Tips For Organizing Your Data
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- Bernadette Campbell
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1 Tips For Organizing Your Data NSBS Annual General Meeting June 20, 2008 Luncheon Presentation Deborah E. Gillis, Q.C. Risk and Practice Management Advisor Lawyers Insurance Association of Nova Scotia
2 New Rules highlight the importance of and the need for good records management systems in your office
3 In E-discovery, s associated with a particular keyword or relevant to specific topics are frequently sought s are easier to find if you use descriptive subject headings; ensure the heading properly identifies the subject matter; don't combine information on different client matters or files in the same
4 Implement written policies that deals with communication including Use of appropriate business language Form and Style What is contained in the How it is saved and stored Consider Linnen v. A.H. Robins Co WL (Massachusetts Supreme Court 1999)
5 Organize into sub-folders Clients Open Sub-folder for each client Clients Closed Administration (e.g. accountant) Informational (e.g. mailing lists) Personal
6 Avoid Inbox Overload Filter your to automatically forward messages to a sub-folder Once you have filters built, you can have your mail automatically filed in folders as you wish Don t forget to read the s that have been automatically filed in folders Check you spam and junk s daily to make sure something hasn t gone inadvertently to junk
7 Create a Separate Deleted Items Folder for Junk When going through your , if you identify items that are clearly junk, you may want to save them to a separate Deleted Items folder This saves time if you need to retrieve a deleted ; you will have fewer deleted s to search as you are not searching deleted junk
8 Scan Your Mail Consider scanning incoming mail, it can be more easily distributed, sorted, stored, and retrieved Create a central folder for all incoming mail in order of date Copies can be distributed to individual folders for each interested person, and additional copies are distributed to the relevant file folders on the network
9 Scan Your Mail Cont d The original paper document then can be stored in the hard file This results in hard copy files seldom being missing because they do not need to be retrieved as often
10 Desktop Search Engines Find anything on your computer using a desktop search engine These applications index your computer hard drive and help locate documents, , photos, Excel files, and much more Consider: Google Desktop Search, Copernic Desktop Search, or Yahoo Desktop Search; X-1 from
11 Finding Stolen Laptops Consider Lojack for Laptops by Absolute Software Corp. When activated, Lojack for Laptops contacts a monitoring center, and reports its location using any Internet connection. This gives law enforcement at least a chance at recovering the laptop Priced at approximately $50US per license, this software is available for PC and Mac Remote Deletion see attached Resources
12 Neat Tips Ctrl +N = New Message/ Task/ Calendar/ Note Ctrl + Enter = To send and message
13 Neat Tips Cont d To quickly create a Task out of an , drag the message to the Task button on the outlook bar
14 Neat Tips Cont d If you copy an article into Word, click Tools then Auto summarize; Word will highlight the main point of the article
15 Closing Reminder Remember that your file includes both paper and electronic records. Keep both when closing your file Remember software changes. Keep a copy of whatever technology is required to access your digital files
16 Resources The Lawyers Guide to Adobe Acrobat Third Edition by David L. Masters (American Bar Association 2008) Records Management in the Legal Environment A Handbook of Practice and Procedure by Jean Barr, CRM; Beth Chiaiese, CRM; and Lee R. Nemchek, CRM (ARMA 2003) The Lawyers Guide to Records Management and Retention by George C. Cunningham, John C. Montana (American Bar Association 2006)
17 Data Protection Remote Deletion Compu Trace data protection: Xtool Remote Delete: The Cyber Angel: Securetreive: Ever dream:
18 Credits Shortcuts Managing your Is there a Better Way? ABA Tech Show 2008 Dan Pinnington Law Pro & Britt Lorish Knuttgen Automated Horizons, Inc. Lojack for Laptops 60 Technology Tips in 60 Minutes Pacific Legal Technology Conference Vancouver 2006 Catherine Sanders Reach American Bar Association
19 Credits Scan your Mail & Desktop Search Engines & Create a Separate Deleted Items Folder for Junk 60 Practice Management Tips in 60 Minutes Atlantic Provinces Trial Lawyers Association Deborah E. Gillis, Q.C. Risk & Practice Management Advisor LIANS & Reid Trautz - American Immigration Lawyers Association
20 Credits Linnen v. A.H. Robins Co. Digging for Data 39 Trial 56 (January 2003) Kristin M. Nimsger
21 Questions and Answers
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