Risks Associated with Mobile Computing

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 iPadStories From Your PeersQ&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 DamageTime 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 DamageRevised

?

Content tracked as moves LOST

Hidden text LOSTMerging 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 graphicDocument 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 numberingCan’t edit .doc filesLimited features

Office for iPad Similar experience to Office Office 365 Subscription NeededCan’t edit .doc filesNo integration with 3rd party cloud storage

Office Online Supports co-authoringAccessible from web browserSimilar user experience to Office 2013

Doesn’t display nor track changesLimited featuresRequires 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-insRequires internet connection

Remote Desktop Familiar desktop experience Requires internet connectionChallenging to use on a mobile device

Office for iPad Still Has Problems

ConsiderationsPotential

for number

loss

File upgraded

and layout

changed

Office 365

subscription

needed

No integratio

n with alternate

cloud storage

QuickEdit Also Has Problems

Considerations

Cannot view headers/footers

Cannot view endnotes/footno

tesContent styled

as Normal

Top 5 Ways to Recognize iPad Editing

Footer formatting has changed

California Pleading line numbering are misalignedTOC, date or page number fields codes are turned to text/no longer updatableStyle separators have been converted to hard returnsRandomly placed Normal styled paragraphs

1

2

34

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 iPadBe prepared for ↑ document issuesEnsure metadata coverage that supports mobile usage - Use 3BClean

1

234

Wilmer HaleBoston, MA

iPad Case StudyRichard Taylor – Business Relationship Manager

richard.taylor@wilmerhale.com

BackgroundTa

blet

s

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

Doc

umen

t M

anag

emen

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

productivityEnsure content

is secure

Manage client/firm documents

properly

Access to content rapidly

changingEver changing

apps

Up to date info and

recommendations

35

Vorys, Sater, Seymour, and Pease LLP

Columbus, Ohio

iPad Case StudyKyle Meister – Wireless Analyst

rkmeister@vorys.com

Initial iPad Support Plan

Data Governanc

eHealthcare

/ 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?!!

SummaryiPad usage on the rise; mobility is a reality

Lawyers are seeking efficiencies and convenienceIT 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

info@microsystems.com

630.598.1100

Contact Us TodayDocXtools or 3BClean!