Canadian Lawyer

files in electronic instead of paper for- mat. Upon receiving an examiner's report, a records clerk dockets the due date for responding to it into a software system that we use for records manage- ment and docketing action items. We have customized our software so if we do not receive instructions from our client by two months prior to the due date, a reminder letter is automatically generated into our batch. Upon receiving an issued Can- adian patent, a records clerk closes the existing docket for receiving the issued Canadian patent. We have custom- ized our software system so when this docket is closed, a reporting letter is automatically generated into our batch. Our batch consists of a single Word in his or her drafts folder to ensure all the information is accurate and then sends the letter to the client. Upon sending the e-mail, the batch clerk can also save a copy to our DMS so this correspondence is maintained in our electronic file. Alternatively, if the client prefers to receive the letter by regular mail, the batch clerk can simply print out the let- ter and mail it. ments have helped batch clerks to per- form their jobs more efficiently and have reduced the potential for human error. All of these technological enhance- Jason Leung practises intellectual prop- erty law and is the director of knowledge management at Ridout & Maybee LLP in Toronto. Jason can be contacted at jleung@ridoutmaybee.com ONTARIO LAWYER'S PHONE BOOK 2012 document that contains all of the reminder and reporting letters to be sent out on a given day. We have separ- ate batches for patents and trademarks. Our patent batch normally contains more than 100 letters to be sent that day. Our system automatically merges file-specific information, such as due dates or serial numbers, into each let- ter. Therefore, the batch clerk does not have to manually enter this information and there is no risk of mistakes when transcribing such information. The batch clerk reviews each let- ter in the batch by checking against the electronic file to which that letter relates and to ensure it is accurate. If the batch clerk feels that a lawyer should review the letter before it is sent out, he or she can send a copy of the letter to the lawyer through our document- management system for review and approval. After reviewing each letter in the YOUR MOST COMPLETE DIRECTORY OF ONTARIO LAWYERS, LAW FIRMS, JUDGES AND COURTS With more than 1,400 pages of essential legal references, Ontario Lawyer's Phone Book is your best connection to legal services in Ontario. Subscribers can depend on the credibility, accuracy and currency of this directory year after year. More detail and a wider scope of legal contact information for Ontario than any other source: • More than 26,000 lawyers • More than 9,300 law firms and corporate offices • Fax and telephone numbers, e-mail addresses, office locations and postal codes batch for accuracy, the batch clerk "approves" the batch. The letters are then automatically separated into indi- vidual documents and converted to pdf format and attached to an e-mail. We have customized our batch system so each e-mail with an attached batch letter is automatically sent to the batch clerk's drafts folder in Outlook and the client's e-mail address is automatically merged into the "to" field. The batch clerk checks each e-mail Perfectbound • Published December each year On subscription $66 P/C 0514140999 One time purchase $69 P/C 0514010999 ISSN 0845-4832 Multiple copy discounts available Prices subject to change without notice, to applicable taxes and shipping & handling. Includes lists of: • • Federal and provincial judges Federal courts, including a section for federal government departments, boards and commissions • Ontario courts and services, including a section for provincial government ministries, boards and commissions • The Institute of Law Clerks of Ontario • Small claims courts • Miscellaneous services for lawyers Visit carswell.com or call 1.800.387.5164 for a 30-day no-risk evaluation CANADIAN LAW LIST OLPB 2012 - 1-2 Island - CL.indd 1 www.CANADIAN Lawyermag.com JUNE 2012 19 1/20/12 10:36 AM

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