Mastering Management The Challenge of the Modern Law Firm. MCLE Credits

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1 The Challenge of the Modern Law Firm Doug Hafford V.P. Consulting Services Proud Member of SoCalPROS Platinum Sponsor, GLAALA Emerald Sponsor, OCALA

2 Agenda The Dilemma Primary Complaints Why Law Firms Are Most Problematic Microsoft s Solutions Current Solutions Basic Archiving for External Document Management Full Mail Archiving Help Is on the Horizon Exchange 2010 Implementing Solutions: Timing

3 The Tsunami

4 The Dilemma Explosion Preferred method of communication Attorneys: save every Primary Complaint: Speed!

5 Microsoft s Recommendations Under 2 GB, over 4 GB = major speed issues Inbox: 100 s (not 1000 s!) Delete messages Packrat attorney? Split mailbox: multiple.psts Cumbersome Network backup challenge Single folder multiple folders (by year)

6 Current Solutions Basic Archiving Document Management All in One Robust Archiving Products

7 Basic Archiving for External Automatically captures all external mail Does not address internal mail items 2 solutions worth considering Postini by Google Mail Archiving Barracuda Message Archiver

8 Barracuda Message Archiver Physical device installed onsite Automatically captures all mail in/out Finite storage Annual maintenance fee Cost: Postini with limited storage capacity

9 Postini by Google Archiving Very low cost online solution $45 per year ($3.75/month) Extraordinary data retention times 10 year archive No limitation on size Configured by user Automatic capture Simple search and retrieval

10 Note on Archiving Options Mail will not delete itself Requires user confidence If not: little value beyond discovery Low Cost and Low Maintenance but.

11 Document Management Solutions Robust, excellent mail management Extends past word processing to User discretion Removes from the server Poweful search; considers whole of the matter Leader: imanage simple interface Worldox

12 Note on DMS Options All-In-One solutions (Prolaw) Brings mail to the matter More cumbersome process (like Worldox) Upside: can see ALL of the matter Documents + contacts + billing + notes

13 Full Mail Archiving Solutions All options: costly and maintenance intensive Up-front costs + ongoing maintenance fees Product + hardware + IT expertise Recommended for larger firms IT departments + budget 2 most common solutions

14 Mimosa Systems Nearpoint Full archiving Offers related and important features: Integrated disaster recovery Advance ediscovery Customization for compliance rules Outlook integration

15 Symantec Enterprise Vault Big boy on the block Features much the same as Mimosa New additional features: Support more than just (Lotus Domino, Server data, SharePoint, IM) Granular legal holds (ediscovery) Deduplication and advanced compression

16 Help Is on the Horizon

17 Exchange 2010 Latest and VERY new Built-in in solutions: Automated; native to Outlook Personal Archive Retention Policies Legal Hold Single Item Restore Multi-Mailbox Mailbox Search Role-Based Access Control (RBAC)

18 Exchange 2010 Reduced deployment cost; Integrations for VM, mobile Simplified high availability and disaster recovery Easier administration Allows users more self-help Greater mobility including IM and Handhelds Enhanced universal inbox Decreased inbox overload via automated archiving Transformed voice mail Voice to Text preview Simplified Compliance and Discovery features Safeguards for sensitive information including encryption

19 Implementing Solutions Timing Your Refresh

20 Time to Refresh High Value Improvements Held back refresh: age, maintenance costs, failures, performance pressures System refresh: cost far outweighed by efficiency and performance improvements Firms often pay more to maintain older system vs. new

21 Questions

22 The Challenge of the Modern Law Firm Doug Hafford V.P. Consulting Services Proud Member of SoCalPROS Platinum Sponsor, GLAALA Emerald Sponsor, OCALA

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