1. ILTA Presentation

2. Document Management in Corporate Legal The Hows, Whys and ROIs
11/9/2018
Copyright © 2017 RBRO Solutions Inc. Confidential.
Document Management in Corporate Legal
The Hows, Whys and ROIs

3. Who we are
11/9/2018
RBRO Solutions is a leading business solutions provider dedicated to helping organizations around the world get the greatest value from their business content and work processes. Founded on the philosophy that complexity must create simplicity, this belief is the driving force behind our solutions.
Copyright © 2017 RBRO Solutions Inc. Confidential.

4. NEIL ARAUJO, CEO, iMANAGE
11/9/2018
Certified iManage Global Partner and preferred choice of iManage clients
“RBRO Solutions is one of our most trusted partners with a proven ability to successfully engage at all levels. For over a decade they have consistently contributed innovative solutions and delivered world-class consulting services to our clients.”
NEIL ARAUJO, CEO, iMANAGE
Copyright © 2017 RBRO Solutions Inc. Confidential.

5. Our clients
11/9/2018
Trusted globally with over over 400,000 licensed users, we have worked with more than 500 medium, large and Fortune 500 companies including Corporate Legal Departments: 
PWC
Bank of Montreal
Royal Bank of Canada
Ontario Power Generation
Keurig Green Mountain
Domtar
Prudential Insurance
Abbott Labs
Northwest Territories Power Corp
Abbvie
Nascar
Mattel
Delaware North Corporation
RIO Tinto
Copyright © 2017 RBRO Solutions Inc. Confidential.

6. A few mind-boggling statistics:
The Whys
11/9/2018
A few mind-boggling statistics:
A Cooper's & Lybrand study shows that US businesses generate more than four trillion paper documents per year
Growing at an annual rate of 22 per cent
That's roughly 880 billion a year
Copyright © 2017 RBRO Solutions Inc. Confidential.

7. The Whys Some challenges:
11/9/2018
Some challenges:
Ethics and compliance, regulatory changes, and data security remain the most important legal issues facing companies and, therefore, their legal departments.
Legal departments are increasingly tasked with ensuring that companies comply with legal and regulatory rules around their data.
Increased influx of talent from law firm environments demanding better functionality.
Copyright © 2017 RBRO Solutions Inc. Confidential.

8. The Whys
11/9/2018
Some operational challenges identified by in-house teams include:
Reducing outside legal costs
Communicating with internal stakeholders
Limited resources
At least 70 per cent of all CLDs have no dedicated IT support of their own—they rely on Corporate IT
In a recent survey, 83 per cent of respondents noted that IT has responsibility for enterprise content management tools at their organizations.
80 per cent advised that law department leaders influence their DMS-related decisions.
Copyright © 2017 RBRO Solutions Inc. Confidential.

9. The Whys
11/9/2018
Some operational challenges identified by in-house teams include (cont.):
The DMS can be perceived by Corporate IT teams as a problem—a sophisticated, feature- rich application used by a minority of users.
Practice/matter management systems typically employed by CLD are weak in dealing with documents—especially .
Increased outsourcing and demands for work/life balance are driving the need for strong mobility and collaboration.
Greater need than ever for CLD to demonstrate that documents are being managed properly, in a secure environment.
Copyright © 2017 RBRO Solutions Inc. Confidential.

10. The Whys
11/9/2018
Core benefits
Respondents in a recent survey, asked to identify the benefits of being more efficient answered:
Just under half (41 per cent) indicated the top benefit is being able to focus on more strategic work
Twenty-five per cent reported it’s being able to focus on the legal aspects of their jobs
Copyright © 2017 RBRO Solutions Inc. Confidential.

11. The Whys So a document management system should be a system that:
11/9/2018
So a document management system should be a system that:
lawyers rate alongside their smart phone as a “must have”;
enables collaboration and mobility;
reduces complexity by bringing data and people together in an intuitive interface;
increases automation and efficiency to help lawyers dedicate more time to improving client service and managing costs, and
reduces risk and satisfies ever-growing compliance demands—to be able to say that your documents are safe at all times.
Copyright © 2017 RBRO Solutions Inc. Confidential.

12. The Whys
11/9/2018
So a document management system should be a system that (cont.):
maintains a repository of electronic documents;
provides a mechanism of securing the documents;
integrates with other software solutions being used;
provides a method for putting the documents into a defined workflow;
supplies audit data providing the four ‘Ws’ (Who, What, Where, When), and
complies with regulatory requirements.
Copyright © 2017 RBRO Solutions Inc. Confidential.

13. Choose the right system
The Hows
11/9/2018
Choose the right system
Features affecting adoption:
Embedded in a familiar environment (Outlook) where 80+ per cent of documents reside
Intuitive and easily managed, familiar folder-type environment
Easy to share internally (links, subscription)
Built-in collaboration for outside counsel
Integration with practice and matter management systems to automate operations and share data
Security requirements:
Authentication options, encryption in transit and at rest with ethical wall support and full audit trail – whether on-premise or cloud
Hybrid consideration for data that simply must stay on site
Mainstream
A system with a strong track record for CLD usage 
Copyright © 2017 RBRO Solutions Inc. Confidential.

14. The Hows Training: Support: Implementation: Data migration:
11/9/2018
Training:
Make sure users understand how to use the system—this is essential to high adoption.
Ensure that training is delivered by experts.
Support:
Plan the end-user support and administration—make sure you have reliable outsourced support if you want to delegate some or all of the DMS management.
Implementation:
Select a vendor who understands your business and can guide you through the process.
Select an integrator who can demonstrate deep experience with CLDs.
Data migration:
Select a vendor who has done many migrations and can guide you through the process.
Copyright © 2017 RBRO Solutions Inc. Confidential.

15. The ROIs
11/9/2018
The largest challenge for justifying legal technology solutions in corporate legal departments is the fact that within a business, the legal department is a cost centre rather than a revenue center.
The return-on-investment on improving ‘efficiency’ is difficult to prove and justify, as compared to a technology that more ‘visibly’ cuts costs or drives revenues in the main line of business.
But let’s try anyway…
Copyright © 2017 RBRO Solutions Inc. Confidential.

16. The ROIs So how can we determine some hard numbers for ROI of a DMS?
11/9/2018
So how can we determine some hard numbers for ROI of a DMS?
1. Measure how much time is spent by all members of the team finding documents
Measure activity for a month
How often are documents filed in the wrong folder?
Research from Coopers & Lybrand suggests that the cost of misfiling and refiling a document is $120 each
2. Measure how many times documents recreated because they cannot be found
Research from Coopers & Lybrand suggests that the cost of recreating a document is $220 each
For example: Taking a conservative estimate, let’s assume each assistant in a firm reproduces one document per week at $220 per document—that is $11,440 per year/per assistant. 
3. Measure how many time a manual versioning system results in costly errors
Keep track for a month
4. Measure your paper document costs
Shredding
Printing
Filing
Off-site storage 
Copyright © 2017 RBRO Solutions Inc. Confidential.

17. The ROIs So how do we put this together?
11/9/2018
So how do we put this together?
Calculate the cost of these activities based on the blended salary rate—in most cases the number will surprise you.
From those numbers, calculate the number of hours saved per individual and extrapolate the hourly cost to actual cost savings.
RBRO historical information indicates:
Average cost of implementation – $1,800-$2,400 per individual
Average cost per year – $200-$300 per individual (dependent on internal IT costs)
Saving one hour per week, per individual results in a 12- to 18-month ROI
Copyright © 2017 RBRO Solutions Inc. Confidential.

18. Thank you.
11/9/2018
Copyright © 2017 RBRO Solutions Inc. Confidential.

19. OpenText Corporate Legal Ops Survey Results 2017
Sources:
11/9/2018
2016 LEGAL DEPARTMENT IN-SOURCING AND EFFICIENCY REPORT THE KEYS TO A MORE EFFECTIVE LEGAL DEPARTMENT, Thomson Reuters
Miractech 2016 Whitepaper: Catching the Wave: Legal Technology Spending at $3 Billion and Growing
OpenText Corporate Legal Ops Survey Results 2017
Copyright © 2017 RBRO Solutions Inc. Confidential.
Ed Silverstein, “General Counsel Get Tapped More for Business and Strategic Advice,” Inside Counsel, May 16, 2016