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DocAuto, Inc. docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Advanced Matter-Centric Architecture Management in WorkSite David.

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Presentation on theme: "DocAuto, Inc. docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Advanced Matter-Centric Architecture Management in WorkSite David."— Presentation transcript:

1 DocAuto, Inc. docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Advanced Matter-Centric Architecture Management in WorkSite David Kiefer President October 22, 2008 ILTA Midwest Region Chicago

2 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Agenda About DocAuto Matter Centric Architecture Strategies Moving from Flat DMS to Matter-Centric WorkSite Maintaining Matter-Centric Environment Expanding Matter-Centric Functionality of WorkSite Importing Native Content Directly into WorkSite Management Controlling the Refiling Process Monitoring WorkSite Events

3 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto About DocAuto, Inc. Founded in 1997 Interwoven Technology Partner Since 2000 Leading developer of add-on products and utilities for Interwoven WorkSite Headquarters in Atlanta, GA Offices in New York & Los Angeles Worldwide Reseller Network: US, Canada, UK, Spain, France, Germany, Australia, New Zealand, Singapore, Japan, South Africa

4 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Why Matter-Centricity? Productivity: Matter-centricity promotes collaboration across the entire organization because everyone working on a matter can see and use all relevant data. Familiarity: Matter-centric data structures are digital versions of the redwell and widely understood across the enterprise. Efficiency: Matter-centric environments are more easily maintained as all documents are put into one data structure, resulting in benefits ranging from increased billable hours to facilitating e-discovery. Accountability: Matter-centricity allows for comprehensive control over, and compliance with, security policies both organization-wide and on an individual user basis. These benefits have a positive impact on profitability!

5 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Matter-Centricity Needs Many Firms Need to: – Move Safely to Matter-Centric WorkSite – Improve User Adoption of Matter-Centricity – Adapt Matter-Centric Structures to Address Business Needs – Minimize Ongoing Maintenance Requirements

6 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Common Issues with Matter-Centric Architecture Management Many manual processes require significant user action to create and maintain structures: – My Matters – Subscriptions – Security – WorkSpace Structures Too much focus on low-level issues prevents firms from ever getting to higher-level benefits Obsession with Getting it Right the First Time – – Document Filing – – Inefficient – – Inconsistent – – Error-Prone

7 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Common Issues with Matter-Centric Architecture Management Need for flexibility to adapt to changes Trouble automating WorkSpace creation Delay in creation of WorkSpaces Difficulty getting users accustomed to new system Difficulty getting documents into proper WorkSpaces Need for automated archiving of WorkSpaces Need to comply with record retention policies Need for automated way to import documents Need for effective management Need to report and be alerted to specific activity Need to maximize system efficiency

8 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Three Stages in Matter-Centric Maturity Mature Matter-Centric Environment Implementing Maintaining Optimizing Planning or Pilot Stage Initial Implementation MCC Project Put on Hold Converting DMS Systems Importing Content Cleaning up Data Template Lock Daily Creation of WorkSpaces Managing Constant Changes Document Provisioning to Folders Matter Publication to Users Ethical Wall Maintenance Advanced Publishing for Management Reporting Archiving EDD/DR Copying of WorkSpaces Virtual Deal Room/ WorkSpace Snapshotting Parallel/Hybrid WorkSpaces

9 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSpace Manager Overview Manage entire matter-centric architecture 200+ firms worldwide using WSM Real time changes to any aspect of matter-centric architecture Bridge information silos through continuous data synchronization from multiple sources File content in the right place with the right metadata and security

10 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSpace Manager Key Features Automated management of MC architecture, including: – WorkSpace creation – WorkSpace distribution – Security updates – Document provisioning Continuous synchronization with external data sources Ability to comply with records retention policies by aging and archiving matters Ability to move content where it belongs, updating metadata and security settings automatically

11 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSpace Manager Benefits Forgiving:Forgiving: Changes to Any Aspect of Matter- Centric Design can be Made At Any Time Flexible:Flexible: Relational Data can be Built On-The-Fly Using Data from Any Combination of ODBC Data Sources Fast:Fast: Typical Performance: Processing of 5,000 to 10,000 WorkSpaces Per Hour Powerful:Powerful: Wide Range of Advanced Usages Gradual:Gradual: Start Simple, Add More Powerful Functionality Over Time

12 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSpace Manager WorkSpaces can be created based upon data pulled from any ODBC-compliant database, such as a time and billing system. Pertinent data from the time and billing system, such as client/matter numbers and descriptions as well as matter types, responsible attorney, etc., is used to create WorkSpaces. WorkSpace Templates can be selected based on criteria from the time and billing system, such as Matter Type. In this example, if the Matter Type = Corporate, then the Corporate template will be used to create the WorkSpace.

13 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSpace Manager WorkSpaces can be created from department and/or practice group templates. These WorkSpaces can contain any number of tabs and folders, based on the needs of the practice area.

14 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSpace Manager: Change WorkSpaces Anytime

15 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSpace Manager: Gradual Expansion of MCC Capabilities Simple WorkSpace Construction – Coexisting with Legacy Folder Structures Provisioning Folders to Update – Phase Out Folder Structures – Switch from Legacy Metadata Schema in One Step Zone Control & Advanced Security Management Matter Publishing – Personal and Shared Shortcut Organizational Structures – Subscription Management Matter Aging Hybrid and Parallel WorkSpaces

16 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSpace Manager: Extended Publishing Concepts Organization and Publication can be driven by Extended Matter Data from any source: – Matter Type, Subtype – Chronological Information – Responsible Attorney – Co-counsel – Opposing Counsel – Business Units – Locations – Much More… Alpha-Numeric Categories Chronological Categories Department Categories Matter Sub-type Categories

17 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSpace Manager: Publishing for Management Reporting Extended Matter Data can Include Data from: – Matter Management – Docketing Systems Show Matters by Deadlines, including critical deadlines that can be escalated to practice group leaders or firm management – Accounting – Time and Billing Data Show Matters by Billing, Profitability, Past Due Status Matters by Task Deadline – Matters may move automatically from one category to another as time passes, or be removed completely as tasks are marked as Completed in external systems. Critical matters are escalated to Management Matters by Billing Volume and Aging Status in secure My Matters container that is only accessible to firm management.

18 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Hybrid WorkSpaces Using Structures From Multiple Templates Matter evolution introduces content filing needs for multiple practice areas Administrative, RM Structures to be added to every WorkSpace Corrective Structures to be added as needed to specific WorkSpaces (to accommodate unfiled or misfiled content) Structures Added by IP Template Structures Added by Corporate Template

19 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Content Importing Needs Moving from No DMS directly to MCC WorkSite Moving from a different DMS to WorkSite Importing Content that has been historically Unmanaged into WorkSite MCC structures Importing Content as Laterals Join the Firm Continuous Importing of Content Generated Automatically by Other Systems (e.g. time & billing)

20 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto iImport Key Features Powerful file-by-file importing and structural processing. Stage up to 15 steps of workflow processing for each document, including setting security and converting imported content to encrypted PDF. Recreate all metadata and security values on matter- centric structures, and history records on individual documents. Read and write to any number of ODBC databases for structural and profile data, security, and history. Support for differential importing, with version control.

21 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto iImport Different types of processing can be applied to each file that may be imported. Processing can branch based on data from other systems about each file being processed.

22 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto iImport Existing folder structures on servers can be converted directly to WorkSpaces, or matched to existing WorkSpaces using folder data or data from external databases.

23 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto iImport Type of structure, how it is matched to existing structures or created, and what metadata and security is applied can all be controlled using information from the native folder structures, or data-driven information from external databases.

24 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Content Refiling Issues Moving documents from one folder to another – How do you control changing metadata and security? What if your users can add documents to a folder, but dont have rights to change the metadata or security? What are the repercussions of users responding to native Interwoven dialogs for refiling?

25 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Content Refiling Scenarios If a user views the profile of a WorkSpace and views the security then chooses Save (even if nothing was changed), they will get prompted with the following:

26 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Content Refiling Scenarios If a user views the profile of a Folder and views the security then chooses Save, they will get prompted with the following:

27 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Refiling Server Continuously monitors any number of WorkSite servers and databases Can update or "refile" the security and profile metadata as documents are moved into folders, regardless of the rights the user may have on the folder or document Can record changes to Metadata or Security in Document History Logs Changes to SQL Developed in Cooperation with Interwoven and KPMG

28 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Refiling Server Key Features Eliminate user-controlled desktop refiling Update or "refile" the security and profile metadata as documents are moved into folders Record additions, changes, deletions to Metadata or Security in Document History and/or SQL DB Filter Structures or Documents to be Refiled Changes metadata and security on structures in addition to content within structures Field-by-Field control of metadata

29 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Refiling Server Enterprise Edition Additional Functionality Changes metadata and security on structures in addition to content within structures Multi-instance job interface Field-by-Field control of structural metadata Can force metadata updates from parent to child structures Records changes in SQL and document History

30 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Refiling Server Refiling Server allows for very fine control over the refiling process: Structural metadata can be very finely controlled from parent structures (WorkSpaces) to child structures.

31 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Refiling Server Refiling Server allows for very fine control over how content is refiled Input queries precisely identify structures or content to be refiled. Specific actions can be defined for documents in multiple folders. Changes can be recorded in document History!

32 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Refiling Server Refiling Server allows for very fine control over how content is refiled Types of structures and structural and/or document filters can be defined to ONLY refile specific types of structures or content, or to EXCLUDE specific types of structures or documents from refiling.

33 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Management needs to be managed like any other client records. Correspondence of all types should be filed in the client/matter WorkSpaces. overload on Exchange Servers is a continuous problem for most firms. Leaving management in the hands of the attorneys means: – Tying up their time with filing – Tying up their secretarys time with filing – quite often can end up in the wrong place in WorkSite – never gets filed in WorkSite at all! So, how do you take the management responsibility out of the hands of lawyers?

34 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto OutiM Server Key Features Import and other Exchange content and structures continuously from Exchange into WorkSite. Route content to dynamically-resolved correct WorkSite folders or WorkSpaces automatically. Filter messages based on flags, date, address, subject, content, attachments, etc. Reproduce original Exchange folder structure within WorkSite (optional). Delete from Exchange after Import (optional). De-duplicate automatically to avoid redundant copies.

35 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto OutiM Server There are basically two parts to an OutiM Server Job: 1.What to Process in Exchange 2.Where to Put it in WorkSite

36 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto OutiM Server Part 1 – What to Process in Exchange Which Mailboxes you wish to process What content in those mailboxes you wish to process

37 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto OutiM Server Part 2 – Where to Put the Content in WorkSite Map by Mailbox, Folder, or Message data Rebuild Exchange folders in WorkSite, if desired

38 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSite Monitoring Needs Continuously monitor WorkSite activity Generate notifications when specific events occur, filtered by: – User or Group – Metadata – Security Generate regular reports of WorkSite Activity by user, author, metadata, etc. Disable User Accounts for excessive inappropriate activity

39 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Watchdog Server Key Features Monitor 18 different WorkSite user operations in real-time including: Check In, Check Out, Create, Export, Delete, Print, View, , Modify Security, Declare as Record, etc. Intercept and report on all activity, disable user accounts, or initiate workflows to prevent theft and unauthorized document removal Notify specific users or groups instantly and automatically Customize notification content to include very detailed event, user, and document-by-document information Generate notifications based on metadata filters to alert users of specific matter activity on their documents, clients, etc.

40 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Watchdog Server Monitor 18 different WorkSite events Set limits to trigger notification and disabling of user accounts, if desired Decide who should receive notifications, whether a single person or a distribution group

41 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto What is a mature matter-centric implementation? Ability to rapidly adapt to changing user and client needs Seamless rapid client intake process Continuous updating of WorkSpace security, content and distribution – users see the content that is most important to them at any given time Maximizing the communication of data from multiple firm systems – RM, KM, accounting, matter management, etc. – all within the WorkSite interface Efficient archiving and full cradle-to-grave management of all matter related content and information

42 docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto WorkSpace Manager – Complete WorkSpace Creation and Management Solution iImport – Import Native Content directly into New or Existing WorkSpaces Refiling Server – Control the Refiling Process for Better Performance, Security, Auditing OutiM Server – Copy/Move Exchange Content to WorkSpaces Automatically Watchdog Server – Monitor WorkSite Activity and Send Customized Alerts Instantly Review: DocAuto Toolbox

43 DocAuto, Inc. docauto.com Copyright© 2008 DocAuto, Inc. All Rights Reserved (800) DocAuto Contact for Product Demonstrations! Thank You! David Kiefer President October 22, 2008 ILTA Midwest Region Chicago


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