A presentation I gave to the TPCBA (Tacoma Pierce County Bar Association) CLE Credit, on Electronic Document Management.

1. Fundamental
Electronic
Document
Management
October 10, 2008
Tacoma Pierce County
Bar Association
Andrew J. SanAgustin
Records and Conflicts Manager
206.447.7910 | sanaa@foster.com

2. What is a Record?

3. OFFICIAL

4. Resources
DM Systems
RM Systems
Specialized
Search Tools
Toys of the
Big Boys

5. Electronically Stored Information
IT Records
Legal
Data

6. Your Electronic Records
Record
Not a
Record
O
F
F
I
C
I
A
L
U
N
O
F
F
I
C
I
A
L
Managed
Un
-Managed

7. Litigation support software is populated with
relevant information for data manipulation

8. Emails are saved in a
Matter Centric environment
client
matter
email
folder name

9. Metadata is
captured and
available to the
user, before
opening the
email.

10. FROMFROM
TOTO
Electronic Data Search Tools

11. What’s the best
move for my
organization?

12. c/m #
client #
client name
or c/m name
Simple Naming Conventions

13. Key Word
Search on
shared and
local drives

14. Or not?

15. Email Folder Structure
Leading 0’s
No Parent
Child
RelationshipCharacter
Limitations
Keep Personal
easy to find &
separate from
Business

16. Key Word Search Capability

17. Date Matter Closed
Leading zero’s
Helpful Hints on Closed Matters…
To Better Manage Retention

18. If your physical files look like this…
what will your electronic files look like?

19. Business…
is Business…

20. From a State
Representative…
to a state of
embarrassment.

21. Don’t leave the management of your
electronic records and email to chance.
Not managing your records -
Not being able to find them -
Not an excuse!

22. Fundamental
Electronic
Document
Management
October 10, 2008
Tacoma Pierce County
Bar Association
Andrew J. SanAgustin
Records and Conflicts Manager
206.447.7910 | sanaa@foster.com