Taming the E-Mail Filing Monster with WorkSite 8.5 • Maritta Terrell - Trainer, Help Desk -Lloyd Gosselink Rochelle & Townsend • Fernando (Monte) Monteleone – CIO -Robinson & Cole • Dana C. Moore - Records & Information Compliance Manager -Foley & Lardner LLP • Moderator – Peter Lamb – Senior Consultant -ii3 Inc .
Maritta Terrell, Trainer, Help Desk Lloyd Gosselink Rochelle & Townsend, P.C., Austin, Texas Environmental, Water, Utility and Litigation Law firm http://www.lglawfirm.com/ Attorneys – 38, IT - 3 Paralegals – 13, Secretaries – 13
Setup Exchange 2010; Office 2007 DMS (Autonomy iManage) 8.5 introduced November 2009 (first DMS for firm!) EMM introduced April 2010 Worksite 8.5 updated with SP1 All DMS-servers are VM’s running Dual processors and 4GB RAM Backend is an Equalogic ISCSI SAN
Problems …. Led to Fun (well, mostly fun)… 1. Reduce mailbox by percentage (1 st and 2 nd $$$$$ prizes) 2. DMS “Stump the IT team” – * best question, * most impressive bug discovered, * and best tip.
Then…Training… And more training…. 1. How to Clean up Inbox in prior year 2. Pre-class videos on Intranet for DMS 3. Regular type class-room classes on a. Email management – how to organize email folders, and file them in the DMS b. Email Management – how to use the Email Management module 4. “Room Service” Classes (hand- holding classes) for Attorneys
Email Filing Poster – If it is important to a client, it belongs in a client workspace. – If it is important to firm business, it belongs in your public workspace or the proper Administrative or Section workspace. – If it is important to you only, it belongs in your private workspace.
Measurement of Success? * After the contest we checked the size of mail boxes - a total firm reduction of 19% . * Since contest ( April 1 st - July 30) a further decrease of 5% in individual Inbox size, for those who are using the Email Management Module. The others are increasing in size. * Have 25 people using EMM (out of 85). We will be doing another EMM push this September.
Robinson & Cole LLP • Founded in Hartford in 1845 • Still headquartered in Hartford • 250-attorney firm • 9 offices from Boston to Sarasota, Florida • Nearly 70 unique areas of practice • Rich history • Very active in community support • Strong commitment to client service • Aggressive use of technology • Voted one of the “Best Places to Work in CT”
Implementation Timeline Complete iManage DOCS Build-out Migration Preliminary Desktop Builds DOCS Final Testing & & Migration & Revisions Kick Off Customizations Setup Meeting May 1 May 1– May 16 May 16– Sep 1 Sep 1- Apr 27 th Apr 27 Jun Jun Jul Jul Aug Aug Sep 9 Sep 9 th th th 15th 15th 30th 30th 4th 4th Infrastructure Pilot Training build out Go-Live Weekend Focus Group Meetings Delta Migration Desktop Rollout
Policies & Procedures • Retention Policy & Schedule – Addresses paper and electronic records – Considers differences between litigation and transactional practices • Planned Technical Controls – All inbound messages must be filed or deleted within 60 days – Forced Send and File? – Sweep messages (older than 60 days) • Delete if already filed • File and delete to a special Workspace
WorkSite 8.5 Key Design Choices • Disallow Flat Filing • File Fidelity Feature • Email Management Configuration – Set e-mail folder name – Set author based on mailbox owner • Macro-driven Document Comparison (Alt-C) – Outputs a single, related document • Workspace template for each matter type • Client, matter, and workspace automatically created upon intake approval • Automatic personal Workspace, setup of My Matters/Favorites, & subscriptions upon hire
Workspace Design – Client Matters • Structure based on matter type (approx. 30) • Automatic creation upon new matter approval • Automatic insertion into My Matters
Customization • iManage Utility Center – Re-classify matter – Clear Worklists for select employee – Integrity checks • Matters without workspaces • Unfiled & misfiled documents • Folders without Folder Type • Checked out documents – Change Client/Matter Name – Create Project Workspace – Change LAAAssignments – Etc.
Custom Utilities
Custom Utilities
Custom Utilities
E-Mail Filing Activity • Prodding, forced controls, or incentives are needed to get people to file • ~2,500 – 5,000 filings per day (mostly linked folder and filing toolbar) with very limited prodding to date • ~1000 linked folders • Practice groups that adopt filing as a standard of practice are reaping the largest benefit (besides IT)
Foley & Lardner LLP • Dana C. Moore, Records & Information Compliance Manager – 20+ years of RIM experience in the legal sector – 6+ years with Foley – ESI strategist…moving from paper based to electronic based records management – Active speaker for ARMA, ALA and ILTA • The Firm – 1000 Attorneys – 18 US Offices – Award-winning technology trendsetter
The Story • Risk Management Assessment • Records Management Policy – Electronic version of email is the official version • Retention Guidelines • Essential to include email record as part of the matter record – DMS vs. RMS – DMS (FileSite) vs. Outlook Public Folders • Legal Compliance (i.e., Doc Holds, Discovery, File Transfers) • FileSite…providing a way to file email
How We Tamed the Email Monster • ERM Validation Committee • Pilot Groups • Communication Plan – Told the Firm the cold hard truth – Message delivered from top down • Training Program – Provided standard folder naming conventions and guidelines • Email Archive Repository
Implementation Plan • 2006: FileSite deployed as optional resource • Jun 07: Email Filing Contest • Mar 08: Archived email 2yrs old and older • Jun 08: Archived email 1yr old and older • Dec 08: Final archive of email 1yr old and older • Jan 09: New retention rules implemented – Inbox & Sent Items email 180 days old are deleted if not filed – Filing email became a requirement
Trouble Spots • Bulk filing without classification • Failure to follow folder naming conventions • Refusal… denial • Training – Not required
Foley & Lardner LLP • Where we are today: – 27 million emails filed since 2007 – All servers centralized off-site – Paradigm shift almost complete • Filing email is a way of life … for most of us • Where we’re going – Server consolidation – Matter centricity – Image capture
How Much Fun Was That !!! Questions for the panel?
Thank you
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