from chaos to order alleviating the pain of shared drives gi lee director, solutions engineering zia...
TRANSCRIPT
From Chaos to OrderAlleviating the Pain of Shared
Drives
Gi LeeDirector, Solutions Engineering
Faron LyonsAccount ManagerAlfresco Software
Phil RobinsonSVP Business DevelopmentZia Consulting
Today’s Content Challenges:#1 - ECM Avoidance
ECM Avoidance “Best Practices”• USB/Disks• Email as ECM• Cloud Collaboration Technologies
And of course…• Shared Drives
http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
How to Solve It?
“An ECM System that Works How I Do”• With the Tools I Use Today• Helps Me Find Information in Content Chaos• Easy to Collaborate – Both Internal & External• Where I Work, With My DeviceAND• Bring Efficiencies to the Business of Law
• The ECM Tug of War – Users vs. IT
• Simple + Smart. No Training Required.
• Leaving Your Shared Drive Behind (but not your Content!)
• What Next?
Agenda
The ECM Tug of War
Users• Easy to Learn• Easy to Use• Easy to Share• Email & Office Integration• Enterprise Search
Enterprise IT • Secure• Compliant (RM)• Simple to Integrate• Upgradable• Cost-Effective
Why? / Why Now?
• New US Data Center
• Replacement of older servers in local offices
• Local IT struggling with decision-making on what to delete or move
• Finding documents for a specific client/matter
• Information discovered through client audits and ISO certification
Credit: Orrick, Kathleen Jimenez, Leigh Isaacs, DC ILTA 2012 – The Untamed File
Share Case Study
Where to start?
• Recognize the project is going to take time
• Decide if Fileshares will be used in the future
• Gain executive / management support, cannot just be an IT project
• Prepare a process for handling the requests going forward
• Identify strong project manager
What is required?
• Engage multiple groups: End Users / IT / Risk Management / Records
• Plan for how to identify materials where we can’t identify owners
• Understanding the Risk Management aspects of the project
• Planning the life cycle management of the data (and what does life cycle management even mean?)
• Assisting end users through the transition
Critical Considerations
• Allow end users to continue with work-in-process, smoothing the transition
• Identify how end users will reach the materials
• Structure allowing for quick determination how materials relate to a client or matter
• Security for all the materials
• Ability to apply retention policies to the material
• Process for creation of new folders to follow
Personal Spaces
• All folders named by network ID
• All folders secured - full access to only the user/owner of that network id
• All folders are in one large list, no separation by office
• A new security group created with Domain Admins/small subset of SD with full rights to share for creation/deletion and maintenance
Client_Data
• Top two levels of folders can only be created by SD/Admin
• Top level folder name will be the 6 digit client number, including leading zeros. The description shows the whole client name when you hover.
• Second level folder name will be the 6 digit matter number, including leading zeros. The description shows the whole matter name when you hover.
• Users can create any number of subfolders below the second level folder that windows allows.
• Security on folder will match the iManage workspace security which enforces ethical walls or specific client or matter needs.
• Folders will not be created for Client 000001 or 009999
• Top department folder is available to department management
• Office folder is limited to the local department members
• Users can create any number of subfolders below the second level (office) folder that windows allows.
• A new security group created with Domain Admins/small subset of SD with full rights to share for creation/deletion and maintenance
Admin Data
Credit: Orrick, Kathleen Jimenez, Leigh Isaacs, DC ILTA 2012 – The Untamed File
Share Case Study
How to make the move?
• Start with the easy things
• Introduced process for requesting new folders
• Shut down the ability for people to create new top level folders
• Work with end users to move existing materials into the new structure
• Clean up folders connected with departed users
What are the next steps?
• Determine all the steps for archiving
• Start data disposition based on retention policy
• Let’s look at some examples
• And then we’ll return for a few more details on addressing issues.
Demo!
Simple: With the Tools I Use Today• Email Integration• Email documents into
repository• Drag & drop from email• Send & file• Email + Workflow
• Office, Adobe, Google Docs• Direct access to content and
meta data• Search, Create, Edit• No installation required
Let’s Talk about Sharepoint
• Collaboration Tool of Choice
• How to Manage?
• Work with (not against)
• Just Another Tool for “Content Hub”
• Automate RM Process• Autoclassification• Retention & Disposal Policies• Legal Holds
Finding Information in “Content Chaos”What we can learn from Case Management:• Role-Based• Dynamic Views (Client, Attorney, Practice
Group Leader)• Automated Workflow• Tasks & Reminders
• “What I need, When I need it”
• Document Assembly (Clause Library, Closing Documents)
Simple Search
• It isn't exactly Google, but it works as well. • Your search terms, our enterprise search.
eDiscovery• Managed with full text search• Keyword and term search• Easily place holds on documents• Find based on date ranges or topics
• Internal Collaboration• EasyECM Collaboration• Sharepoint• Integrated with your Business Process
• External Collaboration• Secure Client Portal / Site• Simple Cloud Sharing
Simple Collaboration:“As Easy as Dropbox or Box.net”
Work Anywhere: What’s Needed?• Secure Mobile ECM• Mobile Matter
Management– Role-Based– Dynamic Views– “Relevant” Information
• Simplify IT–Manage and Deploy– Configured, not Customized
Bringing Efficiencies to the Practice of Law
• Autoclassification• Identify Document Type• Associate Metadata• Declare Record – Retention / Disposal
• Simplify IT• Easy to Deploy – Multiple Roles/Departments,
Multiple Offices, Multiple Geographies• Easy to Integrate • Easy to Upgrade – Configured, not Customized• Flexible – Cloud or Data Center
So…
It’s Time to Move.
How do you get there?
Your Point of Origin:Shared Drive
Your Destination:ECM System
How?• Document Migration• Methodology• Tools
• Autoclassification
Let us show you!
Founded in
2005
Open Source
EnterpriseDM + RM
7 million users
4 billion documents
1300+ active
customers in
180 countries
300 employees
$60M+ revenue
95%recurring
subscriptions
OpenPlatform
San Mateo Atlanta London Maidenhead Sydney Japan
Alfresco in information intensive industries
Government & Intelligence
Banking & Insurance
Manufacturing Media & Publishing
High Tech
Alfresco Customers
Zia Legal Solutions
ILTA 2014
Learn More:• Resources - http://www.ziaconsulting.com/home/resources/
• Webinars & Videos• Data Sheets & Brochures• Case Studies
Who is Zia?
Questions?
Gi LeeDirector, Solutions Engineering
Faron LyonsAccount ManagerAlfresco Software
Phil RobinsonSVP Business DevelopmentZia Consulting