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The word processor is, perhaps, the key law office computer application, required by every lawyer (or the lawyer’s secretary) involved in virtually any size law firm and in any type of practice. This week I look at three programs designed to work with the latest versions of Microsoft Word for Windows (WinWord) and WordPerfect for Windows (WPWin). Since the January announcement by Lexis that they will abandon CompareRite in 2002, and likely before that, DeltaView appears to be the leading program that compares two versions of the same word processor document. Deal Proof is an expensive program that gives a document a very thorough proofreading, but I’d be surprised to see a law office that couldn’t use it to produce better documents. DELTAVIEW A document comparison program reads two versions of the same word processing file, notes changes, deletions, additions and moves — from the earlier to the later — and presents these changes as a composite file with changes marked, a listing of the changes, or some combination of the two, a so-called red-line document. (Once upon a time, young associates red-lined a document manually, but at $50,000 per year, that hardly makes sense; at $150,000 per year, it’s insane.) Of course both WinWord and WPWin both come with document comparison modules that do work reasonably well and have been getting better. (In case you’ve never tried them, check out the document choice on the File pulldown menu of WPWin and the Track Changes choice on the Tools pulldown menu with WinWord.) In fact, I often do my final WinWord drafting in the Track Changes While Editing mode, so I can see additions and deletions as I make them.) But neither program handles moves in large documents particularly well, neither produces good detailed change reports, and neither can be customized as well the old CompareRite. DeltaView does what the old CompareRite did — and does it better. DeltaView also, I am told, uses the WinWord engine, doing comparisons with RTF (Rich Text Format) files; if WinWord can read the file, DeltaView converts it to RTF on the fly and begins the comparison. I installed the program on a standalone basis, without integrating with a Document Management System (DMS). (The program can deal with versions of DOCS Open, iManage, WorldDox, and PowerDOCS.) I also told the program to use SMTP (Simple Mail Transfer Protocol) to send compared files by e-mail. Although other customization was possible, DeltaView was now ready to go. Simply use the Windows browse feature to find the original file and modified file and tell DeltaView to begin. The program reads the files, compares them, and generates a composite file showing additions, deletions and moves, and a Redline Summary showing each a list of each change, hyperlinked to the composite file. DeltaView can display the original file, the modified file, the composite file and the Redline Summary at one time, each in its individual window. Click on any change shown in the Redline Summary and the other three windows move to where that particular change is shown. I like to review a printout of the Redline Summary for a final draft; sometimes just looking over the checklist is easier than paging through a long document for a few changes. I was unable to figure out how to save or print the Redline Summary until toll-free customer support told me how to configure the program to append the Redline Summary to the end of the composite file. The user can edit and save the composite file, or can use DeltaView and the computer’s e-mail software and network connection to e-mail the composite file, with or without the original and modified files, as either an RTF file or, if the recipient has a copy of DeltaView, in a proprietary DeltaView file format. The worst thing I can say about the product is it is very expensive for a solo or small law office, as the minimum purchase is a site license for 10 users. The $85 per user price for 10 users isn’t bad, but the price grows to almost $300 each if you have only three users in the office. If you do acquire the product, I suspect you’ll use it almost every day. DEAL PROOF Although the analogy isn’t perfect, Deal Proof is sort of an interactive style and continuity checker, an automated proofreader if you will, for legal documents. The program reads through a word processor document and begins to determine if it is internally consistent, and even if it is consistent with firm style, as expressed in a custom phrase dictionary. If a lease uses “tenant” through most of it, but lapses into “lLessee” once or twice, Deal Proof should alert you to the problem. If you use the phrase “federal, state and local” sometimes and “federal and state” at others, Deal Proof should flag the possible discrepancy and give you the opportunity to determine if you really meant to use two different phrases. If you refer to a definition in paragraph 12, and the term is not defined in paragraph 12, Deal Proof will alert you to the problem. The first version of Deal Proof that we reviewed a couple of years ago was designed to work only with structured transactional documents, and tended to gag with long documents or a large document set. Deal Proof 3 has apparently fixed the long document problem, and is now recommended for use with any type of legal document. The vendor will usually do the installation work on a large installation; I installed the program myself. Because I wanted to use the program with both WinWord and WPWin, I was forced to a dual installation. The typical lawyer uses only one word processor program and won’t have that problem. Using Deal Proof is easy: Simply identify the key WPWin or WinWord document you wish to review, and Deal Proof goes to work. Toward the end of its analysis, the program pops up a screen showing apparent references to other documents; if you wish, you can link the other documents so that Deal Proof may add them to the mix. The program coordinates with DOCS Open, iManage and WorldDox. During its analysis, Deal Proof creates a document table of contents, lists defined terms and sections referenced within the document, flags suspected problems, lists referenced cases and statutes, and references secondary sources. Pull down the table of contents list, and you can jump to any section on the list. You can do the same for defined terms, flags or any of the other matters analyzed in the report. The user can configure the program to access either Westlaw or Lexis. If Deal Proof is so configured, clicking on a legal citation can send you off to the online legal research facility of your choice to check it out. Deal Proof is not inexpensive. Single user pricing for a solo practitioner — the vendor will not sell one license to a large law firm — is $1,650, not including a year’s support contract for an additional 25 percent. License for a 10 percent firm costs about $20,000 including one year’s support, installation and customization for one practice group. (The vendor will build a custom dictionary, usually built around words and phrases used by the firm in a particular practice area.) A firm with 100 users and two practice areas would pay $67,000 including the first year’s support and customization for two practice areas. You won’t use Deal Proof every day, but if it saves a silly mechanical error in an important document, you may find Deal Proof invaluable. DETAILS DeltaView produces accurate red-line versions of word processor documents. Every lawyer needs one. DeltaView, Version 2.51 Price: 10-user site license: $750 plus 18 percent required first year software maintenance. Site license for larger sites, approximately $60 – $70 per seat. Requires: IBM-PC or compatible, running Microsoft Windows 97 or 2000 Workshare Technology 208 Utah San Francisco, Calif., 94103 Phone: (888) 404-4246 or (415) 975-3855 Fax: (415) 957-3854 Deal Proof reads your complex documents, makes sure they are consistent, and even makes it easy to check cases and citations on Westlaw or Lexis. DealProof, Version 3 Price: Single User: $1,650.00 plus 25 percent per year for support. 10 user site license: about $20,000, 100 user site license: about $55,000 Requires: IBM PC or compatible, running Microsoft Windows 95 / 98 / 2000 or NT 4.0 ExpertEase Software 150 W 25th St. New York, N.Y., 10001 Phone: (800) 488-6996 or (212) 242-6161 Fax: (212) 242-8181 Web: www.expertease.com E-mail: [email protected]. Barry D. Bayer practices law and writes about computers from his office in Homewood, Ill. You may send comments or questions to his e-mail address [email protected]or write c/o Law Office Technology Review, P.O. Box 2577, Homewood, Ill. 60430.

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