The Who, What, Where, When, How and Why of Our Online Repository
What is an online repository? Why should you use it? How and where do you use it? Who has access to it? When do you have access to your files? These questions and others will be answered for you from our perspective as keepers of the record.
As creatures of habit, we don’t really like when something is changed, especially when it’s something we’ve been comfortable doing for years that works just fine. That saying “if it ain’t broke, don’t fix it” comes to mind. Personally, I’m old school and technology scares me, mostly because it’s not static and as soon as I give in and purchase a device, a new one is released that’s bigger, better, and faster… and more expensive.
But technology isn’t always scary or intimidating. Take for instance, receiving a deposition transcript electronically. Email attachment, right? That’s the way it’s been done for years and it works just fine. But with technological advances, now there’s something called an online repository.
What is it? It’s a central location where electronic files are stored in a cloud, if you will, and those files are then accessible to be viewed, edited and downloaded. When can you access your files? Your files are available to you at any time – 24 hours a day, 7 days a week – through our website from wherever you happen to be as long as you have an internet connection.
Hypothetically, let’s say you’re in hurry to leave your office on Friday afternoon because you’re going away for the weekend, but you’re also going to be prepping for that expert deposition you’re taking first thing Monday morning. In your haste, you forget to grab the Depositions folder which contains the hard copy transcripts and summaries of prior deps in the case. As you’re making your commute home, you realize it’s sitting on your desk and you don’t have time to go back to your office, but then you think, “Oh, that’s okay. I remember they were emailed to me. I can just download them. I’ll be fine.”
Continuing with the hypothetical, you’ve reached your weekend destination and have found some time to get a little work done. Oh, darn it, you have to find those emails with the PDFs. That could take a bit of time because you’ll have to first search the case name, then download each file attachment to your computer.
Why should you use it? With the repository, all those deposition transcripts would already be sitting in the cloud waiting for you in one location. And there’s no software you need to download or licenses to deal with unless you use the E-Transcript, then you’d download the RealLegal E-Transcript viewer. More importantly, the files are encrypted during the uploading process.
We all know there is personal and delicate information contained in deposition transcripts, so the encryption protects that information; whereas if a transcript is sent as an email attachment, it is not encrypted and then becomes susceptible to exposure in the event your email account is hacked. Our use of the cloud with its encryption capability is secure and therefore also HIPAA compliant.
How and where do you use it? With the repository, you log in to your account through the UBA website, and all of the cases are listed, then all of the depositions are in subfolders. They’ve all been uploaded as condensed and full .pdf, .ptx, .lef, .ptf, .mdb, .sbf, .txt, and .xmef files. And the exhibits are hyperlinked in the .pdf files. It’s just a matter of clicks to open a transcript, and then you’re able to copy and paste text directly into your computerized notes. Oh, and it’s no problem that you don’t have your desktop computer with you or even your laptop. You can access your account via iPads, iPhones and Androids as well.
Who has access to it? We can send the email containing the link to all of the attorneys at your office who are working on the same case, as well as your support staff. If someone doesn’t already have an account with YesLaw, a password will be provided in a separate email when the transcript link is sent to them. That password that is issued by YesLaw can then be changed once they log in for the first time.
So what are the benefits of using the online repository?
• Electronic files = no paper = Ecofriendly
• Easy login and your account is password protected
• 24/7 online access to your files
• Various file formats to choose from
• Encryption = secure = HIPAA compliant
• Hyperlinked exhibits
• Accessible via computer, iPad, Android, iPhone
• No special software to download to view most files
• Transcripts organized by case
• No dealing with secondary file transfer accounts (30 days to download) because the files are too large to be sent via regular email
What are the cons of using the online repository?
• Personally, the only con that I can think of is having to remember your password.
While writing this, I’ve come to accept that change isn’t always bad if I keep an open mind. And when it comes to technology, changes are usually to make life easier. And as the keepers of the record, we hope, with the help of technology, that we can make your life a little easier.