1 SharePoint as a DM (coming Fall 2010) Erik B. Goltzer Chief Information Officer & Bob Chauvin Senior Application Engineer.

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SharePoint as a DM(coming Fall 2010)

Erik B. GoltzerChief Information Officer

&Bob Chauvin

Senior Application Engineer

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Today’s Presentation Covers

Miller Johnson (MJ) as-is DM & systems MJ SharePoint DM efforts & environment SharePoint DM is a two phase effort

Phase1 is Outlook centric (near deployment) Phase 2 is document production centric (+90

days completion of phase 1)

Why SharePoint? Lots of Phase 1 material to share today Lots of Phase 2 to share later in the year

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Firm Profile

IS Department has two Developers Check out what we’ve accomplished with a

small team!

225 Users 95 Attorneys Two Offices Full Service Firm 50+ Years of Practice

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As-Is Tier 1 Technologies

Fairly typical law firm technology wise VMware vSphere & View:

95% of servers & 75% desktops

MS Shop (servers, SQL, Exchange, etc) Typical law office applications:

Windows XP, Office 2003, Hummingbird DM Workshare Professional, Microsystems DocX

Rippe Kingston LMS V (Accounting) Uncommon to most Firms but rock solid

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Quick Poll

How many experimenting with SharePoint?

How many have SharePoint in production? Actively planning DM replacement with

SharePoint? How many waiting for SharePoint 2010

before deciding on DM replacement?

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Current SharePoint Systems

Numerous Client Extranets Intranets:

Numerous Practice Management Sites Firm Wide Client Matter Intake & Maintenance Client, Matter, Industry Centric Views Cross Selling Library

Many more sites/uses

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DM Vendor Challenges

Vendor turn over and over and over… Innovation stops each time vendor is sold Application patching lags MS cycle badly Support base is tiny compared to SharePoint

Always a full version behind on SQL 2005: We don’t support SQL 2003 yet… 2007: We don’t support SQL 2005 yet…

Simple customizations require expensive upgrades or another “module”

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Why ask what you already know?(my context rant…)

SharePoint already knows our users! Who/what are my clients and my matters? Who are my coworkers? Which office, practice and section am I in? What have I billed or worked on recently? What industries do I practice in?

Use these at save & search screens! Profiling client & matter ID still important

But aren’t the only way to find/save an item

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Why We Love SharePoint!

Enterprise technology platform Collection of web technologies & tools

Context matters! Context updates as user navigates page Stitch various applications into one page One stop shopping, less application fatigue

Attorneys are consumers of data not application experts

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Why a SharePoint Enabled DM?

SharePoint already knows a ton about us Now DM does too!

Reduce profile fatigue & objections Push and trim results via user’s context Consumes AD & personnel databases SharePoint 90% market dominance

How can you ignore or discount that?!

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SharePoint Continued…

SharePoint MOSS 2007 cost us less than one year’s maintenance of current DM btw… WSS is FREE!

Dozens of local and thousands of national vendors

Unbelievable online user community Need a widget? Just Google one up Can leverage current release products Amazing integration with Office 2010

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Two Phase Project

Phase 1 (Sustainable Email System) This phase focuses only on Outlook centric

functionality, build and training issues

Phase 2 (SharePoint DMS via Handshake) Occurs 60 to 90 days after Phase 1 Discontinue as-is DM and introduces

SharePoint based Handshake DMD

Natural boundary for systems and training between Outlook & document production

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Firm Email Challenges

Firm has: Nearly 3.8m emails in Exchange (~375gb)

2.2m have attachments Nested in thousands of folders

Numerous email retention policies Many 10+gb OSTs

Degrades Outlook & desktop performance Complicates business continuity plans Loaded with e-discovery risk issues

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Phase 1 Goals

Simplify email profiling Single click email inbox profile options Single click email profile on send Stamp user context on saves

Auto-profile single click saved items Auto-profile 101

Retire Exchange 2003 for 2010 Implement Firm standard retention policy

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New Email Archive

Custom import, partnered with Handshake Imported from Exchange to DMD Imported email secured user

Accessed via DMD (IE or Outlook client) Familiar “folder” view retained in archive Read only; no new content allowed

Can re-profile client ID/security if desire

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Email Archive In Action(Video)

Overcomes frequent attorney objection “I’ll never find my old email in the new system”

Maintains Outlook folder setup/names Partner product with Handshake http://www.youtube.com/watch?v=1voFuesAzrE

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Handshake Email Director(Video)

Overview of Email Director Dynamic updates from DMD to Outlook

Same sender Same thread Client ID Client & Matter ID

http://www.youtube.com/watch?v=fqshn1soIf8

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Simplified Inbox Profiling(Video)

Single click Inbox profiling to Attorney number Eligible for Auto-profile

Utilizes preconfigured profile options Static

Firm Departments, Practices, Sections, etc

Dynamic via context (In Development) My clients, matters, locations, etc.

Batch Profiling http://www.youtube.com/watch?v=egxgHW6Txx4

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Profile on Send(Video)

Completely new feature for MJ Profiling sent items frequently forgotten Very inconvenient as-is process

Single click or via preconfigured pull down Single click profiles eligible for Auto-profile

Can easily turn off with single click http://www.youtube.com/watch?v=bToL9ypAMYM

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Video Questions Anyone?

Any Questions on Phase 1?

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Phase 2Basic Review

Document production phase Remove as-is DM client integration Configure Handshake DMD client Training:

Document search File open/close Redlining Handshake DMD Local Storage Manager

Sorry, no videos yet, we hope to have some to show in Vegas

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Our New SharePoint DM Benefits

Documents & email in SharePoint pages! Handshake magic for documents/emails! Enriched search and save options

Folder crutch view of email archive Familiar view for attorneys

Single click Inbox profile & profile on send Simple and should drive up profiling Email now inline presentation on client search

Standard firm email retention policy

Firm Topology

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SHAREPOINT APPLICATION

DEVELOPMENT TOOLKIT

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ILTA Questions

Common questions from ILTA: Do you use third party solutions?

Consultants Products Training

Do you need a developer? Is SharePoint robust enough for a DM

solution?

Any others?

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Special Thanks!

Ryan Aeschliman

for all his Camtasia help!

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That’s all folks…

Erik B. GoltzerChief Information Officer

[email protected]

Bob ChauvinSenior Application [email protected]

Thank you!