From Chaos to Order Alleviating the Pain of Shared Drives

1. From Chaos to Order Alleviating the Pain of Shared Drives Faron Lyons Account Manager Alfresco Software faron.lyons@alfresco.com Phil Robinson SVP Business Development Zia Consulting phil@ziaconsulting.com Gi Lee Director, Solutions Engineering Zia Consulting glee@ziaconsulting.com

2. Today’s Content Challenges: #1 - ECM Avoidance • ECM Avoidance “Best Practices” • USB/Disks • Email as ECM • Cloud Collaboration Technologies • And of course… • Shared Drives

3. http://blogs.alfresco.com/wp/connected-enterprise-survey-results/http://blogs.alfresco.com/wp/connected-enterprise-survey-results/

4. How to Solve It? • “An ECM System that Works How I Do” • With the Tools I Use Today • Helps Me Find Information in Content Chaos • Easy to Collaborate – Both Internal & External • Where I Work, With My Device • AND • Bring Efficiencies to the Business of Law

5. Agenda • The ECM Tug of War – Users vs. IT • Simple + Smart. No Training Required. • Leaving Your Shared Drive Behind (but not your Content!) • What Next?

6. The ECM Tug of War • Enterprise IT • Secure • Compliant (RM) • Simple to Integrate • Upgradable • Cost-Effective • Users • Easy to Learn • Easy to Use • Easy to Share • Email & Office Integration • Enterprise Search

7. New US Data Center • Replacement of older servers in local offices • Local IT struggling with decision-making on what to delete or move • Finding documents for a specific client/matter • Information discovered through client audits and ISO certification Why? / Why Now? Credit: Orrick, Kathleen Jimenez, Leigh Isaacs, DC ILTA 2012 – The Untamed File Share Case Study

8. Recognize the project is going to take time • Decide if Fileshareswill be used in the future • Gain executive / management support, cannot just be an IT project • Prepare a process for handling the requests going forward • Identify strong project manager Where to start?

9. Engage multiple groups: End Users / IT / Risk Management / Records • Plan for how to identify materials where we can’t identify owners • Understanding the Risk Management aspects of the project • Planning the life cycle management of the data (and what does life cycle management even mean?) • Assisting end users through the transition What is required?

10. Allow end users to continue with work-in-process, smoothing the transition • Identify how end users will reach the materials • Structure allowing for quick determination how materials relate to a client or matter • Security for all the materials • Ability to apply retention policies to the material • Process for creation of new folders to follow Critical Considerations

11. Personal Spaces Admin Data Client_Data • Top two levels of folders can only be created by SD/Admin • Top level folder name will be the 6 digit client number, including leading zeros. The description shows the whole client name when you hover. • Second level folder name will be the 6 digit matter number, including leading zeros. The description shows the whole matter name when you hover. • Users can create any number of subfolders below the second level folder that windows allows. • Security on folder will match the iManage workspace security which enforces ethical walls or specific client or matter needs. • Folders will not be created for Client 000001 or 009999 • Top department folder is available to department management • Office folder is limited to the local department members • Users can create any number of subfolders below the second level (office) folder that windows allows. • A new security group created with Domain Admins/small subset of SD with full rights to share for creation/deletion and maintenance • All folders named by network ID • All folders secured - full access to only the user/owner of that network id • All folders are in one large list, no separation by office • A new security group created with Domain Admins/small subset of SD with full rights to share for creation/deletion and maintenance Credit: Orrick, Kathleen Jimenez, Leigh Isaacs, DC ILTA 2012 – The Untamed File Share Case Study

12. Start with the easy things • Introduced process for requesting new folders • Shut down the ability for people to create new top level folders • Work with end users to move existing materials into the new structure • Clean up folders connected with departed users How to make the move?

13. Determine all the steps for archiving • Start data disposition based on retention policy What are the next steps?

14. Let’s look at some examples • And then we’ll return for a few more details on addressing issues. Demo!

15. Simple: With the Tools I Use Today • Email Integration • Email documents into repository • Drag & drop from email • Send & file • Email + Workflow • Office, Adobe, Google Docs • Direct access to content and meta data • Search, Create, Edit • No installation required

16. Let’s Talk about Sharepoint • Collaboration Tool of Choice • How to Manage? • Work with (not against) • Just Another Tool for “Content Hub” • Automate RM Process • Autoclassification • Retention & Disposal Policies • Legal Holds

17. Finding Information in “Content Chaos” • What we can learn from Case Management: • Role-Based • Dynamic Views (Client, Attorney, Practice Group Leader) • Automated Workflow • Tasks & Reminders • “What I need, When I need it” • Document Assembly (Clause Library, Closing Documents)

18. Simple Search • It isn't exactly Google, but it works as well. • Your search terms, our enterprise search. • eDiscovery • Managed with full text search • Keyword and term search • Easily place holds on documents • Find based on date ranges or topics

19. Simple Collaboration: “As Easy as Dropbox or Box.net” • Internal Collaboration • EasyECM Collaboration • Sharepoint • Integrated with your Business Process • External Collaboration • Secure Client Portal / Site • Simple Cloud Sharing

20. Work Anywhere: What’s Needed? • Secure Mobile ECM • Mobile Matter Management • Role-Based • Dynamic Views • “Relevant” Information • Simplify IT • Manage and Deploy • Configured, not Customized

21. Bringing Efficiencies to the Practice of Law • Autoclassification • Identify Document Type • Associate Metadata • Declare Record – Retention / Disposal • Simplify IT • Easy to Deploy – Multiple Roles/Departments, Multiple Offices, Multiple Geographies • Easy to Integrate • Easy to Upgrade – Configured, not Customized • Flexible – Cloud or Data Center

22. So… It’s Time to Move. How do you get there?

23. Your Point of Origin: • Shared Drive • Your Destination: • ECM System • How? • Document Migration • Methodology • Tools • Autoclassification • Let us show you!

24. Open Source 1300+ active customers in 180 countries $60M+ revenue Enterprise DM + RM 4 billion documents 95% recurring subscriptions 300 employees 7 million users Open Platform Founded in 2005 San Mateo Atlanta London Maidenhead Sydney Japan

25. Alfrescoin information intensive industries Government & Intelligence Banking & Insurance Manufacturing Media & Publishing High Tech

26. Alfresco Customers

27. Who is Zia? • Zia Legal Solutions • ILTA 2014 • Learn More: • Resources - http://www.ziaconsulting.com/home/resources/ • Webinars & Videos • Data Sheets & Brochures • Case Studies

28. Questions? Faron Lyons Account Manager Alfresco Software faron.lyons@alfresco.com Phil Robinson SVP Business Development Zia Consulting phil@ziaconsulting.com Gi Lee Director, Solutions Engineering Zia Consulting glee@ziaconsulting.com