Risks Associated with Mobile Computing

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

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 from mobile device 89% Firms support iPads 97% Firms support iPads and iPhones 72% 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:

Metadata

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

Metadata Cleaning Server 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

Server-based metdata cleaning alleviates IT migraines. Our lawyers are very pleased that metadata cleaning doesn’t disrupt their workflows. “ “ Pat Morris – Torys LLP Director, Project Implementation Paul Phillips – Nixon Peabody Enterprise 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

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 QuickEditbigtincan Office Suite Pro Quickoffice Documents To Go Microsoft Office Mobile

Document Damage

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

BeforeAfter Content Lost

Formatting Lost or Changed Before After

BeforeAfter Formatting Lost or Changed

BeforeAfter Content Lost

Alternative Solutions Application ProsCons Office Mobile FreeCan’t edit document with tracked changes Doesn’t display legal outline numbering Can’t edit.doc files Limited features Office for iPadSimilar 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 DesktopFamiliar desktop experienceRequires 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 subscription needed No integration with alternate cloud storage

QuickEdit Also Has Problems Considerations Cannot view headers/footers Cannot view endnotes/footnotes 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

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

Wilmer Hale Boston, MA iPad Case Study Richard Taylor – Business Relationship Manager

Background Tablets Huge innovation Integral to lawyer workflows BUT: Not (yet) a laptop replacement Lawyers Increasingly more sophisticated High expectations Can Improve Productivity BUT: Still experimenting to find productivity improvements Document Management 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 Study Kyle Meister – Wireless Analyst

Initial iPad Support Plan Data Governance 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 Cloud Storage Access Control File Spread

Supported Apps Good Technology Worksite Mobility Office 2 HD 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 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 ’s sent from mobile device

Q&A, Next Steps Case Studies Nixon Peabody Replaces Desktop Metadata Cleaner with Server-Based 3BClean White Paper Legal iPad Adoption and the Associated Risks Contact Us Today DocXtools or 3BClean! Contact Us Today DocXtools or 3BClean!