li>Software should search for redundant words (defined values by user) </li></ul><ul><li>We should also have templates for the various briefs, appellate briefs, reply briefs, etc most commonly used in the industry. User will have a choice of using the templates </li></ul>
  13. 13. Citation Software <ul><li>Citations </li></ul><ul><li>We will need the user to be able to depend on </li></ul><ul><li>software to figure out citation format. </li></ul><ul><li>User should have choice of using Bluebook or ALWD format </li></ul><ul><li>Dialog box should prompt user to input citation information. </li></ul><ul><li>User will name all cases used in the paper </li></ul><ul><li>The software should search through Bluebook or ALWD (whichever user specified) and locate citation format and make appropriate citation based on case information provided by user. </li></ul><ul><li>The software should then create a Table of Authorities. The Table of Authorities will list all citations used in the paper and list which page(s) the citation/case is discussed in </li></ul>
  14. 14. Document Assembly <ul><li>Description </li></ul><ul><li>Document assembly is the creation of new, </li></ul><ul><li>complete documents from the combination </li></ul><ul><li>of new, and existing information. </li></ul><ul><li>Law firms create thousands of new </li></ul><ul><li>documents each year. The ability to save </li></ul><ul><li>time and effort by reusing instead of retyping </li></ul><ul><li>can add up to big savings for most firms. </li></ul>
  15. 15. Document Assembly <ul><li>There are two basic types of document assembly, </li></ul><ul><li>document automation and form automation </li></ul><ul><li>Document Automation </li></ul><ul><ul><li>An existing document which is present in a word processor file format such as Word or WordPerfect. </li></ul></ul><ul><ul><li>The variables are portions of text which are likely to change from client to client or document to document. </li></ul></ul><ul><ul><li>During template creation the variable fields are inserted directly into the editable text of the document. </li></ul></ul><ul><ul><li>When assembling the document, the new information is placed directly into the word processor file replacing the variable. </li></ul></ul>
  16. 16. Document Assembly <ul><li>Form Automation </li></ul><ul><ul><li>the base form is not in an editable format like Word or WordPerfect </li></ul></ul><ul><ul><li>It exists only as a picture or graphics file such as a fax or bitmap </li></ul></ul><ul><ul><li>only the new information can be added or changed, it will not be possible to change any of the original text of the form </li></ul></ul><ul><ul><li>program then places the new information on top of the picture instead of actually in the picture itself </li></ul></ul><ul><ul><li>Unlike an automated document, an automated form is actually two items placed on top of each other </li></ul></ul>
  17. 17. Document Assembly <ul><li>Comparison of popular document assembly softwares – </li></ul><ul><li>Rapidocs and HotDocs </li></ul><ul><li>General Description </li></ul><ul><li>HotDocs </li></ul><ul><li>Transforms word processor files into interactive templates by replacing changeable text with HotDocs variables. </li></ul><ul><li>When you want a customized document, the template will prompt you for the information needed to generate a unique document. </li></ul><ul><li>Rapidocs </li></ul><ul><li>You can use existing word-processor documents to create your templates, adding logic rules and validation to streamline the process and reducing errors inherent in any repetitive task. </li></ul>
  18. 18. Document Assembly <ul><li>Minimum hardware specifications (both for server and desktop) </li></ul><ul><li>Processor speed RAM recommended Disk space required for full </li></ul><ul><li>Install </li></ul><ul><li>HotDocs </li></ul><ul><li>DESKTOP -- IBM Compatible PC -- Pentium or higher processor with 32MB RAM -- VGA </li></ul><ul><li>or higher resolution monitor -- 8 MB disk space </li></ul><ul><li>Rapidocs </li></ul><ul><li>Rapidocs Classic (thin client) CPU (min) Pentium 200 MHz Operating System Windows </li></ul><ul><li>9x, NT, 2000, Me Operating System Windows, 9x, NT, 2000, Me Memory (min) / (rec) 16 </li></ul><ul><li>Mb / 32 Mb, Disk space 5 Mb, Display 256 colors, 800 x 600, Rapidocs Professional </li></ul><ul><li>Rapidocs ActiveX, CPU (min) Pentium 200 MHz Operating System Windows 9x, NT, </li></ul><ul><li>2000, Me, Operating System Windows 9x, NT, 2000, Me, Memory (min) / (rec) 16 </li></ul><ul><li>Mb / 32 Mb, Memory (min) / (rec) 32 Mb / 64 Mb (Rapidocs Professional- full authoring </li></ul><ul><li>system) Disk space 10 Mb (client) 50 Mb(server)- Rapidocs Professional- Full Authoring </li></ul><ul><li>System Display 256 colors, 800 x 600 </li></ul>
  19. 19. Document Assembly <ul><li>Can the product be accessed through a browser? </li></ul><ul><li>HotDocs </li></ul><ul><li>Standard desktop HotDocs can be accessed through </li></ul><ul><li>browser controls if the HotDocs Online Server is included in </li></ul><ul><li>the setup. </li></ul><ul><li>Rapidocs </li></ul><ul><li>MS Explorer 5.5+ and above. Netscape 4 + and </li></ul><ul><li>above. Accessible from AOL through the browser. </li></ul>
  20. 20. Document Assembly <ul><li>Can the software deal with fixed-format, graphical forms? </li></ul><ul><li>HotDocs </li></ul><ul><li>HotDocs Form Templates (graphics-based) are created in HotDocs </li></ul><ul><li>Pro, but are filled with HotDocs Filler, a program included in every </li></ul><ul><li>installation of standard HotDocs. </li></ul><ul><li>Rapidocs </li></ul><ul><li>Forms can be created in Rapidocs in two ways. Where a standard electronic </li></ul><ul><li>form already exists or where a specific page appearance must be enforced, </li></ul><ul><li>Rapidocs allows you to import an Adobe Acrobat form. Consequently, you can take </li></ul><ul><li>advantage of the many existing standard forms that are available in this format. The </li></ul><ul><li>second way is to create a form is to use Rapidocs word-processor page layout features </li></ul><ul><li>such as graphics and tables. Graphical Tool within Rapidocs supports to drawing and </li></ul><ul><li>creating of custom forms for assembly within the web browser and on the desktop </li></ul>
  21. 21. Document Assembly <ul><li>In what ways do you support default answers, so that users </li></ul><ul><li>can move more quickly through routine information? </li></ul><ul><li>HotDocs </li></ul><ul><li>Command line switches on templates may be used to pre-load an </li></ul><ul><li>answer file. Also, a special auto-assemble format exists that may </li></ul><ul><li>include an answer file. </li></ul><ul><li>Rapidocs </li></ul><ul><li>Default answers can be programmed into any question. </li></ul>
  22. 22. Document Assembly <ul><li>Do you support answer revision by clicking on hot spots in the </li></ul><ul><li>assembled document? </li></ul><ul><li>HotDocs </li></ul><ul><li>When the assembled document appears in the word processor, connection to the HotDocs answer file is lost. </li></ul><ul><li>Rapidocs </li></ul><ul><li>The user actually sees the document being dynamically generated during assembly, </li></ul><ul><li>so the text of the document may be altered at any time before, during or after the assembly process. If after the document is completely </li></ul><ul><li>assembled the user wishes to change a specific answer, he can hit the reassemble button. This will provide the user with a list of all of the </li></ul><ul><li>groups of questions. By simply clicking on the group, the user will be transferred immediately to the desired questions. All the while, the user </li></ul><ul><li>will be able to see and edit the document that appears on the left hand side. </li></ul>
  23. 23. Document Assembly <ul><li>Can answers be validated against prior answers? </li></ul><ul><li>HotDocs : Yes </li></ul><ul><li>Rapidocs: Yes </li></ul><ul><li>Can developers assign styles (e.g., margins, tabs, typeface, automated </li></ul><ul><li>paragraph bullets and numbers) to textual components that will activate </li></ul><ul><li>in the assembled document? </li></ul><ul><li>HotDocs: Yes </li></ul><ul><li>Rapidocs: Yes </li></ul>