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What do ABA Model Rule Changes and the Flaherty/Suffolk Audit Mean for Attorney Training?
Panel Discussion
#USSPG4
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ANDREW PERLMAN Director, Institute on
Law Practice Technology and
Innovation
SUFFOLK UNIVERSITY LAW SCHOOL
MARTHA MAZZONE Senior Vice President and Deputy General
Counsel
FIDELITY INVESTMENTS
BENNETT BORDEN Chair, Information Governance and
eDiscovery Group
DRINKER BIDDLE & REATH LLP
SPEAKERS
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ROBERT KARWIC Director, IT Training
ORRICK
HERRINGTON & SUTCLIFFE LLP
CLAIRE MORRIS IT Training Team Lead
MCDERMOTT WILL
& EMERY LLP
SPEAKERS
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Recent ABA Model Rule Amendments and the Suffolk/Flaherty Legal Tech Audit Andrew Perlman, Suffolk University Law School
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The ABA Commission on Ethics 20/20
Studied how the Model Rules needed to be revised in light of two trends:
Changes in Technology
Globalization
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A Sampling of Topics Addressed
• The Duty of Confidentiality • Conflicts checking • Cybersecurity
• Outsourcing • Lawyers • Nonlawyers
• Advertising (Internet)
• Multijurisdictional Practice
• Foreign Lawyer Practice in the U.S.
• Liberalization of Admission by Motion
• Practice Pending Admission
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Amendment to Rule on a Lawyer’s Duty of Competence
(Model Rule 1.1)
[6] To maintain the requisite knowledge and skill, a lawyer should keep abreast of changes in the law and its practice, including the benefits and risks associated with relevant technology, engage in continuing study and education and comply with all continuing legal education requirements to which the lawyer is subject.
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A Sampling of New Competencies
• Cybersecurity
• Internet-Based Marketing
• Internet-Based Investigations
• E-Discovery
• “New Law” (e.g., expert systems/automated document assembly)
• Effective Use of Established Legal Tech (e.g., word processing)
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Technology and Confidentiality
The newly adopted changes:
• clarify that lawyers should take reasonable precautions to protect client confidences from inadvertent or unauthorized access or disclosure (Model Rule 1.6)
• identify the factors that lawyers should consider when determining whether they have taken reasonable precautions (Model Rule 1.6)
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Factors to Determine the Reasonableness of a Lawyer’s Efforts
• Sensitivity of information
• Likelihood of disclosure without safeguards
• Cost of additional safeguards
• Difficulty of implementing safeguards
• Extent to which the safeguards adversely affect the lawyer’s ability to represent clients
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Reasonableness ≠ Paranoia
Image courtesy of freedigitalphotos.net & Stuart Miles
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Coming Soon. . .
• A website at the ABA that answers commonly asked questions about data security in ways that ordinary lawyers can understand.
• For example:
• What is a strong password?
• Why is encryption important? And how do you do it?
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A Sampling of New Competencies
• Cybersecurity
• Internet-Based Marketing
• Internet-Based Investigations
• E-Discovery
• “New Law” (e.g., expert systems/automated document assembly)
• Effective Use of Established Legal Tech (e.g., word processing)
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What’s the Goal?
• Incentivizing lawyers to use technology as effectively as possible to bring down the cost of legal services
• Why hasn’t this happened already?
• Training the next generation of lawyers to be more technologically competent.
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The Objection
Shouldn’t lawyers just delegate this stuff to staff?
Image courtesy of freedigitalphotos.net & Stuart Miles
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The Response
Fewer Staff Available
“It is clear that the role of legal secretary has changed significantly in recent years as technology has allowed lawyers work with less need for administrative support,” said the COO of a major international law firm in a statement. The decision [to layoff 25 secretaries], he said, was necessary “in order to adjust to the new marketplace realities.”
Law Technology News, June 5, 2014
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Other Responses
• Leaner firms = smaller staff
• Easier/quicker to do it than delegate it
• Staff might not do it the right way
• Rule 5.3 (duty to supervise non-lawyer assistance)
• Version control; need to keep working
• The need arises after hours
• If staff really do it, audit the staff
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National Conference of Bar Examiners 2012 Survey of New Lawyers on the Most
Significant Skills and Abilities (out of 36 skills surveyed)
1. Written communication (3.77 out of 4) 2. Paying attention to details (3.67) 3. Listening (3.60) 4. Oral Communication (3.58) 5. Professionalism (3.58 ) 6. Using office technologies (e.g. email and word processing) (3.56)
7. Critical reading and comprehension (3.55)
8. Synthesizing facts and law (3.55)
9. Legal reasoning (3.54)
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New Developments
• The Audit has arrived!
• Two versions
• Legal Technology Audit: Law School Edition
• Legal Technology Audit: Professional Edition
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Frequently Asked Questions
• What’s on it?
• How is the audit administered?
• How is it scored?
• Who gets the results and when?
• Who should take it?
• What does it cost?
• Who is involved?
• How can I learn more?
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Being the Client Martha Mazzone, Fidelity Investments
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There Will Be A Quiz Can you answer these basic technology questions?
Q. What is a typical email disaster recovery back-up schedule?
Q. What is a structured database?
Q. What is the name of the most common business email system?
A. Daily backup of server, save for 30 days, recycle on 31st, save one monthly for 12 mos.
A. Software that organizes data into fixed fields so that it can be retrieved efficiently in response to queries.
A. Microsoft Outlook Exchange.
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Time for a New Mental Model
What Is a Lawyer?
• Scottish psychologist Kenneth Craik (1943): our
minds build “small-scale models” of reality to
understand our world, establish reason, and
anticipate what will happen.
• The mental model of a lawyer (that we all share)
has to change.
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Key Technology Competencies for 21st Century Counsel
• Technology affinity
• General understanding of:
Network infrastructure
Mobile devices and
platforms
Email systems
Social media
Storage
Disaster recovery
• Capability in:
Microsoft Office suite
Collaboration software
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Practice Technologies: Focus on EDiscovery No, it’s NOT easier to print and review evidence in paper.
Paper Review: • Multiple people, multiple
touches
• Changing document formats
• Rules
• No audit trail of decisions
• No searching, clustering, de-duplication
• No automated culling
• No pre-screening for privilege
• Speed demonstrably slower
• No ability to share work (AHA!)
• No ability to transfer knowledge automatically
Electronic Discovery Tool:
The opposite of all that.
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Know What You Know, Learn What You Don’t “It’s not that I am so smart. But I stay with the questions much longer.”
- Albert Einstein
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Being an Attorney in Practice Bennett Borden, Drinker Biddle & Reath LLP
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Attorneys in Practice
“Firms will need to find new and innovative ways to deliver legal services if they are to meet the changing demands from clients. Making the best use of technology will be key to future success as will finding more efficient and effective ways of managing their most important asset – people.” PWC Law Firms Survey 2013
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• Incentivizes the wrong product
• Is not fashioned for efficiency
• Management structures make change difficult
• BUT…..this is changing.
Modernizing the Practice of Law
The Traditional Law Firm Model
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• Billing models that encourage efficiency
• Increased focus on security
• RFPs with tighter requirements
• Competitive advantage in a tough market
Modernizing the Practice of Law
Client focus on more efficient legal product is driving change.
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• In the information age, the lawyer that leverages information better and faster is the better lawyer
• Advanced analytics in eDiscovery has opened the door to better data leveraging generally
• Applying technology to other legal contexts (M&A, Compliance, Corporate Governance)
Leveraging Technology Creating a better legal product
Legal product is driven by information.
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• Information is a valuable asset
• More information means more granular views
• Advances in data analytics are spreading through the corporation
• A lawyer who understands how to control and leverage information has a distinct advantage
The Rise of Information Governance A new area of practice
Companies want advisors for the Information Age
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• Establishing an IG Decision Making Framework
• Updating Policies and Procedures • Data Remediation • Autoclassification of Information • eDiscovery Optimization with Advanced
Analytics • Early Warning Compliance Systems
Information Governance Opportunities
Clients are buying new kinds of legal services
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• Legal Process Improvement • Better Security • Increased Collaboration with Clients • Competitive Advantage • Simply Better Lawyers
Technology as Opportunity
Technology makes better lawyers, law firms,
and legal product
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Different Ways of Driving the Same Result Robert Karwic, Orrick, Herrington & Sutcliffe, LLP Claire Morris, McDermott Will & Emery, LLP
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• IT Training moved under Professional Development • More partnership with departments like R&I, BD,
Finance • Replaced some IT Trainers with “Practice Resource
Specialists” • Trying to get Technology Skills added to our criteria for
advancement • Moved to one-on-one deskside training/consulting
(Concierge Training/Technology Adoption Services)
A Tale of Two Firms Attorney Training 2.0
Orrick, Herrington & Sutcliffe:
Structural Changes to Training
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• Letting lawyers drive the content • Some have come to us with the article or
requested specific technology topics (including mobile)
• Utilizing industry findings (LTC4) and the audit to inform content
• Industry Hot Topics • Security Awareness Training • Email Management • Mobile Devices
A Tale of Two Firms Attorney Training 2.0
Orrick, Herrington & Sutcliffe:
Content Changes to Training
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• The Need for an Attorney Training Program (an “ATP”)
• New ABA rules and Suffolk/Flaherty Technology Audit
• Impetus for change • Incentive to learn • Technologically competitive • Key sessions for key solutions
• Trained and Empowered!
A Tale of Two Firms Attorney Training 2.0
McDermott Will & Emery: Empowerment
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Phase 1 – Immediate • A program we could launch
same quarter • Softer approach for additional
training program later
A Tale of Two Firms Attorney Training 2.0
McDermott Will & Emery: Two Phase Approach
Phase 2 – Future • Work with LTC4™ to launch a legal certification program • A structured program built around key competency
requirements • To partner more closely with PD to offer some CLE accredited
sessions –integrity & compliance training, social media classes
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• A six month series of 30 minute live webinars • All US Attorneys • Key topics related to established legal technology tasks • Each session recorded • Laptops as prizes promote feedback • Follow up tips and handouts to compliment the webinar
sessions • SMEs deliver their specialty topics
A Tale of Two Firms Attorney Training 2.0
McDermott Will & Emery:
Technology Proficiency for Lawyers Program
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• E-mail Management • E-mail skills • Document Security • Metadata & Risk • Time Entry Timesavers • Searching • Word Processing • Road Warrior and Mobile Devices
A Tale of Two Firms Attorney Training 2.0
McDermott Will & Emery: Program Topics
What Key Skills Do Lawyers Need?
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A Tale of Two Firms Attorney Training 2.0
McDermott Will & Emery: Plan and Promote
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A Tale of Two Firms Attorney Training 2.0
McDermott Will & Emery: Focus on Efficiency
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“I have attended several of the ½ hour webinar training sessions and find them very helpful and efficient. I think the training team should get a lot of credit for appreciating what attorneys need to know and providing it to us in a time frame that makes learning effective”(Counsel)
“I just wanted to drop you a quick note to tell you how incredibly helpful the recent training sessions addressing PDF documents have been!! I have attended 2
sessions so far, and I hope to be able to attend all of them. They are quick and to the point, and it is unbelievably convenient to attend them at my own desk. I can’t
say enough good things about these sessions. They are wonderful! ” (Partner) “Important practices like scrubbing the metadata before filing with a court or making them available to opposing counsel need to be followed. Therefore, I am asking all of you to attend …..“Metadata: What’s Hiding In Your Document?” This is mandatory training….”(Head of Trial PG)
A Tale of Two Firms Attorney Training 2.0
McDermott Will & Emery: Feedback and Results
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A Tale of Two Firms Attorney Training 2.0
McDermott Will & Emery: Feedback and Results
• 350 lawyers attended March through June 2014 • Most popular sessions:
• Metadata: What’s Hiding in Your Document? • Essential PDF Tools • OneNote: Managing Information Electronically • DTE Timekeeper Efficiency Tools • Excel Fit to Print
Over 22 different topics offered to date!
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A Tale of Two Firms Attorney Training 2.0
McDermott Will & Emery: Results and More
• High attendance by Partners • Encourage associates to training
• Europe/Asia • Exclusion encourages inclusion
• Expansion of Topics • Security Awareness Program
• Attorneys choose the content • Promotes continuous learning culture
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• Availability of the Audit • Driving Culture Change within Firms • Process Improvement • Practice Project Management • Next Generation Technologies
(Big Data/Data Analytics) • Next Wave of Rule Changes
Imagine…What’s Next?
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We’ll now open it up for questions
Questions
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Thank You