What Is Document And Contract Redlining?

1. What Is Document And Contract Redlining? By DocuCollab © 2018-2019 All Rights Reserved, No part of this document should be modified / used without prior consent. DocuCollab​​- 1604 Spring Hill Road, Suite 216, Tysons, Virginia, 22182, USA Contact Number:​ +1-571-228-7037 | ​Email:​ sales@docucollab.com

2. In the document management and collaboration process, redlining refers to marking           text that has been edited. Typically, redlining is used when two or more people are             working on a document together; each individual can redline the text that was added             or edited. The red lined text will then appear in a special color (or as bold) so that                 others can see the changes that have been made.    The traditional redlining process typically takes two files as input, compares them to                                                                                             find the largest and nearest blocks of common text, and showing the rest as either                               added or deleted. The process works best for documents that are similar, for                           instance, versions of the same contract or offer. The output is a third file, with the                                 added and deleted text highlighted per user’s request in a format. Typically, the                           added text might be shown bold, double-underline, surrounded by square brackets;                       deleted text might be shown strike-through, surrounded by curly brackets.  When is Document and Contract Redlining Required?  Document redlining is necessary when you are reviewing or negotiating with         someone on a document, or when you are editing a document with markup for the               counter party to allow them to see where you have made changes. Other times, you                 can use it when reviewing and editing the writings of your colleagues to whom you               have delegated tasks such as drafting reports, meeting minutes, project plans and             other documents for review. By using the redlining and track changes, you can easily               see the changes and save time by not having to review the entire document again.  The Challenges With Traditional Ways Of Doing Document Change Tracking:                                                                                          Difficult To Read: As the number of changes in the document grows, it becomes               difficult to read the document and makes it harder to find spelling errors or spacing                 problems.    Leftover Document Metadata: Track changes and document comparison often leave         behind a trail of metadata that could contain sensitive information. Hence all               metadata must be removed before sending the document across. This requires           additional steps and slows down the process.                                                                © 2018-2019 All Rights Reserved, No part of this document should be modified / used without prior consent. DocuCollab​​- 1604 Spring Hill Road, Suite 216, Tysons, Virginia, 22182, USA Contact Number:​ +1-571-228-7037 | ​Email:​ sales@docucollab.com

3.   Forgetting To Turn On Track Changes: People who are unfamiliar with the track             changes function often forget to turn it on and hence any subsequent changes will               not be tracked. This makes it harder for the next stage of review, forcing you to read                 the entire document to see what has changed.    Loss of Formatting: Accepting changes can cause loss of many types of formatting           and may require significant effort to remediate these. Renumbering the document             after track changes are accepted can be quite a difficult task. Many times,             conversion from Word to any other systems break any special formatting (footnotes,             special numbering schemes, etc.)    Desktop Only: Redline does not always appear on all devices. As a result, you need             to wait until you are in front of your computer to see the documents and track                   changes.  Best Practices for Document Redlining                                                                                                                                      For transactional document redlining (read proposals, contracts, agreements), it is                     important to attempt to build a dialog with your counter party early on in the process.                                 Try to understand the human element of the document negotiation process and                         determine what personality type you are dealing with.    You have to understand that in the end, it is your job and accountability to ensure                                 that you don’t sign (or make your executives sign) on the dotted line unless you are                                 completely sure that the document contains exactly the language you intended to                         sign on.    Set your priorities correctly. Most often we find that the following order of priorities                             will serve you the best:  © 2018-2019 All Rights Reserved, No part of this document should be modified / used without prior consent. DocuCollab​​- 1604 Spring Hill Road, Suite 216, Tysons, Virginia, 22182, USA Contact Number:​ +1-571-228-7037 | ​Email:​ sales@docucollab.com

4.   Compliance first: Use the set of processes and tools that help you ensure that                             documents meet compliance criteria. Automated tracking of clauses and deviation                     from standards is a necessity.    Confidence: You must be confident about the full visibility and tractability of all of                             the changes that have been made to the document. There should be no unexplained                             variances.    Courtesy: Be courteous to your counter party by offering them the ability to see a red                                 lined copy, clean copy and editable copy, so that they don’t have to repeat the                               arduous process of redlining and document comparison.    If you must use MS Word and email or any other software that does not allow                                 multi-party automatic redlining, consider using the following best practices:    Turn on track changes but edit the document without showing markups. This way                           you can catch spelling or spacing issues and read the document much easier.    If you are sending a document via email, you want to ensure the recipient doesn’t                               turn off track changes.    © 2018-2019 All Rights Reserved, No part of this document should be modified / used without prior consent. DocuCollab​​- 1604 Spring Hill Road, Suite 216, Tysons, Virginia, 22182, USA Contact Number:​ +1-571-228-7037 | ​Email:​ sales@docucollab.com

5.   Ensure that you or someone on your team scrubs and cleans the document                         metadata before sending it across to the counterparty.    Don’t forget to send the counterparty both a redline and a clean editable version of                               the revised document.  Why DocuCollab Is The Best Solution For Document Review And Redlining?  Top reasons why you should consider using DocuCollab, the ​best contract                       management software​ for your document review and negotiations:  1. ​Redlining at any time and on any device: DocuCollab has certain ​contract                           management software features that allow you and your counterparty to access and                         open the document for viewing and editing the documents with full redlining                         capability. You don’t have to wait until you get to a computer. You can review and                                 approve documents from any mobile device.   2. ​No need to have three windows open: DocuCollab’s innovative approach                       eliminates the need to have 3 windows open for (1 each for redlined PDF, clean copy                                 and editable copy).  3. ​Connected multiparty real-time redlining: There is no need to send documents                         and wait for another version to come back from your counterparty. All edits from                             internal or external parties can be seen as soon as they are made by any party.  4. ​Easy one-click toggle from “What happened” mode to “Who did what” mode.                           DocuCollab offers the ability to easily toggle from “Who did what” mode (where each                             © 2018-2019 All Rights Reserved, No part of this document should be modified / used without prior consent. DocuCollab​​- 1604 Spring Hill Road, Suite 216, Tysons, Virginia, 22182, USA Contact Number:​ +1-571-228-7037 | ​Email:​ sales@docucollab.com

6.   reviewer’s edits are assigned a unique color) to “What happened in the document”                         (where all inserts are assigned a blue color and all deletes are assigned a red color).  5. ​One-click view into “Show me all changes since …”. DocuCollab offers a                           seamless view of tracking changes since any of the previous document milestones,                         thereby eliminating the need to have multiple redlines for future references.  6. ​No need to ask IT to install any software on your computer. All you need is a                                     modern web browser and you have the full redlining and editing capabilities anytime,                           anywhere and on any device.  7. ​Get alerts. Be notified as soon as edits are made in a document by your                                 counterparty and close the negotiation faster.  8. ​Support for offline editing and redlining. DocuCollab, the ​contract automation                       software allows you the flexibility to continue editing and redlining the document                         even when you are offline.  9. ​Integrated chat. The conversation channel inside the document allows you to                         discuss changes and resolve issues without having to wait for a phone call. This not                               only speeds up the negotiation but also provides powerful compliance capability in                         the event of a future audit.  10. ​The conversation channels and comments thread next to redline edits also offer                           valuable knowledge management capabilities for the organization.  Source:​ ​Contract Management Software - DocuCollab  © 2018-2019 All Rights Reserved, No part of this document should be modified / used without prior consent. DocuCollab​​- 1604 Spring Hill Road, Suite 216, Tysons, Virginia, 22182, USA Contact Number:​ +1-571-228-7037 | ​Email:​ sales@docucollab.com