e-billing, e-strategy, e-discovery jack pierce, esq. john browning, esq. jennifer rothstein © clm...
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E-Billing, E-Strategy, E-Discovery
Jack Pierce, Esq.John Browning, Esq.Jennifer Rothstein
© CLM Litigation Management Institute 2013. All rights reserved. The course material presented herein does not represent the views or opinions of any of the individual faculty members or instructors or of any of the companies or entities with which they may be employed or affiliated. Nothing in the course materials presented should be construed as legal or professional advice or the rendering of a legal or professional opinion on any specific factual situation. Always seek appropriate legal and professional business advice in the context of specific cases.
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E-BillingEvolution and Development
Jack Pierce, Esq.
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For Services Rendered...
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Origins of E-Billing 1950s – Invoices for “Services Rendered” 1960s – “Time records are valuable but not
conclusive” 1970s – shift from value to time Evolution – Transition from value to time-
based billing 1990s – Goals of a paperless office:
Development of LEDES and UTBMS
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LEDES LEDES – Legal Electronic Data Exchange Standard 1995 – Price Waterhouse convenes a consortium
to define a standard electronic billing format for use by the legal industry
LOC – LEDES Oversight Committee International Non-profit Creates and maintains open standard formats for
electronic billing
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Let’s Design a System That Will Fly…
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Task-Based Billing 1990s – Demands by ACC, corporate clients,
ABA, Price Waterhouse and others Goal – Common Language to describe tasks
performed and expenses incurred Collaboration resulted in the development of
UTBMS (Uniform Task-Based Management System)
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Initial Goals of E-Billing Automate and streamline invoice review
process. Catch billing errors. Cost-saving objectives – saving companies
time and money in the bill review process. Early systems did little more than provide an
electronic (or scanned) version of the invoice for routing and approval.
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Evolving Goals of Today’s E-Billing Today’s systems are more robust and offer much
more. Ability to create legal budgets. Conduct audits of legal bills using standards set by
multiple billing guidelines. Corporate scandals (Enron, WorldCom) have resulted
in new regulations and greater scrutiny over corporate spending and compliance.
E-billing monitors law department pending and budgeting.
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Let’s Build a Better Boat…
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Other Evolving Goals… Greater analysis of outside counsel’s
performance Evaluation of staffing decisions of outside
counsel. Evaluating the effectiveness of AFAs. Triaging – Assists general counsel in the
evaluation of the company’s triaging of legal work to outside law firms. (The right cases to the right law firms.)
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Evaluation of YTD Top Billing Firms
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Comparison of Fees to Date
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Analysis of Historical Timekeeper Rates
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Review average rates by position for a particular firm over the course of several years.
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“We’re Processing Your Invoices…”
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Benefits and Cost-Savings
Paperless invoice cost savings – reduces paper, printing, copying and storage costs.
Streamlines the review process – Reduced staffing of invoice reviewers.
Time savings in the review process. More efficient review and quicker approval
time. Quicker turn-around in the payment of invoices.
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Sometimes Things Don’t Work As Planned…
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Potential Pitfalls – Bumps Along the Road
Things Don’t Always Work Smoothly: Automatic rejection of non-compliant entries or format increases and the rate of re-submission. Time involved in the re-processing of rejected invoices.Difficulty in attempting to follow divergent re-submission processes for multiple clients with different reprocessing procedures.Loss of otherwise billable time spent on re-processing, re-submission and collection process.
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Some Key Words to AvoidChart your course carefully – Even though your billing entry may be a legitimate charge, certain words will trigger automatic rejections. Examples:Calendar – “Chambers conference with Judge Olsen to outline upcoming discovery calendar and motions.” Index – “Consult with economics expert regarding the applicability of the index of economic indicators to plaintiff’s damages analysis.”Organize – “Organize trial exhibits to reflect change in order of witnesses.”
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Avoid Certain Combinations Is this really block-billing?
“Review & Revise” “Plan and Participate in…” “Review and Respond to email” “Travel to and attend…”
Avoid the use of the semi-colon. “Meet with witness Smith; prepare Smith for deposition.” “Review motion to compel; outline response to motion.” “Meet with trial graphics expert; outline development of
new trial exhibits.”
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Words That May Require More of an Explanation
Supervise Coordinate Strategize Attention to Monitor Complex Analyze Revise Obtain Strategize Coordinate Effectuate
Organize Commence Work On Finalize Gather Locate Process Plan Update Begin Continue to Input
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When We Get the Kinks Out We Can All Be Winners!
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E-StrategySocial Media and Its Impact on
The Legal SystemJohn Browning, Esq.
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Over 1 billion unique users each month; 72 hours of video are uploaded to YouTube each minute
Over 1 billion users
Over 400 million tweets daily
Over 200 million users
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Facebook and Twitter 72 percent of all adult Americans have at
least one social networking presence One in every seven minutes spent online is
spent on Facebook Facebook users spend more than
10.5 billion minutes per day on Facebook Twitter processed 5,000 “tweets” a day in
2007. By 2012, that figure had soared to over 400 million a day.
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Your Facebook Status – “Served” Changing The Way We Look At
Service Of Process Eight countries outside the U.S. permit service
of process via social networking platform (Australia, New Zealand, Canada, United Kingdom, Singapore, Estonia, Ireland, South Africa)
Three states in the U.S. – Minnesota, Texas, Utah
At least one federal court.
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Changing The Way We Look At Jurisdiction
Will Facebook posts or Twitter tweets give rise to jurisdiction?Some courts say no:Lyons v. Rienzi & Sons, Inc. Lifestyle Lift Holding Inc. v. PrendivilleNuboNav, Inc. v. NB Labs, Ltd. Some courts say yes:Hale v. RicheyWaterman Steamship Corp. v. RuizJuniper Networks, Inc. v. Jupiter Media, LLC
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New Causes Of Action “Libel By Twitter” New Defenses “The Facebook Alibi” New Duties Is There A “Duty To Tweet?”
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Constitutional Issues
Is a “like” on Facebook protected speech?Bland v. Roberts Mattingly v. Milligan
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Constitutional IssuesCyberbullying laws and the dangers of being overly broadProposed Indiana legislation against “delinquent, criminal or tortious” or “juvenile” acts onlineThe split in circuits over schools’ power to punish student social media expression (Layschock, Kowalski, and other decisions)Laws banning sex offenders from social media held unconstitutional
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Who Monitors The Monitors?
Universities turning to third party vendors like UDiligence and Varsity Monitor to monitor the social media activities of student-athletes
Current laws and pending legislation against schools requiring or requesting social media passwords from students
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Constitutional IssuesFourth AmendmentU.S. v. Meregildo(no 4th Amendment violation where incriminating content from criminal defendant’s Facebook page was provided to prosecutors by a cooperating witness with access)
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International Law Access to social media/the Internet as a basic
human right? Implications of the “Arab Spring” – social
media as galvanizing political tools, and as governmental response
Tajikistan blocking Facebook access Kenya tracking of Facebook and Twitter for
election “hate speech” London riots
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Securities Law
FINRA and other regulatory bodies weighing in with social media guidance
Social media and public disclosure rules: did NetFlix CEO Reed Hastings violate SEC rules by making a single Facebook post?
FBI use of social media to investigate securities fraud
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Intellectual Property Law
Copyright implications of using photos posted to Twitter – AFP v. Morel
Use of Facebook fans and likes as evidence of secondary meaning in trademark cases
Use of “likes” and other social media content to establish recognition of trade dress/famousness
Paramount Farms Intern. LLC v. Keenan Farms, Inc.
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Employment Law
Whose social media account is it, anyway?Phonedog v. Kravitz Ardis Health v. Nankivell Eagle v. Morgan
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The National Labor Relations Board wave of decisions involving “Facebook firings”Is it harassment, or “protected concerted activity?”What should, and shouldn’t, be in a social media policy?Seeking applicants’/employees’ Facebook passwordsBarred in 6 states; legislation pending in at least 10 moreU.S. Social Networking Online Protection Act
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Criminal Law LexisNexis Risk Solutions survey of federal, state
and local law enforcement — 83 percent are using social media, particularly Facebook and YouTube
NYPD social media unit Social media content increasingly being used for
proof of motive, state of mind, eyewitness identification (Bradley v. State). Sentencing (Hoffman v. State), and monitoring for parole/probation violations (People v. Mincey)
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Use Of Social Media In Discovery Nearly 1,000 reported cases 2012 Seeking entire Facebook account/Facebook
password for unfettered access: Some courts allow: Romano v. Steelcase, Inc. Some courts do not: Tomkins v. Detroit Metro
Airport What is the trend?
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Social Media’s Many Uses
Not just incriminating photos or Facebook wall posts any more
Social media discovery also permitted to satisfy jurisdictional questions as well as the issue of a party’s domicile for choice of law determination
In re Air Crash Near Clarence Center
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Evidentiary Issues How to authenticate social media content? Circumstantial authentication permitted: Tienda v. State People v. Assi People v. Valdez Circumstantial authentication not allowed: Griffin v. Maryland Commonwealth v. Williams State v. Eleck
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Ethical Issues Duty of Competence ABA Ethics 20/20 Commission changes National trend Ethical Information-Gathering Ethics opinions around the country about “false
friending” and pretexting Ohio lawsuit against insurance defense firm and
carrier New Jersey ethics proceedings
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Preservation of Evidence Lester v. Allied Concrete (Va. S. Ct. 2012) Gatto v. United Airlines (D. of N.J. 2013) Client Confidentiality Fermin Ricalde case in Miami/Dade County Attorney Use of Social Media in Jury
Selection
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Dealing With The Digital Afterlife
Increasing number of states adopting legislation to give testators control over their digital assets after death (Oklahoma and others)
The “If I Die” App and other responses by providers
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Judges and Social Media
To friend or not to friend, that is the question – just not in Florida, where judges friending attorneys is grounds for disqualification
Domville v. State Judicial ethics opinions about social media
are increasing around the country (e.g., Youkers decision from the Dallas Court of Appeals, May 2013).
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E-Discovery
Jennifer Rothstein
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E-Discovery Overview E-Discovery – a refresher Updates to the rules Strategies Insurance Channels
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E-Discovery – Review and Refresh What is it and why is it still relevant?
Costs and risks involved Where do we see it?
State vs. Federal level Critical updates: Proportionality!
June 2013 - Proposed Amendments to Rule 26 (b)(1) approved for publication and comments
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Proportionality! Rule 26 (b) (1) Discovery Scope & Limits
proposed language Case law
Rimkus v. Cammarata (direct) Solvay (indirect)
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Proportionality Analysis States amending their rules Predictive coding/technology assisted review
Case law: Kleen Products; Da Silva Moore; EORHB (aka “Hooters” case)
7th Circuit Pilot Program contemplates proportionality as one of its principles
International Trade Commission Rules
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e-Discovery Strategies
Defensible document retention policy put into place in the ordinary course of business
Fire drills – who do you share it with in your organization?
Does it matter what type of industry you’re in? Reasonable anticipation of litigation
Who is responsible for anticipation? Does carrier notice = reasonable anticipation?
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Legal Holds
Nominate a person within the organization to be responsible for the legal hold process
Legal hold process: Implementation Communication Enforcement Release
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The e-Discovery Team
Working with outside consultants and vendors
Reliable, effective cost comparisons Engaging the risk manager Relying on your carrier for assistance and
e-Discovery communication with your carrier
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Insurance ChannelNew to the game or always there?
Is E-Discovery a covered cost in an insurance policy? Where is it referenced?
Litigation management – definition of defense costs Separate defined term
E-Discovery products Stand alone policies Endorsements Sublimits Consulting services/readiness
assessments
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E-Discovery
Jennifer Rothstein
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E-Discovery Overview E-Discovery – a refresher Updates to the rules Strategies Insurance Channels
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E-Discovery – Review and Refresh What is it and why is it still relevant?
Costs and risks involved Where do we see it?
State vs. Federal level Critical updates: Proportionality!
June 2013 - Proposed Amendments to Rule 26 (b)(1) approved for publication and comments
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Proportionality! Rule 26 (b) (1) Discovery Scope & Limits
proposed language Case law
Rimkus v. Cammarata (direct) Solvay (indirect)
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Proportionality Analysis States amending their rules Predictive coding/technology assisted review
Case law: Kleen Products; Da Silva Moore; EORHB (aka “Hooters” case)
7th Circuit Pilot Program contemplates proportionality as one of its principles
International Trade Commission Rules
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e-Discovery Strategies
Defensible document retention policy put into place in the ordinary course of business
Fire drills – who do you share it with in your organization?
Does it matter what type of industry you’re in? Reasonable anticipation of litigation
Who is responsible for anticipation? Does carrier notice = reasonable anticipation?
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Legal Holds
Nominate a person within the organization to be responsible for the legal hold process
Legal hold process: Implementation Communication Enforcement Release
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The e-Discovery Team
Working with outside consultants and vendors
Reliable, effective cost comparisons Engaging the risk manager Relying on your carrier for assistance and
e-Discovery communication with your carrier
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Insurance ChannelNew to the game or always there?
Is E-Discovery a covered cost in an insurance policy? Where is it referenced?
Litigation management – definition of defense costs Separate defined term
E-Discovery products Stand alone policies Endorsements Sublimits Consulting services/readiness
assessments
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E-Billing, E-Strategy, E-Discovery
Jack Pierce, Esq.John Browning, Esq.Jennifer Rothstein