UNIT 2-f
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University of Pretoria *
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Course
RPK 210
Subject
Information Systems
Date
Nov 24, 2024
Type
docx
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11
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UNIT 2
BASIC TECHNOLOGY COMPETENCE
Technology is evolving rapidly & individuals need to adapt quickly to new technologies.
There's a duty to stay updated & learn new technologies independently.
ARTIFICIAL INTELLIGENCE:
Artificial intelligence is known as AI
AI refers to a computer's ability to imitate human intelligent behaviour
AI has led to the creation of deep fakes which are highly realistic videos that manipulate content
AI Writing:
Ä
AI can generate written content. Ä
For instance, you can use AI-powered platforms to find information on improving writing skills.
AI Platforms:
Ä
AI platforms offer advanced AI capabilities for different purposes.
Ä
Various AI platforms are available, such as INTRODUCTION
Deep fakes
AI-created material
AI-generated writing
luminance.com
ansarada.com
SECURITY & PRIVACY
Always check the full URL of websites
To ensure a secure connection
look for the ‘s’ in http
s
://
The function of "?"
in a URL SECURITY & PRIVACY
✔
Be cautious & beware of links found in emails & PDF files ✗
Don’t use the remember password function
✔
Beware of unsecure internet connections
✔
Use Encryption & password protection
✔
Save and back up frequently
GOOGLE DOCUMENTS & SHEETS
GOOGLE DOCUMENTS & SHEETS
In terms of service there are certain limitations.
Platforms like Google Documents & Sheets cannot be used for law practice due to their inherent restrictions.
These platforms have rules that prohibit documents violating their Acceptable Use Policy.
In terms of law practice such platforms doesn't work because we deal with controversial material & we cannot afford to have our word processors essentially on our cases & documents.
passing parameters
can be used for tracking
Acceptable for learning
NOT SUITABLE for practice
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Additionally, there are privacy & security concerns. Ä
We're only allowed to save our documents on Google Drive Ä
Downloading such documents is the only way to ensure their safety. Ä
But this approach has disadvantages, including the possibility of losing access to potentially urgent documents, which could pose significant problems.
EMAIL ETIQUETTE
Email etiquette is essential because it shapes the professionalism & effectiveness of communication
Email Etiquette
Importance
Summary
Clear & Concise
Communication
Email etiquette encourages students to communicate in a clear & concise manner. This ensures that the message is easily understood and reflects respect for the recipient.
Respect &
Proper
Language
Following email etiquette demonstrates respect, proper use of language, & seriousness in communication. Subject Line
Importance
The subject line in emails provides a quick indication of the email's content, helping the recipient understand its purpose before opening it. Leaving the subject line blank or using all capital letters is discouraged.
Correct Address
Usage
Using the correct email address is NB, ensuring messages reach the intended recipients.
Respectful
Salutations
Emails should begin with a polite greeting & salutation that addresses the recipient appropriately by their title, name, and surname.
Information Clarity
In the body of the email, students should clearly state their name, student number, relevant module, and provide a concise description E - MAIL
of their query or issue. They should also avoid informal language, slang, or disrespectful tone
.
Proactive
Communication
Encourages proactive communication Seeking guidance & support in advance can be beneficial.
Professional Tone
Emails should maintain a polite, professional, and constructive tone. Avoiding combative language, slang & text language is NB for maintaining professionalism.
Grammar &
Layout
Proper grammar, spelling, & a professional email layout reflect the student's image. Using legible & professional font styles is recommended.
Polite Sign-Of
Use phrases like "I look forward to hearing from you" or "Thank you for your time."
Professional
Signature
Including a professional signature at the end of the email adds a touch of professionalism & can include essential details like name, student number, and program,.
Attachments
Double-checking attachments is important. Always reference attachments in the body of the email.
Contacting the
Deanery
Emailing the deanery should be a last resort, & students should follow all procedures and processes before reaching out to them.
Expecting a
Response
Be patient when awaiting responses. If a response is delayed, consider resending the email.
SENDING & RECEIVING EMAILS
WHEN SENDING AN EMAIL ✔
Double‐check e‐mail address you are sending to
✗
Beware of Reply all
✔
Use BCC if sending a broadcast email
✔
Use To & CC correctly
✔
Decide whether it is appropriate to include the communication chain up t
o that point
✔
Read receipts & how they typically work
WHEN RECEIVING AN EMAIL ✔
Check the actual e‐mail address it was sent from
✗
Be cautious when opening emails from unknown senders to avoid phishing attacks.
management
review
preparation
Lawyers typically use word processors for various tasks related to legal document WORD PROCESSORS
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THESE TASKS CAN BE CATEGORIZED
DOCUMENT CREATION & DRAFTING
DOCUMENT FORMATTING & MANAGEMENT
ADVANCED DOCUMENT FEATURES
EDITING & PROOFREADING
FILE OUTPUT & DISTRIBUTION
• Print to PDF - PDFs can be edited
• Spacing & punctuation.
• Double click to select words
• Triple click to select paragraphs • Automatic cross-references • Rulers, margins & alignment.
• Page & section breaks.
• Automatic numbering
• Streamlining docs with templates • Creating letters.
• Notices & pleadings.
• Taking notes.
• Drafting contracts.
• Collaborating on document preparation.
• Agendas, minutes, recording evidence & file notes.
• Handling diacritics • Find & replace functions • Checking metadata •Restricting editing privileges
• Setting up doc from the start
Setting up = margins, fonts, layout & court requirements.
• Comparing docs.
• Review docs, comments & track changes.
• Consistent formatting.
MAIL MERGE
Uses word processor & a data source
Create data source in spreadsheet
Create fields in word processor
Combine in mail merge
DANGERS & ETHICS
Overreliance
Load
‐
shedding
Loss of control
of data
Precedents
Cyber
‐
security
Privacy
Billing
of automated tasks
Using of precedents & copyrights
Inadvertent disclose of privileged
material
WORKING WITH TWO OR MORE
COMPUTER PROGRAMS TOGETHER
(1) Discuss the importance of the use of technology in a legal practice A lack of the essential skills can lead to inefficient work, low fees, less profit, wasted time, & the risk of becoming obsolete.
(2) Explain the importance of an ethical duty of technology competence
Accountable conduct, best efforts, and competent and timely manner, places an ethical duty on the legal practitioner.
In order to achieve these standards, the practitioner has to be competent with technology and with the tools that technology provides.
Relevant ethical duties would be to -
provide competent representation -
to charge reasonable fees -
to protect the clients confidentiality -
to train and supervise -
to close the justice gap
The legal practitioner has the duty to stay aware of developments in technology which genuinely relates to competence in performing his tasks.
Lawyers need to be aware of any relevant SARS ruling on the storage of electronic accounting
records.
(3)
Discuss the various technological tools commonly used in legal practice
Email
Word processors: used for o
Letters o
Notices and pleadings o
Notes o
Contracts o
Co-operation on documents o
Agendas, minutes, recording evidence, file notes STUDY OUTCOMES
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o
Comparing documents o
Review, comments & track changes o
Setting up documents correctly from the start (margins etc) o
Spell check & caveats o
Styles o
Navigation pane o
Automatic tables o
Automatic cross-reference o
Rulers and margins o
Alignment o
Page break and section break o
Automatic numbering o
Train tracks o
Automation with templates
Spreadsheets: what are they used for? o
Timesheets and tracking bill hours o
Bookkeeping and financial reports o
Calculating interest and payments o
Assigning and managing cases o
Simple databases (4) Discuss the dangers of technology in a legal practice
Overreliance
Load-shedding
Loss of control of data
Precedents
Cyber-security
Privacy
Billing of automated tasks
Using of precedents and copyrights
Inadvertent disclose of privileged material
(5)
Recognise and explain ethics problems arising in the context technology in a legal practice
Billing for automated tasks
Overreliance. Privacy
Cyber security.
Measures must be taken to ensure security of private information, especially if data is stored through the services of a third party.