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It’s 10 p.m.: Do You Know Where Your Email Is?

It’s 10 p.m.: Do You Know Where Your Email Is?. Charlene Wacenske Firm Wide Records Manager Morrison & Foerster LLP cwacenske@ mofo.com. Objectives. Determine how best to work with other departments Learn key training points Recognize and overcome barriers in your firm culture

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It’s 10 p.m.: Do You Know Where Your Email Is?

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  1. It’s 10 p.m.: Do You Know Where Your Email Is? Charlene Wacenske Firm Wide Records Manager Morrison & Foerster LLP cwacenske@ mofo.com

  2. Objectives • Determine how best to work with other departments • Learn key training points • Recognize and overcome barriers in your firm culture • Identify successes and pitfalls

  3. Electronic Email Filing at MoFo • 18 months of development • 6 months of preparation • 4 months to roll out • Over 100 training sessions • 90% of attorneys, secretaries and legal assistant trained

  4. Stats from Aug 03 – Aug 04

  5. Wrong Reasons to File Email • To reduce individual mailboxes • To reduce to number of emails on your exchange servers • To use as an archive • To help with disaster recovery

  6. Right Reasons to File Email • To make important emails accessible to all team members • To help with subpoenas and legal holds • To retain the email in its original format, including metadata • To make the email findable even if misfiled

  7. What are the Goals • Training Goals • 75% of the attorneys, legal assistant and secretaries • Filing Goals • 1,000,000 by the end of 2003 • Subpoena Goals • Design a workable process for gathering emails from mailboxes

  8. Where to Roll Out • Test users • Power users • Should include users for several offices • Beta offices • Small office or practice group • Rolling out • Consider rolling out in small groups or office by office

  9. Who needs to be involved • Records • To do the training and trouble shooting • Risk Management • To set goals • Management • To get people to training • Technology Services • Experts in rolling out software

  10. Additional People • Secretaries • To be successful you need secretarial support • Partners • Make it non-intrusive • Individualized

  11. When Should Each Step Occur • You need to have a timeline • Needs to be firm and flexible • You need to have frequent meetings with your RMS vendor • Hold vendors accountable • Don’t move forward until you are ready • You only get one chance to get it right

  12. How We Did It • Get input from attorneys and secretaries • Develop a roadmap • Timeline • Critical path • Build consensus • Communicate goals and roadmap • Figure out the details

  13. The Details • Drag and drop one by one • Move or copy • Batch filing • Filing Assistant button • Permissions • Retrieval

  14. Batch Filing Option Expanded view. You can drag E-mail to current client, matter or folders.

  15. #1 - Client name or number #3 Folder title #2 - Matter name or number #4 Document Description

  16. New Search Template for Documents

  17. Outlook Filing Assistant • Allows the attorney to make a copy of the message for the secretary to find and file • Marks the attorney’s copy with a silver flag so the attorney knows the message has been sent to the To Be Filed folder

  18. Getting it Done • Don’t get overwhelmed with the big picture • Development project • Training project • Rollout project • Use firm resources • Training experts • Technology

  19. What You Need to Know • Technical vocabulary • Client vs. servers, .dlls, repositories • Basic SQL concepts • In-depth knowledge of the RMS/Outlook integration • Working knowledge of Outlook

  20. Get What You Need • Change the RMS • Batch Filing • Move instead of Copy • Change Outlook • Filing Assistant • Changing the Attorneys • What to emails to file • How to file

  21. Multi-Office Issues • WAN issues • # of emails filed at one time • Size of each email • Non-English Characters • Unicode • Other filing strategies

  22. Policies • What gets filed • What is the firm’s policy • Is it mandatory • Must emails still be printed • What about chron files • Integration defaults • Copy or move

  23. MoFo’s Definition A document of record is a communication or other document on any media in furtherance of our representation of our clients

  24. Working With TS • RMS/Outlook integration must be an ordinary business application • Questions and problems go through normal channels • Use TS resources to prepare training materials

  25. Training • You are the expert • You will have to do the training • You are user support • Consistent training throughout the firm • Create training scripts • Classes and individual sessions • Ongoing Training • Study halls and new hire training

  26. Overcoming Firm Culture • “Our attorneys will never file” • Attorneys do get it • It must be easy and non-intrusive • Attorneys do not file • Attorneys decide what should be filed • Attorneys decide where to file it • Be flexible • Attorneys and secretaries have different work strategies

  27. Unexpected Results • The RMS will not replace Outlook as a repository for email • Attorney email has lots of attachments • Attorneys did not know what to file • There is always one more bug in the system

  28. Surprises • Attorneys did “get it” • All the rules dealing with paper files can be applied to electronic files • Personal attention works best • There are more emails out there then you can imagine • Expect the unexpected

  29. THE END!!!

  30. Charlene WacenskeFirm Wide Records ManagerMorrison & Foerster LLPcwacenske@ mofo.com

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