sharepoint as a dms: happy i did it or never...
Post on 10-Jun-2018
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Our Panel
Anthony DeCerce Director, TDCGE
Jan Durant Director, IT & Operations
Matt Van Ordstrand Sr. Mgr., Practice Support Services
Sherry Kappel Sr. VP, Chief
Innovation Officer
How We’ll Engage You
• Our session’s objective:
– If you’re using SharePoint…
• for your Intranet
• for your Extranet
• for Collaboration
– …you’re ready to consider SharePoint as a
platform for document management.
How We’ll Engage You
• Our Industry
– How We’re Using SharePoint Today
• Our Panelists
– How They’re Using SharePoint Today
• Our Audience
– How You Use & View SharePoint Today
Audience Survey
• Who has no intention of implementing
SharePoint at their firm?
• Who is on Office 2010?
• Who is on SharePoint 2010?
Green Amber Red
Yes! Not sure
No Intention for SharePoint/
No SharePoint, or No Office 2010
What are we really discussing here?
• Managing documents? OR…
• Enterprise content management and the
aggregation of information?
Documents Client information Knowledge Email
Green Amber Red
We have major active initiatives to provide high value information to our firm
We are working on this – but not high on the priority list
Does not really matter to my firm
ILTA Technology Survey
47% 53%
Use of SharePoint
Industry-Wide
Using SharePoint Not Using SharePoint
ILTA Technology Survey
19 15 14 39 2 11 2
Key Uses for SharePoint
Percentage of Firms Responding
Collaboration Custom apps Extranet
Intranet Public Website Workflow
Outside of Legal
Use Of SharePoint As An ECM
70% implemented
•5000+ seats
30% intend not to implement
•50-500 seats
170,000 users 200 servers
•Unilever
Source: http://angler.wordpress.com/2011
/06/14/aiim-study-sharepoint-
2010-adoption-for-ecm/
Survey The Audience
• For SharePoint to be successfully adopted it will need to be enhanced & tailored to the specific needs of the legal industry
• SharePoint is directionally correct and with time most firms will migrate
• Adopting the SharePoint platform will act as a catalyst for further business process improvement and technology led innovation/simplification
Firm Profile
Sectors
• Employment (42%)
• Media, brands and technology (17%)
Offices
• London
• Oxford
Users
• 150 fee-earners
• 248 staff
Technology Profile
Former •OpenText DM5
•Exchange 2003
•Office 2003
Current •SharePoint 2007
•w/Custom Development
•Exchange 2010
•Office 2007
Are They Happy?
Yes!
Some of what we gave them:
•Parent/child content types for non client/matter related documents
•Access in Word and browser, w/full integration in Outlook
• Import attachment on email, single click
•Fee earners see Recent Edits on documents created by other people (where they are “Author”, not the typist)
•Can save links to content into Favourites
Firm Profile
Practices
Full service: Energy, IP, Litigation, Int’l Trade, Finance, Tax, Employment, Advertising, Gov’t Relations
Offices
• 15 Offices
• 6 countries
Users
• 1000 lawyers
• XXX staff
Technology Profile
Former
• Mostly: file share
• Minimal usage: iManage
• Exchange 2003
• Office 2003
Current
• SharePoint 2010 & 2007
• w/MacroView
• Exchange 2010
• Office 2010 & Office 2007
Document Stats
Migrated1 39 lawyers
35 staff 1.1TB data
Managing 1.3TB data
1 Currently, Winston & Strawn’s Houston office only
Are They Happy?
Yes!
•Users like working in the familiar “File Share” interface that SharePoint provides
No…
•We don’t have whole firm there – yet…
Firm Profile
Sectors
•Capital markets, corporate M&A, finance & banking, real estate, tax, litigation
Offices
•London
•+ 33 additional offices
•in 24 countries
Users
•3350 fee-earners
•2725 staff
Technology Profile
Former
•OpenText DM
•Exchange 2003
•Office 2003
Current
• SharePoint 2010
• Document Management Accelerators (DMA) (Dev by MSFT Professional Services)
• Exchange 2003
• Office 2007
Document Stats
Migrated
1,150,000 documents (inc versions)
3800 users
Germany, US and Asia to go
Managing
1,200,000 documents
2.5TB (including indexes) 40,000 Site Collections
Which regions and number of people migrated
Are They Happy?
Yes! But don’t
underestimate the change
Some of our realised benefits:
• Single system for all content types
• Integrates seamlessly into Office
• SharePoint deals with profiling
• Users like the look, feel
Implementation Summary
Previous DMS OpenText DM5x OpenText DM5x iManage X.x1
Current DMS SharePoint 2010 SharePoint 2007 SharePoint 20102
Customization MS DMA Contract Developer Macro View
Search FAST for SP FAST w/BAInsight FAST
Comparison Native w/DMA DocsCorp Workshare
DocID Native w/DMA Excalibur Microsystems
Email Mgmt. File As You Go
(home grown) KnowledgeMill Macro View
Intranet No – next phase Yes Yes
Extranet No – via HighQ
Solutions Yes (SharePoint 2010)
Yes (SharePoint
2007)
1 & 2 Currently, Winston & Strawn’s Houston office only
Office App Integration
Email Integration
Versioning Check-in, Check-out
DocID
Comparison
Th
e M
ajo
r G
ap
s:
Sh
are
Po
int
As A
DM
S
Other Considerations
Staffing Planning Business Case
Marketing Migration
Total Cost of Ownership
• Maintenance
• Support
Survey The Audience
• In the long run do you believe the traditional DMS vendors be successful in defending their market position?
• Your view on MSFT commitment to the legal market: committed to evolving the product line to the point where firms will be able to deploy their software as a DMS out-of-the-box?
• Will adopting SP as a DMS act as a catalyst for further business process improvement and technology led innovation/simplification?
Contact Our Panel
• Jan Durant
– Jan.Durant@lewissilkin.com
• Matt Van Ordstrand
– MVanordstrand@winston.com
• Anthony Decerce
– Anthony.Decerce@TDCGE.com
ILTA Resources
• SharePoint Symposium 2012
Session Presentations, Recordings
– http://www.iltanet.org/MainMenuCategory/Recordi
ngs/ILTA-2012-SPS-Audio-Recordings.html.aspx
• (Audio recordings free to ILTA Members)
• SharePoint Symposium 2012 Survey
– (add link)
• ILTA 2012 Technology Survey
– (add link)
Microsoft Resources
• Getting Started with SharePoint Server 2010 for IT Pros
– http://technet.microsoft.com/en-us/sharepoint/ee518660.aspx
• Developing Applications for SharePoint 2010
– http://msdn.microsoft.com/en-us/library/ff770300.aspx
• SharePoint 2010 Hands on Lab
– http://spg.codeplex.com/releases/view/60343
Microsoft Resources
• SharePoint 2013 Preview
– http://technet.microsoft.com/en-us/library/cc303422(v=office.15)
• Changes from SharePoint 2010 to SharePoint 2013 Preview
– http://technet.microsoft.com/en-us/library/ff607742(v=office.15)
• SharePoint 2013 Preview Training for IT Pros
– http://technet.microsoft.com/en-us/sharepoint/fp123606
Other Resources
Architecture Design Governance
AIIM - The Global Community of Information Professionals (Association for
Information and Image Management) aiim.org
Blogs, Online Community, Product Studies, Webinars, Training Programs,
Standards, Networking, Market Intelligence
A Few Recommended SharePoint Titles
Legal IT Professionals
• SharePoint: Document Management and
beyond at Clifford Chance
– Interview with Paul Greenwood, CIO
– http://www.legalitprofessionals.com/Joanna-
Goodman/sharepoint-document-management-
and-beyond-at-clifford-chance.html
Key Vendors Mentioned
• BA Insight (Booth #1016) – Connectors, Unified Search
(Total View)
• DocsCorp (Booth #318) – Comparison, Publish
SharePoint Projects into PDF, Connectors
• Hubbard One XMLAW (Booth #505) – Extranet, Intranet & Search
• KnowledgeMill Ltd. (Booth #924) – Email Filing
• MacroView (Booth #993) – SharePoint DM
• Microsoft (Booth #814/816A), Microsoft Professional Services – Clifford Chance Case Study
• Microsystems (Booth #1008/1010) – Native Word Comparison
– DocID
• Sword Group (Excalibur) – Contact: Terry Coyne,
Business Unit Director, Sword ECM, terry.coyne@sword-uk.com
• Workshare (Booth #608/610) – Connectors, Comparison
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