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
Firms have over 20% of
staff with access to email
from mobile device
60%
72%
97%
89%
Firms support iPads
Firms support iPads and iPhones
Support any device
38%
Use Dropbox
28%
Use Documents To Go
Source: 2013 ILTA Technology Survey
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
Server Based Metadata
Legal Work Product delivered
to: clients, co-counsel, and
opposing counsel – cleaned of
unwanted metadata.
Metadata Cleaning Server
eMail Server
Why Server Based Metadata
Enforced Cleaning
Comprehensive Coverage
Lowered Risk of Disabled Add-in
More Server Advantages
More Stable Desktop
– Less burden on Outlook
Better User Experience
– Fast processing, no end-user waiting time
“
Our lawyers are very
pleased that metadata
cleaning doesn’t disrupt their
workflows.
Pat Morris – Torys LLP
Director, Project Implementation
Server-based metdata
cleaning alleviates
IT migraines.
Paul Phillips – Nixon Peabody
Enterprise Application Architect
“
– Options to skip metadata pop-up altogether
Document Damage
Office for iPad
!
Document Damage
Pages
Kingsoft
Office
QuickEdit
bigtincan
Office Suite
Pro
Quickoffice Documents
To Go
Microsoft
Office
Mobile
The recommended iPad app for document editing is QuickEdit.
If tracking changes is not important, Documents To Go (Premium) is also recommended.
Document Damage
Content Lost
Content tracked as moves LOST
Hidden text LOST
Merging between endnotes and footnotes
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
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
Word Automation Lost
Bookmarks lost (affects TOC navigation)
Compatibility lost
Attached template lost
Content Lost
Before
After
Formatting Lost or Changed
Before
After
Formatting Lost or Changed
Before
After
Content Lost
Before
After
Alternative Solutions
Application
Office Mobile
Pros
Free
Cons
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
Office on Demand
Supports co-authoring
Doesn’t display nor track changes
Accessible from web browser
Limited features
Similar user experience to Office 2013
Requires internet connection
Streams full-featured Office application to any
device with Win 7 or later and IE9 or later,
Doesn’t support add-ins
Requires internet connection
Familiar Office experience
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
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
1 Footer formatting has changed
Pleading line numbering are
2 California
misaligned
date or page number fields codes
3 TOC,
are turned to text/no longer updatable
separators have been converted to
4 Style
hard returns
placed Normal styled
5 Randomly
paragraphs
How to Recover: Best Case Scenario
Run Word Compare to
find added paragraphs
& check formatting
Restyle added
paragraph
How DocXtools Helps: Worst 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 Should You Prepare
Recommend QuickEdit or Documents
1 to Go Premium - Plan for deviation
2 Identify documents edited on iPad
3 Be prepared for ↑ document issues
Ensure metadata coverage that
4 supports mobile usage - Use 3BClean
Wilmer Hale
Boston, MA
iPad Case Study
Richard Taylor – Business Relationship Manager
richard.taylor@wilmerhale.com
Background
BUT: Not (yet) a laptop
replacement
BUT: Still
experimenting to
find productivity
improvements
Needs expanding
from view to edit
and draft on
mobile devices
Looking for
recommendations
IT
Increasingly more
sophisticated
High expectations
Can Improve
Productivity
Document
Management
Lawyers
Tablets
Huge innovation
Integral to lawyer
workflows
33
Lawyers Want…
Support
•Provided by Firm
Security
•Firm and client content
Document Stability
Review and editing
Seamless access
•From anywhere
•Online and offline
•Consistent and simple
user experience
•Fidelity
•Limited document
damage
•Viewing
•Creation, editing, and
formatting
•Track changes
/comments
•PDF Annotation
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
rkmeister@vorys.com
Initial iPad Support Plan
Data
Governance
Healthcare/
HIPPA
Containerized
Environment
(Good
Technology)
iPad Initiative
Printing
Document Access
PDF Annotation
Survey
Results:
Desired
iPad Apps
Time Entry
Note Taking
Document
Editing
Struggles
Containerized Apps
Native Apps
• App Integration
• App Updates
• iOS Updates
• Import/Export
• 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
Lawyers are seeking
is a reality
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 Manage the risks with processes
non-starter
and tools for:
• Eliminating bad effects of
editing
Be aware, be prepared
• Re-styling documents
and stay ahead of the
• Removing metadata from
change
email’s sent from mobile device
Q&A, Next Steps
White Paper
• Legal iPad Adoption and the Associated Risks
http://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