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Understanding the Risks of Mobile Computing for Law Firms: A Comprehensive Guide

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morag
43 diapositives · 577 Views · Jul 12, 2014

This article explores the significant risks associated with mobile computing in the legal industry, particularly focusing on the use of iPads and other mobile devices. It addresses common issues such as metadata leakage, document integrity, and the challenges faced by legal professionals in maintaining security. Insights from industry experts highlight the importance of implementing effective strategies for document editing and management. With over 20% of law firm staff accessing emails via mobile, understanding these risks is crucial for the future of legal practices.

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  1. Risks Associated with Mobile Computing

  2. Introductions Toby Adamson VP Marketing and Product Management, Microsystems Matt Miller Consulting Operations Manager, Microsystems R. Kyle Meister Wireless Analyst , Vorys, Sater, Seymour and Pease LLP Rich Taylor Business Relationship Manager at WilmerHale

  3. Agenda Issues Related to Conducting Business on iPad Stories From Your Peers Q&A

  4. iPad Explosion Firms have over 20% of staff with access to email from mobile device 60% 89% Firms support iPads 72% 97% Firms support iPads and iPhones Support any device 38% Use Dropbox 28% Use Documents To Go Source: 2013 ILTA Technology Survey

  5. Business Mobility Issues

  6. Controlling The Uncontrollable “Lawyers invent innovative habits for getting things done and Dropbox is just too easy.” Manager of Training and Application Services

  7. Mobility Risks Source: 15 Most Popular File Sharing Websites: http://www.ebizmba.com/articles/file-sharing-websites

  8. Metadata

  9. What You See Isn’t What You Sent What You Sent,… …What You See Using Native Viewer

  10. Server Based Metadata Legal Work Product delivered to: clients, co-counsel, and opposing counsel – cleaned of unwanted metadata. Metadata Cleaning Server eMail Server

  11. Why Server Based Metadata • Enforced Cleaning • Comprehensive Coverage • Lowered Risk of Disabled Add-in Reduced reputational, Financial and malpractice risk

  12. More Server Advantages More Stable Desktop • Less burden on Outlook Better User Experience • Fast processing, no end-user waiting time • Options to skip metadata pop-up altogether “ “ Our lawyers are very pleased that metadata cleaning doesn’t disrupt their workflows. Server-based metdata cleaning alleviates IT migraines. Paul Phillips – Nixon Peabody Enterprise Application Architect Pat Morris – Torys LLP Director, Project Implementation

  13. Document Damage Time Sensitive Information

  14. Office for iPad !

  15. Document Damage Original Quickoffice Kingsoft Office Office Suite Pro Documents To Go Microsoft Office Mobile Pages QuickEdit bigtincan The recommended iPad app for document editing is QuickEdit. If tracking changes is not important, Documents To Go (Premium) is also recommended.

  16. Document Damage Revised?

  17. Content Lost Content tracked as moves LOST Hidden text LOST Merging between endnotes and footnotes

  18. Turned To Text Field codes turned to text (date, page #) Content controls turned to text Cross references turned to text Watermarks turned to graphic Document variables changed to text

  19. Formatting Lost or Changed Content restyled Styles definition altered Smart Art formatting changed Style separators lost TOC page number alignment changed Line numbers shifted or showing in-line Look and feel of complex table is compromised Quick Style Gallery changed

  20. Word Automation Lost Bookmarks lost (affects TOC navigation) Compatibility lost Attached template lost

  21. Content Lost

  22. Formatting Lost or Changed

  23. Formatting Lost or Changed

  24. Content Lost

  25. Alternative Solutions

  26. Office for iPad Still Has Problems

  27. QuickEdit Also Has Problems

  28. Top 5 Ways to Recognize iPad Editing 1 2 3 4 5

  29. How to Recover: Best Case Scenario

  30. How DocXtools Helps: Worst Case Scenario

  31. How Should You Prepare 1 2 3 4

  32. Wilmer HaleBoston, MA iPad Case Study Richard Taylor – Business Relationship Manager richard.taylor@wilmerhale.com

  33. Background

  34. Lawyers Want…

  35. IT Challenges

  36. Vorys, Sater, Seymour, and Pease LLPColumbus, Ohio iPad Case Study Kyle Meister – Wireless Analyst rkmeister@vorys.com

  37. Initial iPad Support Plan

  38. iPad Initiative • Document Access • Printing • PDF Annotation • Survey Results: Desired iPad Apps • Time Entry • Note Taking • Document Editing

  39. Struggles

  40. Supported Apps

  41. Microsoft Office for iPad • Word, Excel, PowerPoint . . . OneNote • Requires Office 365 Account • Cloud Storage • One Drive • One Drive for Business • SharePoint • Document Management System Integration • Containerization?!!

  42. Summary iPad usage on the rise; mobility is a reality Lawyers are seeking efficiencies and convenience • Define policies and develop infrastructure • Recommend a document editing app IT wants to provide access but still secure the assets Microsoft Office for iPad: game changer or non-starter • Manage the risks with processes and tools for: • Eliminating bad effects of editing • Re-styling documents • Removing metadata from email’s sent from mobile device Be aware, be prepared and stay ahead of the change

  43. Q&A, Next Steps • White Paper • Legal iPad Adoption and the Associated Riskshttp://www.microsystems.com/resources/white-paper/legal • Case Studies • Nixon Peabody Replaces Desktop Metadata Cleaner with Server-Based 3BClean http://www.microsystems.com/resources/case-study/legal • Contact Us Today • DocXtools or 3BClean! info@microsystems.com 630.598.1100