Capensys is now an iManage Certified Training Partner

August 8, 2017

Capensys is delighted to announce that they have formalized their long-standing relationship with iManage by becoming an iManage Certified Training Partner in North America and EMEA. This partnership offers clients the assurance that training provided by Capensys reflects iManage best practices to ensure optimal user adoption.

Capensys and iManage training strategies are closely aligned in that both companies advocate providing learning and support tools designed to help users work. Capensys facilitates this by offering training tools to allow personalized delivery, along with targeted on-line videos, exciting marketing materials and experienced trainers.

“We are delighted to have Capensys join as certified training partners,” said Dean Leung, Chief Customer Success Officer, iManage. “Capensys is a firm known for being international thought-leaders who use a training methodology which is closely aligned to our own best practice recommendations. The Capensys team have extensive experience of document management implementations and have proved that they have detailed understanding of how to assist our customers, both in law firms and corporations.”

“Capensys has worked on many successful iManage rollouts and we are thrilled to have been awarded the official partnership and certification in recognition of our training and strategy implementation expertise,” said John Attinger, Capensys Director of Training and Security.


FordHarrison Certified in ‘Security for Lawyers’ by the Legal Technology Core Competencies Certification Coalition

Capensys is pleased to announce that another Sentinel client has certified in the LTC4 Security Learning Plan.

FordHarrison LLP, one of the country’s largest management-side labor and employment law firms, is pleased to announce that 100 percent of the firm’s legal professionals have been certified in the “Security for Lawyers” Core Competency Learning Plan by the Legal Technology Core Competencies Certification Coalition (LTC4TM).

Participants were asked to complete a series of assessments testing their knowledge and skill level concerning different aspects of cyber security. There are currently 10 Core Competency Learning Plans offered by LTC4, including “Security for Lawyers.”

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Fladgate builds IT competence to improve client service using Capensys LTC4-approved courseware

In September 2015, Fladgate introduced LTC4 up-skilling and certification using the Capensys courseware and skills evaluation tool. This continuous performance improvement program has been successfully maintained for the past 18 months and is still going strong.


Why LTC4 and Capensys?

Fladgate’s principal goal was to ensure that they achieved a consistently high-level of IT competence in areas that were useful to lawyers and support staff.  They wanted an innovative, workflow-based learning program that focused on the day-to-day work of lawyers and staff.  They also needed a robust long-term solution to ensure that they could build on initial successes.

After researching a variety of options, they were pleased to find that the competencies covered by the LTC4 certification program mirrored those that they had already identified via their initial training needs analysis.  They were also impressed by how the modules focused on the workflows that lawyers undertake on a daily basis.

Another advantage was that LTC4 required skills could be taught, and proficiency measured, via Capensys courseware and evaluations tools. The Capensys Goal-Based Approach ties training to business and user goals and delivers training modules that are process-driven rather than application driven.  This approach was perceived as very flexible solution, allowing lawyers to learn when and where they wanted to do so, rather than via fixed classroom sessions.

The LTC4 Up-Skilling and Certification Program

Michael Wells, the senior trainer at Fladgate led the charge, and it’s been 18 months since the program launch. As of this date, they have completed the Working with Legal Documents learning plan. Michael estimates that over 90% of the firm are now certified in Working with Legal Documents.

In just a few weeks, Michael will begin the certification process for the LTC4 Security learning plan using the Capensys Sentinel security awareness modules.

The third learning plan, Working with Documents and Emails, is already planned, developed, and ready to go. It will be launched later in the year - around July or August.

 Training Gains

According to feedback from stakeholders and users as well as observing performance in the workplace, some of the significant training gains Fladgate has seen are:

  • More interest from users in IT training and the benefits of learning to streamline their workflows
  • More interest in self-learning — using e-learning content as just-in-time learning rather than ringing the helpdesk
  • Attorneys have become more self-sufficient when creating documents, causing a reduction in basic revision requests — this allows secretaries and others to focus on major document production
  • A measurable difference in improved efficiency in document creation and editing and the substantial reduction in “how do I?” Help Desk calls

Michael was pleasantly surprised when “Contrary to expectation, tutorials and assessments are undertaken at all times of the day and night. People are really using the flexibility to train when it suits them.”

About Fladgate

Fladgate is first and foremost, experts in law. Many of their lawyers are recognized leaders in their field. They serve their clients as partners in business with a focus on implementing practical solutions that deliver results. Fladgate offers advanced legal expertise across all major legal specialties, combined with a detailed understanding of the dynamics and pressures of their clients’ business sectors.

About Capensys

Capensys Ltd. is a full-service training company for law firms. Capensys provide all types of training for the legal industry including classroom trainers, webinars, on-line learning, evaluations and a security awareness program. Capensys training philosophy is to link training to achieving business goals.  Capensys were also the founders of the Legal Technology Core Competencies Certification Coalition (LTC4). To learn more about Capensys please visit

About LTC4

LTC4 is a non-profit organization, that has established legal technology core competencies and certification that all law firms, law schools and legal departments can use to measure ongoing efficiency improvements.



Capensys Provides CLE and LTC4 Certification for Sentinel Security Awareness Training

Capensys is pleased to announce that our Sentinel Security Awareness Program is now approved for 1 hour of CLE credit. This accreditation covers all of the formats of our security awareness training:

- Online e-learning
- Town hall meetings
- Recorded town hall meetings

We currently have CLE accreditation in New York, California, Florida, Texas, Minnesota, Missouri, Georgia, and have verbal approval (with follow-up) for the following jurisdictions:

- Nevada
- Mississippi
- North Carolina
- Virginia

Would you like to receive accreditation in your jurisdictions?  We can help!

Would you like to achieve LTC4 (Legal Technology Core Competency Certification) at the same time? Our security awareness courseware is approved for LTC4 certification in Security.

To learn more about the Sentinel security awareness program, please contact:

Capensys is now NetDocuments Certified as a Training and Strategy Implementation Partner

January 13, 2017

Capensys announced today that it is formally certified as a NetDocuments Training and Implementation Partner. This certification offers clients an invaluable addition to the Capensys NetDocuments training toolkit, which provides the following learning and delivery tools:

  • Engaging elearning and KnowledgeChecks for completing LTC4 certification
  • The Pathfinder tool to streamline learning
  • Quick references and animated demos
  • “What you are going to love” marketing animations
  • Evaluations in the live system
  • Certified instructor-led training, support and webinars.

“Capensys has worked on many successful NetDocuments rollouts and we are delighted to have been awarded the official certification in recognition of our training and strategy implementation expertise,” said John Attinger, Capensys Director of Training and Security.

“We are thrilled to have Capensys join our global community of certified partners,” said Steve Moulton, Partner Program Manager at NetDocuments. “Law firms continue to see the true value of modern cloud-based technology and our partners like Capensys, a firm known for being international thought-leaders, are pivotal in our efforts to educate users about how to best take advantage of all of the features and functionality in our leading cloud-based DMS platform. The Capensys team have extensive experience of document management implementations and have proved that they have detailed understanding of how to assist our customers.”

About Capensys
Capensys is a full-service technology and security awareness training company serving the legal industry. Our unique Goal-Based approach helps tie technology training to business and user goals to provide measurable improvements. We deliver targeted, blended and workflow-based training. Our methodology, engaging training materials and tools increase user  proficiency and security awareness. This ensures the firm becomes more competitive, profitable and secure.

To learn more about Capensys please visit

About NetDocuments

Founded in 1999, NetDocuments’ cloud-based service allows firms of all sizes to reduce costs and increase security, mobility, compliance, and disaster recovery for documents and email from anywhere and on any device. With offices and datacenters in the US, Australia, and the UK, and with over 2,000+ customers and hundreds of thousands of users, NetDocuments is able to effectively service its global community spread across 140 countries. With anytime, anywhere access, firms are able to increase productivity and improve the client experience through a comprehensive cloud-based service. For more information about NetDocuments, please visit


Capensys Courseware is LTC4-Approved – Data, Reports and Exhibits, Presentations and Collaborating with Others have been added to the list of approved learning plans!

Capensys has become the first LTC4 vendor to have their courseware and evaluations approved for LTC4 certification.  This prestigious designation demonstrates Capensys’ ongoing commitment to LTC4 and to delivering workflow based courseware and evaluations to meet the LTC4’s stringent standards.

The LTC4 process outlines core competencies required by attorneys and their staff. By receiving this approval, Capensys’ evaluations for legal documents are pre-approved and Capensys clients are secure in the knowledge that, providing their users attain the necessary scores, they will attain LTC4 certification.  Law firms who attain this certification for their users will be able to show tangible measures of competence in the area of skillfully and productively preparing legal documents.

Today, many leading law firms are recognizing the need to show their clients that they are proficient in IT. They also need to be as efficient with IT as possible in order to maintain profitability and competitive edge. LTC4 certification affirms the achievement of proficient and efficient levels of production.

Capensys can streamline the LTC4 process for you. We guide you every step of the the way and provide all of strategies, tools and courseware for attaining successful certifications.

 We now have 7 LTC4 Approved Assessments:

  • Data, Reports and Exhibits, Presentations and Collaborating with Others  8/2/17
    “After careful review of Capensys’s assessment process, competency mapping, and content, LTC4 is pleased to recognize that Capensys’s assessments for the Collaborating with Others, Presentations, and Data, Reports and Exhibits learning plans have been approved… On behalf of LTC4, I congratulate you on this achievement and look forward to the continuing partnership with Capensys.”
  • Time & Billing 1/11/17
    After careful review of the Capensys assessment process, competency mapping, and content, LTC4 is pleased to recognize that the Capensys assessments for Time and Billing have been approved”
  • Legal Documents 7/5/16
    We are thrilled to inform you that the LTC4 Board has unanimously approved Capensys to advertise that they have LTC4 Approved Assessments in Working with Legal Documents, and that Capensys is the first vendor to achieve this designation!
  • Managing Documents and Emails  10/6/16
    “LTC4 is pleased to recognize that the Capensys assessments for Managing Documents and Emails have been approved.”
  • Security  10/20/16
    “Capensys has LTC4 Approved Assessments for the Security Learning Plan

Cybersecurity Beyond Traditional Risk Management – Article by Justin Hectus

"...It's critical that your employees or coworkers understand the severity of the risk and their role in preventing compromise. Every employee with access to a computer has the responsibility to undergo training covering the risks associated with that access, and every employer has the responsibility to make sure that communication is timely and relevant and mandatory. Employees need to raise their guard and pick up the phone any time something seems out of the ordinary. ...If you want a good turnkey solution for that in place, check out Capensys' Sentinel, which can map to the LTC4 core competency framework. The cliché that you are only as strong as your weakest link has never been more accurate than it is here...'

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The new Capensys Sentinel Security Awareness Program creates security warriors

Capensys announces the launch of Sentinel, a security awareness program, in partnership with MediaPro.* Sentinel promotes a culture of “Security Warriors” – employees who are dedicated to protecting the firm’s security.

The Sentinel program provides a structure to expand employee knowledge, change employee behavior, and build a risk-aware culture. The framework provides an overall strategic process to create a measurable security awareness program. This security solution meets the needs of any size law firm by integrating assessment/measurement tools, planning guides, award-winning online training, reinforcement materials, and live seminars. The Sentinel team works with you to analyze your requirements and guides you toward an awareness solution that suits your firm’s continuing needs.

Sentinel includes a full offering of services and resources to meet the most stringent security audit requirements.

  • Online modules and webinars
  • Evaluations to measure and track learning
  • Guides, posters and presentations customized to the firm’s needs
  • Communication templates
  • Consulting services
  • CLE-ready and aligned with LTC4

* A leader in the Gartner Magic Quadrant for security awareness training.

Downs Rachlin Martin Attorneys and Staff “Step It Up” to Stay Ahead of Client Demands.

Industry trends inspire DRM to take action.

Downs Rachlin Martin PLLC (DRM), a New England based law firm, has always counted innovation among their brand’s key characteristics. When, however, IT Director Karen Norman learned that Kia's in-house counsel D. Casey Flaherty was using attorney technology testing to drive down rates, she knew she needed a way to turn that core trait into hard data, and fast.

In order to achieve the highest level of compliance, Ms. Norman knew she’d need the full support of the firm’s management. She engaged the Managing Partner around the concept of being able to demonstrate the firm’s commitment to innovation through the use of technology. Fully aware of the changes in the market place, the management team was quick to engage the Practice Group Chairs in support of this program. The Practice Group Chairs then nominated a representative from their respective groups to form a committee whose purpose was to identify the specific core competencies they believed were of highest value to clients.

The committee had made notable progress defining the core competencies when Norman learned about the Legal Technologies Core Competencies Certification Coalition (LTC4). LTC4 is a non-profit group consisting of 80+ law firms who have developed industry-standard legal technology core competencies. Ms. Norman felt this helped her cause significantly because it gave DRM an industry standard path to follow.

It was around the same time that Ms. Norman met Capensys, a training company for law firms, LTC4 founders, and vendor members. The firm chose to partner with Capensys because they offer a delivery system that supported 130+ staff and attorneys from 5 different offices accessing the Learning Management System. Equally as important are the KnowledgeChecks, which allow the firm to evaluate the skills learned at different stages of the core competency program, with tools to manage and report on the success of the training program.

How did they implement the program?

Once the core competencies were decided upon and the learning materials and tools from Capensys were in place, the firm promoted the program internally. They applied the firm’s brand standards and named the core competency program ”Step It Up." Most importantly, they devised a reward system that encouraged timely participation. Using monthly incentives, the firm saw a very high level of participation with 100% of staff and paralegals and 80% of associates completing Level 1.

The firm delivered 2 levels of the core competency program. Level 1 consisted of core competencies that were common to all users. Level 2 was customized to align with the jobs and specific roles of users.

The training and IT team reported that the program was going really well. After the Level 1, they sent out a survey to ask for feedback. The feedback was overwhelmingly positive with respondents saying that they had learned something. People commented that it was "Very helpful" and "Not repetitious".

The firm is also using the program very successfully for their new hire program, where they are incorporating a lot of the skills from the Step It Up program. For example, IT trainer Marsha Kuhn makes sure everyone completes the FileSite online learning before they come to new hire training. When users are already prepared it allows her to cover more in her face-to-face sessions.

Capensys’ Resource Gateway was rolled out by the firm to provide reference materials that users could utilize after the training. To encourage self-service behaviour, Kuhn wrote an article about the Resource Gateway and how it can be used for just-in-time support and coaching.

DRM is a now member of LTC4 and will continue to use it as the basis of their core competency program. They feel that working towards LTC4 certification will be very helpful to associates.
The firm was also awarded CLE accreditation for the Security online course provided by Capensys, and attorneys will be going through this to get one hour of CLE.

“All of this serves to help us provide even more value to our clients”, says Ms. Norman.

The firm will be moving to Capensys’ new tool “LIA” (Learning in Action) to continue to build on the core competency program and to measure multiple methods of accomplishing tasks. The firm is also working towards including the completion and mastery of the core competency program into the annual appraisals of the staff and paralegals.

The management team at DRM is pleased with the outcome of the program and feels that continual training in technology provides a competitive advantage and improves the firm’s ability to serve their clients.

Offit Kurman Sees Efficiency Improvements with their Offit Kurman University for Training


Offit Kurman’s vision is simple: to continually better serve their clients and increase the firm’s productivity. To this end, they undertook an up-skilling program to improve technology proficiency throughout the firm. By launching Offit Kurman University (OKU), the firm provided legal professionals and support specialists with opportunities to refine their skills and receive recognition.

Offit Kurman is a US law firm with offices located throughout the mid-Atlantic. With over 100 attorneys, the firm offers comprehensive legal services focused on privately held businesses and individuals. Rob Skinner (IT Director) and Tony Gerdes (Software Trainer) spearheaded the project and partnered with Capensys, a full service training company for law firms, to provide online learning, skills evaluation and just-in-time training tools.

Firm Goals

The firm set the following goals for their up-skilling program:

  • Improve the onboarding process for new hires by decreasing the time in which a new employee achieves proficiency.
  • Decrease labor costs through the efficient use of technology and improved IT processes.
  • Review internal processes and improve them by training people to be more skilled in a particular area; For example, the firm wanted all legal administrative assistants and office administrative assistants to be able to enter time for any timekeeper.

The objectives were to:

  •  Achieve a greater user proficiency and increased usage of current firm applications.
  •  Increase productivity and company profit margins.
  • Improve document security and firm security compliance.
  • Successfully rollout Office 2013 and Aderant Expert to the firm.
  • Reduce training-related Help Desk questions.
  • Create a culture that encourages learning and friendly competition to drive employees to reach higher goals.

Office Kurman University

Skinner and Gerdes named the up-skilling program “Offit Kurman University (OKU)” and approached the firm Managing Partner, Practice Group Leaders and HR to get support and buy-in. They obtained approval for the program by formally presenting the value of the proposed training aligned to the standards of LTC4 (the Legal Technology Core Competencies Certification Coalition). Once they had received the approval, they began to market the program to the firm.

Pilot Group

The firm piloted the up-skilling program with administrative staff and legal professionals within a single practice area. As other users saw the success of the certification pilot program, more employees wanted to participate.

The OKU certification program quickly expanded to the entire firm.  “After the initial pilot, our scope widened to challenge the firm with new learning goals.  This was especially true in the area of Security,” said Gerdes.

Marketing OKU

Prior to the program being rolled out firm-wide, Gerdes launched a marketing plan to generate excitement and buy-in. The marketing included:

  • A mascot competition for OKU to generate a buzz. A small group from representative areas of the firm judged the entries and selected a winner.  The winner received a gift card for their idea of the “Flash,” represented  by a lightning bolt.


  • A weekly email communication, called “Friday Flash Point” (going along with the lightning bolt theme) where they share news about the up-skilling program and promotional videos.
  • Advertisements posted in office kitchens.
  • In-person demonstrations in each Offit Kurman office so questions could be asked and answered.
  • Earbuds branded with the lightning bolt that are distributed to attendees and subsequently to each new hire.

In addition to the marketing, OKU is designed for fun. Tony Gerdes says, “At Offit Kurman, when it’s Summertime, it’s Securitytime.” So his in-person security classes featured a hula hoop activity and an OKU branded beach ball for each participant.

Rolling out the program – A Blended Approach

The training is delivered through a blended approach. Focusing on creating a culture of learning, OKU is the vehicle through which technical and other training is offered.  Gerdes explains, “We want to provide the right training at the right time. So, we offer interactive e-learning courses and videos, webinars, in-person classes and floor support. We want OKU to be a one-stop shop for training.”

The firm’s Aderant time and billing training consisted of live classes because it was a new product they were rolling out. The training was supported by online learning videos. The firm requires security training, so these trainings are conducted in-person, online and through live webinars, with online skills evaluations following the completion of training.

In other content areas such as Office 2013 or NetDocuments, Gerdes relied on the courseware from Capensys because they provide a complete program that includes online learning courses, delivery toolsand KnowledgeChecks to evaluate learning. This saved a great deal of time because Gerdes did not have to “re-create the wheel.”  Instead, he could focus on developing the larger learning program.

Skills Evaluation and OKU/LTC4 Certifications

The up-skilling initiative is aligned with the Legal Technology Core Competencies Certification Coalition (LTC4) standards and the firm incorporates much of the LTC4 program into their overall training strategy. Gerdes is an active member of LTC4 and particularly liked using the Capensys curriculum because it was developed to support the LTC4 core competencies, which made it easy to implement. For example, Gerdes incorporates the LTC4 Managing Documents and Emails certification into the training of new legal administrative assistants on NetDocuments and Office 2013.  “We make sure the training we offer fulfills the LTC4 core competencies, then we evaluate the skills learned using Capensys’ KnowledgeChecks or other assessment tools,” continues Gerdes. ”This makes OKU synonymous with the LTC4 program. When people become OKU certified in Managing Documents and Emails they are also achieving LTC4 Certification.”

As the firm rolled out Aderant, they built their training around LTC4 required skills.  The training was so effective and well received that nearly 20% of the administrative group sought to become LTC4 certified without much prompting.

Nearly 100% of the firm’s employees received their certification in Cybersecurity from the Securitytime courses.  Offit Kurman was the first firm globally to award this certification.

Certified employees are recognized in the “Friday Flash Point” email.  This weekly email also includes tips that came from the certification courses, creating an organic and ongoing marketing campaign.

The firm expects to continue implementing the LTC4 program into their overall training strategy. For example newly hired Legal Administrative Assistants are expected to complete their Managing Documents and Emails certifications within their first 90 days.

“The LTC4 certifications form the core of our training initiatives, but are not the only initiatives we are pursuing.  We are also looking at a “paper-light” initiative and soft skills training,” continues Gerdes.

How are we doing? Feedback

Some employees chose to participate in professional learning cohorts.  These participants would work on assigned parts of the Managing Documents and Emails certification throughout the week (about 20-30 minutes of online learning/KnowledgeChecks per week). They then had the option of joining a conference call to discuss their insights, concerns, etc.  Cohort members were recognized with a small reward (gift card, special breakfast) after completing their certification.  This had the added benefit of connecting colleagues who worked in different offices and had never met in person.

The program also received very positive feedback through surveys. “Every survey respondent said they would participate in a second certification program…and many have. This worked so well I intend to offer additional cohorts as we move forward with other certifications,” says Gerdes.

Many of the survey respondents offered testimonials:

“Continuing my legal administrative education is at the forefront of my career. Since I had no knowledge of NetDocuments, the OKU Certification program has helped me with learning this software.”

“Overall, I enjoyed the OKU Certification and think that it is beneficial to both my professional growth and the overall growth of the firm.”

“Spend a little time and you’ll see the return on your investment.”

“You can just pick things you think you need training on and get it immediately.”

“The courses are packed with information […and] allowed me to gain a lot of information quickly.”

How did the firm measure success?

In addition to the positive feedback gathered by the surveys, Gerdes worked to gather pre and post data on improvements.  This information was shared with the firm and generated more interest in the second round of OKU

For example: The percentage of new hires who felt proficient with the firm software in the first 1-3 weeks was 68% prior to OKU.  Since OKU, that number increased to 85%.  Veteran users were also reporting that by learning new features or shortcuts they were able to work more efficiently.

The firm’s LMS usage increased greatly.  At the one year anniversary of OKU, users had accessed more than 900 courses and logged more than 100 hours of training.

Sharing this data with the firm led to inquiries from other departments and practice groups to leverage the power of the training platform.

What worked?

Gerdes says, “We built the relationships first.  It is a lot easier asking friends to work with you on a venture than to have to sell someone solely on a promise. We had fun.  Contests, prizes, videos that highlighted staff members and most importantly, we learned useful and relevant information that helped participants do their jobs every day”.

Improving the program

The firm plans to continue the program. In the next iteration they will be working to gather more baseline data from those who participate so they can more clearly show the improvement. The firm also plans to incorporate social learning and gamification into the learning program.

In addition to the LTC4 Managing Documents and Emails, Security and Time & Billing certifications, the firm is also going to start offering Working with Legal Documents certification in the fall of 2015 and E-Discovery certification in 2016.