1. From Chaos to Order Alleviating the Pain of Shared Drives Gi Lee Director, Solutions Engineering Zia Consulting glee@ziaconsulting.com Faron Lyons Account Manager Alfresco Software faron.lyons@alfresco.com Phil Robinson SVP Business Development Zia Consulting phil@ziaconsulting.com

2. Today’s Content Challenges: #1 - ECM Avoidance ECM Avoidance “Best Practices” USB/Disks Email as ECM Cloud Collaboration Technologies And of course… Shared Drives

3. http://blogs.alfresco.com/wp/connected-enterprise-survey-results/

4. 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 Device AND Bring Efficiencies to the Business of Law

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. What are the next steps? Determine all the steps for archiving Start data disposition based on retention policy

14. Let’s look at some examples And then we’ll return for a few more details on addressing issues. Demo!

15. 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

16. 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

17. 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)

18. 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

19. 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”

20. 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

21. 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

22. So… It’s Time to Move. How do you get there?

23. Your Point of Origin: Shared Drive Your Destination: ECM System How? Document Migration Methodology Tools Autoclassification Let us show you!

24. Founded in 2005 Open Source Enterprise DM + RM 7 million users 4 billion documents 1300+ active customers in 180 countries 300 employees $60M+ revenue 95% recurring subscriptions Open Platform San MateoAtlantaLondonMaidenheadSydneyJapan

25. Alfresco in information intensive industries Government & Intelligence Banking & Insurance ManufacturingMedia & Publishing High Tech

26. Alfresco Customers

27. Zia Legal Solutions ILTA 2014 Learn More: Resources - http://www.ziaconsulting.com/home/resources/http://www.ziaconsulting.com/home/resources/ Webinars & Videos Data Sheets & Brochures Case Studies Who is Zia?

28. Questions? Gi Lee Director, Solutions Engineering Zia Consulting glee@ziaconsulting.com Faron Lyons Account Manager Alfresco Software faron.lyons@alfresco.com Phil Robinson SVP Business Development Zia Consulting phil@ziaconsulting.com