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DocuShare in the Legal Environment

DocuShare in the Legal Environment. Collection Structure Scanning Business Partner Portals. Dean McCarthy IT Manager Kronis Rotsztain Margles Cappel LLP. Came on board July 1999 Approx. 45 people Multiple Microsoft Certifications (Server 2008) 2005 – CISA (ISACA) 2007 – CISSP (ISC) 2.

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DocuShare in the Legal Environment

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  1. DocuShare in the Legal Environment Collection Structure Scanning Business Partner Portals

  2. Dean McCarthyIT ManagerKronisRotsztainMarglesCappel LLP • Came on board July 1999 • Approx. 45 people • Multiple Microsoft Certifications (Server 2008) • 2005 – CISA (ISACA) • 2007 – CISSP (ISC)2

  3. Law Firm Make-up

  4. Document Management Program • 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

  5. Factors in the DocuShare Selection • Price was a major factor • Trained – usually only 1 hour is needed • Secure web access portals • 128bit SSL encryption • Not running Microsoft IIS • Integrates with all our copiers and MFP devices for scanning

  6. 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)

  7. DocuShare - Today • Corporate Insolvency department of 5 people • Expanded 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 department • Branch Office • Presently on Citrix 4.0 moving to XenApp v6

  8. 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

  9. DocuShare - Future • 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)

  10. Collection Structure • 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 collections • On 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

  11. Collection Structure –Security & Permissions • 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

  12. Collection Structure –Populating DocuShare • 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

  13. ScanningDistant Past

  14. 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

  15. ScanningNot so distant past

  16. 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

  17. ScanningPresent

  18. 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

  19. Portals & B.P. Access • 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

  20. 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

  21. B.P. Success Story • 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

  22. Golden Nuggets • 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

  23. Questions

  24. Thank You Dean McCarthy IT Manager Kronis, Rotsztain, Margles, Cappel LLP www.krmc-law.com (e) dmccarthy@krmc-law.com (p) 416 218-9587

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