Getting a Handle on the Document Flow: Filing Systems and Document Management Systems That Work in a University GC Office

Transcription

1 Getting a Handle on the Document Flow: Filing Systems and Document Management Systems That Work in a University GC Office Maria Alfaro Lopez, John Carroll University Jannine Mohr, Colorado State University System

2 Previous Manner of Document Management in the CSU System Office of the General Counsel Each attorney or staff member saved documents in Word using a file tree. There were no particular protocols in place. Hard copies were generally filed. Scans were saved in Adobe Acrobat without following particular protocols. Hard copies were generally filed. s were saved by individuals in Outlook mail. Faxes and correspondence were filed.

3 Problems Documents were difficult to find. Storage space was limited. Information was contained in multiple locations. s were inaccessible or lost. Limited search capabilities existed. Constantly Reinventing the Wheel. Unable to determine certain data related to documents.

4 Solution Acquired a document management system (Worldox). A document management system is the process by which documents are stored, classified, searched, shared and retrieved.* Any sufficiently advanced technology is indistinguishable from magic. Arthur C. Clarke * Source: Document Management in a Digital World, Baron K. Henley, Esq., 2008 NACUA Conference Outline

5 Worldox Features Can save electronic files in a variety of formats. Can search for files in several ways. Can secure sensitive documents or, if necessary, make them invisible to others. Can create new versions of a document each time it is edited. System can be accessed in other locations.

6 How it Works Worldox runs in the background; it only becomes apparent when you are saving a file or sending an , at which point a screen pops up that requires you to classify the document by using a drop down menu. The drop down menu is customizable. CSU s OGC uses the following to classify its documents: Entity, Client Name, Matter Name, Document Type, Author, and Typist.

7 How CSU Organizes its Files Clients are major offices, colleges, and units (e.g., President s Office, Provost s Office, Vice President for Research, College of Liberal Arts, etc.). Every client has a general matter assigned. Other matters are opened as necessary. Only one person in the office opens new client and matter numbers.

8 Sample Client and Matter List College of Agricultural Sciences General John Doe XYZ Agreement Vice President for Research General Start Ups FOIA Requests Brown MIS Investigation Conflict of Interest Committee

9 Searching and Retrieving Think of the ability to search in Worldox as similar to having a search engine, such as Google, available to search all client information. Can search by text, document title, document type, author, client, matter or any combination of these.

10 Costs? Worldox software (one time licensing fee) Maintenance Agreement (one year mandatory agreement) Installation Indexer (machine dedicated to indexing) User licenses (each user must have one) Upgrades For more information, see:

11 Additional Potential Costs Training High Quality Scanner Optical Character Recognition (OCR) Software Specialized IT Support

12 Benefits Efficiency Productivity Organization/Structure Continuity Accessibility Compliance/Retention

13 Limitations Real Estate Contracts Litigation Files

14 Resources Document Management In A Digital World, Barron K. Henley, Esq., 2008 NACUA Conference Outline Electronic File Management: Streamline Your Office with Better Document Management, Barron K. Henley, Esq., 2010 NACUA Conference Outline Does It Compute? Law Office Technology

15 Resources (Continued) Worldox: Amicus Attorney Netdocuments: Interwoven WorkSite Mumboe Needles Profiles SPX Abacus Law

16 Contact Information Jannine Mohr Office of the General Counsel Colorado State University System 01 Administration Building Fort Collins, Colorado (970)