According to a recent Florida Bar News article, some Florida lawyers are still not complying with a Rule of Judicial Administration minimizing the amount of sensitive information in court filings. This is worrisome because online court records may become accessible by the public in the near future. As a refresher, below is a recap of what is confidential and sensitive information pursuant to the Florida Rules of Judicial Administration and how to handle it.
Rule 2.420 provides that confidential information is exempt from the public’s right of access to judicial records. When a filing contains confidential information, a Notice of Confidential Information within Court Filing must be filed by the attorney. Confidential information consists of the following:
Rule 2.425 address the filing of sensitive information. It bans any portion of social security number, bank account, charge, debit and credit card numbers from court filings. Except as provided otherwise, sensitive information may be filed, but is limited to the following format:
The long lists enumerated above may explain why some attorneys are still filing documents with confidential and sensitive information. There is just simply too much to remember. In a situation like this, a checklist may come in handy. Create and use your own confidential/sensitive information checklist before you electronically file a document with the court.
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Have you ever heard of Robert’s Rules of Order? Henry M. Robert created a set of rules on parliamentary law in 1876. The Robert’s Rules of Order is used by clubs, organizations and local governments for conducting business at meetings and public gatherings. These rules are important because they allow members to be heard and make decisions.
Public meetings follow an agenda or an order of business. The agenda typically looks like this:
But how do members get their say during the meeting? A member who wishes to speak up on a matter must make a motion. A motion is a proposal the assembly take a stand or action on. First, the member presents his motion by saying, “Mr. Chairperson, my name is … I move to… .” For the motion to be considered, it must be seconded by another member who says, “I second the motion.” The chairman will then state the motion, “It is moved and seconded that…” and debate follows. The member who made the motion is allowed to speak first followed by other speakers. Finally, a vote on the motion takes place. Most motions require a majority vote to be adopted. The voting method depends on the situation or the bylaws of the organization. It can be by voice, by show of hands, by roll call, by ballot or by general consent (members show consent by their silence).
These are just a few Rules of Order. If you would like to have more information about Robert's Rules of Order, you may want to read the book or its summary. Also, if you would like Your Paralegal Help Desk to create your board meeting agenda or draft your minutes, email or call us.
Creating a personalized email signature is a great way to show professionalism and market your law firm. You can also use it as an online networking tool just like a business card by including your logo, contact information, your website or blog link and your social media profiles. In this blog post, I’ll show you how to create an email signature with Outlook and Gmail.
Click on the New Email icon. When the new email opens, click on Signature. Click New and type a name for your email signature. In the Choose Default Signature section select the email address you want to use your signature for. Select the name of your email signature for New Messages and Replies/forwards.
Now it’s time to create your signature in the Edit Signature block. Type your contact information such as your name, title, company, mailing address, phone number and website/blog address in any font style, size and color you would like. You can add your logo by clicking on the Insert Picture icon and selecting it. For your social media profiles, you have the option of typing a word or phrase such as Google+ Profile or inserting a social media icon. If you use the first option, after typing your phrase, you select it and click on the Insert Hyperlink icon. You then type your Google+ profile hyperlink.
As for the second option, you first have to find a social media icon (between 12-30 pixels). You can find one if you do a Google search and then click on the Image tab. Save the image you want on your computer and insert it to your email by clicking on the Insert Picture icon. Once your image is inserted in your email, you select it and click on the Insert Hyperlink icon where you type your Google+ profile link. When you are all done, you click Save and then OK. That’s it! Your email signature will now appear on all your emails.
Gmail is somewhat different because you have to use an image url instead of an image saved on your computer. To have an image url, you must save your image on an image storage program such as Google+ photos and Facebook albums.
First, you have to go in the Settings. Under the General tab, there is a Signature section. Click on the circle to allow a signature and also the box titled Insert this signature before quoted text. Type your contact information in the Signature Box. To insert your logo or social media icon, find your image on your image storage program, right click it and select Copy. Then go back in your signature block and Paste the image where you want it to be. To add a link to the image, select it, click the Link icon and type in the link. When you are done with your signature, don’t forget to scroll down and Save it.
Now that you know how to create a personalized email signature, go ahead and make one. It’s a quick and easy marketing tool for your firm.
Disclaimer: The content on this website is for informational purposes only and is not intended to be legal advice. Your Paralegal Help Desk's blogger is not an attorney and cannot give legal advice. If you have a legal issue, you should immediately seek the advice of a licensed attorney in your state.