Hashtag#MIC2

#ILTA2012

Ideas to Help Streamlinethe Case Management Lifecycle

Brian Lacy Hughes: Hubbard & Reed LLPMatt Van Ordstrand: Winston & Strawn

Jim Flynn: Winston & StrawnHolly Hanna: Microsoft

Hashtag#MIC2

#ILTA2012

Case Management

Hughes Hubbard and Reed

Hashtag#MIC2

#ILTA2012

Client / Matter Onboarding

Where it all begins

Hashtag#MIC2

#ILTA2012

Matter Teams

How do we control access?

Hashtag#MIC2

#ILTA2012

Document Repositories

Flexibility to work the way the teams want to work

Hashtag#MIC2

#ILTA2012

Additional Enhancements

Leveraging additional technologies to create added value

Hashtag#MIC2

#ILTA2012

Thank you

Hashtag#MIC2

#ILTA2012

SharePoint + Case Management in Microsoft’s LCA Department

Where we’ve been, where we’re at, and where we’re going

Holly HannaProgram ManagerBusiness & Technology Solutions, Microsoft Legal & Corporate Affairs

Hashtag#MIC2

#ILTA2012

Agenda

• Business Case• Challenges• Solution Demonstration• What’s Next

Hashtag#MIC2

#ILTA2012

ECM: Goal

Create Control ProtectCreate and organize content easily with the help of relevant discovered information

Manage content policy, information architecture and taxonomy

Reduce risk and manage compliance with centralized eDiscovery tools

Hashtag#MIC2

#ILTA2012

Hashtag#MIC2

#ILTA2012

Business CaseRisk mitigation• Compliance-driven technology solutions• Information governance• Records retention & e-discovery

requirementsBusiness benefit• Collaboration with clients, partners, and each

other• Usable solutions that just work

Hashtag#MIC2

#ILTA2012

Challenges

Productivity & Technology IssuesProductivity & Technology Issues

• Challenges finding information and work products = productivity & cost impact

• Difficulty collaborating on matters• Attorneys want to practice law, not be SharePoint experts

Compliance & Security RisksCompliance & Security Risks

• No official electronic records repository• Critical documents stored locally• Limited ability to comply with retention & e-discovery

requirements

Hashtag#MIC2

#ILTA2012

Solutions

Team Site in a BoxTeam Site in a Box

• Store documents & email to SharePoint • Quick navigation to key content• Pre-tagging reduces metadata required from end user• Quick & easy collaboration using targeted site templates

Unified Records ManagementUnified Records Management• Retention schedule automation & SharePoint Record

Center scale• Integration with Iron Mountain Accutrac• Automated disposition approval & process

Hashtag#MIC2

#ILTA2012

Team Site in a BoxDemonstration

Hashtag#MIC2

#ILTA2012

Home Page – Patent Team

Hashtag#MIC2

#ILTA2012

Matter Site

Hashtag#MIC2

#ILTA2012

Drag and Drop Email into SharePoint from Outlook

Hashtag#MIC2

#ILTA2012

Matter Document Management

Hashtag#MIC2

#ILTA2012

Sorting Using Managed Metadata

Hashtag#MIC2

#ILTA2012

What’s Next?

Share

Hashtag#MIC2

#ILTA2012

O365 + SharePoint OnlineSocial Networking

Ask colleagues for expertise

Preview content inline

Follow relevant content and subject matter experts

Hashtag#MIC2

#ILTA2012

Matter-Centric Collaboration Sites

Collaborate on team projects with Site Mailboxes

Documents will automatically sync with Outlook client

Hashtag#MIC2

#ILTA2012

SharePoint Sync with Outlook

Common project inbox for use during project lifecycle

Documents sync with SharePoint project site

Hashtag#MIC2

#ILTA2012

eDiscovery

View breakdown of results and size statistics at-a-glance

Unified search query across Office platform

Reduce preservation set size with additional filters

Preview content prior to export

Multiple message types, including Lync

Hashtag#MIC2

#ILTA2012

Enterprise Content Management

Create Control ProtectCreate and organize content easily with the help of relevant discovered information

Manage content policy, information architecture and taxonomy

Reduce risk and manage compliance with centralized eDiscovery tools

Hashtag#MIC2

#ILTA2012

Upcoming EventsOctober 1, 2012 – Leveraging Technology to Defensibly Manage Electronic Records – Association of Corporate Counsel (ACC) Annual MeetingSeptember 23 – 25 – Records Management Sessions at ARMA 2012November 12-15 – Records Management and Document Management Discussions at SharePoint Conference 2012

Hashtag#MIC2

#ILTA2012

© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment onthe part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Hashtag#MIC2

#ILTA2012

Case Management Life Cycle

August 30, 2012

Hashtag#MIC2

#ILTA2012

New Business Intake

• Automated system with detailed workflow• Dashboard overview showing status

– Secretarial access

– Managed by conflicts department

Hashtag#MIC2

#ILTA2012

Open Matter

• New Matter form

• Area of Law

Hashtag#MIC2

#ILTA2012

Open Matter

• Matter type• Assigns

proper Phase & Task codes

• Crucial for matter budgeting

Hashtag#MIC2

#ILTA2012

New Business Intake

• Email / Mobile approvals

Hashtag#MIC2

#ILTA2012

Matter Site

• Dynamic matter site created in SharePoint based intranet

• General landing page for all matter information from various systems– Overview– Experience– Financials– Time Keepers– Documents (DM system)

Hashtag#MIC2

#ILTA2012

Matter Site

Hashtag#MIC2

#ILTA2012

Matter Workspace

• Created on demand• Custom SharePoint doc libraries• Store items that don’t belong in DM

– Pleadings, correspondence, due diligence, etc

• Managed by associates and paralegals –maintained by staff

• Connect to SharePoint based extranets to share with clients

Hashtag#MIC2

#ILTA2012

Matter Workspace

• Matter workspace serves as “virtual file”

• Sharepoint libraries created for all record types

Hashtag#MIC2

#ILTA2012

Matter Workspace• Workflow – incoming/outgoing documents

distributed to team including Records and Docket

Hashtag#MIC2

#ILTA2012

Matter Workspace• Pleadings “folder”

Hashtag#MIC2

#ILTA2012

Matter Workspace Disposition

• Proposed Disposition Plan– Matter site “locked down” 90 days after matter

close– Retention review workflow integrated with Legal

Key RMS– Workspace contents destroyed 10 years from

matter close

Hashtag#MIC2

#ILTA2012

Contact Info

• Jim Flynn– Jflynn@winston.com

• Matt Van Ordstrand– MVanordstrand@winston.com

Hashtag#MIC2

#ILTA2012

THANK YOU!

Hashtag#MIC2

#ILTA2012

Ideas to Help Streamlinethe Case Management Lifecycle

Brian Lacy Hughes: Hubbard & Reed LLPMatt Van Ordstrand: Winston & Strawn

Jim Flynn: Winston & StrawnHolly Hanna: Microsoft