The Advantages of Combining MCC & IUS Joshua Fireman VP & Senior Consultant ii3 Inc. April 23, 2009

1. The Advantages of Combining MCC & IUS Joshua Fireman VP & Senior Consultant ii3 Inc. April 23, 2009

2. About ii3

3. About ii3 • ii3 is an independent, full-service knowledge management firm • Our focus is on legal, accounting and government • Our main areas of practice are: • Matter-centric document management • Enterprise search • Portals • Strategic consulting

4. Keys to ii3’s Client Successes • We have a deep understanding of business requirements, user adoption and the application of appropriate technology • We focus on the practice and the users: lawyers and assistants • We work with lawyers to improve their practices, and apply these lessons to technology projects • We operate across North America

5. ii3’s Clients KIRKLAND & ELLIS LLP

6. MCC + IUS = Solutions

7. Worksite: Increase Adoption • Simplify matter file structures • Simplify user classification • Create a “working file”

8. Workspace Design & Virtual KM • Create a research bank • Create a closing book library • Create a deal opinions bank

9. Networking Personal Precedents • Leverage personal workspaces • Build a network effect from individual actions • Better maintain currency and relevance annotations

10. Trust, File & E-mail Management • Systems as an impediment to electronic file management • E-mail management and the criticality of search • Matter views and working files

11. Worksite: Increase Adoption

12. Matter Structures • Many firms have developed complex matter structures • Many practice groups insist on having their own matter structures • Complexity is inextricably linked to retrievability • System complexity increases • Usability suffers

13. A Unified Matter Structure

14. Search Overcomes Fear • Retrieval: • Buckets are more dependable than complex node structures • A powerful search tool is pointed at a limited subset • Usability: • Sub-folder use is minimized; removes concerns of multi-lawyer clutter • Taxonomies, naming standards, etc.: We eliminate complex, low-return band-aids

15. Simplify User Classification • Removing complicated classification standards allows the firm to focus on higher-end business needs • Existing workflow can be modified slightly to create significant benefits to the firm in areas such as: • Client response time (legal research) • Deal negotiations (opinions)

16. Virtual Working Files • Creating a master electronic file was a significant innovation • The use of folder structures gave lawyers a visual overview of a matter file • This addressed the need to have the electronic file mimic the paper file • However, paper file workflow has two components: Master files and working files

17. The Working File | 1 • There are inherent limitations to the Outlook DM paradigm • There are usability limits in a space-constrained matter hierarchy • Matter centricity is focused on “master” files • The goal of replicating the paper file can be extended with search

18. The Working File | 2 • Users want to see their own documents and – especially – their own e-mails • There are many ways to accomplish this with search: • Tabs • Canned searches • User favourites • Result: Search becomes integral to DM-based practice workflow

19. Working Files via IUS • Avoid cluttering Worksite • Provide a simple search tab for matter files • Focus on “My e-mail” and “My documents” • Consider re-engineering the matter file view via search mash-ups • Create pinpoint search access for file components

20. Worksite + Search

21. Tough Nuts to Crack • Research banks: • Contribution-based systems fair poorly in practice • Closing book libraries: • Disjointed processes in many firms • Opinions banks: • Difficult to add a step to the deal closing process

22. Leverage the Simplified Workspace • Leveraging legal research, opinions and closing material provides substantial, practical benefits to busy lawyers in a competitive environment • Goal is to avoid contribution processes that fall outside of normal workflow • The use of simple workspace “buckets” over the normal course of a matter allows search to mine virtual collections

23. Research Banks • Simple workflow is key • Use a top-level “legal research” folder • Research is captured across the firm’s matters • Classification is more dependable than in complex schemas • A “legal research” tab in IUS can be built to search research across all matters (or be limited to practices) • The power of search applied against this DMS subset creates a powerful, virtual research library

24. Quick Access to Legal Research

25. Closing Book Libraries • Many firms do not save closing books in the DMS, or do not save them as a part of the matter file • Many lawyers express frustration at not being able to identify the “final” copy of a document • Integrating closing book generation with the matter file allows: • Dependable access to “final” documents • Easy integration with client extranets • Targeted searching of closing materials

26. Deal Opinions • Law firms need to provide value-add to their clients • Negotiations over opinion language frequently involves establishing whether the firm opposite you has previously opined on a subject at issue • “Throwing back” a previous opinion backs the firm into a corner and works to your client’s advantage

27. Opinion Language • Deal opinions frequently have standard language + the name of the opining firm: • “We have acted as counsel to…” • “All facts set forth…” • “We are qualified to render opinions…” • ‘We are of the opinion that…” • Consistency of language + firm name allows search to easily retrieve prior opinions • These must be the “final” opinions, thereby necessitating closing material to be accurately segmented

28. Personal Precedent Management

29. Personal Precedents - Goals • Our goal is to come close to replicating current personal precedent workflow: • Allow a lawyer to save a document as a precedent at the point at which she establishes its re-usability • Make the act of “saving a precedent” no more cumbersome than printing the document and filing it in a binder • By encouraging electronic personal precedent management, we can achieve a “network effect” and build a firm-wide knowledge repository from an existing work process

30. Personal Precedents - Challenges • How do we create a way for lawyers to save documents as personal precedents that: • Is as simple as printing and filing a document? • Allows for personal classification? • Leverages PPM for firm-wide benefit?

31. Tagging Personal Precedents • A few things to keep in mind: • Attorneys hate firm classifications • They especially hate hierarchical classifications • Don’t even mention “taxonomies” • Tagging can combine firm classification needs with lawyer-driven personalization • Tagging helps the individual, then the firm

32. Tagging: Adding Keywords Users can tag documents with keywords

33. User Comments = Context Users can enrich search results with their own thoughts and commentary.

34. “Seeding” Personal Precedents • Every practice group and office has “go to” lawyers with personal precedent collections • Much of this content is in the DMS and leverageable via search • Use personal precedent workspaces • Designate as a personal precedent in IUS • Add weight and visual cue • Take advantage of spotlighting

35. Trust, File & E-mail Management

36. The Need for Trust • File and e-mail management initiatives are critical to firm’s ability to (1) practice efficiently and (2) manage risk • This involves a holistic view of how lawyers work with paper and electronic material • No matter how perfect your workflows, change management program and best practices may be, TRUST is the one success factor that trumps all others

37. Trust in What? • Documents will not be lost • Documents will not be corrupted • Documents will survive into the future • The system will not crash and lose work • What is saved can be retrieved

38. Traumatic Document Loss • Most lawyers have experienced “losing” documents that they have saved electronically • True or not, perception is reality • Reliable, accurate search is the linchpin to creating trust

39. E-mail Management • Lawyers worry about how they will navigate e-mails • They want an equivalent to “flipping through a brad” • Solution: Preview + time shifting • Personal e-mail access is critical to being able to work efficiently • Solution: Electronic working file

40. Thank You! Joshua Fireman VP & Senior Consultant ii3 Inc. jfireman@ii3.com 416.418.6622