Taming the E-Mail Filing Monster with WorkSite 8ilta.personifycloud.com/webfiles/productfiles/1984/ILTA EMM Presentation.pdf · Taming the E-Mail Filing Monster with WorkSite 8.5

Taming the E-Mail Filing Monsterwith WorkSite 8.5

• Maritta Terrell - Trainer, Help Desk-Lloyd Gosselink Rochelle & Townsend

• Fernando (Monte) Monteleone – CIO-Robinson & Cole

• Dana C. Moore - Records & InformationCompliance Manager

-Foley & Lardner LLP

• Moderator – Peter Lamb – Senior Consultant-ii3 Inc.

Maritta Terrell, Trainer, Help DeskLloyd Gosselink Rochelle & Townsend,

P.C., Austin, Texas

Environmental, Water, Utility andLitigation Law firm

http://www.lglawfirm.com/

Attorneys – 38, IT - 3

Paralegals – 13, Secretaries – 13

SetupExchange 2010; Office 2007

DMS (Autonomy iManage) 8.5 introducedNovember 2009 (first DMS for firm!)

EMM introduced April 2010

Worksite 8.5 updated with SP1All DMS-servers are VM’s runningDual processors and 4GB RAM

Backend is an Equalogic ISCSI SAN

Problems …. Led to Fun(well, mostly fun)…

1. Reduce mailbox by percentage(1st and 2nd $$$$$ 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 year2. Pre-class videos on Intranet for DMS3. Regular type class-room classes on

a. Email management – how to organizeemail folders, and file them in the DMS

b. Email Management – how to use theEmail 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 orthe proper Administrative or Sectionworkspace.

–If it is important to you only, it belongs inyour private workspace.

Measurement of Success?

* After the contest we checked the size of mailboxes - a total firm reduction of 19%.

* Since contest (April 1st - July 30) a furtherdecrease of 5% in individual Inbox size, forthose who are using the Email ManagementModule. 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

Apr 27Apr 27thth May 1May 1––15th15th

May 16May 16––30th30th

JunJun JulJul AugAugSep 1Sep 1--

4th4thSep 9Sep 9thth

Kick OffMeeting

PreliminaryDOCS

Migration &Setup

Infrastructurebuild out

Focus GroupMeetings

Pilot

iManageBuild-out

Training

Go-LiveWeekend

Delta Migration

Desktop Rollout

Desktop Builds&

Customizations

CompleteDOCS

Migration

Final Testing &Revisions

Policies & Procedures• Retention Policy & Schedule

– Addresses paper and electronic records

– Considers differences between litigation andtransactional practices

• Planned Technical Controls

– All inbound messages must be filed or deletedwithin 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 automaticallycreated upon intake approval

• Automatic personal Workspace, setup of MyMatters/Favorites, & subscriptions upon hire

Workspace Design – Client Matters

• Structure based onmatter type (approx.30)

• Automatic creationupon new matterapproval

• Automatic insertioninto 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 LAA Assignments

– Etc.

Custom Utilities

Custom Utilities

Custom Utilities

E-Mail Filing Activity

• Prodding, forced controls, or incentives areneeded to get people to file

• ~2,500 – 5,000 filings per day (mostly linkedfolder and filing toolbar) with very limitedprodding to date

• ~1000 linked folders

• Practice groups that adopt filing as a standardof practice are reaping the largest benefit(besides IT)

Foley & Lardner LLP

• Dana C. Moore, Records & InformationCompliance Manager– 20+ years of RIM experience in the legal sector

– 6+ years with Foley

– ESI strategist…moving from paper based to electronicbased 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 matterrecord

– 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 theEmail 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 namingconventions 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 aredeleted if not filed

–Filing email became a requirement

Trouble Spots

• Bulk filing without classification

• Failure to follow folder namingconventions

• 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