is matter centricity all we d...

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

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


[email protected]


SEAN.MCGRATH@ dbr.com



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


• Current State – IM Maturity Model • Define the Gaps & Dependencies • Leverage Several Technologies,

Platforms and Products • Create Transformation Plan

LESSONS LEARNED

Ensuring a Successful Transformation


• 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?


Workspaces ~ More Similar Than Different!

Less Is More!

Make It Easy To Do The Right Thing!


Not Just A Technology Decision!

Setting Expectations

Ensuring a Successful Transformation Model


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@ AnnGorrLLC.com


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.