NJSBA Family Law Section

Good afternoon Family Law Section members,

On Wednesday, Nov. 4, NJICLE will present Webcast- A Lawyers Guide to Electronic Documents: How to Create and Manage PDFs, Reduce Paper and Secure Data and Communications from 9 a.m. to 3:30 p.m.

This informative one-day seminar will show you how to create and use electronic case files in your practice so that you can e-file and exchange documents with clients and other attorneys with ease. It will also show you how to use electronic files to streamline your practice, so you can get out from underneath that mound of paper that’s on your desk, and organize and access data and information with confidence and ease. Our day concludes with an ethics discussion about how to secure your electronic documents, office functions, and client communications, so you don’t run afoul of confidentiality RPCs.

FEATURING
Barron K. Henley, Esq.
Affinity Consulting Group, Ohio

Topics for discussion include:
9:00 Lawyer's Guide to PDF Files: You have probably noticed that PDF files are everywhere. They have become the file format of choice when trading documents with other lawyers and clients. Many courts now require that all pleadings be filed as PDFs; and most governmental forms are available exclusively in PDF format. Because of their prevalence, everyone in your office needs to understand the risks and benefits of PDF files. In this seminar, you'll learn appropriate uses of PDFs, and we'll cover extremely important topics such as:
     • Recommended PDF programs (you are not limited to Adobe Acrobat) and their relative pros and cons.
     • Create, format split and merge PDF documents
     • Use PDFs in E-Filing
     • How to route PDFs for comments, signatures and feedbacks
     • Metadata removal
     • Electronic document security and how to prevent changes or edits
     • Redaction - how to ensure your office is doing this correctly
10:30 Break
10:40 PDF’s continued
     • Bates Numbering
     • Splitting/combining PDFs
     • Creating fillable PDF forms for internal or external use
     • Bookmarks and hyperlinks (sometimes required for e-filing)
     • Reducing file-size for electronic case filing, review/comment and PDF collaboration
     • Adding signatures & stamps, routing PDFs for comments/feedback, and more
     • Adding watermarks
12:00 Luncheon
12:30 Buried in Paper? Sure-Fire Roadmap for a Paper-Reduced Law Office
Every law office has a scanner but most are still buried in paper. That is because the tools for scanning are only part of the solution. This seminar details the common denominators for paper reduction success based on the experience of hundreds of law offices that successfully reached the goal. To really address the problem, you need the following, all of which is explained in this seminar:
     • Hardware tools including desktop scanners, multiple monitors, and laptops or tablets
     • All scanned PDFs must be made searchable (rather than image-only)
     • Search software or a document management system
     • Consolidated, matter-centric folder structure and consistent file naming conventions
     • Electronic means of storing/sharing email and attachments outside of an email application like Outlook
     • Collaborative technology for securely sharing electronic documents
2:20 Break
2:30 Discussing Security Issues with Your Clients (Ethics):
Addressing security within your office is only half the battle. Unfortunately, your clients often don’t know how to protect their own data and security is definitely a team sport. Therefore, it’s important to educate your clients about proper security processes and make sure they are okay with the risks associated with electronic communication and storage (if you intend to use them). Nothing is without risk, but by exercising good practices, you and your client can fully enjoy all the benefits of technology and electronic collaboration. In this session, we’ll discuss:
     • Communication and confidentiality duties under Rules of Professional Conduct,
     • Security issues you should address in engagement agreements
     • Security measures both you and your clients should employ
     • Client portals
     • Email encryption
     • Virtual private networks and other best practices.
     • The New Jersey breach notification law (N.J. Stat. § 56:8-163 as amended by Senate Bill No. 52) and how it impacts lawyers.
3:30 Adjourn

CLE Credits:
NJ CLE information: This program has been approved by the Board on Continuing Legal Education of the Supreme Court of New Jersey for 6.7 hours of total CLE credit. Of these, 1.2 qualify as hours of credit for ethics/professionalism
NJ CLE: This program has been approved for 6.7 credits (50 minute hour), including 1.2 ethics/professionalism credits
PA CLE: 4.5 substantive and 1.0 ethics credits pending ($24 fee – separate check payable to NJICLE must be submitted at the end of the program)
NY CLE (nt): 5.5 professional practice and 1.0 ethics credits

The tuition for NJSBA members is $159. The general tuition is $179.

Click here to register for Webcast- A Lawyers Guide to Electronic Documents: How to Create and Manage PDFs, Reduce Paper and Secure Data and Communications.

For questions or to register by phone, please contact an association representative at 732-214-8500.

All the best,
Barb

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Barbara Straczynski
Director of New Media and Promotions
New Jersey State Bar Association
New Brunswick NJ
(732) 937-7524
[email protected]
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