Compiling different source documentseffectively within a legal environment iscrucial to maintain an efficient work flow.Law firms have increasing requirements foran intuitive application that their lawyers canrely on because more editing and formattingis being done by lawyers themselves thanwas the case a few years ago. By cutting outconfusion and unnecessary features gDocFusion enables lawyers to easily combinebundles of documents, redact, edit andreview the final document using a simpleFlick View feature.

Various types of documents pass through a

lawyers hands on a daily basis, these documents

range from Word, PDF files, XPS, excel sheets and

PowerPoint. Lawyers send them back and forth via

email to communicate and share with colleagues

or a third party.

Law firms rely on their staff to act efficiently when

handling documents, so they are able to work

through their case load quickly and effectively.

However, if documents are not

managed properly then this can

cause a severe loss in employee

productivity. If a fee earner wastes

15 minutes per day dealing with

document compilation,

file format and other

document-related problems, a

law firm of 1 ,000 such users will

lose xx amount of billable minutes,

realistically translating to $12,000 per year per

lawyer or

even more!

gDoc is a software product for the office worker;

it’s a plug and play product which allows you to

collate, edit and convert documents. Helping to

increase staff productivity by cutting down time

spent on administrative tasks. essentially it allows

lawyers to access, drag and drop information from

a range of sources and formats into a single view,

quickly creating high quality PDF, XPS or

Microsoft Word documents for sharing, printing or

collaboration.

Alexander the Corporate Lawyer

Alexander is a commercial lawyer working for a

large international firm. His role involves more

than just looking at business and commercial

transactions, he focuses on arbitration matters,

contract disputes, corporate disputes (mainly

corporate governance) and sometimes

employment and private client work. This in turn

means that Alexander manages a huge volume of

documents on a daily basis. The various types of

documents he deals with are; draft memorandum

of advice, contract documents (ie consumer and

finance contracts, insurance contracts, employment

contracts and investment contracts), statutory

forms (documents to be submitted to companies

House and courts), legal opinions, Wills of

Probate and bills (bill narratives which explain

what has been billed and conversion of these into

PDFs). He also carries out due diligence reports

where he reviews a company’s agreements

contracts and other documents, highlighting legal

risks for the purpose of minimizing/eradicating

these risks.

Alex therefore uses gDoc Fusion to manage his

documents, he finds it instrumental in helping him

to carry out a number of his daily tasks.

Simple amendments to existingprecedents

In Alex’s law firm, documents are created, revised

and reviewed on desktop computers,

laptops, and on mobile devices such as

BlackBerries. As part of the review cycle,

these documents are shared with

colleagues who then make

modifications and forward

them to either the

principal or a third

party, who further

revise the

documents and

circulate them again to even more

people. gDoc Fusion allows Alex

to attach notes to a document

which is being revised as he

LAWyerS MAnAge DocuMenTSuSIng gDoc FuSIon

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Industry sector

Legal

PrecondItIons

Lawyers often have to read, formulate,

reformulate/revise and edit large documents

(whether they be agreements, contracts,

regulations or bundles). These simple tasks can

waste valuable billable minutes.

Global GraPhIcs’ Product

gDoc Fusion

aPPlIcatIon

gDoc Fusion is a multi-format edocument

builder application. It’s the most user friendly

way for office workers to access, drag and

drop information from a range of sources and

formats into a single view, quickly creating

high-quality PDF, XPS or Microsoft Word

documents for sharing, printing or

collaboration. It’s a smarter alternative to

handling documents shaving hours off

document management.

alternatIves

A law firm may decide to persist with

traditional methods, this may result in a loss of

productivity as documents are unlikely to be

compiled as quickly. They

could perhaps invest in a product packed with

unnecessary and confusing features . Investing

in IT is crucial; however investing in tools

which lawyers are not going to use is

counter-effective and costly.

BINDER

the smarter alternative,gDoc the gDoc logo and gDoc Fusion are trademarks of global graphics Software Limited which may be registered in certain jurisdictions. globalgraphics is a trademark of global graphics S.A. which may beregistered in certain jurisdictions. Adobe, PostScript, Acrobat are trademarks of Adobe Systems Incorporated which may be registered in certain jurisdictions. Macintosh is a registered trademark of Apple computer Inc. Microsoft Windows isa registered trademark of Microsoft corporation. All other trademarks are the property of their respective owners. copyright © 2009 global graphics Software Ltd. All rights reserved.

www.globalgraphics.com

Global Graphics software Inc.

31 nagog Park , Suite 315, Acton

MA 01720, uSA

Tel: +1-978-849-0011

Fax: +1-978-849-0012

Global Graphics software ltd

2nd Floor, Building 2030

cambourne Business Park

cambourne, cambridge

cB23 6DW uK

Tel: +44 (0)1954 283100

Fax: +44 (0)1954 283101

Global Graphics KK

Level 14, Hibiya central Building

1-2-9 nishi-Shimbashi, Minato-ku

Tokyo 105-0003. Japan

Tel: +81-3-5532-7340

Fax: +81-3-5532-7373

December 2009

“ ...using gDoc

they can compile

documents in different

formats very quickly.

They can also export

any PDF or XPS

document into a Word

file if extensive editing

is required ”

distributes them to colleagues or a third party. As

gDoc has a context sensitive text editing tollbar

Alex can make text amendments and other

markings with no fuss at all. He often redacts

sections of text from documents, which

permanently removes the text from that document

and insures that nothing confidential is leaked to a

third party.

Having a context sensitive tool bar appear when

Alex roles his cursor over text makes annotating

and editing very simple and user friendly. It is not

time-consuming, cumbersome and nor is it difficult

to find a certain functions.

Preparing a report for a company

collaboration has become the byword of the

modern organization and is very important in

Alex’s firm as everyone is distributed and more

dependent on teams to manage projects. A key

element of any collaborative process is the ability

to create, review and publish documents of

various types easily and efficiently.

However, many collaborative tools today lack a

variety of important features that are necessary to

ensure a seamless document creation and

modification process.

Alexander quickly and effectively collates different

file formats into one coherent document, using a

simple drag and drop feature, within the gDoc

Fusion Document view. gDoc allows him to see all

the documents that he drags and drops into Doc

view. This ability to combine documents saves him

a lot of time. This is great for when he has to carry

out his diligence reports.

Removing sensitive data from documents

Alex has to remove meta data because he does

not want other solicitors/other business principal/

party involved (ie his own client, the other party’s

lawyers, his client’s counter party and other

contracting parties) to see who the author of the

document is, when the document was amended,

changes saved, date or time of document and the

documents matter number. If the information was

not removed then it could aid arguments about

time, date or amendments which could in effect

support the opposing part y’s argument.

PDF to Word Capabilities

not everybody in Alex’s office has Microsoft

Word, however using gDoc they are still able to

export any PDF or XPS document to a Word file

so that Alex can receive it as a Word document

and make amendments to it.

Reviewing documents

one of Alexander’s most tedious duties is to read

through large reports, contracts, agreements and

other literature from opposing counsel. He tries to

avoid it as best he can but it’s an inevitable task

which has to be done. His firm is very strict on

being green and not printing out documents

unless necessary, this means he spends hours

behind his desk scrolling through pages and pages

of information, sometimes only to check the layout

and clause titles on a page.

gDoc Fusion’s Flick View enables him to quickly

browse through the document, allowing him to

examine them, checking that the relevant

clauses/paragraphs have been added. When Alex

needs to locate a page in a large document he

gets to the relevant page by simply flicking through

the large document with ease. This leaves him with

plenty of time to attend meetings with clients or

other office matters.

Conclusion

Managing documents effectively is critical for a law

firm’s ability to remain competitive and provide

superior service to their clients. Today’s firms

produce and manage contracts, legal agreements,

documentation, corporate policy manuals and

more. A failure to adequately manage these

documents and control their content can lead to a

variety of consequences, including decreased

employee productivity, legal judgments, and loss of

clients. gDoc Fusion provides document

capabilities that permit Alex and his colleagues to

manage documents efficiently and securely and at

the lowest possible cost in terms of both direct

expenses and personal productivity.

BINDER

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