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IS MATTER CENTRICITY ALL WE DREAMED?
ILTA Session # ECMPG4
Information Management Track
Thursday, August 21st
11AM - 12:30 PM
Hashtag: #ECMPG4
RAJIV MUKERJI eSentio Technologies Director- Document
Management Services
PRESENTERS
IS MATTER CENTRICITY ALL WE DREAMED?
JOE DAVIS McCarter & English, LLP
Application Manager ILTA ECM Steering Committee Member
ANN GORR Ann Gorr, LLC
Legal Technology Consulting Advisor
SEAN MCGRATH Drinker Biddle
Director, Applications & Multimedia Services
DEFINITION: MATTER CENTRICITY
No Formal Definition!!
Electronic Redweld
Browsing vs. Searching
Auto-Profiling
INFORMAL POLL: DMS – STATE OF THE STATE……
DMS Already?
Network File Shares?
Matter Centric – Challenged?
Matter Centric - Visionary? POLLING QUESTION –
@ http://ilta.cnf.io
Broken Dreams….. Help Me out of My Matter Centric Nightmare Is Matter Centricity All We Dreamed???
AGENDA ~ Is Matter Centricity All We Dreamed?
Matter Centricity Revisited
Challenges & Successes
Lessons Learned
• 12 Offices / 650 Attorneys
• About 15 Million Documents
• Matter Centric for 8 Years
• Original Design in need of an Overhaul
FIRM STATISTICS
MIGRATING TO MATTER CENTRICITY 3.0
&
PROJECT BACKGROUND •1400 Users, 12 Offices, 16 WorkSite Libraries
•WorkSite 8.5 with Verity Indexer
•MCC Deployed in 2008
•Complex/Dysfunctional Design
•Poor User Adoption
•Negative Perception of DMS
&
MATTER CENTRICITY PROJECT BACKGROUND
• Fragmented Matter File
• Complex Workspace Design
• Governance Risk
&
Client Service
Collaboration
Client Expectations
Risk Management & Security
End-User and Client Support
Technology Obsolescence
Level 1
• Dysfunctional
• Low expectations
Level 2
• Gaps Defined
• Improvements identified
Level 3
• Functional
Level 4
• Strategic
• Aligned with Firm business
Level 5
• Visionary
• Transforms Firm business
BUSINESS DRIVERS
&
WorkSite DMS = Official Client File Repository
User Restrictions placed on Folder Creation
HIPAA content will be filed in secured folders
Archiving of Closed Matters
KEY POLICIES
&
Single consolidated library for all active matters
Practice Group based workspaces
Prosperoware Milan for Folder Creation
Enhanced Email filing tools
WorkSite IDOL Search technology (replaces Verity)
WorkSite “Miner” search interface
Document Deletion via New Prosperoware Milan Recycle Bin
NEW DESIGN
&
BEFORE 16 libraries/15M docs
2.2 million workspaces
83 million folders
81 million empty folders
1800 doc classes
200 workspace templates
Client side EMM
Verity legacy indexer
SEV stubs broken
1 active library/15M docs
120,000 workspaces
832,500 folders
225,000 empty folders
110 doc classes
18 workspace templates
Server side EMM
WorkSite IDOL indexer
SEV stubs “rehydrated”
AFTER!
&
• 8 Offices / 425 Attorneys
• About 20 Million Documents
• Matter Centric for 10 Years
QUICK MCCARTER OVERVIEW
•Generally a good design…
…with room for improvement
•It started with a phone call…
INTELLECTUAL PROPERTY DO-OVER
• 24 folders, 1 search folder, 2 categories
• Multiple folders with the same name
• Odds are against filing things correctly
• Too much vertical screen real estate
• Too easy to frustrate users
OLD WORKSPACE DESIGN
OLD WORKSPACE
NEW WORKSPACE
• Needed to create a new workspace structure
• Interesting dynamic
Integrate a 25-user Worldox firm (plus unstructured data)
ACQUISITION / MIGRATION
SURVEY SAYS… OLD SYSTEM-WORLDOX
MAP TO IN WORKSITE
ISSUANCEFERC 541 1% Issuance
ISSUANCE-NON 499 1% Issuance
TAR 409 1% Presentation/Study
SPREAD 288 1% Presentation/Study
CORP 273 1% Miscellaneous
(blank) 218 1% Miscellaneous
LEG 184 0% Issuance
TRIAL-MAT 120 0% Discovery
INV 71 0% Miscellaneous
LOCAL-GOV 55 0% Issuance
TRANS 37 0% Discovery
PUB 21 0% Presentation/Study
DEL 9 0% To be deleted
GEN 2 0% Miscellaneous
Total docs: 40524
OLD SYSTEM-WORLDOX MAP TO IN WORKSITE
EMAIL-RECD 9282 23% _Email
EMAIL-SENT 8345 21% _Email
SUB-FERC 4051 10% Pleading
CONT-DRAFT 3033 7% Contract - Draft
MEMO 2879 7% Correspondence
DISC 2552 6% Discovery
SUB-NON-FERC 2488 6% Pleading
LETTER 1516 4% Correspondence
NOTES 939 2% Miscellaneous
CONT-FINAL 766 2% Contract - Final
IMPORTED 743 2% Miscellaneous
PRESENT 631 2% Presentation/Study
RESEARCH 572 1% Presentation/Study
SURVEY SAYS…
OLD SYSTEM-WORLDOX MAP TO IN WORKSITE
EMAIL-RECD 9282 23% _Email
EMAIL-SENT 8345 21% _Email
SUB-FERC 4051 10% Pleading
CONT-DRAFT 3033 7% Contract - Draft
MEMO 2879 7% Correspondence
DISC 2552 6% Discovery
SUB-NON-FERC 2488 6% Pleading
LETTER 1516 4% Correspondence
NOTES 939 2% Miscellaneous
CONT-FINAL 766 2% Contract - Final
IMPORTED 743 2% Miscellaneous
PRESENT 631 2% Presentation/Study
RESEARCH 572 1% Presentation/Study
ISSUANCEFERC 541 1% Issuance
ISSUANCE-NON 499 1% Issuance
TAR 409 1% Presentation/Study
SPREAD 288 1% Presentation/Study
CORP 273 1% Miscellaneous
(blank) 218 1% Miscellaneous
LEG 184 0% Issuance
TRIAL-MAT 120 0% Discovery
INV 71 0% Miscellaneous
LOCAL-GOV 55 0% Issuance
TRANS 37 0% Discovery
PUB 21 0% Presentation/Study
DEL 9 0% To be deleted
GEN 2 0% Miscellaneous
Total docs: 40524
NEW WORKSPACE
More Lessons Learned / Take Away LESSONS LEARNED
RAJIV MUKERJI eSentio Technologies
JOE DAVIS McCarter & English, LLP
ANN GORR Ann Gorr, LLC
SEAN MCGRATH Drinker Biddle
SEAN.MCGRATH@ dbr.com
ANN GORR Ann Gorr, LLC
SEAN MCGRATH Drinker Biddle
More Lessons Learned / Take Away
Lead with Data • Reports developed to show
Statistics of Folder Storage/Usage
• Data will support the need for a redesign
• Streamline unruly Folder Structures
LESSONS LEARNED
LESSONS LEARNED
• Early Intervention • Collaboration • Including the Right Players
Up Front • Evangelization
Not Just a Technology Decision
More Lessons Learned / Take Away
• Current State – IM Maturity Model • Define the Gaps & Dependencies • Leverage Several Technologies,
Platforms and Products • Create Transformation Plan
LESSONS LEARNED
Ensuring a Successful Transformation
More Lessons Learned / Take Away
• Business Needs should drive Software Configuration
• Ensure workspace structure meets your business process requirements and software capabilities
LESSONS LEARNED
One Size Doesn’t Fit All
•Ensure User Adoption
•Easy Profiling Processes
•Streamlining Accessibility
Make It Easy To Do The Right Thing
LESSONS LEARNED
Lessons Learned
• Initial introduction of DMS – People were clinging to Folders Concept
• Designed Workspaces that were
Folder Heavy
• Mirrored much of the format of the Network Fileshare Structures
Less Is More!
• Metadata Display • Drop & Drag Inheritance • Correspondence inclusive of
email?? • Separate for email display
Email – Folder Type ~ Why & Why Not
LESSONS LEARNED
• Less is More ….. Again!
• Limit Number
• Organization-Wide Standards
Defining Document Types
LESSONS LEARNED
• All Workspaces should have certain folders regardless of Practice Types
• Need for Email and Other Communication Folders
• No need to get unnecessarily creative
• ACM Model with Search Folders that mimic folder groupings?
LESSONS LEARNED
Workspaces should be more similar than different!
•Auto creation when possible •Based on Practice Group Needs – but not isolationist •Adjusting New Business Intake Process
Streamlining Workspace Creation
LESSONS LEARNED
The Bigger Picture
LESSONS LEARNED
• Transformation of DMS - Experiences Learned over the years of DMS implementation
• Interconnectivity with other ECM Solutions – RM, OCR, Ethical Walls, Legal Hold, eDiscovery, Contract Lifecycle Management, Content Security, Cloud Solutions
• Design with Innovation
Setting Expectations
LESSONS LEARNED
Client File Responsibility
Client Demands/Expectations
Information Governance/Risk Mitigation
Fragmented Content
User Experience Incomplete/Inadequate
Attorney Work Model
Mobile Access – Anytime, Any Device
MATTER CENTRICITY 3.0 WRAP UP
Lead With Data
Defining Doc Types
Email – Folder Type ~ Why & Why Not?
MATTER CENTRICITY 3.0 WRAP UP
Workspaces ~ More Similar Than Different!
Less Is More!
Make It Easy To Do The Right Thing!
MATTER CENTRICITY 3.0 WRAP UP
Not Just A Technology Decision!
Setting Expectations
Ensuring a Successful Transformation Model
MATTER CENTRICITY 3.0 WRAP UP
Streamlining Workspace Creation
One Size Doesn’t Fit All
The Bigger Picture ~ DMS vs. ECM vs IG
Questions Please Wait for the
Microphone to get to you so that everyone
can hear your question/comments.
RAJIV MUKERJI eSentio Technologies
RAJIV.MUKERJI@ eSentio.com
CONTACT US VIA EMAIL: MATTER CENTRICITY WHITE PAPER
JOE DAVIS McCarter & English, LLP JDAVIS@ McCarter.com
ANN GORR Ann Gorr, LLC
ANN@ AnnGorrLLC.com
SEAN MCGRATH Drinker Biddle
SEAN.MCGRATH@ dbr.com
Thank You
Pre-Canned Questions –
How long ago did the McCarter transformation regarding
the merger take place?
How do you measure whether the Contracts – Draft vs.
Final folders were the right way to go.