SharePoint As A DMS:

Happy I Did It or Never Again?

August 29, 2012

#APP10

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

How We’ll Engage You

Three Cards

Red Amber Green

YOUR OPINION

Our audience tells their story…

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

Survey The Audience

Are you considering

SharePoint 2013?

Green Amber Red

Yes! Not sure No!

WHERE ARE WE?

Our industry tells its story…

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

SharePoint Symposium

Unavailable1

Unavailable2

Unavailable3

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

OUR PANELISTS SHARE STORIES

How’d We Get Here?

THE LEWIS SILKIN STORY

Jan tells us how she got here…

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

Our SharePoint Story:

Lewis Silkin LLP

Document Stats

Migrated

398 users 1,647,888 documents

Managing

2,213,627 documents

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

HOW’D WE GET HERE?

Matt tells his firm’s story…

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

Our SharePoint Story:

Winston & Strawn LLP

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…

HOW’D WE GET HERE?

Tony tells his firm’s story…

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

Our SharePoint Story:

Clifford Chance

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

THE IMPLEMENTATIONS

Our panelists showcase their use of SharePoint

OUR IMPLEMENTATION

Custom Development

Intr

an

et

- W

he

re t

he

Do

cu

me

nt

Ce

ntr

e S

its

Se

arc

h

KnowHow Search

Qu

ick

Re

trie

ve

On

eP

lace

Em

ail –

10

0%

File

d

On

eP

lace

Em

ail –

10

0%

Fo

un

d

OUR IMPLEMENTATION

MacroView DMF 7.5

Ou

tlo

ok

20

10

wit

h D

MF

Pa

ne

in

Fa

vori

tes m

od

e

Ou

tlo

ok

20

10

, M

acro

Vie

w D

MF S

ea

rch

mo

de

Ma

cro

Vie

w D

MF

v7

.5 R

ece

nt

mo

de

w/P

revi

ew

OUR IMPLEMENTATION

Microsoft Professional Services

“Ho

me

Pa

ge

”

Sa

veA

s In

teg

rati

on

to

Sh

are

Po

int

Se

arc

h R

esu

lts

Att

ach

File

s T

o E

ma

il

Co

mp

ari

so

n In

teg

rati

on

In

to S

ha

reP

oin

t

SUMMARY

Our Implementations, Audience Reactions

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?

QUESTIONS?

Contact Our Panel

• Jan Durant

– Jan.Durant@lewissilkin.com

• Matt Van Ordstrand

– MVanordstrand@winston.com

• Anthony Decerce

– Anthony.Decerce@TDCGE.com

THANK YOU!

REFERENCES & RESOURCES

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