Integrating SharePoint and OpenText: It’s Not Just the

TechnologyTechnology

Bryce FoensLegal Information Services Manager

Squire, Sanders & Dempsey

• 800 Attorneys in 32 Offices in 15 Countries

• 15 Major Practice Groups including Public Finance,

Regulatory, Corporate Finance, Public Finance, Litigation

• 25 Cross-Practice Industry Groups

Office “A” – DMS Servers

DMS/Intranet Environment

File Application

DatabaseIndex

• Distributed DMS• OpenText eDocs 5.2• SQL Server 2005• Windows 2003 DatabaseIndex• Windows 2003

Office “B” – DMS Servers

File Application

DatabaseIndex

• Centralized Intranet• SharePoint MOSS 2007

• Within Firewall

Cleveland: “We have two problems”

Search & Retrieval

• The problem with search originated with the marketing department.

• Problem with retrieval originated in our non-U.S. offices

Searching Within DMS

• SSD Central

• Centralized DM Library in Cleveland

• Public Folders

• Content Searching Limitation

• Cannot limit search to a specific folder

Retrieval

Document

Reference (DRF)

London

1.3MB Proposal 0:45

6.1MB Overview 2:106.1MB Overview 2:10

Beijing

1.3MB Proposal 1:34

6.1MB Overview 7:03

• Overview document loads in 30 seconds in Cleveland• 7 minutes in Beijing—Ouch!

Business Goals• Improve Search

• Reduce Retrieval Time– Eliminate need to store local, potentially out-of-date copies of the documents

• Retain use of DM• Retain use of DM– Tight integration with Office

– Provides matter-centricity, history and security (crucial to our users)

• Provide rapid solution– Did not want to do infrastructure overhaul

– Had to provide quick measurable results

The Solution

Handshake Document Replication System From…

Existing DM Libraries

NEW Application Server

Connects to DMS servers to copy content from the DM servers to SharePoint on a regularly-scheduled interval.

MOSS 2007

Squire Sanders Intranet

Configuration

• Selection Criteria

– Generally use a folder-to-folder configuration

– Can also set up searches

• Replication Schedule

– Scheduler can be set to run any schedule (i.e., once an hour, every four hours, daily or weekly)

Just Like Magic

• Documents flow and move from DM to SharePoint

• Illegal character filenames are handled

The End Result…

Searching

• Available as a structured list on the firm’s intranet.

• Or as the results of a full-Or as the results of a full-text search from anywhere in the site.

Timing Results

Document

Reference (DRF)

SharePoint

Document

Time Savings

London

1.3MB Proposal 0:45 0:26 19 seconds1.3MB Proposal 0:45 0:26 19 seconds

6.1MB Overview 2:10 0:38 1 minute, 32 seconds

Beijing

1.3MB Proposal 1:34 0:59 35 seconds

6.1MB Overview 7:03 2:28 4 minute, 35 seconds

Why Use a 3rd Party Tool?

• Continue to use DMS (for reasons stated earlier—security, matter-centricity, etc.)

• Keeps content on intranet current (synchronized) with the document management systemwith the document management system

• Reduces amount of labor required to copy/synchronize these documents to intranet

• Automatically handles filename issues

• Consolidate relevant documents from distributed DMS to centralized intranet

Expanded Use

• Now using the same technology for practice and industry group templates and form documents

• Departmental and project documents• Departmental and project documents

• System is now synchronizing 10,000 documents

Expanded Use

• Same technology could be used on our client-facing extranet sites

• Currently, no plans to do this