DocuShare in the Legal Environment
description
Transcript of DocuShare in the Legal Environment
Collection StructureScanning
Business Partner Portals
DocuShare in the Legal Environment
Came on board July 1999 Approx. 45 people
Multiple Microsoft Certifications (Server 2008)
2005 – CISA (ISACA)2007 – CISSP (ISC)2
Dean McCarthyIT ManagerKronis Rotsztain Margles Cappel LLP
•Lawyers (14 Partners)
35•Clerks, Assistants &
Staff95
•Students-at-Law5
Law Firm Make-up
Drafted Requirements Integrate with all software in use (web
portals, Divorcemate, HotDocs, etc) Document security & audit requirements User – ease of use and familiar saving process
Reviewed DS and top 3 competitors Designed the layout and pilot group
Implemented Transferred data – bulk transfers were fast
(check with tech support on process documentation
Document Management Program
Price was a major factor Trained – usually only 1 hour is neededSecure web access portals
128bit SSL encryption Not running Microsoft IIS
Integrates with all our copiers and MFP devices for scanning
Factors in the DocuShare Selection
Open/Saving was identical to Windows Share Structure
Email integration (Outlook Client)System leveraged existing servers and
software in place (Oracle)
Factors in the DocuShare Selection
Corporate Insolvency department of 5 peopleExpanded to all of Creditor’s Rights &
Mortgage Enforcement, approx. 55 people Almost 50% of the firm Scanning more than 75% of all paper coming
through the departmentBranch OfficePresently on Citrix 4.0 moving to XenApp v6
DocuShare - Today
Today we have over 29 GB and almost 500,000+ files, 13,000 emails in 34,000 collections representing less than 50% of the firm
Firm’s knowledge management system – online library, repository for all C.E.P. materials
New phone system – Microsoft OCS, allows us all voice mail, call logging etc in our Inboxes, thus transferrable to DocuShare
DocuShare - Today
Upgrade to 6.5.3 planned for end of Q4
Full mobile access, any device any where
Citrix XenDesktop for Windows 7 deployment
Closed file management (2100ft of paper files)
Integration with Summation (Litigation evidence tool)
DocuShare - Future
We segmented our data into Top Level Collections or “libraries” that reflect our 7 major practise areas Top level collection structure matches the old
Microsoft file folder structure On the workstation client we only provide the
necessary collectionsOn each Top Level Collection we:
Remove the Guest account and remove all access powers to the “All User and Guest” DS Group
We assign a unique Top Level Collection DS Security Group
Collection Structure
Microsoft Active Directory users are synchronized using LDAP into DS, users and passwords are unified providing easier access One exception to this rule is our external business
partners, they only get DS user accounts with no access to AD
These synchronizing DS/AD users are added to the appropriate Top Level DS Security Groups
DS Security Groups provide rights We provide all 3 rights (read, write, manage) Will be reviewed and changed with 6.5.2
Collection Structure – Security & Permissions
Web Access Upload and download options, great remote tool
Windows Client Integrates with most software using the existing
open/save commands (results in next to no retraining) WebDav
A method of creating mapped drives Email
Send to DS an email with an attachment to “upload” EIP Scanning
Collection Structure – Populating DocuShare
Copier •IT to configure each copier with user desktop template information
•6 copiers, server folder, workstation configuration
Scan •Select desired name (100+ people, long list)•Select the format (PDF, TIFF, etc, device dependant)
Desktop (Paperport
)•TIFF image to OCR to Word•Open PDF
Complete•Save the document to the file
ScanningDistant Past
Pros I don’t think there were any
Cons Very IT intensive
Setting up templates, folders, permissions, workstations Reconfiguring workstations when people moved
desks/positions and high staff turn over 10-12% yearly Users always complained about scrolling to name
or using the wrong format and having to redo #1 issue people not saving information from the
desktop folders onto the servers
ScanningDistant Past
DocuShare Glyph
Page •DocuShare user creates a glyph page from the website in 2 mouse clicks
Scan •Glyph page on top of the paper stack, insert at any of our MFP devices hit the “green” button
Complete •Document is in the DS Collection by the time the user gets back to their desks
ScanningNot so distant past
Pros DS users had fast scanning to the collections
#1 issue resolved Minor IT involvement
No name scrolling, no workstations to configure, easy to train
Cons Great for DS users, remaining non-DS users no
benefit Document names were computer generated
requiring steps to rename Devices control the formatting options
ScanningNot so distant past
Scan Flow Store •Quick and easy , 4-5 minutes to create template and share to all copiers (we have all EIP enabled devices)•Configure both WinShare and DocuShare access
Scan •Tap which SFS template, answer template questions - select the folder/collection and a document name
Complete •Document is in the DS Collection OR windows file structure in desired format with the desired name by the time the user gets back to their desks
ScanningPresent
Pros Solved the template issue with non-DS users Provided DS users the ability to browse the
structure (without paper, green initiative) and also name the document
Firm standardized process all scanning will be PDF, new desktop software allows 2 click conversions
Just scratching the surface of ScanFlowStore Cons
Deep collection structures Speed browsing collections
ScanningPresent
Fast, simple and secure to setup Setup users, assign to collection, assign permissions
Customizable for each B.P. They each feel special and feel we spent a lot of time
Training was easy, done remotely, intuitive to upload and download documents
Law Firm staff can quickly and easily provide access to new collections on the fly Trained the staff to use the web access for
permissions Initial concerns by the partners, were B.P. reaction
to the added service
Portals & B.P. Access
Initial concerns were B.P. reaction to the available service Partners were concerned that B.P.s would
simply say we don’t need/want this, reduce my bill not paying for this service, your making too much money We decided to listen carefully to B.P. general
business complaints and focus the service
Portals & B.P. Access
Multi office Canadian IT/Engineering staffing company B.P. office support staff access DS for PDF form
precedents Always up to date, controlled by us for
B.P. Officers access a separate area for completed B2B contracts, minute books, etc
Documents that have cross Canada relevance we create one document and store multiple copies (co-location)
Working to get B.P. to scan and send in signed contracts B.P. has expressed that they will buy more DS licenses
to expand to more people then the pilot B.P. is very unlikely to change law firms
B.P. Success Story
Desktop Client Includes Outlook connectivity Use the Map Collection process to create “short cuts”
WebDAV mimic mapped drives
Power of full index searching Maintenance Cycles – plan to run re-index processes Removing Users – think about who inherits their
documents (audit and accountability) Tech Support – Best support people I’ve worked with
Golden Nuggets
Questions
Dean McCarthyIT Manager
Kronis, Rotsztain, Margles, Cappel LLPwww.krmc-law.com
(e) [email protected](p) 416 218-9587
Thank You