Capabilities Statement

Transcription

1 Capabilities Statement HBR Consulting provides advisory and procurement optimization services for professional service firms. We have deep expertise in professional services or law department operations, technology platforms from Microsoft, Citrix and HP and information governance solutions to control risk and increase collaboration. Learn more at HBRConsulting.com or SpendConnect.com SpendConnect is our SAAS data visualization and contract management platform. Chicago New York San Francisco 2014 HBR CONSULTING LLC. All rights reserved.

2 About HBR Consulting Our information management and mission critical infrastructure services help improve productivity through effective , document and records management solutions supported by highly available and recoverable systems and infrastructure. Our advisory and sourcing practice help our clients leverage information and technology to achieve high procurement value, mitigate risk and manage costs. Our assessment and planning services measure clients against peers and best practices while aligning business strategy and tactical objectives with process and technology. 82 consultants 4 service areas 24 million in revenue 80+ Consultants nationwide, privately held company Offices in Chicago (headquarters) and New York and San Francisco Key Areas of Focus: Core Infrastructure and IT Strategy and Resource Planning Information Governance Law Department Consulting Strategic Sourcing & Business Operations 2

3 HBR Document & Records Management Experience 14 consultants 51 Electronic File 6 corporate legal 3

4 Overview What We Offer HBR CONSULTING is the independent leader in global law firm and law department advisory and implementation services. Our clients partner with us for ideas, direction and solutions that work. Information Governance Information Governance + Records Management Solutions Retention Policies System Design + Implementation Change Management: End-user Engagement, Communications + Training Core Infrastructure IT Strategy & Planning Core Technology Infrastructure Design Network Architecture Planning Business System Design + Implementation IT Direction + Strategy Law Department Management Strategic + Business Planning Focused Reviews Benchmarking + Best Practices Strategic Sourcing + Business Operations Strategic Sourcing Spend Analysis Cost Reduction + Contract Optimization Strategic Negotiations + Savings Implementation Business Operations Operational Assessments + Redesign Merger Integration Outsourcing, Offshoring + Insourcing Cost Recovery Procurement Solutions Strategy + Transformation Interim Management + Augmentation Group Purchasing Organizations (GPOs) Contract and Procurement Management Solutions (CAPMS) 4

5 Electronic File Ecosystem The file is spread over many locations creating 2 correctable problems: Uncertainty. The team does not know where to look for the official file. This leads to duplication and under the worst conditions incorrect advice. Unmitigated Cost. Electronic storage grows because convenience copies are saved permanently. Physical storage grows because retention is not defined or physical to electronic conversion is not added to existing workflows. Archives Manage Large Volumes Cheaply Capture All s Search + Preserve Disaster Recovery + Holds Outlook/Exchange Everyday Communications Filing in Folders Workflows Calendar + Contacts Matter File WorkSite to Collaborate Contextualize to Create the Official File Records Management to Collect + Enforce Retention Information Governance Policies 5

6 Information Governance Business Value Information Governance and Records Management is now critical path to achieve operational goals related to service levels, cost and risk. 1 Cost Reduction 2 Mitigate Risk 3 Improve Service Trends Cost per timekeeper for storage is up 20% each year from 2010 with a reduction in system availability. Physical storage costs are $ per lawyer per year in a typical organization. Global retention and privacy guidelines increasingly have economic and client retention implications. Business continuity demands resiliency supported by electronic file. Optimize legal hold process to protect firm while minimizing productivity loss. Lawyers are increasingly comfortable with electronic filing to document management through Outlook. Increased expectations of rapid turn-around and instant access to documents. Solution 1. Ratify a Policy Framework Demonstrate cost savings through policy-driven reduction in physical storage over three years. Deploy archiving platform on Mimecast (or similar) to implement electronic retention policy. Expect 30% storage cost reduction in year 1 for proforma firm. 2. Electronic Workflow 3. Official file is Electronic Lead policy based transition to culture were paper is the exception. Investment in scanning stations and workflow to facilitate the policy. Expect head count reduction related to paper management and ad hoc litigation holds. Optimize document management folders to match practice needs. Training and tools to make the electronic file do the same thing as paper. Expect reduced cycle times to locate or act on client requests. 6

7 Sample Client List 7

8 Partial Law Department Client List 8

9 2 months 1.5 months 1 month varies Project Planning 1 Process Analysis 2 Data Conversion Mapping 3 Data Conversion Validation 4 System Configuration 5 Report & Label Specifications 6 Pilot User Testing 7 Training 8 Application Roll Out Planning 9 Go-Live Support 10 9

10 WorkSite Platform Diagnostic Health Check Adoption, trends performance. Roadmap Prioritized list of actions Remediate Deploy Management 10

11 Delete or Leave in Inbox/Sent Items Purged by Organization Delete items from inbox+sent items. TK does not force delete of any messages. filing will place the official copy in the workspace. If is for convenience, it can be moved to personal folder, Within 90 days the message is archived. Within 2 years it must be be declared and classified to the official repository or it will be purged. Once in the official DM RM repository, it is managed according to retention business rules. 1 Non-Records Limited usefulness 3 Created or Received Classify <= 90 Days Official Record Preserve Move to Official Organizational Archive Life Cycle Retention Managed Systematically 2 Convenience Materials Useful for Some Period Move to Personal Folder Classify <= 2 Years Moved by Organization >= 90 days to Archive Purged by Organization >= 2 Years 11

12 Sample Workspace Templates Template for Billable Matters Template for Employees Template for Clients 12

13 Sample Optional Folders 13

14 Program Training and Assessment Lawyers and staff are front line in managing electronic records and information Training provided when the program is first implemented Continual, persona-based, just-in-time coaching as needed Real-time metrics and social monitoring 14

15 KM Architecture 15