Introduction to Document Assembly

for Legal Services

Marc LauritsenCapstone Practice Systems

October 2011

Quick review: Document Assembly

Sometimes called ... “Document automation” “Computer-aided drafting”

Think TurboTax

Typically found in ... Word processing applications Case management systems Fillable forms

Basic Concepts

Templates – model documents Variables – what’s different?

Facts, choices Calculations - numbers, dates,

texts “Logic” – what goes where?

Conditional/optional pieces Repeated sections

Interface - questions and guidance

Template + Answers = Document

Important differences

Templates | Answers | Documents

Interview | Assembly

RTF templates | PDF templates

Desktop HotDocs | Online HotDocs

Benefits

Effectiveness Doing good

work with less effort

Quality Correctness Completeness Consistency

Responsiveness

Training and continuing education

Consolidation of expertise

Process improvement

Job satisfaction and enrichment

Uses

Document focus Word processable documents Graphical forms, PDFs Personalized instructions

Interview focus Dynamic questionnaires Intelligent checklists Analytical advisors Eligibility assessment Hotline scripts for call center

staff

Users

Self-helpers (unrepresented) Clients (partially or fully

represented) Legal services staff advocates Hotline staff Volunteers, pro bono counsel Law school clinics Other nonprofits

Alternate front ends

Native HotDocs – “out of the box”

A2J

Online interviews

The content spectrum

Static (brochure-ware) Nothing changes

Interactive, navigable (hypertext) Locations or views change

Dynamic, intelligent, productive Content changes

LHI

About Illinois Legal Aid Online’s Automated Documents Project

Goals Create a core library of automated

documents for legal aid and pro bono attorneys

Provide pro se litigants and others with means to create correct, complete, and neat forms and letters appropriate to address their legal needs

Where are the Automated Documents? Automated documents for use by

attorneys representing clients are available through both www.illinoislegaladvocate.org and www.illinoisprobono.org.

Users must register for an ILAO account in order to access the automated documents

Users must register separately on LawHelp Interactive to save answer files for re-use.

Automated documents for use by the public are on www.illinoislegalaid.org

The Automated Documents Menu

In Topical “Pro Bono Guide Me”

Find Automated Documents by Searching

Finding Automated Documents on the Public Website

Automated documents are not searchable on the public website

We have created a “form library” screen where Self-Help Center navigators and others assisting pro se litigants can find all public automated documents

Form Library

Within Topical “Guide Me”

What Programs Does ILAO Have Online for Advocates?

Divorce Adoption Lockout Case Letters and Pleadings Motion to Stay Eviction Powers of Attorney and Advanced Directives Civil Motions Simple Will Discovery Packet Vehicle Deficiency Suit Defense Hospital Bill Defense Immigration

What Programs Does ILAO Have for Pro Se Litigants?

Forms, Letters and Pleadings for: Fee Waiver/ 298 Petition Divorce Name Change Order of Protection (for most counties) Expungement and Sealing Mortgage Foreclosure Answer Powers of Attorney for Health Care and

Property Security Deposit Complaint and Demand

Letters Letters Credit Card Cos., Banks, Insurance

Cos., Credit Reporting Agencies to Report Identity Theft

…and many more on www.IllinoisLegalAid.org

How Are Illinois Attorneys Using Automated Documents?

Traditional Client Services

Pro Bono Projects Unbundled Services for

Pro Se Litigants

Center for Disability and Elder Law

Thomas Wendt, Chief Legal Officer

Uses automated documents for: Divorce, since 2009 Powers of Attorney and Advanced Directives,

since working with ILAO on edits to accommodate new law in 2011

Wills, also since working with ILAO in 2011 Serves individual clients in office, considering

automated documents for clinics also. Reasons for using automated documents:

Professional and consistent documents Efficient delivery of services

Prairie State Legal ServicesSandy Crow, Volunteer Lawyer

Coordinator, Peoria Office Used automated documents with volunteer

lawyers in clinical setting for: Uncontested Divorce, since October 2010 (see

handout)

Powers of Attorney and Advance Directives, since July, 2011

Reasons for using automated documents: Allows non-expert pro bono attorneys to

provide effective services Standardized documents for pro bono

attorneys Resources already posted on ILAO, no need to

re-create and distribute materials for each clinic.

How Can Your Program Participate in this Project? Substantive Expertise

Assist in developing appropriate interviews and process flow

Constructive feedback on how to improve current automated documents

Ideas for new projects Let us know where you see a

need Think about automated

documents when planning new projects

Thank You!

For further information, contact:Mary K. Neal

Automated Documents Project Manager312-977-9047 x18

mneal@illinoislegalaid.org