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Hashtag#MIC2
#ILTA2012
Ideas to Help Streamlinethe Case Management Lifecycle
Brian Lacy Hughes: Hubbard & Reed LLPMatt Van Ordstrand: Winston & Strawn
Jim Flynn: Winston & StrawnHolly Hanna: Microsoft
Hashtag#MIC2
#ILTA2012
Case Management
Hughes Hubbard and Reed
Hashtag#MIC2
#ILTA2012
Client / Matter Onboarding
Where it all begins
Hashtag#MIC2
#ILTA2012
Matter Teams
How do we control access?
Hashtag#MIC2
#ILTA2012
Document Repositories
Flexibility to work the way the teams want to work
Hashtag#MIC2
#ILTA2012
Additional Enhancements
Leveraging additional technologies to create added value
Hashtag#MIC2
#ILTA2012
Thank you
Hashtag#MIC2
#ILTA2012
SharePoint + Case Management in Microsoft’s LCA Department
Where we’ve been, where we’re at, and where we’re going
Holly HannaProgram ManagerBusiness & Technology Solutions, Microsoft Legal & Corporate Affairs
Hashtag#MIC2
#ILTA2012
Agenda
• Business Case• Challenges• Solution Demonstration• What’s Next
Hashtag#MIC2
#ILTA2012
ECM: Goal
Create Control ProtectCreate and organize content easily with the help of relevant discovered information
Manage content policy, information architecture and taxonomy
Reduce risk and manage compliance with centralized eDiscovery tools
Hashtag#MIC2
#ILTA2012
Hashtag#MIC2
#ILTA2012
Business CaseRisk mitigation• Compliance-driven technology solutions• Information governance• Records retention & e-discovery
requirementsBusiness benefit• Collaboration with clients, partners, and each
other• Usable solutions that just work
Hashtag#MIC2
#ILTA2012
Challenges
Productivity & Technology IssuesProductivity & Technology Issues
• Challenges finding information and work products = productivity & cost impact
• Difficulty collaborating on matters• Attorneys want to practice law, not be SharePoint experts
Compliance & Security RisksCompliance & Security Risks
• No official electronic records repository• Critical documents stored locally• Limited ability to comply with retention & e-discovery
requirements
Hashtag#MIC2
#ILTA2012
Solutions
Team Site in a BoxTeam Site in a Box
• Store documents & email to SharePoint • Quick navigation to key content• Pre-tagging reduces metadata required from end user• Quick & easy collaboration using targeted site templates
Unified Records ManagementUnified Records Management• Retention schedule automation & SharePoint Record
Center scale• Integration with Iron Mountain Accutrac• Automated disposition approval & process
Hashtag#MIC2
#ILTA2012
Team Site in a BoxDemonstration
Hashtag#MIC2
#ILTA2012
Home Page – Patent Team
Hashtag#MIC2
#ILTA2012
Matter Site
Hashtag#MIC2
#ILTA2012
Drag and Drop Email into SharePoint from Outlook
Hashtag#MIC2
#ILTA2012
Matter Document Management
Hashtag#MIC2
#ILTA2012
Sorting Using Managed Metadata
Hashtag#MIC2
#ILTA2012
What’s Next?
Share
Hashtag#MIC2
#ILTA2012
O365 + SharePoint OnlineSocial Networking
Ask colleagues for expertise
Preview content inline
Follow relevant content and subject matter experts
Hashtag#MIC2
#ILTA2012
Matter-Centric Collaboration Sites
Collaborate on team projects with Site Mailboxes
Documents will automatically sync with Outlook client
Hashtag#MIC2
#ILTA2012
SharePoint Sync with Outlook
Common project inbox for use during project lifecycle
Documents sync with SharePoint project site
Hashtag#MIC2
#ILTA2012
eDiscovery
View breakdown of results and size statistics at-a-glance
Unified search query across Office platform
Reduce preservation set size with additional filters
Preview content prior to export
Multiple message types, including Lync
Hashtag#MIC2
#ILTA2012
Enterprise Content Management
Create Control ProtectCreate and organize content easily with the help of relevant discovered information
Manage content policy, information architecture and taxonomy
Reduce risk and manage compliance with centralized eDiscovery tools
Hashtag#MIC2
#ILTA2012
Upcoming EventsOctober 1, 2012 – Leveraging Technology to Defensibly Manage Electronic Records – Association of Corporate Counsel (ACC) Annual MeetingSeptember 23 – 25 – Records Management Sessions at ARMA 2012November 12-15 – Records Management and Document Management Discussions at SharePoint Conference 2012
Hashtag#MIC2
#ILTA2012
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment onthe part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
Hashtag#MIC2
#ILTA2012
Case Management Life Cycle
August 30, 2012
Hashtag#MIC2
#ILTA2012
New Business Intake
• Automated system with detailed workflow• Dashboard overview showing status
– Secretarial access
– Managed by conflicts department
Hashtag#MIC2
#ILTA2012
Open Matter
• New Matter form
• Area of Law
Hashtag#MIC2
#ILTA2012
Open Matter
• Matter type• Assigns
proper Phase & Task codes
• Crucial for matter budgeting
Hashtag#MIC2
#ILTA2012
New Business Intake
• Email / Mobile approvals
Hashtag#MIC2
#ILTA2012
Matter Site
• Dynamic matter site created in SharePoint based intranet
• General landing page for all matter information from various systems– Overview– Experience– Financials– Time Keepers– Documents (DM system)
Hashtag#MIC2
#ILTA2012
Matter Site
Hashtag#MIC2
#ILTA2012
Matter Workspace
• Created on demand• Custom SharePoint doc libraries• Store items that don’t belong in DM
– Pleadings, correspondence, due diligence, etc
• Managed by associates and paralegals –maintained by staff
• Connect to SharePoint based extranets to share with clients
Hashtag#MIC2
#ILTA2012
Matter Workspace
• Matter workspace serves as “virtual file”
• Sharepoint libraries created for all record types
Hashtag#MIC2
#ILTA2012
Matter Workspace• Workflow – incoming/outgoing documents
distributed to team including Records and Docket
Hashtag#MIC2
#ILTA2012
Matter Workspace• Pleadings “folder”
Hashtag#MIC2
#ILTA2012
Matter Workspace Disposition
• Proposed Disposition Plan– Matter site “locked down” 90 days after matter
close– Retention review workflow integrated with Legal
Key RMS– Workspace contents destroyed 10 years from
matter close
Hashtag#MIC2
#ILTA2012
Contact Info
• Jim Flynn– [email protected]
• Matt Van Ordstrand– [email protected]
Hashtag#MIC2
#ILTA2012
THANK YOU!
Hashtag#MIC2
#ILTA2012
Ideas to Help Streamlinethe Case Management Lifecycle
Brian Lacy Hughes: Hubbard & Reed LLPMatt Van Ordstrand: Winston & Strawn
Jim Flynn: Winston & StrawnHolly Hanna: Microsoft