Mid-Missouri Paralegals
Bates Numbering in Adobe Acrobat Professional
Something that almost every paralegal will have to do at one time or another is Bates stamping. When I first heard that term, I thought it must be some very complicated way of numbering. In actuality, it is a fairly simple concept. It is numbering documents in a way that allows you to quickly find specific pages. For instance, if you have a document that has eleven exhibits, you would number the pages that make up those exhibits sequentially, not renumbering for each exhibit. Bates numbering usually is 6 digits long, and it used to be done using an automatic numbering machine (I've got two Cosco stamps in my drawer right now!). With the stamp, it was a long, slow, tedious process. Thankfully, we now live in a world where technology can be harnessed to make our jobs so much easier!
To begin, scan your documents or combine your documents to create one PDF document.
Open your document and click on “Advanced” on the menu bar.
Go
down to “Document Processing” and then you will see a list of options.
Choose
“Bates Numbering” and then “Add”. That will take you to the Bates Numbering
dialogue box.
Click on the button to “Include all open PDF documents” and then
select your file.
Click on Next, which takes you to the Add Header and Footer
dialogue box.
Click into the Text box where you want the Bates Number to appear
(we usually use the Right Footer Text box).
Then click Insert Bates Number.
There you can specify the # of digits, the start number, and any prefix or
suffix you want (we usually use 6 digits, with whatever start # we need - in case this is a second batch of documents that should start with the next # in the sequence - then
we use a prefix of UM).
Click on OK to return to the Add Header and Footer
dialogue box. Check the appearance in the preview screen to make sure it
appears the way you want. You may have to change the font (towards the top of
the dialogue box).
Then click OK and you’re done!
Google Scholar
I love the internet. Amazing all the things that you can find on there, all the information at your fingertips. Today, I heard (by way of Law Technology News) about Google Scholar's addition of patent and case searching, so I went over to check out the official blog.
This looks like a great way to narrow a search to things that you really need, instead of say searching for a company name + bankruptcy in a standard google search. Bookmark the new search engine, and let me know if you use and what you think of it.
This looks like a great way to narrow a search to things that you really need, instead of say searching for a company name + bankruptcy in a standard google search. Bookmark the new search engine, and let me know if you use and what you think of it.
To Those About to Write, We Salute You!
November is National Novel Writing Month. It is an international challenge to write 50,000 words in one month. This is my sixth time to participate, and I've won every year, so the pressure is on!
Anyway, that means this blog may suffer . . . I apologize for that. And if you are interested in guest blogging for me, shoot me at email at robinettll at umsystem dot edu.
And if you'd like to cheer me on or would like to join me (if you've ever dreamed of writing a novel someday . . . TODAY is SOMEDAY!!), stop by my website or my blog.
MMPA related news - I'm trying to put together a fun event for us towards the beginning of December - more news to follow! (hint: M - I - Z!!!)
Anyway, that means this blog may suffer . . . I apologize for that. And if you are interested in guest blogging for me, shoot me at email at robinettll at umsystem dot edu.
And if you'd like to cheer me on or would like to join me (if you've ever dreamed of writing a novel someday . . . TODAY is SOMEDAY!!), stop by my website or my blog.
MMPA related news - I'm trying to put together a fun event for us towards the beginning of December - more news to follow! (hint: M - I - Z!!!)
Use of the English Language
There's currently an ad running on a local radio station that has been done by national celebrities. One of the celebs says the owner of Business A is "prompt and professionable." That drives me crazy every time I hear it (and, yes, I scream at the radio as if he can actually hear me).
Just today, I read a letter written by an attorney to my employer. It says:
AAARRRGGGHHHH!!! Does no one proofread? Does no one know how the English language works? Is proper grammar a thing of the past? First of all - spell your client's name correctly. Second, this should have been two sentences. Third, what the????? (not to mention the fact that an attorney should know the law that relates to the subject matter.) The letter appears to have been transcribed by his secretary, which brings to mind another question. (Thought: Should you transcribe documents exactly, word for word, with punctuation, as your supervising attorney speaks it? My opinion: I say no. You are the filter through which he speaks. I have always considered it my job to make my supervising attorney look good. That said, I do point out that I corrected an error, so that he knows the change that was made. Do it nicely and be knowledgeable. Your boss will appreciate it.)
The question of "your" versus "you're" was a topic on one of my favorite shows recently, Castle. A murderer wrote a message on the face of his victim, and used the wrong version. It really ate at Castle, and I thought, I'm not the only one that notices that! Ha!
Someone I know frequently uses the word "irregardless." That's not a word. It's regardless. My ex-husband used to refer to people with total hearing loss as "death." Yup, you read that correctly. I'm sure you've talked to people who missuse the language. Stop and think about it for a moment. What is your opinion of that person? Do you think of that as more or less intelligent when you hear a word misused?
I know I pay more attention to the English language than a lot of people do, purely because it's part of who I am: a paralegal who writes in her spare time. In the world of legal documents, every word and every punctuation mark has meaning. You must make sure the words on the page reflect the intended meaning. Preciseness and accuracy are an absolute necessity. And the way you use language is a reflection on you and your employer - take the time to learn the English language, pay attention to grammar, punctuation, spelling. And if you need a refresher, check out these sites:
10 flagrant grammar mistakes that make you look stupid
webgrammar's free tips
And if you're brave, take Grammar Monster's test here.
Feel free to list your own tips (gripes are welcome, too) in the comments.
Lori Robinett
Just today, I read a letter written by an attorney to my employer. It says:
"You have expressed medical liens with regard to our clients, [husband] and his wife, [wife: name misspelled], these people have health insurance."
AAARRRGGGHHHH!!! Does no one proofread? Does no one know how the English language works? Is proper grammar a thing of the past? First of all - spell your client's name correctly. Second, this should have been two sentences. Third, what the????? (not to mention the fact that an attorney should know the law that relates to the subject matter.) The letter appears to have been transcribed by his secretary, which brings to mind another question. (Thought: Should you transcribe documents exactly, word for word, with punctuation, as your supervising attorney speaks it? My opinion: I say no. You are the filter through which he speaks. I have always considered it my job to make my supervising attorney look good. That said, I do point out that I corrected an error, so that he knows the change that was made. Do it nicely and be knowledgeable. Your boss will appreciate it.)
The question of "your" versus "you're" was a topic on one of my favorite shows recently, Castle. A murderer wrote a message on the face of his victim, and used the wrong version. It really ate at Castle, and I thought, I'm not the only one that notices that! Ha!
Someone I know frequently uses the word "irregardless." That's not a word. It's regardless. My ex-husband used to refer to people with total hearing loss as "death." Yup, you read that correctly. I'm sure you've talked to people who missuse the language. Stop and think about it for a moment. What is your opinion of that person? Do you think of that as more or less intelligent when you hear a word misused?
I know I pay more attention to the English language than a lot of people do, purely because it's part of who I am: a paralegal who writes in her spare time. In the world of legal documents, every word and every punctuation mark has meaning. You must make sure the words on the page reflect the intended meaning. Preciseness and accuracy are an absolute necessity. And the way you use language is a reflection on you and your employer - take the time to learn the English language, pay attention to grammar, punctuation, spelling. And if you need a refresher, check out these sites:
10 flagrant grammar mistakes that make you look stupid
webgrammar's free tips
And if you're brave, take Grammar Monster's test here.
Feel free to list your own tips (gripes are welcome, too) in the comments.
Lori Robinett
Cyber Security Awareness Month
October is Cyber Security Awareness Month, sponsored by the Department of Homeland Security. See their website on the special month here. They have tips for staying safe online. I won't bore you with the details (I know you're bright enough to go there and read for yourself), but here's a snippet of their suggestions:
* Don't open attachments from people you don't know.
* Think twice (maybe three times) before you open an attachment from someone you do know.
* Don't open an attachment from yourself (duh . . . this is a common ploy by the bad guys!)
* Don't view the internet as a great big play place . . . think about the stranger danger tips we give our kids. A google search as innocuous as "antique waterfall dressers" can lead you to a malicious site. Yes, I know that from experience.
Social networking deserves its own set of tips:
* Do not post any personally identifiable information. That's how the bad guys find you. (teenagers: Are you listening?)
* Do not post anything that you would not want your mother or a potential employer to see. Those pictures of you that one night at that one party with the thing might come back to haunt you. Yes, I'm talking about that picture.
* Do not mix business and pleasure. If you plan to network with colleagues, create a separate profile and keep that one professional. Do not friend your friends - only other professionals (and vice versa for your personal site).
Feel free to add your tips below. Be safe out there!
Lori Robinett
Here are my tips:Take Action - There are many things businesses, schools, and home users can do to practice cyber security during National Cyber Security Awareness Month and beyond.
- Make sure that you have anti-virus software and firewalls installed, properly configured, and up-to-date. New threats are discovered every day, and keeping your software updated is one of the easier ways to protect yourself from an attack. Set your computer to automatically update for you.
- Update your operating system and critical program software. Software updates offer the latest protection against malicious activities. Turn on automatic updating if that feature is available.
- Back up key files. If you have important files stored on your computer, copy them onto a removable disc and store it in a safe place.
* Don't open attachments from people you don't know.
* Think twice (maybe three times) before you open an attachment from someone you do know.
* Don't open an attachment from yourself (duh . . . this is a common ploy by the bad guys!)
* Don't view the internet as a great big play place . . . think about the stranger danger tips we give our kids. A google search as innocuous as "antique waterfall dressers" can lead you to a malicious site. Yes, I know that from experience.
Social networking deserves its own set of tips:
* Do not post any personally identifiable information. That's how the bad guys find you. (teenagers: Are you listening?)
* Do not post anything that you would not want your mother or a potential employer to see. Those pictures of you that one night at that one party with the thing might come back to haunt you. Yes, I'm talking about that picture.
* Do not mix business and pleasure. If you plan to network with colleagues, create a separate profile and keep that one professional. Do not friend your friends - only other professionals (and vice versa for your personal site).
Feel free to add your tips below. Be safe out there!
Lori Robinett
Tip: Using Two Monitors Effectively
When I began working at my current job, I was a bit overwhelmed to learn that I would have two monitors on my desk. Overkill, I thought, too much. Ah, but I was wrong! These two monitors have increased my productivity, without doubt. It would have greatly increased my productivity in private practice (lawyers: are you listening?), particularly in working on estate planning and contract work. How many times did I cut from a form document, minimize, paste into the new document, maximize, cut again, minimize . . . you get the picture. Not only was it time wasted, it was confusing. If I got a phone call or a bellow from the next room, I had to come back and think about where I was before I could continue. With two monitors, you can have two documents open at the same time. Amazing stuff! Cutting and pasting is a breeze. Comparing documents is a breeze.
Another advantage is that you can have a frequently used program open all the time. For instance, I use Outlook a lot, both for email and for calendaring and to-do lists. My Outlook is open all the time, on my right-hand monitor. If I cover it up, it's not the end of the world, but when I'm not actively using both monitors, Outlook is open to keep me on track for accomplishing what I need to accomplish when I need to. One caveat, however - do not let your email control your day (email is such an addictive distraction!). A good way to keep this from happening is to click on the Outlook Today button. Using this view, there are three columns visible in the viewing screen: Calendar, Tasks, Messages. This allows you to not be distracted by incoming messages, but you can still see an overview of what your day. I like it because my tasks (my to-do list) is visible.
Many people who use monitors at work do not have the luxury of simply being handed another monitor. Reports say that productivity can be increased by up to 30% by using an additional monitor (a "widescreen" approach to computing). If you're looking for facts to back up your request, check out this study conducted by the University of Utah.
If you have never used dual monitors, find someone who has them and look at their set up. It's not nearly as scary or decadent as you may think it is, and you just might be surprised at the increase in productivity!
Lori Robinett
Another advantage is that you can have a frequently used program open all the time. For instance, I use Outlook a lot, both for email and for calendaring and to-do lists. My Outlook is open all the time, on my right-hand monitor. If I cover it up, it's not the end of the world, but when I'm not actively using both monitors, Outlook is open to keep me on track for accomplishing what I need to accomplish when I need to. One caveat, however - do not let your email control your day (email is such an addictive distraction!). A good way to keep this from happening is to click on the Outlook Today button. Using this view, there are three columns visible in the viewing screen: Calendar, Tasks, Messages. This allows you to not be distracted by incoming messages, but you can still see an overview of what your day. I like it because my tasks (my to-do list) is visible.
Many people who use monitors at work do not have the luxury of simply being handed another monitor. Reports say that productivity can be increased by up to 30% by using an additional monitor (a "widescreen" approach to computing). If you're looking for facts to back up your request, check out this study conducted by the University of Utah.
If you have never used dual monitors, find someone who has them and look at their set up. It's not nearly as scary or decadent as you may think it is, and you just might be surprised at the increase in productivity!
Lori Robinett
Tip: Proofreading
Accuracy is important in any job, but it takes on immeasurable importance in a paralegal's day-to-day activities. I'm sure the folks at Lockheed Martin wish they had taken a bit more time in proofreading - a simple error with a comma cost them $70 million. Though you may not think you deal with things on that level, the results of a proofreading error can be disastrous in an estate plan, operating agreement or any other sort of document prepared by an attorney.
Personally, proofreading has always been a matter of pride. It doesn't matter to me whether my name is on the letterhead or the door, my reputation is on the line with every document that crosses my desk. It is important that we take pride in our work (have you ever read a mistake-riddled letter or email from another attorney and thought, wow, his assistant sucks! Well, OK, I haven't . . . my first thought is, wow, he really needs an assistant!).
Now that we understand the importance of proofreading, here are some easy to remember tips to help you proofread more effectively:
* Appearance. Don't read on the first go-through, just look. Glance at the margins to make sure they look okay. Check the spacing between paragraphs. Look for font to make sure the font is the same type, size throughout, and make sure you are consistent with bolding, underlining and italicizing (for instance, your headings should be the same). A common error is accidently underlining a space. If you have any paragraphs numbered or lettered, check them to make sure they are accurate and don't skip a number. Do not depend on the program to do this for you.
* Backwards. Go through the document from the end to the beginning, line by line. Going backwards prevents your mind from reading what it thinks should be there logically. Use a blank piece of colored paper to hide everything below the line you are proofing. This prevents your eye from wandering.
* Consistency. Depending on what you are reading, the rules may be hard and fast, or a bit looser. Regardless, consistency is key. For instance, if you write a case number as "08BA-09754", you should write every case number in that same format. In other words, "08ba-09754" should be changed so that all letters are capitalized. If you make reference to locations as Firm ABC, Anytown, New York, you should not refer to the next location as Firm DEF, 1432 Main St., Anytown, NY.
* Doodles. At least, that's what they looked like to me when I started. Learn correct proofreading marks and use them. They will be recognized by others, and will make your own changes easier to read. A good chart for reference from the folks at Merriam-Webster can be found here.
Feel free to share your own proofreading tips below!
Personally, proofreading has always been a matter of pride. It doesn't matter to me whether my name is on the letterhead or the door, my reputation is on the line with every document that crosses my desk. It is important that we take pride in our work (have you ever read a mistake-riddled letter or email from another attorney and thought, wow, his assistant sucks! Well, OK, I haven't . . . my first thought is, wow, he really needs an assistant!).
Now that we understand the importance of proofreading, here are some easy to remember tips to help you proofread more effectively:
* Appearance. Don't read on the first go-through, just look. Glance at the margins to make sure they look okay. Check the spacing between paragraphs. Look for font to make sure the font is the same type, size throughout, and make sure you are consistent with bolding, underlining and italicizing (for instance, your headings should be the same). A common error is accidently underlining a space. If you have any paragraphs numbered or lettered, check them to make sure they are accurate and don't skip a number. Do not depend on the program to do this for you.
* Backwards. Go through the document from the end to the beginning, line by line. Going backwards prevents your mind from reading what it thinks should be there logically. Use a blank piece of colored paper to hide everything below the line you are proofing. This prevents your eye from wandering.
* Consistency. Depending on what you are reading, the rules may be hard and fast, or a bit looser. Regardless, consistency is key. For instance, if you write a case number as "08BA-09754", you should write every case number in that same format. In other words, "08ba-09754" should be changed so that all letters are capitalized. If you make reference to locations as Firm ABC, Anytown, New York, you should not refer to the next location as Firm DEF, 1432 Main St., Anytown, NY.
* Doodles. At least, that's what they looked like to me when I started. Learn correct proofreading marks and use them. They will be recognized by others, and will make your own changes easier to read. A good chart for reference from the folks at Merriam-Webster can be found here.
Feel free to share your own proofreading tips below!
To-Do List
Allow at least 10 - 15 minutes each morning for planning. Make a list of what you want to accomplish (not just what "needs" to be done) and then prioritize them.
A = Absolutely positively has to be done before you leave work for the day.
B = Bonus stuff - in other words, stuff you'd really like to get done, but it's not the end of the world if it's not done before you leave for the day.
C = Could be done today, but low priority stuff that can wait until everything else is done.
Once you have your list prioritized, prioritize again within each category. Then start working your list!
A = Absolutely positively has to be done before you leave work for the day.
B = Bonus stuff - in other words, stuff you'd really like to get done, but it's not the end of the world if it's not done before you leave for the day.
C = Could be done today, but low priority stuff that can wait until everything else is done.
Once you have your list prioritized, prioritize again within each category. Then start working your list!
Tip: Dating Letters
When you are preparing letters for signature, check before you print to make sure the individual signing the letters will be in. This is especially important if you are preparing letters that are for someone other than your supervising attorney.
Time Management . . . Using Tools to Manage Your Time
About this time of year, every year, I begin to consider how I manage my time and how I can improve upon that management. For me, that's how I start my day . . . figuring out what needs to be done, what's a priority and what can wait, what I can delegate, and what steps I need to take to make sure everything gets done on time, every time. As a paralegal, time management is one of your most important skills - because if you can't manage your time well (and that means helping your attorney manage his/her time also!), then it doesn't matter how well you write, how well you type, or how well you deal with people.
As a paralegal, you need to find a system that works well for you. Personally, I've found that I need a system that melds my personal responsibilities with my work responsibilities, because with technology being what it is, that line is blurred. And, let's be honest, being a paralegal generally isn't a 9 to 5 job (even though I am fortunate enough currently to have a job that I am generally able to leave at 5). It is also important to find something that truly is a system - that helps you schedule appointments, manage tasks and contacts, and plan to meet goals.
My requirements for a time management system include the following:
_____ Calendar, viewable by day (w/ hourly slots), week and month
_____ To-Do list, with space to prioritize and separate by category (business, personal)
_____ Contacts
Considerations that I need to look at and make a decision on include:
Electronic or paper
Dated or undated
I've been a devoted Franklin user since 1990, when my boss at Central Missouri State University sent me to a one-day time management seminar. That was the best-spent day of my life, because it got me to think about time management as more than simply a calendar or a to-do list, but as a way to manage my time in a way that allows me to meet my goals. Since then, I spend at least some time each year evaluating the goals I want to meet, the best way to meet those goals, and ways to break those big goals down into manageable, to-doable chunks. I always used a classic style, but this last year, I took a job that is different than the jobs I've had previously and I don't think the classic style still works for me. Instead, I used Outlook, which seemed like a logical thing to do because I have 2 monitors and Outlook is often viewable. But I just don't like it. I miss paper. Planning doesn't really happen as well, and I find myself forgetting things, even though I sync my phone with Outlook. It still doesn't feel like a cohesive system.
So, I am looking at other options. Perhaps a smaller Franklin system would work for me, like the Compass Wire-bound Daily Planner. Or maybe the Busy Womans Daily Planner would be a good way to blend work and personal, but I hesitate to use something I haven't seen and that no one has recommended to me. I just don't know enough about that system, nor what differentiates it from the Franklin system. The D*I*Y Planner intrigues me. I used a Hipster during 2008 National Novel Writing Month, and did like it, so I'm comfortable with the site offering quality products. And I like the idea that it allows me to be creative, I just don't know if I have the time to be that creative about a planner.
And, therefore, the search continues. If you have found a planner that works well, or if you have an opinion on electronic versus paper, I'd love to hear your comments!
Thanks for reading,
Lori Robinett
As a paralegal, you need to find a system that works well for you. Personally, I've found that I need a system that melds my personal responsibilities with my work responsibilities, because with technology being what it is, that line is blurred. And, let's be honest, being a paralegal generally isn't a 9 to 5 job (even though I am fortunate enough currently to have a job that I am generally able to leave at 5). It is also important to find something that truly is a system - that helps you schedule appointments, manage tasks and contacts, and plan to meet goals.
My requirements for a time management system include the following:
_____ To-Do list, with space to prioritize and separate by category (business, personal)
_____ Contacts
Considerations that I need to look at and make a decision on include:
Electronic or paper
Dated or undated
I've been a devoted Franklin user since 1990, when my boss at Central Missouri State University sent me to a one-day time management seminar. That was the best-spent day of my life, because it got me to think about time management as more than simply a calendar or a to-do list, but as a way to manage my time in a way that allows me to meet my goals. Since then, I spend at least some time each year evaluating the goals I want to meet, the best way to meet those goals, and ways to break those big goals down into manageable, to-doable chunks. I always used a classic style, but this last year, I took a job that is different than the jobs I've had previously and I don't think the classic style still works for me. Instead, I used Outlook, which seemed like a logical thing to do because I have 2 monitors and Outlook is often viewable. But I just don't like it. I miss paper. Planning doesn't really happen as well, and I find myself forgetting things, even though I sync my phone with Outlook. It still doesn't feel like a cohesive system.
So, I am looking at other options. Perhaps a smaller Franklin system would work for me, like the Compass Wire-bound Daily Planner. Or maybe the Busy Womans Daily Planner would be a good way to blend work and personal, but I hesitate to use something I haven't seen and that no one has recommended to me. I just don't know enough about that system, nor what differentiates it from the Franklin system. The D*I*Y Planner intrigues me. I used a Hipster during 2008 National Novel Writing Month, and did like it, so I'm comfortable with the site offering quality products. And I like the idea that it allows me to be creative, I just don't know if I have the time to be that creative about a planner.
And, therefore, the search continues. If you have found a planner that works well, or if you have an opinion on electronic versus paper, I'd love to hear your comments!
Thanks for reading,
Lori Robinett
