Rethinking matter centricity
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Workspace design is critical for effective matter centricity. Traditional approaches do not enable workflows well and create challenges like complex folder security and document re-filing. A new approach focuses on on-demand foldering, designating matter owners, and controlling who can create folders and access workspace structures. This controls chaos while allowing flexibility. Governance through business rules also keeps matter data organized by controlling workflows between personal, knowledge management, and matter workspaces globally.
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The document discusses the legal content lifecycle and its importance. It is comprised of three parts - work in progress, knowledge, and records. Failure to have clear procedures on version control during work in progress can lead to editing the wrong document or producing an unvetted final document, exposing the firm to risk. For knowledge, full-text search is not very useful if templates use common words and documents are not properly profiled. Regarding records, without good management clients own most of the file, and the firm cannot implement retention policies or satisfy client requirements, potentially resulting in malpractice or sanctions. The document urges understanding this lifecycle to increase lawyer productivity and decrease firm risk exposure.
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Rethinking matter centricity
- 1. Co Rethinking Matter Centricity An alternative approach to workspace design and workspace security
- 2. Matter Centricity is critical to fulfilling your fiduciary responsibilities.
- 3. Yet, poor adoption of the electronic file remains a challenge – and a source of frustration.
- 4. The core problem Traditional approaches to workspace design and workspace security don’t effectively enable workflows.
- 5. It’s hard to edit folder security Creating folders at root of workspace • Takes some knowledge to set up correctly • Usually requires full access to the workspace Any user with read/write to the parent can create a sub-folder
- 6. Users don’t understand re-filing • Documents are loosely coupled with folder • Must re-file when moving document • Must re-file when editing folder security and metadata • Re-filing can delay access to information
- 7. IT has become a bottleneck Any step that requires IT is a barrier to adoption
- 9. Workspace design is a critical component of rethinking Matter Centricity
- 10. Rethinking workspace design On-demand foldering Allows lawyers to rapidly make adjustments as they map out their workspace structures
- 11. Make it easy to tailor the file structure to the matter • Give lawyers the ability to add root- level folders and subfolders • Keep it simple by limiting the folder structure to three levels: – Root folder – Sub folder – Sub sub folder
- 12. Rethinking security Two important concepts 1. Who can create folders in a workspace 2. Who has access to part or all of the workspace structure
- 13. Designate an owner for every matter Put ownership of the electronic file into the hands of the people who know the matter best Responsible lawyer and staff • Paralegal • Secretary • Clerk Build a matter team of those who work on it
- 14. Controlling the “who” stems the chaos that typical foldering creates.
- 15. Controlling the “what” Allows firms to standardize naming conventions Gives lawyers the flexibility to structure folders in a way that can be understood across offices
- 16. Rethinking re-file Governance The goal is to keep matter data with matters Control the workflow with business rules • Personal workspace to matter • Matter to personal workspace • Matter to KM • Matter to Matter • Within a matter
- 17. Rethinking globalization With one active library per global region where do you create workspaces? • Create in home region • Only add in other regions if team is large • Exception: speed of light
- 18. LEARN MORE • Printable brief: Rethinking Matter Centricity • Slideshare: The Hybrid Security Model • Slideshare: Designing Workspaces to Fit their Function