Transcript Document
ILTA Webinar May 3, 2013 Managing Metadata for Today’s Mobile Lawyer Norm Thomas Brice Duffy Chief Commercial Officer Litéra Manager of Information Systems Mackall, Crounse & Moore, PLC Our Agenda Today 1 2 The Mobile Lawyer Evolution 3 IT’s Metadata Challenge Metadata Cleaning Best Practices Once Upon a Time… Lawyers used PCs to get things done. IT’s role was to make sure things worked right. The boundaries between work and life were clear. What Changed? f Choice. PCs, devices, apps. Connected. All the time... Life and Work Became Inseparable The Mobile User Today Consumption vs. Production Easy to browse, search and read from anywhere Not conducive to authorship or creativity Constantly feeding on news and research Demands of Time Constantly searching for timesavers Expectations of delivery times have shrunk Never off-grid or out of touch, always connected Review & Collaboration Interactivity across Intranet, Extranet & Internet Mobile-based interaction with people and content Form factor sacrificed for speed and convenience Lawyers’ Expectations of the Firm’s IT Are Changing My PC Work from home PC My devices Smartphones Bring your own PC Slates & tablets My apps Legal networking Cloud apps “So I can work the way I want to work!” BYOD = “Bring Your Own Disaster” Business Risks Theft Security Firm Reputation and client retention Firm and government regulatory compliance Intellectual property (IP) protection IT Challenges Unknown content protections Unknown application vendors Unknown application compatibility Complexity to access corporate data Unique management requirements for each device What is IT’s Challenge? Consumer Experience Enterprise Requirements Enabling lawyers to work the way they want, anywhere and with any device Maintaining security, privacy, control, compliance Manage access to information across devices: • Email/calendar • Documents • Business applications Protect the firm from data loss: • Hidden information contained in document metadata • Firm reputation and client confidence at risk through content The Mobile Lawyer 2012 22% of lawyers plan to buy new devices in 2012 40% of all lawyers’ emails are accessed from mobile devices 89% store documents on their mobile device 35% review documents on their mobile device daily 86% forward or attach a document via mobile device The Mobile Lawyer 2013 79% say they use the same devices for professional and personal life. 88% forward e-mails with documents attached at least once per month 26% do so multiple times during a typical work day 78% have a metadata scrubbing solution in place 49% have a solution that covers e-mails sent from mobile devices. The Mobile Lawyer - Trends 25% said they forward emails with attachments from a mobile device multiple times a day up from 8.3% in the previous year. 24% review documents multiple times a day on a mobile device, a 10% increase from 2012. 41% of commercial emails were opened on mobile devices in the second half of 2012 – up from 27% a year earlier.1 1. Knotice, “Mobile Email Opens Report”, 2013. The Mobile Lawyer Tomorrow Tablet growth • • • • 33% of lawyers are using a tablet1 The tablet is expected to outsell the PC by 72% in the next three years2 Tablet shipments expected to hit 165.9 million units in 2013, up from 117.1 million in 20123 By 2016 shipments should reach 261.4 million units. Tablet advancements Improved memory/ largecapacity local storage CPU/Battery improvements Connectivity improvements Table docks • • • • 1. 2. 3. Law Technology Today, “Ten Highlights from the 2012 Legal Technology Survey Report”, 2012. John Cox, “Has Your Organization Bought its Last PC”, 2013. PC World, “Future Tech 2013: The PCs, Tablets and Cutting-Edge Hardware of Tomorrow”, 2013. Bar Association Requirements Jurisdiction / Source Metadata Opinion/Ruling American Bar Association SUGGESTED REMOVAL - Methods for eliminating metadata, including "scrubbing," are suggested to prevent sending opposing counsel a document that contains or might contain metadata [Formal Opinion 06-442], and to ensure compliance with Rule 1.6 regarding confidentiality of client information. Standing Committee on Ethics and Professional Responsibility 16 US State Bar Associations (WA, OR, AZ, CO, MN, WI, AL, FL, NC, WV, PA, DC, MD, PA, NY, VT, HN, ME) Canadian Bar Association Ethics and Professional Issues Committee REASONABLE CARE - 15 state bar associations ruled that attorneys must exercise "reasonable care" by taking steps to safeguard the confidentiality of client information in all communications sent by electronic means, including preventing inadvertent sharing of metadata with third parties. REASONABLE CARE - Lawyers have an ethical obligation, when transmitting documents electronically, to exercise reasonable care to ensure that clients’ confidential information is not disclosed in the metadata. [Rule IV, Commentary 4] Primary Sources of Content Risk Document Repurposing Comments and Tracked Changes Desktop Cleaning Tool Isn’t Enough E-mail attachments forwarded from mobile devices bypass desktop-based metadata remover Up to 10% of emails could contain sensitive metadata Metadata Cleaning Best Practices Server-Based Flexibility and Best Practices Great User Experience Clean attachments sent via any device Clean key Microsoft Office, PDF, image and ZIP files Basic and advanced metadata Profile, role and policy configurability Can specify “safe” domains and attachments On-demand capabilities - cleaning and batch processing of stored documents Mail servers send mail so Sent Items reflect what recipient received Alert when track changes are present in attachment Override, exclusion and granular control of cleaning Metadata Cleaning Best Practices Solutions required for metadata cleaning do not change for device. Must be able to, from desktop or mobile device: » Clean every type of document » Bypass default server cleaning » Receive alerts for cleaning options Metadata Profiles Word Excel • Versions • Tracked changes • Comments • Date and time • Hidden Text • Personal Information • Controls • Fields • Hyperlinks • Hidden columns/row s/sheets • VBA Code • Formulas • Scenarios • Charts • Comments PowerPoint • • • • Hidden slides Revisions Comments Custom Properties • Notes • Headers/Foot ers PDF • • • • • Form fields Author Creator Creation Date Modification Date Image • Embedded comments • EXIF data • IPTC data • XMP data Scalable Architecture Guiding Factors in “Right-Sizing” Cleaning Desktop environment Exchange environment & architecture Mail-flow (total messages and overall sizes of those messages over a sample period) summary An additional script to determine the origin of those messages: Outlook, Outlook Web Access, or Mobile Device Contact us Resources • • • 2013 Mobile Device Usage Survey Report Whitepaper: The Mobile World and Risks from Hidden Information Webinar: Metadact-e Product Briefing - Wednesday, May 22 Litéra Corporation US: +1 336 375 2991 UK: +44 (0)20 3004 8426 Email: [email protected] www.litera.com From Litéra & ILTA Thank You.