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DMS 2.0: What's New and Different?
Monday, August 23rd, 1 - 2pm
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Session Objectives• Learn more about unique, “outside-the-box”
configurations of document management systems• See examples of matter-centricity 2.0 • Hear what worked well and what challenges
encountered• Provide lessons learned & advice in DMS design and
configuration.• Debate cloud-based systems versus thick-clients• Discuss taxonomy versus folksonomy/tagging• Consider where we are today? What should 2.0 look
like? How do we get there?
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Speakers
• Anthony Decerce (TDCGE c/o Clifford Chance)• Martin Metz, Director of Information Technology,
O'Melveny & Myers LLP• Scott Preston, CIO, Fulbright & Jaworski LLP• Chris Romano, CIO, Ward and Smith
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Firm OverviewFirm # Attorneys # Offices
Operates in (continents)
Clifford Chance 3,200 29 North, South America, Europe and Asia
Fulbright & Jaworski
940 16 North America, Europe, Asia
O'Melveny & Myers
900 14 North America, Europe, Asia
Ward and Smith 80 5 US
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Mobile App Question #1Which DMS are you using today?• Autonomy/iManage• Documentum• OpenText/Hummingbird• NetDocuments• SharePoint as DM• StarLaw• Worldox• None/aka "Microsoft Native"• Other
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Mobile App Question #2Where do you plan to be in 12-24 months from now?• Autonomy/iManage• Documentum• OpenText/Hummingbird• NetDocuments• SharePoint as DM• StarLaw• Worldox• None/aka "Microsoft Native"• Other
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Products CoveredFirm Product Add-Ons
Fulbright & Jaworski Autonomy/iManageDomestic Server ~11 million docs- Worksite 8.5 with Verity 8.2International Servers ~ 500 thousand docsClients are Windows XP FileSite 8.2 sp1
BakerRobbins-FastFiler-Extender-MacPac-DocXTools
O'Melveny & Myers Aderant - StarLaw Recommind, Wall BuilderWorkshareMacPac
Clifford Chance SharePoint RecommindWall builderDocXtoolsLaserformsOracle/Keystone
Ward and Smith Net DocumentsOffice 2003Windows XP
Netdocuments EMS
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Project Overview Fulbright
• Migrated from Practice-centric to Matter-centric ~ 3 years ago
• Used iManage nearly 10 years• Currently
– Redesigning matter workspaces offering more flexibility
– Enhancing search– Improving workflow
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Fulbright
Litigation workspaceEnvironmental workspace
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Fulbright
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What Worked Well• Advisory Group for Workspace design
– Represented by legal teams, technologists and records managers
– Held multiple working sessions specific to areas of practice
– Incorporated interactive feedback during and after sessions
• Road work– Visited offices to demo the solution– Held e-learning programs prior to roll-out– Incentivized participation with giveaways
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Challenges
• E-mail management• One Matter Workspace in a global
environment• Federated searching
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Lessons Learned
• Communication and feedback are key• Don’t expect early adoption• Plan on continual refinement
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Advice
• When considering a DMS migration, answer these questions:
– How robust does your DMS need to be?– How tolerant of technical problems is your
firm?– How redundant are your systems?
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Net Documents Project Overview• On old version of OpenText. Significant
hardware and software upgrades necessary.
• Cloud – built in DR and BC.• Netdocuments presented to lawyers, WP
and paralegals.• Pilot group – IT, App Dev, WP, some
power users
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Screenshots
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Screenshots
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What Worked Well
• Marketing – Weekly updates on firm Intranet, particularly Camtasia videos –Netdocuments is coming!
• Training – Intensive training for one week prior to implementation
• KISS – On day one users can search, create, save. Just like old DMS
• Floor support and follow-up
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Challenges
• Re-educate on how you search. 500 hit limit. You don’t need more than that.
• Follow-up. Robust features, such as Netbinders (collaboration) required more training.
• More desktop maintenance (.tmp files).• My documents are where? Cloud?
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Lessons Learned• Time spent testing, training and marketing
probably prolonged implementation schedule, but it was worth it.
• But wait, there’s more!! Move your .pst files into Netdocuments! We waited another six months for that surprise.
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Advice• Carefully evaluate your culture, users, and
technical needs.• Get lawyers in front of the sales pitch first.• Despite web access, lawyers still like to go
through Citrix. • You are now in the switching and
bandwidth business.
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StarLaw at O’Melveny
The Final Frontier!!!
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StarLaw Project Overview
• First saw StarLaw at ILTA in 2007• What attracted O’Melveny to StarLaw?:
– Extremely rich system for first generation release– The end of “Profiling’ – Yay!!– Integrated DM, RM and EM
• Could we really get people to file email?????
– Better Architectural mousetrap– Last- and First- Mover advantages
• Started live pilot in early 2008– One office – 60 users comprised of about 30 attorneys– Pilot lasted until StarLaw lost funding in August 2008
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StarLaw Sold to Aderant
• August 2009 Aderant announced the Acquisition of StarLaw
• Restarted project but now refocused effort to include Office 2010
• Rollout is planned to start in January 2011– Testing with 2007 version– Waiting on various 3rd party pieces to come together
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The End of Profile Cards
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The StarLaw Client
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Unique Timeline Views
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Simple Email Filing
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Filed Email Remains in Outlook
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StarLaw Architecture at O’Melveny
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What Worked Well?
• Live User Pilot as opposed to IT pilot gave us a strong sense of what worked well in the new product and what needed to be completed
• Strong commitment and team approach to supporting the project internally
• Strong testing philosophy
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Challenges
• Managing a live pilot requires lots of communication, but we know that lawyers don’t focus on non-client messages
• When things go wrong in a live pilot, client work product is affected
• Having two DMS’ running together creates additional synching challenges
• Going with a vendor that is small is risky – it has its rewards, but, …………………………..well, they could go out of business!
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Lessons Learned
• New products are seductive but no matter how good a first generation product is, it won’t be fully ready for all corner cases
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Advice
• Get some outside help in performing your evaluation
• Think about the long run, do you want to deploy something that is already dated?
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SharePoint Project OverviewClifford Chance
• Firm’s strategy - improve the way we view and share our content globally
• December 2009 - Microsoft agreement entered to develop a matter-centric DMS
• Early 2010 – feasibility study complete
• Proof of Concept - concluded June
• First Release – in development
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What Worked WellClifford Chance
36
Understand Requirements & Change Issues
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Objectives & ChallengesClifford Chance
• Integrating SharePoint into MS Office so fee-earners can stay within productivity applications
– File Open/Save dialogues– Outlook file attachment– Compare
• Simplify general usability (copy/move)– Implementing SharePoint = signification change the users
• Maximize use of “Out of the Box” functionality– Document numbering– Conversion to Microsoft's OXML formats
• Better access to audit history
• Migration and coexistence – Archive historical content
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AdviceClifford Chance
• Executive sponsorship• Understand requirements & change issues• Constant feedback/ iterative approach• Office/regional buy-in• Partnership with vendors• Teamwork
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Development Phase
AdviceClifford Chance
Model Office
Business Change
Planning Phase
Prototypes
Stabilisation Phase
Deploy to “Model Office” Review, test, feedback
Pilot
DeployPhase
UAT
Pilot Planning UAT Planning
Process change
POC
Milestone 1Start Model Office?
Milestone 2Launch Pilot?
Model Office
Iteration
Constant Feedback/ Iterative Approach
Model Office
Iteration
Model office
Iteration
Model office
Iteration
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Discussion Items• Cloud-based versus client-based for DMS• Taxonomy versus Folksonomy (tagging)
– Taxonomy – Top-Down• Predictable - Central control creates consistency• Costly – investment of time• Structured – relationships / inflexible
– Folksonomy – Bottom-Up• Organic – grows with community• Democratic • Flexible• Reflects change• Low Cost
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Discussion Items• Changes made since the firm’s initial matter-centric
setup? • Where we are today? Biggest challenges in the DMS
market space?• DMS 2.0 - Are we there?
– What should 2.0 look like? – How do we get there?
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Questions?