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Seal Team Six

Seal Team Six. Joe August Nick DelBuono Htet Pye. Andreas Seckler Hector Santiesteban. Russ, August & Kabat Lawyers. Founded in 1990 by Larry Russ, Rick August & Jules Kabat Started with corporate litigation, real estate & intellectual property.

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Seal Team Six

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  1. Seal Team Six • Joe August • Nick DelBuono • HtetPye • Andreas Seckler • Hector Santiesteban

  2. Russ, August & Kabat Lawyers • Founded in 1990 by Larry Russ, Rick August & Jules Kabat • Started with corporate litigation, real estate & intellectual property. • Added corporate finance, media and entertainment & garment and textile. • Over 25 lawyers in two Los Angeles offices. • www.RAKLaw.com

  3. RAK Law Clients • Magic Johnson Enterprises • Kobe Bryant • Samuel L. Jackson • Lydia Harris (Marion "Suge" Knight & Death Row Records) • Time Warner Center • Disney(California Adventure) • Pinkberry • Minerva Industries (Apple, HP, Research In Motion, Sony Ericsson, Motorola, Nokia, Alltel, Boost Mobile, Qwest Wireless, Sprint Nextel & Verizon Communications)

  4. Statement of Problem • The file managing system is disorganized and essentially useless.

  5. Problem & Symptoms Problem Symptoms Court filings are delayed Lawyers working overtime Lawyers can not find the files easily Open file room is crowded Only one person knows where files are located • The firm has no centralized system for tracking open and closed files

  6. 1-Face to face 2-Paper Systems Diagram Economy Other Law Firms 1,2 Open File Management To Open File Room File Creation Client Input Output 1,2 1,2 Closed File Management File Location Files Office supplies Files Box locations To Storage Room To Box Mgmt Database Legislation

  7. Original Process Flow Diagram Call with case/problem Hand file to lawyer Clients Take clients info and assign lawyer Receive file from client File Creation Create file Ask for created file To Open File Room yes no Put on a desk for later use yes Open File Mgmt File created? Put in file room no File still needed? Relocate needed file Still on desk or in file room? File Location yes Ask a lawyer for the file no yes File found? no To Storage Room Put box in storage Closed File Mgmt Place in box To Box Mgmt Database Enter box location in database

  8. Original Process Flow Diagram Call with case/problem Hand file to lawyer Clients Take clients info and assign lawyer Receive file from client File Creation Create file Ask for created file To Open File Room yes no Put on a desk for later use yes Open File Mgmt File created? Put in file room no File still needed? Relocate needed file Still on desk or in file room? File Location yes Ask a lawyer for the file no yes File found? no To Storage Room Put box in storage Closed File Mgmt Place in box To Box Mgmt Database Enter box location in database

  9. Original Data Flow Diagram 1.0 2.0 4.0 3.0 Put file somewhere Case info Client’s File Close file Create file Clients Locate file Open files Open file Files A desk Open file room Storage room Box location database Open file location database File locations Box location File locations Files Closed file in box File request Lawyer Files

  10. Porter’s Competitive Forces • Strategy • Differentiation • Forces • Competition • Buyers

  11. Value Chain Activities • Primary • Support • Management & Administration

  12. Requirement Analysis • Strategic Requirements & Improvements • Increased accuracy and accessibility of files • Decrease costs • Functional Requirements • Allow access 24/7 • Edit and save from any location • Allow input of files manually • Data mining

  13. Possible Solutions

  14. Non-Tech Solution • Centralized location of files in open file storage. • Implement a binder system. • Photocopy files • Note System • Storage Room

  15. Non-Tech Solution Pros Cons Waste of paper. Still inefficient because people may be using outdated information if another lawyer is currently making changes to the file. • Centralized location for files. • If someone needs information, they don’t have to wait until the other lawyer is done with it to use it.

  16. Semi-Tech Solution Goal: Implement a more user-friendly database to keep track of locations. Change storage from boxed solution to more shelves with files and folders. • Physical file stored; location put in database • Attorneys check database for file location • Update database for in-use file and replaced files

  17. Semi-Tech Solution Pros Cons Doesn’t solve problem of dispute over file if two people need the same file at the same time. You may be able to locate the file, but the time that it takes to go and get the file is wasted time (in other words, you don’t have immediate access to information). • Solves the file location inefficiency.

  18. High-Tech Solution Goal: Digitize all files on a server which keeps track of different versions; allow data mining and order of precedence on files through server. • Files are stored digitally on server • Database keeps track of location on server • Previous versions stored • Document metadata stores information • Server can be accessed via web • Daily back-ups and security protocols

  19. High-Tech Solution Pros Cons It would take time and energy to train the employees how to use the system If the system crashes, all productivity is put to a halt Security could be a possible issue • Immediate access to information • All information is updated • You can keep track of multiple versions without wasting raw materials like paper

  20. RecommendationHigh-Tech Solution

  21. Process Flow Diagram Clients Call with case/problem Email file and briefing to lawyer File Clerk takes clients info and files File Creation Enter information into database or scan previous records Save file onto server no yes File In system? yes Lawyer accesses file database via internet or phone Save file onto server no File need editing? File Retrieval Lawyer searches and selects desired file Approved? yes Lawyer edits and submits for review File Clerk reviews any changes no File Editing Save file onto server Email file and issue to lawyer

  22. 1.0 3.0 4.0 6.0 5.0 2.0 File Storage Database Data Flow Diagram Client information Case information File form Client information Case information Client information, Case information, Case ID tag (OCR data) Finalized fields and files Lawyer views and edits files, submits changes File Clerk reviews and submits changes Lawyer accesses, searches, and selects file from archive File Clerk enters info into system Attorney fills out form File converted and stored Archive Information Selected file Lawyer Username And password Edited fields

  23. Implementation Implementation: Costs Associated: Hardware: $0.00 Software: $0.00 Lost Work Hours: 45 hours Training Cost: $675 TOTAL:$675 • Russ, August, & Kabat already has necessary infrastructure in place • Firm has workstation at every desk with MS Office • Staff Training

  24. Implementation Issues Issue: How to Address it: Demo/Education Workshops Database User Policy Explicitly states firm-wide implementation Discusses/Impresses importance of secure usage • Ensuring Data Integrity • User Adoption • Proper Usage • System Security

  25. Critical Success Factors • Proper User Involvement • Server Stability

  26. Database Demo RAK Proposed Database

  27. Website Demo www.sealteam6consulting.info

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