Presentation on theme: "Advanced Matter-Centric Architecture Management in WorkSite"— Presentation transcript:
1 Advanced Matter-Centric Architecture Management in WorkSite David KieferPresidentOctober 22, 2008 ILTA Midwest Region Chicago
2 Agenda About DocAuto Matter Centric Architecture Strategies Moving from “Flat” DMS to Matter-Centric WorkSiteMaintaining Matter-Centric EnvironmentExpanding Matter-Centric Functionality of WorkSiteImporting Native Content Directly into WorkSiteManagementControlling the Refiling ProcessMonitoring WorkSite Events
3 About DocAuto, Inc. Founded in 1997 Interwoven Technology Partner Since 2000Leading developer of add-on products and utilities for Interwoven WorkSiteHeadquarters in Atlanta, GAOffices in New York & Los AngelesWorldwide Reseller Network: US, Canada, UK, Spain, France, Germany, Australia, New Zealand, Singapore, Japan, South AfricaThis is more of an introduction as to who we are.
4 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!Discuss this this is just a review of why firms go matter-centric.
5 Matter-Centricity Needs Many Firms Need to:Move Safely to Matter-Centric WorkSiteImprove User Adoption of Matter-CentricityAdapt Matter-Centric Structures to Address Business NeedsMinimize Ongoing Maintenance RequirementsThese are the needs we see of many firms
6 Common Issues with Matter-Centric Architecture Management Many manual processes require significant user action to create and maintain structures:My MattersSubscriptionsSecurityWorkSpace StructuresToo much focus on low-level issues prevents firms from ever getting to higher-level benefitsObsession with “Getting it Right the First Time”Document FilingInefficientInconsistentError-Prone
7 Common Issues with Matter-Centric Architecture Management Need for flexibility to adapt to changesTrouble automating WorkSpace creationDelay in creation of WorkSpacesDifficulty getting users accustomed to new systemDifficulty getting documents into proper WorkSpacesNeed for automated archiving of WorkSpacesNeed to comply with record retention policiesNeed for automated way to import documentsNeed for effective managementNeed to report and be alerted to specific activityNeed to maximize system efficiency
8 Three Stages in Matter-Centric Maturity ImplementingOptimizingPlanning or Pilot StageInitial ImplementationMCC Project Put on HoldConverting DMS SystemsImporting ContentCleaning up Data“Template Lock”MaintainingAdvanced Publishing for Management ReportingArchivingEDD/DR Copying of WorkSpacesVirtual Deal Room/ WorkSpace SnapshottingParallel/Hybrid WorkSpacesDaily Creation of WorkSpacesManaging Constant ChangesDocument Provisioning to FoldersMatter Publication to UsersEthical Wall MaintenanceMature Matter-Centric EnvironmentI’M GOING TO TALK ABOUT SOME OF THE TECHNIQUES FIRMS ARE USING IN ALL STAGES OF THEIR MATTER-CENTRIC ENVIRONMENT
9 Overview WorkSpace Manager Manage entire matter-centric architecture 200+ firms worldwide using WSMReal time changes to any aspect of matter-centric architectureBridge information silos through continuous data synchronization from multiple sourcesFile content in the right place with the right metadata and securityIN THE CONTEXT OF SOME OF THE MATTER-CENTRIC TECHNIQUES I WILL SHOW YOU, THESE ARE ALL DONE USING SOME OF OUR TOOLS – FIRST IS WORKSPACE MANAGERManage every aspect of your matter-centric architecture in WorkSite, including WorkSpace creation, distribution, security updates, document provisioning, and more.Over 200 firms worldwide are currently using WorkSpace ManagerWSM is the primary solution for the management of WorkSpaces in real time. Changes to any aspect of matter-centric design can be made at any time. Relational data can be built on-the-fly using data from any combination of ODBC data sources.WSM can bridge mission-critical systems “islands” through fully-automated and continuous synchronization with external data sources (time & billing, matter management, records management, ethical walls, etc.).Move content to where it belongs, updating metadata and security settings automatically.
10 WorkSpace Manager Key Features Automated management of MC architecture, including:WorkSpace creationWorkSpace distributionSecurity updatesDocument provisioningContinuous synchronization with external data sourcesAbility to comply with records retention policies by aging and archiving mattersAbility to move content where it belongs, updating metadata and security settings automatically
11 WorkSpace Manager Benefits Forgiving: Changes to Any Aspect of Matter-Centric Design can be Made At Any TimeFlexible: Relational Data can be Built On-The-Fly Using Data from Any Combination of ODBC Data SourcesFast: Typical Performance: Processing of 5,000 to 10,000 WorkSpaces Per HourPowerful: Wide Range of Advanced UsagesGradual: Start Simple, Add More Powerful Functionality Over Time
12 WorkSpace ManagerThis slide contains animations.WorkSpaces can be created based upon data pulled from any ODBC-compliant database, such as a time and billing system.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.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.
13 WorkSpace ManagerWorkSpaces 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.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.This slide contains animations.
14 WorkSpace Manager: Change WorkSpaces Anytime The Updating tab has the options to allow altering any aspect of the matter-centric architecture.If a department template is changed, selecting Add New Items will change existing WorkSpaces to conform to the new structure.Also, folders can be deleted if they don’t conform to the new structure.Updates can be made to items such as Security, Owners, Metadata, Publications, etc.If Security is changed, the Refiling options can reset the metadata in the WorkSpace content. NOTE: This refiling process uses native Interwoven refiling. For better handling of refiling operations, use DocAuto’s Refiling Server product.
15 WorkSpace Manager: Gradual Expansion of MCC Capabilities Simple WorkSpace ConstructionCoexisting with Legacy Folder StructuresProvisioning Folders to UpdatePhase Out Folder StructuresSwitch from Legacy Metadata Schema in One StepZone Control & Advanced Security ManagementMatter PublishingPersonal and Shared Shortcut Organizational StructuresSubscription ManagementMatter AgingHybrid and Parallel WorkSpacesYou don’t have to do it all at once!Start out simple and build from there.
16 WorkSpace Manager: Extended Publishing Concepts Organization and Publication can be driven by Extended Matter Data from any source:Matter Type, SubtypeChronological InformationResponsible AttorneyCo-counselOpposing CounselBusiness UnitsLocationsMuch More…Department CategoriesAlpha-Numeric CategoriesMatter Sub-type CategoriesWorkSpaces can be organized and published in many different ways. Users can be subscribed to matters based upon department membership, time & billing records, etc. Matters can be organized by department (example – CORPORATE, TAX, etc.), by year (example – TAX), by subtype (example – REAL ESTATE or IP), etc. WorkSpaces for new matters or matters with docket entries can be created and continuously updated.Chronological Categories
17 WorkSpace Manager: Publishing for Management Reporting Extended Matter Data can Include Data from:Matter ManagementDocketing SystemsShow Matters by Deadlines, including critical deadlines that can be escalated to practice group leaders or firm managementAccountingTime and Billing DataShow Matters by Billing, Profitability, Past Due StatusMatters 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 ManagementNote that the same WorkSpace may exist in any number of Categories – the Shortcut itself conveys additional information by where it is.Matters by Billing Volume and Aging Status in secure My Matters container that is only accessible to firm management.
18 “Hybrid” WorkSpaces Using Structures From Multiple Templates Matter evolution introduces content filing needs for multiple practice areasAdministrative, RM Structures to be added to every WorkSpaceCorrective Structures to be added as needed to specific WorkSpaces (to accommodate unfiled or misfiled content)Structures Added by Corporate TemplateStructures Added by IP TemplateAddresses need for cross practice-area matterMatter begins as Litigation; elements from IP or Corporate required those practice type related structuresWorkSpace is modified to incorporate additional structures on as needed basis
19 Content Importing Needs Moving from No DMS directly to MCC WorkSiteMoving from a different DMS to WorkSiteImporting Content that has been historically “Unmanaged” into WorkSite MCC structuresImporting Content as Laterals Join the FirmContinuous Importing of Content Generated Automatically by Other Systems (e.g. time & billing)
20 iImportKey FeaturesPowerful 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.iImport contains powerful workflow capabilities that allow you to use data-driven methods to create branching processes that determine where to place content, set metadata, security, and more.It can be used to import or convert large amounts of data for a one-time migration, or address ongoing needs for importing documents from new attorneys or offsite trial teams.Operates automatically (unattended) or manually (on-demand).Full data logging of all operations.
21 iImportSet each step for the import process for each document, including setting security and converting imported content to encrypted PDFDifferent 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 iImportChoose to import directly to matching WorkSpaces and create tabs and folder structures under WorkSpacesExisting folder structures on servers can be converted directly to WorkSpaces, or matched to existing WorkSpaces using folder data or data from external databases.
23 iImportType 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.Set security as needed for the import job.
24 Content Refiling Issues Moving documents from one folder to anotherHow do you control changing metadata and security?What if your users can add documents to a folder, but don’t have rights to change the metadata or security?What are the repercussions of users responding to native Interwoven dialogs for refiling?
25 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:If they choose YES – If the WorkSpace contains many, many folders and documents, processing all of those objects will tie up their computer and the WorkSite server.If they did make a change but was burned in the past by hitting YES and chooses NO instead – Then the change they made will not get pushed down to the folders and documents.
26 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:Both checkboxes have ramifications – The first one could potentially change the security on sub-folders that don’t inherit security. This could potentially be dangerous in that there may be aspects of a matter that a particular group needs to deal with, but others should not have access to, such as certain financial data of a client.The same goes for the Inherit metadata checkbox in that a user could inadvertently change the metadata on subfolders that should not be changed.Another problem with the inadvertent processing of documents is that it will mark them as “dirty” which means they will get re-indexed by the WorkSite indexer, causing more unnecessary transactions.
27 Refiling ServerContinuously monitors any number of WorkSite servers and databasesCan 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 documentCan record changes to Metadata or Security in Document HistoryLogs Changes to SQLDeveloped in Cooperation with Interwoven and KPMGSO HOW DO YOU GET REFILING UNDER CONTROL AND OUT OF THE HANDS OF YOUR USERS? REFILING SERVER
28 Refiling Server Key Features Eliminate user-controlled desktop refilingUpdate or "refile" the security and profile metadata as documents are moved into foldersRecord additions, changes, deletions to Metadata or Security in Document History and/or SQL DBFilter Structures or Documents to be RefiledChanges metadata and security on structures in addition to content within structuresField-by-Field control of metadataRefiling Server optimizes system performance and increases control by eliminating user-driven (native Interwoven) refiling in favor of finely-controllable server-side refiling.Refiling Server offers fast, consistent and efficient options for managing how, when, and why items are refiled.It inserts audit trails, ensures document security and metadata inheritance.Refiling Server allows documents to be refiled as they are added to or moved between folders by any means, with very precise management of:Which documents are processedWhich metadata fields are processedWhether or not security and/or metadata are processedWhat happens to documents that exist in multiple locationsHistory and data tracking of all changes made to documents
29 Refiling Server Enterprise Edition Additional FunctionalityChanges metadata and security on structures in addition to content within structuresMulti-instance job interfaceField-by-Field control of structural metadataCan force metadata updates from parent to child structuresRecords changes in SQL and document HistoryThe Enterprise Edition extends the refiling capabilities to structures.BTW – You can suppress the native Interwoven prompts to refile through registry settings if you have a refiling tool, such as Refiling Server, in place.
30 Refiling ServerRefiling Server allows for very fine control over the refiling process:Structural metadata can be very finely controlled from parent structures (WorkSpaces) to child structures.You can not only choose WHICH metadata is changed, but WHEN it is changed
31 Refiling ServerRefiling Server allows for very fine control over how content is refiledInput queries precisely identify structures or content to be refiled.Specific actions can be defined for documents in multiple folders.Use queries to find only those WorkSite objects that have changed since the last time the program was runDefine options for how WorkSpaces, Tabs, Folders, Search Folders, and Documents should be refiledDefine whether metadata and security should be changed, and whether the changes should be recorded in the doc historyChanges can be recorded in document History!
32 Refiling ServerRefiling Server allows for very fine control over how content is refiledTypes 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.You can choose what type of structures to process – WorkSpaces, Tabs, Folders, Search FoldersYou can choose to EXCLUDE certain types of structures as well, such as Knowledge Management/Form WorkSpaces and folders
33 E-mail needs to be managed like any other client records. Managementneeds 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 filingTying up their secretary’s time with filingquite often can end up in the wrong place in WorkSitenever gets filed in WorkSite at all!So, how do you take the management responsibility out of the hands of lawyers?
34 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.THIS IS A SERVER-SIDE TOOL SO ATTORNEYS NEVER HAVE TO FILE THE THEMSELVES!!
35 OutiM ServerThere are basically two parts to an OutiM Server Job:What to Process in ExchangeWhere to Put it in WorkSite
36 OutiM Server Part 1 – What to Process in Exchange Which Mailboxes you wish to processWhat content in those mailboxes you wish to process
37 OutiM Server Part 2 – Where to Put the Content in WorkSite Map by Mailbox, Folder, or Message dataRebuild Exchange folders in WorkSite, if desired
38 WorkSite Monitoring Needs Continuously monitor WorkSite activityGenerate notifications when specific events occur, filtered by:User or GroupMetadataSecurityGenerate regular reports of WorkSite Activity by user, author, metadata, etc.Disable User Accounts for excessive inappropriate activityFirms often need to monitor activity in WorkSite to ensure that their intellectual property is not walking out the door.Monitoring for KM usage is also important.
39 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 removalNotify specific users or groups instantly and automaticallyCustomize notification content to include very detailed event, user, and document-by-document informationGenerate notifications based on metadata filters to alert users of specific matter activity on their documents, clients, etc.
40 Monitor 18 different WorkSite events Watchdog ServerMonitor 18 different WorkSite eventsSet limits to trigger notification and disabling of user accounts, if desiredDecide who should receive notifications, whether a single person or a distribution group
41 What is a mature matter-centric implementation? Ability to rapidly adapt to changing user and client needsSeamless rapid client intake processContinuous updating of WorkSpace security, content and distribution – users see the content that is most important to them at any given timeMaximizing the communication of data from multiple firm systems – RM, KM, accounting, matter management, etc. – all within the WorkSite interfaceEfficient archiving and full cradle-to-grave management of all matter related content and information
42 Review: DocAuto Toolbox WorkSpace Manager – Complete WorkSpace Creation and Management SolutioniImport – Import Native Content directly into New or Existing WorkSpacesRefiling Server – Control the Refiling Process for Better Performance, Security, AuditingOutiM Server – Copy/Move Exchange Content to WorkSpaces AutomaticallyWatchdog Server – Monitor WorkSite Activity and Send Customized Alerts Instantly
43 Contact Sales@DocAuto.com for Product Demonstrations! Thank You! David KieferPresidentOctober 22, 2008 ILTA Midwest Region Chicago