Canadian Lawyer

BY JASON LEUNG TECH SUPPORT The benefits of records management One of the most useful features of our software system is its ability to store client- specific, matter-specific, and docketing information in a client matter record. In order to file the Canadian patent application, we prepare several documents including: (i) a cover letter to the Can- adian Intellectual Property Office; (ii) a form to request national phase entry; (iii) a declaration of entitlement; and (iv) a reporting letter to the client. Upon filing the Canadian patent application, there will often be due dates for several action items that must be docketed including: (i) maintenance fees, which must be paid annually on the anniversary of the fil- ing date of the PCT application; and (ii) requesting examination, which must be done within five years of the filing date of the PCT application. M y firm uses a single software solution for records man- agement, docketing due dates for action items, and generating precedent letters and forms. One of the most useful fea- tures of our software system is its ability to store client-specific, matter-specific, and docketing information in a client matter record and, when desired, auto- matically merge such information into the appropriate locations of precedent letters and forms. This feature signifi- cantly improves our firm's efficiency in generating almost all of our commonly used letters and forms, and also ensures that this information will be transcribed accurately. In this article, I will describe a specific example of how we have been able to take advantage of this system to enhance our IP law practice. In this example, a foreign patent attorney files a Patent Co-operation Treaty international patent application on behalf of his or her client. The foreign patent attorney then retains Ridout & Maybee LLP to file a Canadian patent application based on the PCT application. The foreign patent attorney is considered to be our firm's client, and the foreign pat- ent attorney's client is the applicant. 24 A PRIL 2012 www. CANADIAN Lawyermag.com Traditional IP practice In a traditional IP practice, a firm stores client-specific information, such as the foreign patent attorney's name and contact information, in an electronic database. Upon receiving instructions from the for- eign patent attorney to file a Canadian application based on a PCT application, matter-specific information is entered into the same electronic database. Matter- specific information may include the PCT application serial number, the filing date of the PCT application, the name of the applicant, and the title of the patent appli- cation. The due dates for action items, such as maintenance fees and requesting examination, are manually calculated and entered into dockets. A patent-filing clerk normally pre- pares draft copies of the cover letter to CIPO, the request for national phase entry, the declaration of entitlement,

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