Document Automation 101 Document Automation 101 Document assembly software helps users answer questions and uses those answers to fill out forms, which can be printed or filed electronically. The advantages of document assembly include • providing additional informational support to people who complete the forms, • eliminating the repeated entry of information, and • focusing a user on the information that they need to fill out the form. The process of filling out the forms also educates the litigant on what is relevant to their claim and what should therefore be presented in court. (It is a totally appropriate role for courts to provide this service.)
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2008 NLADA Technology Planning For Automated Forms - Glenn Rawdon's Presentation
Technology Planning 101: Developing Service-Based Plans for Programs and State Networks
This session will provide an overview of the technology planning process for legal aid programs and state legal aid networks. It will include information on conducting technology assessments, managing the planning process, and harmonizing programmatic and statewide technology activities. Kate Bladow, Pro Bono Net; Glenn Rawdon, Legal Services Corporation; Kathleen Brockel, Legal Services National Technology Assistance Project (NTAP); James Dill, Pennsylvania Legal Aid Network
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Transcript
Document Automation 101Document Automation 101
Document assembly software helps users answer questions and uses those answers to fill out forms, which can be printed or filed electronically.
The advantages of document assembly include • providing additional informational support to
people who complete the forms, • eliminating the repeated entry of information,
and • focusing a user on the information that they
need to fill out the form.
The process of filling out the forms also educates the litigant on what is relevant to their claim and what should therefore be presented in court. (It is a totally appropriate role for courts to provide this service.)
What is Document Assembly?What is Document Assembly?
Advocates or self-represented litigants answer questions during an interview.
A personalized document is created from the answers.
The answers can be saved and reused.
Building a Project - ProcessBuilding a Project - Process
Launch
Assess
Develop
Plan
The Forms the ThingThe Forms the ThingGarbage in, garbage out (or good
automated forms start with good paper forms)
Have the content reviewed by attorneys, judges, and potential litigants for legal problems as well as areas of potential confusion and improvement
Best PracticesBest Practices
Ask And Then CalculateA birthday The person’s age
A child’s birthday If the child is a minor
When a tenant moved out How long ago that was
A person’s gender Personal pronouns (he/she, him/her, & so on)
Minimize how many questions users have to answer.
Standardize!Standardize!
We are lucky if we have enough money to do all the forms once, much less 77 times!
Forget Lawyer SpeakForget Lawyer Speak
Easily understood forms and interviews are better for clients, advocates, and the courts.
One Form, Two MastersOne Form, Two Masters
The same form can serve both pro se users and advocates by using different interviews, A2J Author for pro se, HotDocs for advocates
Example of Two InterviewsExample of Two Interviews
Sustaining the ProgramSustaining the ProgramEvaluationPartnershipsMinimized MaintenanceCreative Thinking
Lessons LearnedLessons LearnedPlan for sustainability from the
beginning.Use standard forms that every court
must accept.Learn from other jurisdictions’ projects.Find a “champion.”Build support for the project.Do not be overly ambitious.Integrate the project into existing service
delivery channels. Train staff to use the system.Promote the project.Evaluate.