Oh stop...no...oh go on...Ok, Ok, enough about me...seriously, lets talk about something useful - like Track Changes.
For some reason, that even my twelve years of legal technology training can barely explain, some lawyers who "use" Word still don't know how to use Track Changes. This is truly confounding to me considering how simple the feature is to master. Now, I'll give you a little tiny window of forgiveness if you've never had to or wanted to track document revisions and editions in your document.. but then I think, REALLY? Never, in all your years of practicing law...REALLY?
For the unaware, the Track Changes feature in Microsoft Word is a built in feature that allows you to colorfully and visually see the changes you make in a document, as you make them (it's also part of the Compare tool that lets you compare two documents or versions of a doc)...
So, as you can see, its pretty and really, quite smart. When does it become dangerous, you ask? Oh, that's when you come in - sweet sweet attorney. See, it has happened in the past that a few of you have had no idea that it exists and it has been turned "on" and "it" (never you the user!) has inadvertently been emailed to someone else wherein they have seen YOUR changes and edits.
How could this possibly happen? Well, sometimes, technology has a learning curve. And because some of you don't ever make the time for educating yourself on the important tools that help you practice law and service your clients <VGB> - THIS very sort of thing can actually happen. Track Changes, like most other tools on your computer, just aren't that hard to learn, and by virtue of those hard-earned and very expensive letters after your name - we all know you're smart enough to get it. You just wont take the time...arrrgghhh...TIME!! If only there were more of it!
So a couple of technical tips before I send you on your way to some self-study: The chances of this happening have been lessened thanks to Word 2007 (if you're there), if you are on an older version, then it's imperative that you figure out how Track Changes works (remember, it's not hard, do not be afraid) and yes you can can get rid of all signs of track changes. Oh, one more thing... your best defense against track changes and metadata? Have a "PDF First" policy - if they don't need to edit it, PDF it.
Since there are already so many resources out there about Track Changes, I'm going to link you out there and trust that you will take a few minutes to read, learn and apply...afterall, isn't that how you got here?
- Microsoft Explains Track Changes 2007 2003
- Lawyers Explain Track Changes (read horror stories by unwitting attys here)
- Shauna Kelly answers: How does Track Changes in Microsoft Word work?
We currently get "redlined" documents from outside the firm (meaning the "Compare" function was used, and multiple lawyers immediately begin adding their changes to it (using "track changes"). When the document is complete, no one can understand why we can't accept the first level of changes. Other than said lawyers educating themselves about Word, which will be the days of an icy hell, is there a cure? Is there a way that a "compared" document can be converted to tracked changes?
Posted by: Deborah | 05/06/2009 at 08:27 PM