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SharePoint 2010 Legal Capabilities - Features - EPC Group - SharePoint Consulting Firm
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SharePoint 2010 Legal Capabilities - Features - EPC Group - SharePoint Consulting Firm



SharePoint 2010 Legal Capabilities - Features - EPC Group - SharePoint Consulting Firm...

SharePoint 2010 Legal Capabilities - Features - EPC Group - SharePoint Consulting Firm

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    SharePoint 2010 Legal Capabilities - Features - EPC Group - SharePoint Consulting Firm SharePoint 2010 Legal Capabilities - Features - EPC Group - SharePoint Consulting Firm Presentation Transcript

    • Clifford Chance – Overview 3 Overview  A single partnership law firm provides counsel worldwide  3,200 legal advisors  HQ in London, w 29 offices in 20 countries  6 global practice areas, including finance, capital markets, and real estate  Firm generates tons of documents, 16.1 million in matter specific documents and 9.4 million in administrative and supporting files  Approximately 11 Terabytes of data
    • Clifford Chance – Situation 4 Need to replace Open Text solution  The previous solution offered some robust taxonomy structures, but fell far short of providing a unified solution due to system architecture limitations Need for a Centralized Document Repository  Each location was having to store their own version of files on their local server using a varied taxonomy Goal to Consolidate and Connect Infrastructure Components  Need a more flexible, scalable, cost effective solution to unify multiple systems including a custom email solution
    • Clifford Chance – Solution 5SharePoint Server 2010 to the rescue Scalable Enterprise Content Management  Ability to manage up to 50 million documents in a single library  Potential to expand its global archive to hundreds of millions of documents Centralized Document Management  Consolidating multiple document databases into the web based solution  Offer mobile browsing  Managed Metadata Services to improve search results in multiple languages Matter Centric Workspace  Connecting SP 2010 w other solution‟s databases to serve up in search , email solution  Exposing data and business logic from finance system to SP database to delver self service business intelligence
    • Clifford Chance - Benefits 6 Can now manage tens of millions of documents while maintaining rigorous version control across international locations Reduces IT Costs Enables more rigorous efficient document management  Content Type Hub  Managed Metadata Services  Content in multiple languages Boosts business agility without compromising control
    • Menon and Associates 7 Overview  Small firm with 14 people, 2 office locations  Multiple practices from litigation to corporate and surrogacy and family affairs Situation  Mostly paper based  Need to become more tech savvy to compete with global law firms to service global clientele  Areas for improvement included collaboration and document management
    • Menon and Associates 8 Solution - SharePoint Server 2010 Why  Streamlined access to files and documents via search and metadata navigation  Improved collaboration with co-authoring and versioning Benefits  Improves Communication  Easy to see what juniors are doing or post a file for collaboration  Lower court clerks can scan and load files into their portal to save time and money on having it sent by courier  Easy Document and Report Creation  Co-authoring  Versioning  Feedback workflow  Approval workflow  Better Collaboration  No need to shuffle paper files from office to office
    • Applied Discovery 9 Overview  A division of LexisNexis, this Washington based group provides end- to-end electronic discovery services for law firms, corporations, and governmental entities engaged in audits investigation and litigation  160 employees Situation  The company provides data collection, data reduction, content search and review services in which it quickly prepares large data sets for its clients  Under tight timelines, needs ability to track each case as one or more projects in every stage of the discovery  Previous solution for managing each case was a project management solution that was highly customized preventing them from benefiting from updates  Need Production Management, not project management
    • Applied Discovery 10 Solution – SharePoint Server 2010, Visual Studios Workflow  Custom dashboards for management to see multiple case status and employees to see their cases  Wikis and blogs for collaboration research problems and best practices Benefits  Greater Agility  Reporting and business collaboration  Integration with other line of business systems  Lower Total Costs  Affordable workflow  Elimination of older systems  Increased User Productivity  Replaces manual email communications w automated workflow  No more remembering case codes to find files, easy to use navigation  Better Service to Clients  Employees get data sets to client more quickly
    • Confidential – Kansas Firm 11 Overview  A top 100 law firm with Kansas HQ with >500 attorneys in 14 cities  Practice areas include Business, Financial Services, Real Estate and Trial Situation  Need to provide robust collaboration with outside counsel, client employees, and the law firm employees around case related information  Need for the collaboration solution to be security trimmed, a unified login page that directs the user to their case file based on their login details  This tool should look like their internet site while simultaneously incorporating the client‟s logo to provide a unified feel
    • Confidential – Kansas Firm 12 Solution – SharePoint Server 2010 Why  Robust security  A combination of AD security, forms based authentication and integration with captcha validation  Only firm staff has contribute rights to the solution  Branding  Master Pages and themes provide unique look and feel that still allows for flexibility for non IT staff to load a client logo into the appropriate pages  Customized landing page  Search  All users can search for content  Results are security trimmed
    • Confidential – District of Columbia Overview  Small 30 lawyer DC based firm Solution  SharePoint 2010  Document Management for contracts, tax returns, case notes  Alert workflows for which judge was in court on which day  Travel management  Storage of media files  Forms
    • Records Management SHAREPOINT 2010
    • Why SharePoint 15 Search  Users can quickly and easily locate business critical documentation via Search  Search crawls contents of Office Files and certain PDF files  Metadata helps to build search as well  Can crawl other line of business system Versioning  Automatically tracks versions of documentation One version of the truth  Eliminates multiple copies of a document being stored on users personal computers and file shares Knowledge Management  Eliminates the loss of corporate intellectual property associated with employee turn over
    • Why SharePoint 16 Security  Manages security of files efficiently and easily Legal  Allows automated management of Records Retention Policy  Offers eDiscovery for applying Legal Holds Auditing  Opening or downloading documents  Viewing items in lists, or viewing item properties  Editing items  Checking out or checking in items  Moving or copying items to another location in the site  Deleting or restoring items Going Green  Saves paper and time by automating paper and time intensive processes
    • Why SharePoint 17 Co Authoring with Office 2010 Clients  In 2007 users had to check out documents and edit individually  In 2010 multiple users can edit a document simultaneously, saving time and effort of checking out and checking in
    • Records Management Content Life Cycle 18 Object Becomes A Record Author Control Corporate Control Records Management Classify Declare Legal Rules Regulatory Compliance Business RulesActivity Access Control Retention Store/ Transfer Disposition Document Creation Collaboration Properties Workflow SharePoint ECM SharePoint Records Manager Time Expunge
    • Utilizing SharePoint SharePoint Can‟t:  But it can:  Define for you your file  Provide the features to plan and taxonomy realize them  Define for you your  Provide the features to business process facilitate them  Define for you your  Provide the features to retention and disposal enforce them Encourage policies user adoption  Manage the inevitable  Provide you a platform for cultural change strategic evolution  Revolutionize you from a basic to sophisticated level overnight
    • The Impact of Poor Records Management Unnecessary Costs  Inadequate filing and indexing of information for future retrieval creates unnecessary costs as staff waste valuable time trying to find information. Poor filing can also impact the time required to respond to customers, regulators and lawyers. Increased Risk  The specific risk of poor records management with regard to litigation is threefold: it may result in accidental or premature destruction of relevant information which could be important to the outcome; records that cannot immediately be found might be “undeclared” yet turn out to be discoverable; and there may be records that could or should have been destroyed, but still exist.
    • SharePoint Terminology 101 21 What is ECM?  Enterprise Content Management  This is an electronic method of maintaining files within an organization What is Metadata?  Data about Data  Description of a file, for example an Invoice can be described by: Invoice #, Client, Invoice Total, Invoice Date, Airport Code What is a Content Type?  A Type of Document  i.e. Email, Fax, Invoice, Contract, Resume, Statement of Work
    • Metadata 22 Typically comes in two forms:  Taxonomy  Hierarchy of terms  Folksonomy  Mesh of terms  More flexible – letting people choose their own tags  Lack consistency  Enable a wider variety of unexpected terms to be used
    • Why Metadata 231. Managing content 1. Expiration 2. Lifecycle 3. Archiving 4. etc2. Finding content 1. Search 2. Sorting 3. Filtering
    • Metadata in SharePoint 24 2010 gives us 4 types of metadata:  Document properties  Associated with client and really nothing to do with SharePoint  List/library properties  Columns being used in SharePoint  Managed metadata  New feature in 2010, runs as a service like search and other services that benefit from central management  Social tags  Really part of MMS, and organize into a tag cloud
    • Content Types 25 What are they?  A Type of Document  i.e. Email, Fax, Invoice, Contract, Resume, Statement of Work  A core organizational feature of SharePoint 2010 Define the following:  Metadata  Information Management  Workflow  Document Template  Document Information Panel
    • Invoice SharePoint Content Types 26 •Client •Invoice # Define the following: Content •Amount Due Type •Due Date  Metadata Metadata  Auditing •Deletion  Read Only •Download Auditing •Moving/Copying  Information Rights •Editing Management IRM Date Created +  Workflow 7 years  Document Template Doc  Document Template Invoice Office Information Panel Word Template Workflow •Approval •Disposition
    • Content Types 27
    • Content Types - Workflow 28 Multiple workflows can be attached to a Content Type Some common workflows include:  Disposition  Approval  Editing  Publishing  3 signature
    • Content Types – IMP 29 Information Management Policies allow organizations to take control of it‟s content with:  Policy Statements  Retention  Auditing  Barcodes  Labels
    • Content Types - Metadata 30Content Types define Metadata  This includes managed metadata!!!
    • Can‟t I just apply metadata at my list? 31 Keep in mind you can achieve a lot of the same things within a particular SharePoint list, but it‟s more complicated to reproduce and more difficult to manage within even a small farm
    • What is Managed Metadata? 32 32A hierarchical collectionof centrally managedterms that you candefine and then use asattributes for itemsin Microsoft SharePointServer 2010.
    • Managed Keywords 33 Managed Keywords Managed Terms Simply words or phrases  Single or multi-value One per content type field Part of a single, non hierarchical term set called  Multiple columns on a Keyword Set list, library, or content Always for „folksonomies‟ type Managed Keyword Control  Inclusive/exclusive – allows users to select from filtering all managed keywords and terms  MUI enabled Multiple values by default  Most recently used End user can enter new  Tree Picker control values
    • Managed Metadata Services 34 Content Type Database Hub • Term Store • Content Types • Term • Term Sets • Term Groups MMSSA34
    • SharePoint ECM In Action 35 Current Organizations using SharePoint as an ECM (enterprise content management) System  Department of Justice  Department of Defense  Navy  NASA  Pepsico  Chevron  Exxon
    • SharePoint Business Value 36 Example Chevron  One user loads his experience with an drilling issue and the solution ultimately achieved  Another user in the North Sea was able to search and find this captured knowledge from the previous user. Armed with this knowledge, the appropriate drill head was quickly selected  Estimated Cost Savings: $1,500,000 Example Seneca Resources  Automated Performance Assessment Workflow  Saves an estimated:  2 hours per user  3 hours per supervisor per employee  2 hours per employee for HR Staff with customized dashboard & reports  Information captured electronically and reports generated were something to time consuming for HR to manage before
    • SharePoint ECM in Action – Seneca Resources 37 Deployed as a full intranet and ECM initially to manage newly created files  Eventually to take on all historical data  Scanning Solution in place and scanning teams working through historical files that need special handling Completely replacing File Shares where there were tons of duplicate data and security was difficult to maintain Custom Web Service Automatically fills multiple metadata tags based on users initial data entry eDiscovery and holds via a custom solution Custom disposition workflows for records management
    • SharePoint ECM In Action – Stewart Title 38 Deployed as Contract Management solution All users across the US in thousands of offices upload their contracts directly to SharePoint SharePoint tracks all contracts and manages security Automated Alerts to the appropriate parties warning of Auto Renewal Automated Alerts to the appropriate parties of Contract Expiration Manages Records Retention via Automated Disposal Workflows depending on the Contract Manages eDiscovery and legal Holds via a Contract Center Vault (record center)
    • SharePoint ECM in Action – Stewart Title 39 Prior to SharePoint contracts were managed in Filing Cabinets at headquarters and thousands local offices ISSUE, No easy way to track/manage:  # of Contracts Signed  Security  Auto Renewal  eDiscovery  Contract Expiration  Contract Record Retention Policy  Associate Contracts with Master Contracts  Associate supporting Documentation/Emails with Contracts
    • EPC Group: 40 Example: AlertWorkflowDiagram
    • 41EPC Group: Example:DispositionWorkflow
    • 42 EPC Group Example:Early Disposal Workflow
    • Extranet & Digital Signatures 43 SHAREPOINT 2010 DEMO