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Advanced Matter-Centric Architecture Management in WorkSite

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Presentation on theme: "Advanced Matter-Centric Architecture Management in WorkSite"— Presentation transcript:

1 Advanced Matter-Centric Architecture Management in WorkSite
David Kiefer President October 22, 2008 ILTA Midwest Region Chicago

2 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 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 This 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 WorkSite Improve User Adoption of Matter-Centricity Adapt Matter-Centric Structures to Address Business Needs Minimize Ongoing Maintenance Requirements These 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 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 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 Three Stages in Matter-Centric Maturity
Implementing Optimizing Planning or Pilot Stage Initial Implementation MCC Project Put on Hold Converting DMS Systems Importing Content Cleaning up Data “Template Lock” Maintaining Advanced Publishing for Management Reporting Archiving EDD/DR Copying of WorkSpaces Virtual Deal Room/ WorkSpace Snapshotting Parallel/Hybrid WorkSpaces Daily Creation of WorkSpaces Managing Constant Changes Document Provisioning to Folders Matter Publication to Users Ethical Wall Maintenance Mature Matter-Centric Environment I’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 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 IN 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 MANAGER Manage 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 Manager WSM 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 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 WorkSpace Manager Benefits
Forgiving: Changes to Any Aspect of Matter-Centric Design can be Made At Any Time Flexible: Relational Data can be Built On-The-Fly Using Data from Any Combination of ODBC Data Sources Fast: Typical Performance: Processing of 5,000 to 10,000 WorkSpaces Per Hour Powerful: Wide Range of Advanced Usages Gradual: Start Simple, Add More Powerful Functionality Over Time

12 WorkSpace Manager This 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 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. 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 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 You 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, Subtype Chronological Information Responsible Attorney Co-counsel Opposing Counsel Business Units Locations Much More… Department Categories Alpha-Numeric Categories Matter Sub-type Categories WorkSpaces 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 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 Note 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 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 Corporate Template Structures Added by IP Template Addresses need for cross practice-area matter Matter begins as Litigation; elements from IP or Corporate required those practice type related structures WorkSpace is modified to incorporate additional structures on as needed basis

19 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 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. 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 iImport Set each step for the import process for each document, including setting security and converting imported content to encrypted PDF 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 iImport Choose to import directly to matching WorkSpaces and create tabs and folder structures under WorkSpaces 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 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. Set security as needed for the import job.

24 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 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 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 SO 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 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 Refiling 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 processed Which metadata fields are processed Whether or not security and/or metadata are processed What happens to documents that exist in multiple locations History and data tracking of all changes made to documents

29 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 The 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 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. You can not only choose WHICH metadata is changed, but WHEN it is changed

31 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. Use queries to find only those WorkSite objects that have changed since the last time the program was run Define options for how WorkSpaces, Tabs, Folders, Search Folders, and Documents should be refiled Define whether metadata and security should be changed, and whether the changes should be recorded in the doc history Changes can be recorded in document History!

32 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. You can choose what type of structures to process – WorkSpaces, Tabs, Folders, Search Folders You 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.
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 secretary’s 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 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 Server There are basically two parts to an OutiM Server Job: What to Process in Exchange Where to Put it in WorkSite

36 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 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 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 Firms 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 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 Monitor 18 different WorkSite events
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 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 Review: DocAuto Toolbox
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

43 Contact for Product Demonstrations! Thank You!
David Kiefer President October 22, 2008 ILTA Midwest Region Chicago

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