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Risks Associated with
Mobile Computing
Introductions
Toby AdamsonVP Marketing and Product Management, MicrosystemsMatt MillerConsulting Operations Manager, MicrosystemsR. Kyle MeisterWireless Analyst , Vorys, Sater, Seymour and Pease LLPRich TaylorBusiness Relationship Manager at WilmerHale
Agenda
Issues Related to Conducting Business on iPad
Stories From Your Peers
Q&A
iPad Explosion
60%
Firms have over 20% of staff with access to email from mobile device 89
%
Firms support iPads
97%
Firms support iPads and iPhones72%Support any device
38%
Use Dropbox
Source: 2013 ILTA Technology Survey
28%
Use Documents To Go
Business Mobility Issues
Controlling The Uncontrollable
“Lawyers invent innovative habits for getting things done and Dropbox is just too easy.”
Manager of Training and Application Services
Mobility Risks
Source: 15 Most Popular File Sharing Websites: http://www.ebizmba.com/articles/file-sharing-websites
Metadata
What You See Isn’t What You Sent
What You Sent,…
…What You See Using Native Viewer
Metadata Cleaning Server
eMail Server
Legal Work Product delivered to: clients, co-counsel, and opposing counsel – cleaned of unwanted metadata.
Server Based Metadata
Why Server Based Metadata
Comprehensive Coverage
Enforced Cleaning
Lowered Risk of Disabled Add-in
REDUCED REPUTATIONAL,
FINANCIAL AND
MALPRACTICE RISK
Server-based metdata cleaning alleviates IT migraines.
Our lawyers are very pleased that metadata cleaning doesn’t disrupt their workflows.
“
“Pat Morris – Torys LLPDirector, Project Implementation
Paul Phillips – Nixon PeabodyEnterprise Application Architect
More Stable Desktop
– Less burden on Outlook
Better User Experience
– Fast processing, no end-user waiting time
– Options to skip metadata pop-up altogether
More Server Advantages
Document Damage
Time Sensitive Information
Office for iPad
!
Document Damage
The recommended iPad app for document editing is QuickEdit.
If tracking changes is not important, Documents To Go (Premium) is also recommended.
Pages Kingsoft Office
QuickEdit bigtincan Office Suite Pro
QuickofficeDocuments To Go
Microsoft Office Mobile
Original
Document DamageRevise
d
?
Content tracked as moves LOST
Hidden text LOST
Merging between endnotes and footnotes
Content Lost
Field codes turned to text (date, page #)
Content controls turned to text
Cross references turned to text
Turned To Text
Watermarks turned to graphic
Document variables changed to text
Style separators lost
Styles definition altered
Quick Style Gallery changed
Formatting Lost or Changed
TOC page number alignment changed
Smart Art formatting changed
Content restyled
Look and feel of complex table is compromised
Line numbers shifted or showing in-line
Attached template lost
Compatibility lost
Bookmarks lost (affects TOC navigation)
Word Automation Lost
Before After
Content Lost
Formatting Lost or Changed
Before
After
Before After
Formatting Lost or Changed
Before After
Content Lost
Alternative SolutionsApplication Pros Cons Office Mobile Free Can’t edit document with tracked changes
Doesn’t display legal outline numbering
Can’t edit .doc files
Limited features
Office for iPad Similar experience to Office Office 365 Subscription Needed
Can’t edit .doc files
No integration with 3rd party cloud storage
Office Online Supports co-authoring
Accessible from web browser
Similar user experience to Office 2013
Doesn’t display nor track changes
Limited features
Requires internet connection
Office on Demand Streams full-featured Office application to any device with Win 7 or later and IE9 or later,
Familiar Office experience
Doesn’t support add-ins
Requires internet connection
Remote Desktop Familiar desktop experience Requires internet connection
Challenging to use on a mobile device
Office for iPad Still Has Problems
Considerations
Potential for
number loss
File upgraded
and layout
changed
Office 365 subscripti
on needed
No integratio
n with alternate
cloud storage
QuickEdit Also Has Problems
Considerations
Cannot view headers/footers
Cannot view endnotes/footnot
es
Content styled as Normal
Top 5 Ways to Recognize iPad Editing
Footer formatting has changed
California Pleading line numbering are misaligned
TOC, date or page number fields codes are turned to text/no longer updatable
Style separators have been converted to hard returns
Randomly placed Normal styled paragraphs
1
2
3
4
5
Run Word Compare to find
added paragraphs & check
formatting
Restyle added paragraph
How to Recover: Best Case Scenario
Run Word Compare to
a prior version
Reject formatting changes /
Accept content changes
Run a document
health check
Rebuild and restyle if
necessary
How DocXtools Helps: Worst Case Scenario
How Should You Prepare
Recommend QuickEdit or Documents to Go Premium - Plan for deviation
Identify documents edited on iPad
Be prepared for ↑ document issues
Ensure metadata coverage that supports mobile usage - Use 3BClean
1
2
3
4
Wilmer HaleBoston, MA
iPad Case StudyRichard Taylor – Business Relationship Manager
BackgroundTa
ble
ts
Huge innovationIntegral to lawyer workflows
BUT: Not (yet) a laptop replacement
Law
yers
Increasingly more sophisticatedHigh expectationsCan Improve Productivity
BUT: Still experimenting to find productivity improvements
Docu
men
t M
an
ag
em
en
t
Needs expanding from view to edit and draft on mobile devices IT
Looking for recommendations
33
Lawyers Want…
Seamless access•From anywhere•Online and offline•Consistent and simple user experience
Review and editing•Viewing•Creation, editing, and formatting
•Track changes /comments
•PDF Annotation
Document Stability•Fidelity•Limited document damage
Security•Firm and client content
Support•Provided by Firm
34
IT Challenges
Promote lawyer
productivity
Ensure content is secure
Manage client/firm documents
properly
Access to content rapidly
changing
Ever changing apps
Up to date info and
recommendations
35
Vorys, Sater, Seymour, and Pease LLP
Columbus, Ohio
iPad Case StudyKyle Meister – Wireless Analyst
Initial iPad Support Plan
Data Governanc
e
Healthcare/ HIPPA
Containerized
Environment (Good
Technology)
iPad Initiative
Survey Results
: Desired iPad Apps
Document Access
PDF Annotation
Note Taking
Document Editing
Time Entry
Printing
Struggles
Containerized Apps• App
Integration• App
Updates• iOS Updates• Import/
Export
Native Apps• Personal
Email• Cloud
Storage• Access
Control• File Spread
Supported Apps
Good Technology • Worksite Mobility• Office2HD Pro• iAnnotate• Good Reader Native –
Approved• TextMap• Federal Courts
Native – Rogue• Good Notes• Evernote• Dictation
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?!!
Summary
iPad usage on the rise; mobility is a reality
Lawyers are seeking efficiencies and convenience
IT wants to provide access but still secure the assets
Microsoft Office for iPad: game changer or non-starter
Define policies and develop infrastructure • Recommend a
document editing app
Be aware, be prepared and stay ahead of the change
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
Q&A, Next Steps
Case Studies• Nixon Peabody Replaces Desktop Metadata Cleaner with Server-
Based 3BClean http://www.microsystems.com/resources/case-study/legal
White Paper• Legal iPad Adoption and the Associated Risks http://
www.microsystems.com/resources/white-paper/legal
630.598.1100
Contact Us TodayDocXtools or 3BClean!