notes in the key of e: how to make your extranet...

Notes in the Key of E: How to Make Your Extranet Sing

Guy Wiggins, Kelley Drye David Johnson, Bass Berry

Mark Thorogood, Perkins Coie

INFO2

August 18, 2014

Thank you for being here today

Mark Thorogood Director of Application Services Perkins Coie

• 900+ Lawyers

• 19 Offices in the US and Asia

• Listed in Fortune Magazine "100 Best Places to Work in America" for the past twelve years

Concept

Extranet Philosophy

Merrill DataSite, Intralinks, Venue

KnowledgeNet

Fit Tool to the Task

Tech Adoption

Usability

Utility

Adoption

Courtesy of Box.com

Create shared, secure collaboration spaces

Courtesy of Box.com

Notables

• Enrollment • Share-ability • Collaboration features • Co-authoring • Databases / integrate with applications • Templates • Offline sync • Accountability and reporting (defensibility) • Occam’s Razor • Socialize

Road Ahead

Database Description Number Ver. Author

Admin Document Title 32,767,241 1 THORM


Admin Document Title 32,767,457 1 WEINJ



Admin Document Title 32,767,781 1 BAROM


Legal Document Title 32,767,997 1 THORM












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Bridge between the Cloud

Summary

• Clouds can enable crowds

• Fit the system around the people

• Utility and usability • Constant change

c. 225 Attorneys D.C., Nashville, Memphis, Knoxville

21 in IT (Helpdesk, App Systems & Dev, Infrastructure, PM)

Overview

David Johnson Senior Business Analyst / PM Bass, Berry & Sims

Site Types:

• Benefits Plan Data Sites (Employee Benefits PG)

• Bidder (Manage RFP process for Clients)

• Board of Director (Corp & Healthcare PGs)

• Deal Rooms (M&A) (Multiple PGs)

• Litigation Collaboration (Litigation PG)

• Multi-Facility Corporate Contract Management (Corp & Healthcare PGs)

• Regulatory Audit (Healthcare PG)

Value Added Solutions – no cost passed to Clients • Each Site is Sponsored by Partner Atty usually with an Associate

or Paralegal at point. • Approval process – Partners over Biz. Dev. and Info. Tech.

Bass, Berry & Sims Extranets BBSX, BASS Extranets, BBSConnect

Journey to add business value

2013

HighQ Collaborate 3.2

2012

SharePoint 2010

2004

SharePoint 2003

2014 (Fall)

HighQ Collaborate 3.3

Lessons Learned

1. Assess (as best as possible) a value to investment/cost. • Use tools to help with the evaluation (e.g. matrix analysis)

• Research internal & client-side user needs (ask questions and take

notes). • Consider soft-costs like the quality of vendor support (peers

and ILTA forums) and support response times.

2. Value intuitive function • Is the tool easy on the eyes & pleasing to look at? • Navigation should require little to no instruction for Firm and

client-side users.

When a site’s complexity grows beyond actual need user interest wanes.

3. Communication & Security • Have a plan to keep your user list current.

• Quarterly user reports to Attorney Sponsors and Client Contacts have served us well.

SharePoint 2010

• Modular/Flexible • Robust • Industry Standard

• 3rd party integrations

• Custom dev friendly

• Admin intensive esp if on prem.

• Complex to unfamiliar audiences

• Increased demand for End user training and support

HighQ Collaborate Present • ISO & EU/US Safe Harbor Certified • Complaint with HIPAA regulations • 256bit encryption to & from servers • Works with all browsers & devices • Easy administration & delegation • SSO & DMS Integrations • Document versioning & DRM • iSheet/Lists w/dynamic views

• Calculations • Conditional views • Folder & File Metadata

• Self-service password support • Terms of Use (click-through)

Fall 2014 • Two-factor

authentication • Large file sharing • Date based alerts • Transfer between sites • Document automation • Work allocation

workflow • Increased use for

secure internal collaboration

HighQ Collaborate Reporting & Audit Tools

Weighted Matrix Analysis for HighQ Collaborate (by David Johnson for Bass, Berry & Sims, PLC)

325 Attorneys 6 Offices: NY, NJ, CT, IL, DC and LA

42 in IT (Helpdesk, App Systems & Dev, Infrastructure, PM, Lit Support)

Overview

Presenter:

Guy Wiggins Director of Practice Management, Kelley Drye & Warren LLP

My Role Director of Practice Management

• Support our Intranet and

Extranets

• Develop Custom Software

• Improve firm wide knowledge

management

• Manage Training

• Improve Information

Governance

My Staff

• SharePoint Administrator • SharePoint Analyst/Developer • Senior Software Engineer • Business Analyst • Trainer/Software Analyst – DC • Trainer/Software Analyst – NY

Extranet History Kelley Drye SharePoint Implementations

2008 SharePoint 2007

On-Premises

2014 Office 365/ SharePoint

On-line Cloud

2003 SharePoint 2003

On-Premises

• Pay just for what you need – Cloud technologies make it easy to scale up and scale down depending on demand for storage, bandwidth, processing etc.

• Flexible Pricing – pay just for what you use, and quickly increase or decrease usage with minimal involvement by the service provider.

• Agility – Cloud technologies allow companies to move quickly. No long procurement cycles – and new business ideas and services can be brought to market much more quickly.

• Improved Focus on business value – instead of maintaining current systems, your IT Department can spend more time solving new business problems.

• Mobility – being on the cloud means that that information is instantly available to all devices, from PC’s to laptops to tablets and iphones. Most Cloud services are also browser and OS agnostic

Cloud Value Proposition What makes moving to the Cloud compelling for a business?

Extranet Usage at Kelley Drye – 60 to 100 sites Typical number we support and build per year. More basic document sharing done via Accellion which is managed separately

Site Types - M&A Deal Rooms - Litigation rooms - Contract Review - Custom Databases

for Compliance

• Cost Effectiveness – could share with as many external users as necessary for no additional cost. No need to build our own servers.

• Leverage our existing SharePoint knowledge to shorten learning curve

• Strong document management features

• Customizable Platform with strong third party support

• Strong security features including built in including Digital Rights Management

• Mobile Ready Out of the Box (including 3rd party tools)

• Strong Reporting and Auditing

• Strategic value – Learning Office 365 would position us to better leverage

Microsoft Cloud Technologies down the road.

Key Requirements Not necessarily in this order

Because Office 365 was so new, we were willing to compromise on certain

features if they were on the roadmap for the future.

Strengths: • Incredible value – essentially free with

your EA agreement

• Huge amounts of storage

• Very flexible and customizable

• Rich BI, Workflow and other advanced

features

• Strong collaboration features including

Office Web Apps

• Powerful Search via FAST

• Strong Security features – including

encryption at rest

• Extensive 3rd Party Support

Strengths and Weaknesses Office 365/ SharePoint on-line

Weaknesses:

• Provisioning new sites is manual – not very scalable

• Auditing and Reporting Tools are currently weak (This should change in 2015 with new Compliance Center)

• Requires team with advanced SharePoint Skills to Support

• More complex than other dedicated tools to learn

• Setting up single sign on can be complex and costly

Defense in Depth is Essential

Physical controls, video surveillance, access control

Edge routers, firewalls, intrusion detection, vulnerability scanning

Access control and monitoring, anti-malware, patch and configuration management

Secure engineering (SDL), access control and monitoring, anti-malware

Account management, training and awareness, screening

Threat and vulnerability management, security monitoring, and response, access control and monitoring, file/data integrity, encryption

Physical Security

Network

Host

Application

Admin

Data

Independently verified to meet key standards – ISO 27001, SSAE 16, FISMA

Government Authority Cloud Service Provider Enterprise

responds to requests when legally required.

Microsoft will redirect the requesting entity, when law permits. - Microsoft will notify customers prior to disclosing data, when permitted.

- Microsoft will limit the disclosure to only the required information.

Microsoft Confidential—For Internal use Only

Microsoft Policy re 3rd Party Requests

Article 29 Working Party - collection of

data protection authorities in Europe

regulating world’s toughest privacy laws

EU Data Protection Authorities validate

Microsoft’s approach to privacy

Validation by EU Data Protection Authorities for Microsoft’s commercial commitments for DPA/EU Model Clauses. (covering Office 365, Azure, CRM Online, and Intune)

• Microsoft is the only provider to have received this

validation • Standard part of contracts as of July 1st

http://www.tgdaily.com/enterprise/100136-microsoft-gains-eu-security-approval

• Setting up initial access to SharePoint on-line can be very quick – but getting

Office 365 to work via Single Sign On is time consuming and takes planning and

testing

• Go with a cloud based single sign on authentication vendor, do not use ADFS.

(We used OneLogin) Besides supporting Office 365 they support hundreds of

other applications such as Chrome River with the list growing daily.

• Office 365 is a moving target. New features and changes are coming every week

so you have to be nimble.

• Lots of storage out of the box and more can be quickly purchased – very scalable

• Very powerful platform with many interesting possibilities – but basic document

rooms are easy to setup.

Lessons Learned Not necessarily in this order

We’ll now open it up for questions

Questions

What is the next frontier?

Where do you see extranets going in the

future?

Final Questions

Thank You

notes in the key of e: how to make your extranet...

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