SharePoint 2010 Legal Capabilities - Features - EPC Group - SharePoint Consulting Firm epc group,epc group.net,gartner,sharepoint consulting firm,sharepoint consulting services,sharepoint ecm,sharepoint ecm consulting,sharepoint leading firm

1. SharePoint 2010
EPC GROUP LEGAL PRESENTATION

2. Legal Examples
WHAT IS EVERYBODY ELSE DOING?

3. Clifford Chance – Overview
3
 Overview
 A single partnership law firm provides counsel worldwide
 3,200 legal advisors
 HQ in London, w 29 offices in 20 countries
 6 global practice areas, including finance, capital markets, and
real estate
 Firm generates tons of documents, 16.1 million in matter
specific documents and 9.4 million in administrative and
supporting files
 Approximately 11 Terabytes of data

4. Clifford Chance – Situation
4
 Need to replace Open Text solution
 The previous solution offered some robust taxonomy
structures, but fell far short of providing a unified solution due
to system architecture limitations
 Need for a Centralized Document Repository
 Each location was having to store their own version of files on
their local server using a varied taxonomy
 Goal to Consolidate and Connect Infrastructure
Components
 Need a more flexible, scalable, cost effective solution to unify
multiple systems including a custom email solution

5. Clifford Chance – Solution
5
SharePoint Server 2010 to the rescue
 Scalable Enterprise Content Management
 Ability to manage up to 50 million documents in a single library
 Potential to expand its global archive to hundreds of millions of
documents
 Centralized Document Management
 Consolidating multiple document databases into the web based solution
 Offer mobile browsing
 Managed Metadata Services to improve search results in multiple
languages
 Matter Centric Workspace
 Connecting SP 2010 w other solution‟s databases to serve up in search
, email solution
 Exposing data and business logic from finance system to SP database to
delver self service business intelligence

6. Clifford Chance - Benefits
6
 Can now manage tens of millions of documents while
maintaining rigorous version control across
international locations
 Reduces IT Costs
 Enables more rigorous efficient document
management
 Content Type Hub
 Managed Metadata Services
 Content in multiple languages
 Boosts business agility without compromising
control

7. Menon and Associates
7
 Overview
 Small firm with 14 people, 2 office locations
 Multiple practices from litigation to corporate and surrogacy
and family affairs
 Situation
 Mostly paper based
 Need to become more tech savvy to compete with global law
firms to service global clientele
 Areas for improvement included collaboration and document
management

8. Menon and Associates
8
 Solution - SharePoint Server 2010
 Why
 Streamlined access to files and documents via search and metadata
navigation
 Improved collaboration with co-authoring and versioning
 Benefits
 Improves Communication
 Easy to see what juniors are doing or post a file for collaboration
 Lower court clerks can scan and load files into their portal to save time and
money on having it sent by courier
 Easy Document and Report Creation
 Co-authoring
 Versioning
 Feedback workflow
 Approval workflow
 Better Collaboration
 No need to shuffle paper files from office to office

9. Applied Discovery
9
 Overview
 A division of LexisNexis, this Washington based group provides end-
to-end electronic discovery services for law firms, corporations, and
governmental entities engaged in audits investigation and litigation
 160 employees
 Situation
 The company provides data collection, data reduction, content
search and review services in which it quickly prepares large data
sets for its clients
 Under tight timelines, needs ability to track each case as one or more
projects in every stage of the discovery
 Previous solution for managing each case was a project management
solution that was highly customized preventing them from benefiting
from updates
 Need Production Management, not project management

10. Applied Discovery
10
 Solution – SharePoint Server 2010, Visual Studios Workflow
 Custom dashboards for management to see multiple case status and
employees to see their cases
 Wikis and blogs for collaboration research problems and best practices
 Benefits
 Greater Agility
 Reporting and business collaboration
 Integration with other line of business systems
 Lower Total Costs
 Affordable workflow
 Elimination of older systems
 Increased User Productivity
 Replaces manual email communications w automated workflow
 No more remembering case codes to find files, easy to use navigation
 Better Service to Clients
 Employees get data sets to client more quickly

11. Confidential – Kansas Firm
11
 Overview
 A top 100 law firm with Kansas HQ with >500 attorneys in 14 cities
 Practice areas include Business, Financial Services, Real Estate and
Trial
 Situation
 Need to provide robust collaboration with outside counsel, client
employees, and the law firm employees around case related
information
 Need for the collaboration solution to be security trimmed, a unified
login page that directs the user to their case file based on their login
details
 This tool should look like their internet site while simultaneously
incorporating the client‟s logo to provide a unified feel

12. Confidential – Kansas Firm
12
 Solution – SharePoint Server 2010
 Why
 Robust security
 A combination of AD security, forms based authentication and
integration with captcha validation
 Only firm staff has contribute rights to the solution
 Branding
 Master Pages and themes provide unique look and feel that still allows
for flexibility for non IT staff to load a client logo into the appropriate
pages
 Customized landing page
 Search
 All users can search for content
 Results are security trimmed

13. Confidential – District of Columbia
 Overview
 Small 30 lawyer DC based firm
 Solution
 SharePoint 2010
 Document Management for contracts, tax returns, case notes
 Alert workflows for which judge was in court on which day
 Travel management
 Storage of media files
 Forms

14. Records Management
SHAREPOINT 2010

15. Why SharePoint
15
 Search
 Users can quickly and easily locate business critical
documentation via Search
 Search crawls contents of Office Files and certain PDF files
 Metadata helps to build search as well
 Can crawl other line of business system
 Versioning
 Automatically tracks versions of documentation
 One version of the truth
 Eliminates multiple copies of a document being stored on
users personal computers and file shares
 Knowledge Management
 Eliminates the loss of corporate intellectual property
associated with employee turn over

16. Why SharePoint
16
 Security
 Manages security of files efficiently and easily
 Legal
 Allows automated management of Records Retention Policy
 Offers eDiscovery for applying Legal Holds
 Auditing
 Opening or downloading documents
 Viewing items in lists, or viewing item properties
 Editing items
 Checking out or checking in items
 Moving or copying items to another location in the site
 Deleting or restoring items
 Going Green
 Saves paper and time by automating paper and time intensive
processes

17. Why SharePoint
17
 Co Authoring with Office 2010 Clients
 In 2007 users had to check out documents and edit
individually
 In 2010 multiple users can edit a document
simultaneously, saving time and effort of checking out and
checking in

18. Records Management Content Life Cycle
18
Object Becomes
A Record
Author Control Corporate Control
Records Management
Classify
Declare
Legal Rules
Regulatory Compliance
Business Rules
Activity
Access Control
Retention
Store/ Transfer
Disposition
Document Creation
Collaboration
Properties
Workflow
SharePoint ECM SharePoint Records Manager
Time
Expunge

19. Utilizing SharePoint
 SharePoint Can‟t:  But it can:
 Define for you your file  Provide the features to
plan and taxonomy realize them
 Define for you your  Provide the features to
business process facilitate them
 Define for you your  Provide the features to
retention and disposal enforce them Encourage
policies user adoption
 Manage the inevitable  Provide you a platform for
cultural change strategic evolution
 Revolutionize you from a
basic to sophisticated level
overnight

20. The Impact of Poor Records Management
 Unnecessary Costs
 Inadequate filing and indexing of information for future
retrieval creates unnecessary costs as staff waste valuable time
trying to find information. Poor filing can also impact the time
required to respond to customers, regulators and lawyers.
 Increased Risk
 The specific risk of poor records management with regard to
litigation is threefold: it may result in accidental or premature
destruction of relevant information which could be important
to the outcome; records that cannot immediately be found
might be “undeclared” yet turn out to be discoverable; and
there may be records that could or should have been
destroyed, but still exist.

21. SharePoint Terminology 101
21
 What is ECM?
 Enterprise Content Management
 This is an electronic method of maintaining files within an
organization
 What is Metadata?
 Data about Data
 Description of a file, for example an Invoice can be described
by: Invoice #, Client, Invoice Total, Invoice Date, Airport Code
 What is a Content Type?
 A Type of Document
 i.e. Email, Fax, Invoice, Contract, Resume, Statement of Work

22. Metadata
22
 Typically comes in
two forms:
 Taxonomy
 Hierarchy of terms
 Folksonomy
 Mesh of terms
 More flexible – letting
people choose their
own tags
 Lack consistency
 Enable a wider
variety of unexpected
terms to be used

23. Why Metadata
23
1. Managing content
1. Expiration
2. Lifecycle
3. Archiving
4. etc
2. Finding content
1. Search
2. Sorting
3. Filtering

24. Metadata in SharePoint
24
 2010 gives us 4 types of metadata:
 Document properties
 Associated with client and really nothing to do with SharePoint
 List/library properties
 Columns being used in SharePoint
 Managed metadata
 New feature in 2010, runs as a service like search and other
services that benefit from central management
 Social tags
 Really part of MMS, and organize into a tag cloud

25. Content Types
25
 What are they?
 A Type of Document
 i.e. Email, Fax, Invoice, Contract, Resume, Statement of Work
 A core organizational feature of SharePoint 2010
 Define the following:
 Metadata
 Information Management
 Workflow
 Document Template
 Document Information Panel

26. Invoice
SharePoint Content Types
26 •Client
•Invoice #
 Define the following: Content •Amount Due
Type •Due Date
 Metadata Metadata
 Auditing •Deletion
 Read Only •Download
Auditing •Moving/Copying
 Information Rights •Editing
Management
IRM
Date Created +
 Workflow 7 years
 Document Template Doc
 Document Template Invoice Office
Information Panel Word Template
Workflow
•Approval
•Disposition

27. Content Types
27

28. Content Types - Workflow
28
 Multiple workflows can be attached to a Content
Type
 Some common workflows include:
 Disposition
 Approval
 Editing
 Publishing
 3 signature

29. Content Types – IMP
29
 Information Management Policies allow
organizations to take control of it‟s content with:
 Policy Statements
 Retention
 Auditing
 Barcodes
 Labels

30. Content Types - Metadata
30
Content Types define Metadata
 This includes managed metadata!!!

31. Can‟t I just apply metadata at my list?
31
 Keep in mind you can achieve a lot of the same
things within a particular SharePoint list, but it‟s
more complicated to reproduce and more difficult to
manage within even a small farm

32. What is Managed Metadata?
32 32
A hierarchical collection
of centrally managed
terms that you can
define and then use as
attributes for items
in Microsoft SharePoint
Server 2010.

33. Managed Keywords
33
Managed Keywords Managed Terms
 Simply words or phrases
 Single or multi-value
 One per content type
field
 Part of a single, non
hierarchical term set called  Multiple columns on a
Keyword Set list, library, or content
 Always for „folksonomies‟ type
 Managed Keyword Control  Inclusive/exclusive
– allows users to select from filtering
all managed keywords and
terms  MUI enabled
 Multiple values by default  Most recently used
 End user can enter new  Tree Picker control
values

34. Managed Metadata Services
34
Content Type Database
Hub • Term Store
• Content Types • Term
• Term Sets
• Term Groups
MMSSA
34

35. SharePoint ECM In Action
35
 Current Organizations using SharePoint as an ECM
(enterprise content management) System
 Department of Justice
 Department of Defense
 Navy
 NASA
 Pepsico
 Chevron
 Exxon

36. SharePoint Business Value
36
 Example Chevron
 One user loads his experience with an drilling issue and
the solution ultimately achieved
 Another user in the North Sea was able to search and find
this captured knowledge from the previous user. Armed
with this knowledge, the appropriate drill head was quickly
selected
 Estimated Cost Savings: $1,500,000
 Example Seneca Resources
 Automated Performance Assessment Workflow
 Saves an estimated:
 2 hours per user
 3 hours per supervisor per employee
 2 hours per employee for HR Staff with customized dashboard
& reports
 Information captured electronically and reports generated
were something to time consuming for HR to manage
before

37. SharePoint ECM in Action – Seneca Resources
37
 Deployed as a full intranet and ECM initially to manage
newly created files
 Eventually to take on all historical data
 Scanning Solution in place and scanning teams working through
historical files that need special handling
 Completely replacing File Shares where there were tons
of duplicate data and security was difficult to maintain
 Custom Web Service Automatically fills multiple
metadata tags based on users initial data entry
 eDiscovery and holds via a custom solution
 Custom disposition workflows for records management

38. SharePoint ECM In Action – Stewart Title
38
 Deployed as Contract Management solution
 All users across the US in thousands of offices
upload their contracts directly to SharePoint
 SharePoint tracks all contracts and manages
security
 Automated Alerts to the appropriate parties
warning of Auto Renewal
 Automated Alerts to the appropriate parties of
Contract Expiration
 Manages Records Retention via Automated
Disposal Workflows depending on the Contract
 Manages eDiscovery and legal Holds via a
Contract Center Vault (record center)

39. SharePoint ECM in Action – Stewart Title
39
 Prior to SharePoint contracts were managed in Filing
Cabinets at headquarters and thousands local offices
 ISSUE, No easy way to track/manage:
 # of Contracts Signed
 Security
 Auto Renewal
 eDiscovery
 Contract Expiration
 Contract Record Retention Policy
 Associate Contracts with Master Contracts
 Associate supporting Documentation/Emails with Contracts

40. EPC Group:
40
Example:
Alert
Workflow
Diagram

41. 41
EPC Group:
Example:
Disposition
Workflow

42. 42
EPC Group
Example:
Early Disposal
Workflow

43. Extranet & Digital Signatures
43
SHAREPOINT 2010
DEMO