Ethics: Protect Yourself While Negotiating Documents Electronically (On-Demand)

$134.00

Today’s negotiated instruments are often never reduced to paper until they’re ready to sign. The negotiation occurs electronically with lawyers emailing documents (Word or PDF files) to one another (and clients) to indicate changes and proposed modifications. This seminar covers the tools available in Microsoft Word and Adobe Acrobat for safely transmitting documents, comparing versions, tracking changes, and adding comments and other annotations. We’ll discuss “locking” a document down to prevent further changes, encryption, avoiding metadata and other collaboration tools.

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Event Details

Course Type

Original Date Of Course

Course Instructor

Barron K. Henley, Esq.

General Credits

1

Course Description

Today’s negotiated instruments are often never reduced to paper until they’re ready to sign. The negotiation occurs electronically with lawyers emailing documents (Word or PDF files) to one another (and clients) to indicate changes and proposed modifications. This seminar covers the tools available in Microsoft Word and Adobe Acrobat for safely transmitting documents, comparing versions, tracking changes, and adding comments and other annotations. We’ll discuss “locking” a document down to prevent further changes, encryption, avoiding metadata and other collaboration tools.

Principles

  • Issues to Address
  • Relevant Ethics Rules
  • Indicating Your Proposed Changes to a Document
  • Ascertaining Changes Between Two Versions of a Document
  • Avoiding Metadata
  • Consolidate Proposed Changes from Multiple Reviewers
  • Avoid Confusion When Working with Multiple Versions
  • Make It Easy for a Non-Techie to Provide Feedback on a Document
  • Protecting Confidentiality
  • Digital Signatures
  • Show Others the Document You’re Working On Via Web Conference
  • Share Electronic Documents Without Using Email
  • Preventing Future Editing When Document Is in Final Form

Syllabus

I. Issues to Address

  1. You have Received a Document to Review
  2. You Need Feedback or Proposed Changes from Others on a Document
      • Ensuring All Proposed Changes Are Caught
      • Avoid the Metadata Problem
      • Consolidate Proposed Changes from Many People Into a Single Document
      • Avoid Version Confusion
      • Making It Easy for the Non-Technical Person You’re Working With
      • Protecting Client Confidentiality
  3. You Need Real-Time Collaboration
  4. Document is Final and You Need to Prevent Future Editing

II. Relevant Ethics Rules

  1. Rule 1.1 – Competence
  2. Rule 1.1 – Comment 8 – Maintaining Competence
  3. Rule 1.6 – Confidentiality of Information
  4. Rule 1.6 – Comment 18 – Acting Competently to Preserve Confidentiality
  5. Rule 1.6 – Comment 19 – Acting Competently to Preserve Confidentiality
  6. Rule 5.1 – Responsibilities of a Partner or Supervisory Lawyer
  7. Rule 5.3 – Responsibilities Regarding Nonlawyer Assistance

III. Indicating Your Proposed Changes to a Document

  1. You Received a Microsoft Word Document
      • Tracking Changes as you Edit
      • Fix Default Settings with Track Changes
      • Fix Balloons Problem with Word 2007/2010
      • Fix Balloons with Word 2013/16/19/365
      • Emphasizing Text in a Document
      • Highlighting Text
      • Changing the Color of Text
      • Adding Comments
  2. You’ve Received a PDF Document
      • Adding a Sticky Note
      • Add Text Edits to a PDF
      • Other Annotations in Acrobat X & XI
      • Other Annotations in Acrobat DC
      • Deciding What You Want to See in Acrobat X, XI & DC
      • Typewriter Tool
  3. You’ve Received a Paper Document
      • Call Sender and Ask for Electronic Version
      • Convert Hard Copy Document to Electronic Document
          • The OCR Process
          • The Problem Most People Experience
          • Factors Affecting the Result
          • OCR Software Recommendations
          • Scanner Recommendations

IV. Ascertaining Changes Between Two Versions of a Document

  1. Major Drawbacks to Sending Paper Documents
  2. Send an MS Word File – Ask Them to Use Track Changes but Verify
  3. Send an MS Word File – Turn on Track Changes Before You Send and Lock It On
  4. Send an MS Word File – But Receive a Word Document Back with No Changes Indicated
  5. Send an MS Word File – But Receive A PDF File Back with No Changes Indicated
      • Litera Compare
      • DocsCorp CompareDocs
      • Draftable
  6. Send a PDF File
  7. Alternative Programs for Comparing Documents
      • Litera Compare
      • DocsCorp CompareDocs
      • Draftable
      • Diff Doc

V. Avoiding Metadata

  1. What Is Metadata?
  2. Types of Files Which Contain Metadata
  3. Word’s Built-In Metadata Removal Tool
  4. Alternative Programs for Removing Metadata
  5. Adobe Acrobat Metadata Removal Tool
    • Items You Can Remove
        • Metadata
        • File Attachments
        • Annotations And Comments
        • Form Field Logic or Actions
        • Hidden Text
        • Hidden Layers
        • Bookmarks
        • Embedded Search Index
        • Deleted Hidden Page and Image Content
  6. Select Items to Remove
  7. Save File

VI. Consolidate Proposed Changes from Multiple Reviewers

  1. Nature of the Problem
  2. Using Microsoft Word
  3. Using Adobe Acrobat DC

7. Avoid Confusion When Working with Multiple Versions

  1. Common Problems with Version Control
  2. Strategies for Avoiding Versioning Problems
      • Tag Every Negotiated File with A Version Number
        • Make Sure You Save Every Incoming Document as a New Version
      • Consider A Document Management System (“DMS”)

8. Make It Easy for a Non-Techie to Provide Feedback on a Document

  1. Using Word, Turn on Track Changes Before You Send the Document and Lock It On
  2. Using Acrobat, send a PDF Using Acrobat’s Review and Comment Feature
  3. Go Over the Document Together via Web Meeting

9. Protecting Confidentiality

  1. Use Encrypted Email
      • EchoWorx Encrypted Mail
      • Hushmail
      • Office 365 Message Encryption
      • Protected Trust
      • RMail
      • SenditCertified
      • ShareFile
      • Trustifi
      • ZixMail
  2. Use A Document Management System
  3. Use A Subscription-Based File Sharing Service
      • ShareFile by Citrix
      • Merrill DataSite Virtual Data Room
      • Firmex Virtual Data Room
      • SmartRoom Virtual Data Room
      • Ansarada Virtual Data Room
      • IntraLinks Virtual Data Room
      • Microsoft Office 365 or OneDrive for Business
      • G Suite by Google Cloud
      • Dropbox Business Standard or Advanced
      • SpiderOak Professional
      • Syncplicity
      • Box.com
      • TrueShare
      • FileGenius
      • OneHub
  4. Encrypt The Files Themselves
      • Encrypt Word Files
      • Encrypt PDF Files

X. Digital Signatures

  1. What They Are
  2. Digital Signatures Are Not Electronic Signatures
  3. How They Work
  4. How You Obtain a Digital Signature
      • RightSignature
      • DocuSign
      • Hellosign
      • Adobe Sign
      • OneSpan
      • Digital Signatures Should Be on Your Radar

XI. Show Others the Document You’re Working On Via Web Conference

  1. What Is a Web Conference?
  2. Common Uses for Web Conferencing
  3. Web Conferencing Primary Benefits
      • Share Documents and Collaborate
      • Far Less Expensive Than Meeting in Person
      • Very Fast
      • Less Disruptive
      • Demonstrate Any Application
  4. Web Conferencing Service Features
      • Automated Invitations and Scheduling
      • Multiple Presenters
      • Screen-Sharing
      • Drawing and Annotation Tools
      • Whiteboard
      • Text Chat
      • Telephone Conferencing
      • VoIP Communication
      • Videoconferencing
      • Recording
      • Subscription or Per Use Pricing
  5. Categories of Web Conferencing Service
      • Meeting Accounts You Can Share
      • Meeting Accounts Personal to an Individual
      • Accounts Designed to Render Technical Support
      • Accounts Designed for Remote Control
      • Accounts Designed for Webinars
      • Accounts Designed for Training
  6.  Competitors
      •  Zoom
      • Join.Me
      • GoToMeeting
      • WebEx Meetings
      • Microsoft Teams
      • Adobe Connect Meetings
      • BlueJeans
      • ClickMeeting
  7.  We Recommend Zoom

XII. Share Electronic Documents Without Using Email

  1. Microsoft Office 365 or OneDrive for Business
  2. Google Drive
  3. Dropbox Business
  4. SpiderOak Professional
  5. ShareFile by Citrix
  6. TrueShare
  7. FileGenius
  8. OneHub

13. Preventing Future Editing When Document Is in Final Form

  1. Problem with Sending Word Files
  2. Use PDFs Instead
  3. PDF Security
  4. Prevent Opening of the PDF
  5. Printing
  6. Changes
  7. Enable Copying of Text, Images, and Other Content
  8. Enable Text Access for Screen Reader Devices For The Visually Impaired

Instructor

Barron K. Henley, Esq.

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