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Considerations for Implementing a Matter- Centric Document Management System in a Corporate Legal Department
A Law Department Peer Group PresentationAugust 27, 2008LAW3
David Rohde, Thomson Litigation Consulting
Rich Wong & Mike Mitrowski, DocEnTrust
Mike Russell, Liberty Mutual
Session Overview
The Quest to be ‘Matter Centric’Whatsamatta ?Culture: Systems vs. KnowledgeIt’s all just a bunch of ESI…An evolving system
The Quest to be ‘Matter Centric’
Matter CentricityElectronic view of data that once formed “the file”Often grows from file room / paper file modelMatter details enable relationships between documents, people, courts, etc.Work product inherits matter properties
“Easy to grasp intellectually…”“…Hard to implement operationally”
(CIO, King & Spaulding)
Matter Centric Goals
MCC—Broad OverviewIn general, the matter–centric approach to document management relies on the matter as the unifying point around which information is organized.
In many ways, the matter–centric environment mimics the attorney’s existing work habits and attitude regarding the organization of physical files and related content–but does so in a manner consistent with the (increasingly) electronic world in which law organizations operate.
MCC--Defined
Matter-centricity refers to an organizational structure for information that is based first, on the unique matter number and second, on the life cycle of the matter.The objective with matter–centric computing is to design and implement template folder structures that reflect legal team workflow.A matter–centric organizational structure is a standardized approach to management of documents, data, and email.– The specific folder structure deployed in an organization is based on the use context and on the organization’s unique
needs.– The overall design is informed by working with users to ensure proper accommodation is made to their specific
requirements.– In the document management (e.g., DM5, Interwoven) environment, matter–centric computing (MCC) makes heavy use of
both rooted folders and search functionality.Rooted folders are used to manage the content and communications,Search folders make the information easy to locate regardless of the rooted folder(s) in which it was placed.
Key MCC DriversMatter-centric computing is an extension to traditional document management where document contributions to the “matter file” are expedited through the use of virtual folders
In an increasingly digital world, MCC enforces consistency. Virtual folders promote each user group’s organization of content–including matter-related email messages
MCC simplifies the document profiling process; an organization can associate additional relevant metadata to folders and documents automatically
MCC and SharePoint provide infrastructure for meaningful email management to improve collaboration and address risk
The automatically added profile data can be used to accomplish future enterprise search and records objectives
FileSite is document management “embedded” in Outlook
Overview
FileSite Folders
Outlook Folders
OverviewWorkspaces
Think of workspaces as meeting areas for documents. When a new matter is opened, a workspace is created. Each time you save or drag and drop a document or email into a folder, it will take on or “inherit” the properties of that workspace, including the client matter number, document type, and security.
FoldersFolders are the “virtual” placeholders for documents in a matter centric environment. Folders are like document types today, but are more powerful in a number of ways because folders:
can build a profile automaticallycan group documents together by outcome, i.e., closing sets, pleadings, discoverycan group documents by type, i.e., email, correspondence, agreementscan group documents by topic, i.e., compounds, facilitiescan group documents by records retention type, i.e., executed/filed documents
Effective Solutions Are …
Classification ExamplesCommon Types Corporate
TransactionLitigation Intellectual
PropertyPersonnelPlanning
__Project Worklist (searches)
CorrespondenceBackground
MaterialsExecuted/Filed DocumentsInternal Notes & MemosMatter AdministrationResearchWorking Documents Agreements Discovery Applications Estate Planning
Closing Documents Pleadings Drawings Tax Planning
Due Diligence Settlement IDS TrustsFilings Trial-Mediation-
ArbitrationOpinions Hot DOCS Forms
Opinions Searches
Workspace Naming
Workspaces are organized by client-matter name to enable groupings by client.Complex matter relationships can be handled with facility, compound, case location, plaintiff’s law firm, or other topical naming conventions.
Categories can be used to further sort and group workspaces.Using Client categories in My Matters allows matters to be grouped by facility, compounds, case locations and other matter topics.
Matter Categories used for client classification or assignments
Whatsamatta?
Matter Definition is ParamountKnow your Data Model & LifecycleHow do attorneys, paralegals & support staff really do their work?
Think Business Process AnalysisOne size doesn’t necessarily fit all
Culture: Systems vs. Knowledge (Application-Centric vs. Matter-Centric)
ILTA 2008 Technology Survey – who’s already doing it?
Culture: Systems vs. Knowledge (Application-Centric vs. Matter-Centric)
Breaking the ‘system to system’ habitsThink & Train Knowledge Management
Side benefits… supports KM/RM/eDiscovery effortsIt’s not really an IT effort
Convergence of popular technologiesDocument ManagementKnowledge ManagementBusiness IntelligencePortals
An evolving system
Simply providing access to information isn’t enoughSearching, despite advances, remains insufficientPeople need categorization & classificationAdjusting to how users do their workDon’t just create ‘yet another system…’Portal concept – present in context
A view of all matters, by state, claim, etc.
A view of “My Matters”
A view of documents within matter workspace
It’s all just a bunch of ESI…
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The eDiscovery Market is Large, and Fast Growing…
Market Size– IDC and Forrester estimate the 2008 market for eDiscovery be in excess of
$3B with growth rates over 20%
Market Drivers– Companies “bringing eDiscovery in-house”
Companies with 1B+ in revenue spend on average $31M annually on eDiscoveryGartner estimates that bringing eDisco in house will save organizations 10 – 50%
Companies with active litigation matters are increasing
– 90% of companies have active litigation
– Number of companies managing 50 or more matters doubled in 2006
Corporate Governance: Regulatory investigations are increasing
– 54% of companies have at least one regulatory investigation per year
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DocEnTrust: Who We Are
Legal solutions provider– Combined expertise in legal domain, content management
and process improvement– Solutions for Case & Matter Management, Time Tracking,
Collaboration, Document Capture and eDiscovery– Law firms, Corporate Counsel & Government Legal
Entities– Delivered hosted and installed
Strategic Alliance partner for EMC Documentum– DocUnite M2 - “Designed for EMC” certified
24© Copyright 2008 EMC Corporation. All rights reserved.
25© Copyright 2008 EMC Corporation. All rights reserved.
Matter Management:
The comprehensive project management of legal matters within a legal department. This includes the tracking of such items as the People, Interaction, Documents, Lifecycles and Budgets associated with each particular legal matter.
Matter: An administrative and organizational response to an issue ranging from corporate
governance to litigation.
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Matter Management
Shared contentIndividualized workspaces
Time TrackingMatter contacts
CalendaringInformation Barriers Workflow
Secure CollaborationVirtual Meeting Rooms
Email managementMS Office integration
Version and revision controlDocument assembly
eDiscovery RepositoryScanning
Matter statusRetention Policy
Management Archiving
Time TrackingReporting
Matter-related invoice trackingFinancial system integration
PEOPLE
MATTER
INTERACTION
DOCUMENTSLIFECYCLES
BUDGETS
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Increasing Productivity
The Content Explosion– Email is relevant and should be stored with “the matter”
Embedded Outlook interface with drag & drop to matter folders orautomated email inbox by matter
– Must be managed and easily accessible for legal team efficiencyDefined legal taxonomy with a matter-centric approachCompliance and eDiscovery
Work efficiency– Individualized workspaces fine tuned for the lawyer– Centrally located knowledge management – Pre-defined document templates by matter type– Information barriers and content permissions
28© Copyright 2008 EMC Corporation. All rights reserved.
DocEnTrust Implementation Process1. Needs Assessment*2. Configuration and customization
• System conversion or integration
3. Implementation4. User and Administrator Training5. User Acceptance Testing6. Go-Live and On-Going System Support
Implementation Process
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Needs Assessment
1. Pre-Requirements Information Transfer• Survey-driven
Current system specifications (hardware and software)User groups and rolesInitial folder taxonomy outline Initial matter structureAnticipated metadata to associate with documentsReporting requirementsIntegration requirementsInitial document template list
2. On-Site Requirements Gathering Workshop• Interview-driven
Deliverable: Solution Requirements Specification (SRS)Statement of Work
30© Copyright 2008 EMC Corporation. All rights reserved.
DocEnTrust & Documentum- Legal
Fluid Components International LLC
David Rohde – [email protected]
Mike Russell – [email protected]
http://[email protected]
866-846-9967
Mike [email protected]
949-542-2753
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