1. Zeroing in on E-Mail Management: Getting Closer to the Optimal Solutions Presented by: Brent Wiley, IT Director Ryley Carlock & Applewhite

2. Ryley Carlock and Applewhite Profile 100 Lawyers Approximately 200 Users 2 Offices – Phoenix and Denver Servers Windows 2003 SQL 2000 Exchange 2003 Workstations – Windows XP DM 5.1.0.5

3. Ryley Carlock & Applewhite Project History Brief Description of Archive Project at Ryley Carlock & Applewhite Email Crash Resultant Directive to import everything to DM Goals of Project Create Central Repository for all of client’s electronic files (Word/Office documents, Emails, Faxes, Voicemails, etc.) Prevent loss of data from terminated employees Centralized search database for all electronic files

4. Tools for importing emails into Hummingbird Save on Send Outlook Macros to put items in folders DM Workspaces and Folders Individually profiling emails through Hummingbird’s Outlook integration Matrix-Logic bulk import tool

5. Matrix-Logic bulk email import tool

6. Import Options One or multiple folders can be chosen Skips duplicates Option to delete after importing Can save attachments separately

7. Profile defaults and options Standard profile screen Client and matter set for all imported items Document name taken from email subject

8. Import Progress Status can be seen in the status window Shows folder name, number of duplicates, etc.

9. Report

10. Log

11. Results of Import Each document name comes from the subject of the message Description shows original mailbox

12. Matrix-Logic Information Open Text Premier Partner www.matrix-logic.com

13. Statistics on Current Project Before Project 2.4 % of all documents in library were Email 14 Thousand total emails Since Project Over 71% of documents in library are Email 168,400 emails profiled since project start

14. Conclusion Tips from the Project at Ryley Carlock & Applewhite so far Getting attorneys to do anything past organizing into Outlook folders is a stretch Secretarial import with bulk tool is critical Remote Desktop workstations can be used to minimize effect on CPU or just set the process to run overnight No right or wrong way, but flexibility and having multiple options is key