It’s the dawn of a new era! everything is electric (boogie woogie woogie – old heads will understand that reference). With a new era comes change and new ways to handle..well… almost every legal aspect we can think of. For example, If you’ve received a hearing notice as of recent, you’ve probably notice that there is now a deadline in which electronic exhibits must be provided to the court clerk. Trial notebooks and printing out several copies of exhibits for your attorney to take with them to court is no longer common. So it really begins with you having to handle and manage electronic exhibits in such a way that makes it easy come time or in the event you go to trial.
Security:
The first thing you want to ensure is security. That’s always a priority considering how much computer hacking and phishing are on the rise. Try to have your client send documents to you via a secure cloud storage application. You will also want to do the same when having to send exhibits to the other side or even the court. You see the pattern? If you can ensure the documents are received safely, you are better protected and then you return the favor – it’s like the electronic golden rule.
Make sure you have the right software:
The list of applications that can be used for viewing different types of electronic exhibits is endless. You may receive files such as CAD, MRI, 3D models, or websites. Make sure you are looking at the file type as the documents are received and that you a. know what it is b. have the correct application to view the item. If you are not sure what application to use to open a file try using Fileinfo.com.
Digital Markings:
Most exhibits are used in shape or form to preserve the record. However, attorneys want to be able to easily reference them in the future. They want to be able to call out the documents by it’s name for example…”Plaintiff’s Exhibit A”. Now back in the day (from what I hear) people had to not only print the item but then also hand write the identifying name on the document. We have graduated to more advanced tools like physical stamps and electronic stamps however, what if you have an audio or video file as an exhibit? The best way to handle this may be to clearly title the native file. That way, the attorney can explain that they are marking the video/audio file entitled “Beyonce in Paris” as exhibit 13. If the paralegal has clearly titled the native file, it will be easy for the attorney to reference it, which in turn makes it easy for the court reporter to capture the information.
Remember, this is a growing industry and new inventions are sprouting up everyday. There are plenty of companies out there that will even handle and specialize in knowing every kind of file there is. If your firm or even you, are able to invest in using some of these companies that may save you a huge headache. However, It is something that can be easily executed if managed correctly from the start.