CompDocs Adds Redline Tracking and Metadata Stripping to PerfectLaw DMS

December, 2004

Law firm profits revolve around giving sound advice and sharing valuable knowledge. This information giving and sharing is usually via documents, and thus, quality service means quality document processing.

Document processing includes constantly sending documents back and forth between parties for changes and approvals. Most firms today are totally reliant on email and some type of document management system or Document Management System (DMS).

Unfortunately, there are two major problems with most DMSs. First, stand-alone redlining products such as CompareRite and Word’s document compare feature, make DMS version tracking nearly impossible.

For example, to compare two documents or versions stored in a DMS, the user must find and load them from the standalone product before redlining or document comparing can even begin. The steps required are far too clumsy and time consuming for most lawyers, which is why many attorneys still compare documents manually. Moreover, if you need to save and track the redlined documents themselves, users must devise their own naming conventions because the standalone redliner is rarely integrated with the DMS.

A second problem firms face today is that many attorneys are unwittingly violating client confidentially when they email Word documents, especially redlined documents.

This happens because when users edit, redline, and save Word documents, metadata (which includes any confidential comments, deletions, edits, etc.) is automatically saved within the document itself. While this metadata is essential to the operation of Word and other redlining products, many lawyers do not realize that even though confidential metadata does not show on the printed document, it is easily revealed when the document has been emailed to others. To avoid sending sensitive information or violating client confidentially, all metadata must be stripped from the document before emailing.
To solve both problems and supercharge the revision workflow process, PerfectLaw has developed CompDocs, a redline-tracking feature that make redlining quick, easy and strips all metadata via a “Save to PDF” function. In addition CompDocs supports a “Save in Word” format function that preserves the metadata.

Comparing versions or documents with PerfectLaw CompDocs is very easy. Simply highlight any two documents or two versions of the same document found in a matter folder or any PerfectLaw search window. Then right-click and the CompDoc redline is not only displayed instantly in Word for user review, but is saved and profiled automatically to the PerfectLaw DMS, while being stripped of sensitive metadata.
CompDocs tracking is fully automated as a result of the DMS profiling and naming conventions used to store the document. There is a slight difference in the conventions used for DMS version comparisons with the same document number, versus comparing two DMS documents with different Document numbers. Finding and tracking redline documents is easy because CompDoc names always begin with ** or *** while the names of actual documents do not.

CompDocs helps firms fight costs by minimizing the professional time required to create and revise documents. CompDocs does this effectively by creating, saving, profiling and tracking redline documents instantly and effortlessly, while stripping metadata.

The integration of CompDocs with Microsoft Word makes this especially easy since Word users will require little or no training. Firms will find that CompDocs immediately increases attorney productivity and makes costly revision errors and overlooked changes from antiquated document processing methods a thing of the past.
Contact PerfectLaw today for a demonstration on how CompDocs works and immediately discover its many benefits.

About PerfectLaw® Software
PerfectLaw, a leader in the All-in-One office automation marketplace, combines matter, contact, document and case management in the Front Office with full-featured Back Office billing, accounting and report writing. PerfectLaw is a true 32-bit SQL software product that provides the latest innovations to law firms and legal departments nationwide. PerfectLaw is the only fully integrated suite that does not require integration with other products for front and back office operations. All you need is an email program and word processor, that’s it. For more information on PerfectLaw and it’s products, visit the PerfectLaw website at http://www.perfectlaw.com.

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PerfectLaw releases feature-rich new version of All-in-One® Software Suite

May, 2004

PerfectLaw Software of Miami, FL has released the latest versions of its All-in-One® Suite of products for Front and Back Office. New features for Back Office include: billing guideline compliance features, 20 new financial management reports, all-in-one bank reconciliation, enhanced indexing and profiling for PDF and HTML reports. Front Office suite improvements and new features include: contact filtering, relationship approval workflow that enhances conflict resolution, Extranet Portal with collaborative security, 2-way Active Synchronization with MS Outlook and much more.

About PerfectLaw Software
PerfectLaw All-in-One®, combines matter, contact, case management and document assembly/management in the Front Office with full-featured Back Office timekeeping, billing, accounting and report writing. PerfectLaw is a true 32-bit SQL software product that provides the latest innovations to law firms and legal departments nationwide. PerfectLaw is the only fully integrated suite that does not require integration with other products for front and back office operations. All you need is an email program and word processor, that’s it.

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PerfectLaw welcomes new firms to our family

April, 2004

PerfectLaw Software reports that several firms have recently chosen PerfectLaw as their time, billing and accounting software including Funkhouser Vegosen Liebman & Dunn Ltd. based in Chicago, IL. Several firms have also chosen the PerfectLaw All-in-One® Software suite for both Back Office (time, billing and account) and Front Office (case and document management) including Roth, Powell, Pearson & Hosley, P.A. of Winter Park, FL.

About PerfectLaw Software
PerfectLaw, combines matter, contact, case/document management and assembly in the Front Office with full-featured Back Office timekeeping, billing, accounting and report writing to create an All-in-One® integrated suite of products. PerfectLaw is the only fully integrated suite that does not require integration with other products for front and back office operations.

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A PerfectLaw client featured as a firm on the leading edge of utilizing technology

Concord, NH - October 13, 2003

One of our PerfectLaw clients, Gallagher, Callahan & Gartrell in Concord, NH is featured in the August, September issue of Law Office Computing as a firm on the leading edge of utilizing technology. The article, "A New Way of Thinking", highlight's the firms innovative use of technology in developing and servicing client relationships. (click here to view entire article)

Official Release...

Contact: Erik W. Taylor (800) 528-1181
Law Firm Website Takes National Honors
gcglaw.com recognized as one of top four sites

CONCORD, NH - The website of Gallagher, Callahan & Gartrell has been chosen as one of the top law firm websites in the country by Law Office Computing as part of the magazine's Annual Best Law Office Web Site Contest. The firm's website is featured in the magazine's October/November issue.

According to Law Office Computing magazine, the contest is conducted to "highlight those firms whose approach to utilization of the Internet stands at the forefront of innovation and value-added content." The firm's website was only one of four recognized in the small firm category by a panel of independent experts. The web site was evaluated on its aesthetics, ease of use, quality of content, unique features and search engine effectiveness.

"We believe that everything we do has substantial relationship-building
value," said Donald Pfundstein, managing director in charge of business
development for the firm. "What we are selling is not simply a result,
process or product. We are selling an experience - the total experience of a relationship with us. Our website is an important part of that process."

Gallagher, Callahan & Gartrell is a multidisciplinary government and
regulatory law firm serving clients with markets in New Hampshire and New England.

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PerfectLaw Announces the Release of the Mega-Research Engine
Miami, FL – April 2003

PerfectLaw has announced the release of its Mega-Research Engine, MRE. The MRE allows users to search several databases on the Web at once, including, Lexis-Nexis, West Group, Google, Yahoo, Altavista and all the major Web databases for Cases, Statutes, or Shepardized citations while simultaneously searching the firm’s databases of profiled documents.

The MRE user interface starts with the research session window that allows users to enter the search text, establish search conditions, select the web sites or search engines to use, and the client and matter linked to the search. The complete session criteria is automatically stored into the SQL PerfectLaw database when executing the research providing users a fast and easy way to always reproduce an up-to-date search with a simple click. Additionally, the session provides history mechanism for even faster re-execution of recent searches.

Executing a session search opens the browser window showing a typical Web browser with additional menus, controls and buttons. The user can jump from one database to another by simply scrolling the list of databases, browse the resulting pages as well as save and profile any desired page either as a Web Archive file containing all the elements of the selected page or the result content as pure text into the firm’s Document Management Database for later reference. By closing the browser window, the MRE automatically creates an entry in the PerfectLaw Billing system corresponding to the research session so the firm can accurately pass along the costs of session research time to the client. After the time entry is generated, the session window appears again to start another session or to close the MRE.

Many popular websites such as Lexis, West Group, Google, Yahoo, Altavista and other search engines have their own search languages. To improve search consistency and reduce errors, the MRE lets users define searches with a single “Consistent Grammar” that is automatically translated into the dialect of each targeted website.

The MRE works also in conjunction with the PerfectLaw Data Browser to provide the firm with the most advanced knowledgebase tool yet. The PerfectLaw Data Browser can be used to search among stored research sessions regardless of matter with the power of regular expressions based on dates, key words, issues and sub issues in common. This means users can retrieve the work product of fellow workers from the knowledgebase. Hence, users reuse MRE research sessions and find prior research criteria or profiled documents without wasting time “re-doing” searches others have already completed.

Moreover, the MRE lets users automatically repeat searches and update the knowledgebase with new citations and other info. And the MRE automatically organizes research work and maintains a research audit trail of the work. Users can print complete case research histories for any matter showing what was searched for and what was found.

By knowledgebase sharing, the MRE increases research productivity and improves the quality of research in other ways. For example, it reduces redundant research, brings your team up to speed quickly by sharing research documents and notes, eliminates the need to manually cut and paste from the web, and makes it easy to review your research chronologically months down the road.

About PerfectLaw Software
PerfectLaw, a leader in the All-in-One® office automation marketplace, combines matter, contact, document and case management in the Front Office with full-featured Back Office billing, accounting and report writing. PerfectLaw is a true 32-bit SQL software product that provides the latest innovations to law firms and legal departments nationwide. PerfectLaw is the only fully integrated suite that does not require integration with other products for front and back office operations. All you need is an email program and word processor, that’s it.

PerfectLaw® Software
(800) 749-6200
www.perfectlaw.com

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PerfectLaw® Releases Active PLSync: Event Driven Two-Way Synchronization with Exchange 2000

Miami - January, 2003

PerfectLaw releases Active PLSync which supports Real-time Event Driven two-way synchronization with Microsoft Exchange 2000 for Contacts, Appointments, and Tasks.

Once you enter an appointment or phone number in Microsoft Outlook, it appears instantly in PerfectLaw and vise versa. This means no more sync delays or latency since Active PLSync synchronizes PerfectLaw data, MS-Outlook, and the firm's SQL database instantly as event occur.

Active PLSync has been secretly tested by select law firms nationwide for 4 months and is certified, running for firms with as many as 300 users, and now fully released to the public.

Active PLSync is easily implemented. Just install one DLL on Exchange and one on the MS-SQL server. No additional hardware is required.

PerfectLaw users can also install a private PIM, (Personal Information Manager) database of contacts, appointment, and To-Dos or tasks in addition to the firm-wide database. Active PLSync will also synchronize these private databases real-time with Outlook.

Windows CE, Palm Pilot and many other hand-held devices synchronize with Outlook. Therefore, you automatically have 2-way access to PerfectLaw data on these popular devices using wireless, cellular and infrared technology.

Also, Active PLSync works with MS-Outlook running on Citrix MetaFrame or Terminal Services. This means remote users can synchronize their PDAs without running Outlook on a local PC.

Now, Outlook can be used to manage ALL your dates, times, and contacts in one place by the day, week or month. No more wasting time on double entry between your Outlook address book, calendar, and your firm's SQL database. PerfectLaw Active PLSync takes care of everything.

The system requirements for Active PLSync are simply SQL Server 7.0 or later, Exchange 2000 server or later and PerfectLaw AIM® 5.6 or later. Disk space and workstation requirements are those necessary to support Exchange and PerfectLaw®.

PerfectLaw®, a leader in the All-in-One® office automation marketplace, combines matter, contact, document and case management in the Front Office with full-featured Back Office billing, accounting and report writing. PerfectLaw® is a true 32-bit SQL software product that provides the latest innovations to law firms and legal departments nationwide. PerfectLaw® is the only fully integrated suite that does not require integration with other products for front and back office operations. All you need is an email program and word processor, that's it.

PerfectLaw® Software
(800) 749-6200
www.perfectlaw.com

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Multi-Office Firms Choose PerfectLaw®
September, 2002

Several multi-office firms have purchased PerfectLaw® Front and Back Office Software recently for billing, accounting, document and case management for all their offices. These include, Conroy, Simberg, Ganon, Krevans & Abel with 7 offices and 240 users, Kubicki Draper, P.A. with 9 offices and 200 users, and Stephens, Lynn, Klein, Lacava, Hoffman & Puya, P.A. with 5 offices and 150 users.

Multi-Office firms require client server software designed specifically to power wide-area networks in real-time with a ‘matched software suite’ for all Front & Back office operations. Real-time support means that when anyone updates the database by creating a bill, scheduling an appointment, changing a contact address, or editing a document from any office, the changes are immediately stored in the home office data center and are INSTANTLY available in all offices.

“Real-time design is essential to eliminating delays, errors and other problems associated with older wide-area networks that synchronize dissimilar databases and pass database records back and forth between database servers located in different cities,” says Erick Gonzalez, IT manager at Kubicki Draper, P.A. Synchronization delays, often minutes and sometimes hours, means users make decisions with stale information.

“In short, we wanted software that runs efficiently under Microsoft Terminal Server or Citrix thin-client technology,” says Gonzalez. “This technology allows all servers and databases including the Microsoft SQL server to reside in the home office where they are easier to administer.“

“We also wanted a ‘matched software suite’ for all Front and Back office operations because it’s easier to install, easier to learn, and easier to administer with remote offices. PerfectLaw® Software was chosen not only because of functionality and advanced technology, but also because of the advantages of single database, ‘matched software’,” say Gonzalez.

Advantages of a Matched Suite for the Total Office Software.
A ‘matched suite’ for Front and Back office is very different from the hodgepodge approaches that take dissimilar software and databases and try to integrate them. “Integration always proves to be the weak link,” says Gonzalez.

A ‘matched suite’ ideally includes all functions and applications, such as time and billing, accounting, report writing, conflict, document assembly/management, and case/matter management and is developed using a single programming technology, single user interface with a common look and feel, single on-line help technology and a single, common database.

A ‘matched suite’ is modular so that workgroups like the accounting staff and practice groups each have their own applications and user interface with their own functionality, security, and menu/toolbar system. However, everyone works with the one database.
There are numerous advantages to a ‘matched suite’ including greater efficiency, no double entry, less training, less conversion, quicker startup, lower cost AND NO NEED FOR INTEGRATION OR SYNCHRONIZATION.

The advantages are even greater for multi-office firms when the ‘matched software’ runs efficiently on thin-client technology. This means any and all offices operate from a single database located in the home office and users can do anything or everything from any office and all users are governed by the same access constraints and security model regardless of location.

Moreover, matched thin-client software is controlled centrally. Database management, security management, on-line computerized training, software upgrades and installation are ALL centrally controlled.

‘Matched software’ gives the firm the power of a single database, i.e. the power of an All-In-One matter folder that contains:

• ALL documents including litigation and research documents, copies of bills and statements;
• ALL matter ledger records including trust, prepaid, and billing, write-off, accounts receivable, and work-in-process fee and cost ledgers;
• ALL contact information including parties such as clients, adjusters, experts, billing contacts with phone numbers and addressees regardless of who entered the data or what location it was entered;
• ALL docket and calendar appointments, tasks, critical dates, and history.

And the billing and accounting staff have access to everything entered by attorneys and secretaries through the Front office suite including:

• Time slips and pre-bill edits;
• Check requests and expense vouchers;
• Contact information such as contacts and billing party data.

In addition, there is no need for the billing and accounting staff to send each other or store reams of paperwork, since everything is maintained in one database and everyone has access to what they are allowed to see.

The disadvantages of mismatched software, on the other hand, are many and include:

• Finger pointing among vendors when database integration doesn’t work;
• Never resolving database errors and delays because integrated databases are never up-to-date and integration is often little more than one system sending records to the other;
• Timing problems restoring multiple databases from backups.
• Since ‘matched software’ has only one database, the problems of database integration never occur.

“Beware of the integration hype that attempts to cover-up mismatched software suites and dissimilar databases,” says Marc Adler, PerfectLaw® National Sales Manager. "PerfectLaw® is the most powerful and advanced single vendor, All-in-One Software Suite that includes Time and Billing, Accounting, Case/Matter Management (CMS), Document Management (DMS), and Document Assembly with no re-labeling," says Adler.

About PerfectLaw® Software
PerfectLaw® , a leader in the All-in-One® office automation marketplace, combines matter, contact, and document management in the Front Office with full-featured Back Office billing and accounting. It is the only fully integrated suite that doesn’t require integration with other products for timekeeper calendaring and case management. PerfectLaw® strives to supply the legal industry with the latest innovations in technology.

PerfectLaw® Software
(800) 749-6200
www.perfectlaw.com

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PerfectLaw® Officially Launches Data Browser - Advanced Search Engine
Official Launch - June, 2002
Pre-Release - Miami – January, 2002

Law firms and legal departments can have a "sneak peek" of the new PerfectLaw® Data Browser search engine at the upcoming National ALA Conference in San Antonio, Texas. PerfectLaw® Software will officially launch the new PerfectLaw® Data Browser on June 1.

With the PerfectLaw® Data Browser, searching for information is efficient and accurate. Since the Data Browser does not require knowledge of the SQL language as most SQL search engine do, anyone can perform a database search quickly and accurately. The learning curve is dramatically reduced, efficiency and productivity is increased. Users are no longer required to have a strong technical or computer language background to be able to execute an accurate search.
Additional benefits:

• Search for any information stored in the case management systems including names, documents, appointments, clients, and matters
• Users can save search filter "favorites" for subsequent searches
• Search results tables can be modified, exported, printed and emailed
• Search results table modifications can be saved as part of a search filter so modifications appear in subsequent searches
• Users can refer to search history to re-execute a prior search easily
• Search results can be linked to the Attorney Diary and the Report Writer for report production

The Data Browser eliminates the need to type complex SQL queries without losing the power of SQL searching and database engines. Any information stored in the case management system including names, documents, and appointments can be found using a simple search without the need to know the SQL language or so-called "natural language queries" which are often so long and syntactically complicated that wizards must be used for efficiency - these wizards add several steps and sometimes does not generate the results a user may want.

With the PerfectLaw® Data Browser, you simply enter the text you wish to search and within seconds a results table is generated. Users can save search filter "favorites" for subsequent searches, refer to search "history" and rearrange the search results table to appear to a user's liking. Search results tables can be emailed, printed and exported to Excel. Search favorites can be linked to the Attorney Diary for quick reference, and the search results data can be linked the Report Writer for report production.

About PerfectLaw® Software
PerfectLaw®, a leader in the All-in-One® office automation marketplace, combines matter, contact, document and case management in the Front Office with full-featured Back Office billing, accounting and report writing. PerfectLaw® is a true 32-bit SQL software product that provides the latest innovations to law firms and legal departments nationwide. PerfectLaw® is the only fully integrated suite that does not require integration with other products for front and back office operations. All you need is an email program and word processor, that's it.

PerfectLaw® Software
(800) 749-6200
www.perfectlaw.com

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PerfectLaw® Announces: Remote Office Services
Miami- March 6, 2001

PerfectLaw® is pleased to announce the immediate availability of ROS - Remote Office Services. ROS is a service where firms pay a monthly fee to use third party hardware and software, that allows attorneys and legal professionals to access any and all PerfectLaw® applications and data from any location with Internet access, 24 hours a day 7 days a week. Additionally wireless access is available for over 3000 cities nationwide.

ROS is ideal for law firms that do not want to purchase expensive high-speed remote access software or hardware. Additionally, this service can also act as a Fail Safe backup service in case of a catastrophic failure of the server in the law office.

Virtually, no hardware, infrastructure or personal training is required for this Remote Office Service. Users only need to pay a remote access service charge. This service charge entitles users to the following features and benefits:

• A professionally setup and managed Application Server located in a secure data center,
• 24/7 monitoring and Helpdesk support,
• 99.5% measured Service Level Agreement,
• Fully secure access to your own onsite database in your law office,
• High speed Internet access,
• Full firewall and encryption security protection and optional back-up service.

PerfectLaw®, a leader in the All-in-One® office automation marketplace, combines matter, contact, and document management in the Front Office with full-featured Back Office billing and accounting. PerfectLaw® is a true 32-bit SQL software product that provides the latest innovations to law firms and legal departments nationwide. PerfectLaw® offers wireless connectivity, and collaborative case information (peer-to-peer) technology. It is the only fully integrated suite that doesn’t require integration with other products for front and back office operations.

PerfectLaw® Software
(800) 749-6200
www.perfectlaw.com