FACT OR FICTION? Will Legal Be Able To Leverage The Microsoft Cloud? Applications & Desktop Track Tuesday, September 1, :30 PM - 2:30 PM

Transcription

1 FACT OR FICTION? Will Legal Be Able To Leverage The Microsoft Cloud? Applications & Desktop Track Tuesday, September 1, :30 PM - 2:30 PM ILTACON Session #068 Hashtag: #ILTACON #ILTA 068

2 PRESENTERS FACT OR FICTION? Will Legal Be Able To Leverage the Microsoft Cloud? DENNIS GARCIA Microsoft Corporation (LCA) Assistant General Counsel DAVID SCHRAG Faber Daeufer & Itrato PC Director of Information Technology ANN GORR Ann Gorr, LLC Legal Technology Consulting Advisor GUY WIGGINS Kelley Drye & Warren, LLP Director Practice Management

3 DISCLAIMER The views expressed are solely those of the presenters and should not be attributed to the presenters corporation, firm, or clients. This presentation is solely for educational purposes and does not constitute legal advice. FACT OR FICTION? Will Legal Be Able To Leverage the Microsoft Cloud? By attending this presentation, you understand that there is no attorney client relationship intended or formed between you and the presenters.

4 Facts vs. Fiction: Cloud In Review Microsoft O365 A First Foray into the Cloud Facts: Cloud Challenges & Successes CLOUD TECHNOLOGY The Game Changer for Law Firms & Corporate Legal Departments Fact vs. Fiction: Key Pillars in Selecting a Trusted Cloud Provider Takeaway Facts for Your Cloud Projects

5 FACT OR FICTION? Cloud Technology in Review Presented by: Ann Gorr Legal Technology Consulting Advisor Ann Gorr, LLC

6 LEVELING THE TECHNOLOGY PLAYING FIELD Subscription Model for Software Pricing Keeping Ahead of Upgrade Fatigue Always On Access Scalability Reduced Hardware Expense On-going Security & Software Patches Best In Class Solutions Improved Utilization of In- House Support Team Cloud Is Here To Stay!

7 CLOUD ADOPTION STATISTICS GLOBALIZATION DATA EXPLOSION RISE OF MOBILITY SOCIAL IS BUSINESS MODERNIZE TO SURVIVE Internet saturation growing at 8% annually 4300% data generation increase by 2020 Smartphone shipments to top 1B annually by million business pages on Facebook Productivity costs up 70-75% w/ legacy within 7 years

8 FACT OR FICTION? Understanding the Microsoft O365 Offering Presented by: Ann Gorr Legal Technology Consulting Advisor Ann Gorr, LLC

9 UNDERSTANDING THE MICROSOFT OFFICE 365 OFFERINGS Anywhere Access and Synching to Cloud Storage Mobile Device Friendly (including Macs/iPads/ IOS 5 Instances Per User License Full Desktop versions not web-based versions**

10 MICROSOFT OFFICE 365 PLAN OFFERINGS Business Core needs Enterprise Advanced needs One single. Scalable admin experience Combine ANY of these plans in a single Office 365 account. Business plans have 300 seat cap, per plan. Enterprise plans have no seat cap.

11 Advanced Services Standard Services Target Customer Full plan lineup for O365 Business Business Business Essentials Business Premium Enterprise ProPlus E1 E3 Price per user per month $USD (with annual commitment) $8.25 $5 $12.5 $12 $8 $20 Seat Cap 300 (for each plan) Unlimited 24/7 phone support from Microsoft 1 Critical issues All issues Install Office desktop applications on up to 5 computers per user (Office) Business 2 ** Business 2 ProPlus 3 ** ProPlus 3 Access to Office apps and documents from all major smartphones and ipad ** ** Office Online - online versions of core Office apps for collaborating on documents OneDrive for Business 1TB personal online document storage GB , contacts, shared calendars (Exchange) Online meetings - Web conferencing, IM, video, presence (Skype for Business/Lync) Sites - team collaboration & internal portals, public website (SharePoint) Private social networking (Yammer) On-premises Active Directory synchronization for single sign on Supports hybrid deployment with on-premises servers Upcoming services: Oslo, Video content management Legal compliance & archiving needs for archiving, ediscovery, mailbox hold Info protection message encryption, rights management, data loss prevention 1. Business plans include business hours support for all non-critical issues 2. Includes Word, Excel, PowerPoint, Outlook, OneNote, Publisher 3. Adds Access, Group Policy, Telemetry, Shared Computer Activation (RDS), Push Deployment, Update Controls, IRM, DLP, BI, Enterprise Voice, Site Mailboxes, Archiving & Retention

12 FACT OR FICTION? Cloud Challenges & Successes ~ A Mid-Size Firm Perspective Presented by: Guy Wiggins, Esq. Kelley Drye & Warren, LLP Director Practice Management

13 FIRM STATISTICS Guy Wiggins, Esq. Director Practice Management 325 Attorneys 6 Offices: NY, NJ, CT, IL, DC and LA 42 in IT (Helpdesk, App Systems & Dev, Infrastructure, PM, Lit Support) SharePoint Administrator SharePoint Analyst/Developer Senior Software Engineer Business Analyst Trainer/Software Analyst DC Trainer/Software Analyst NY

14 OFFICE 365: STRENGTHS Incredible value essentially free with your EA agreement No need to create and manage external user accounts Huge amounts of storage Very flexible and customizable Rich BI, Workflow and other advanced features Strong collaboration features including Office Web Apps Powerful Search via FAST Strong Security features including encryption at rest Extensive 3rd Party Support

15 OFFICE 365: WEAKNESSES Provisioning new sites is currently manual not very scalable Auditing and Reporting Tools are currently weak (Compliance Center changes pending in 2015) Requires team with advanced SharePoint skills to support More complex learning curve than other dedicated tools Setting up Single Sign On can be complex and costly

16 OFFICE 365 & SINGLE SIGN ON Key Requirement Did not want to force users to login a second time. Choices: ADFS On-Prem Solution OR Using a AAAS Cloud Provider such as OneLogin

17 OFFICE 365 & SINGLE SIGN ON We chose OneLogin: Eliminates need for build/maintenance of on-prem servers on-prem including DR server Preconfigured to work with Office 365 and many other cloud apps including ChromeRiver, Blue Jeans, Accellion Scalable and redundant Ability to test and validate for months before buying Complex Configuration: Took time to test and understand DirSync for Office 365 required OneLogin AD Sync Service required Took time to learn how to admin and troubleshoot OneLogin

18 ONELOGIN HOME PAGE

19 FACT OR FICTION? Cloud Challenges & Successes ~ Small Firm Perspective Presented by: David Schrag Faber Daeufer & Itrato PC Director of Information Technology

20 Faber Daeufer & Itrato PC FIRM STATISTICS 16 Attorneys 1 Physical Office David Schrag Director of Information Technology 1 Person in IT

21 FABER DAEUFER & ITRATO A FIRM IN THE CLOUD Founded in 2003 with Offices in MA (Principals in NY & CT) Geographically Dispersed & Internet Reliant since Day 1 30 Employees located across 8 States, UK & Switzerland Narrow Practice Focus: Contracts/Transactional in Life Sciences & Tech Experience-Driven Recruiting vs. Geography Driven

22 No Shared File Capabilities Local Save Situation No DMS - Client Folders in MyDocuments CLOUD STRATEGY V1 Hosted Exchange (Not at Microsoft), Quickbooks Online & TimeSolv Files Shared via , public folders & occasional DropBox Laptop Files Backed up to Mozy Outsourced IT Support Firm Outgrew Initial Technology Design

23 CLOUD STRATEGY V2 Retained services of major legal consultant for help DMS identified as critical need but how to implement without server infrastructure? Solution: Fully Hosted Infrastructure File and Active Directory Server, Worldox DMS, Exchange Applications Delivered via XenApp (MS Office, Worldox client, ContactEase, Foxit PhantomPDF) Managed Desktops (antivirus, OS patching) Help Desk Great in theory ~ In practice disaster! (But that s another story.)

24 CLOUD STRATEGY V3 Exchange -> Office 365 E3; Add SharePoint and Videos for Intranet Server infrastructure -> Rackspace; Sync AD to Office 365 Applications -> Local Laptops & Remote Desktop Server (at Rackspace) Planning to launch: 10 months; ILTACON 2014 critical for info gathering Went live February 2, 2015 (midblizzard) Troubleshooting, tweaks, and upgrades continue to this day

25 ADDITIONAL CLOUD SERVICES

26 FACT OR FICTION? Illustrating How Microsoft s Legal and Corporate Affairs Team Utilizes O365 Presented by: Dennis Garcia, Esq. Microsoft Corporation Assistant General Counsel

27 MICROSOFT LCA STATISTICS (LEGAL & CORPORATE AFFAIRS) 1,200+ FTEs 108 Cities & 54 Countries Dennis Garcia, Esq. Microsoft Corporation Assistant General Counsel Diversity Stats: 58% of LCA = Women/Minorities 41% of Senior LCA = Women/Minorities 43% of Brad Smith s Directs = Women/Minorities Organized Via Practice Groups World Wide Sales Group LCA North America US Central Region

28 HOW MICROSOFT LCA USES O365

29 FACT OR FICTION? Key Pillars in Selecting a Trusted Cloud Provider Presented by: Dennis Garcia, Esq. Microsoft Corporation Assistant General Counsel

30 GOAL: FIND A TRUSTED CLOUD PROVIDER Law Firms & Lawyers will use cloud technologies only if they can trust them!

31 PRE-CONTRACT: USE TPCC FRAMEWORK FOR DUE DILIGENCE Transparency Protect Comply Control

32 Extensive external communications Identity & change of subcontractors Easy access to audit reports Clear & concise contract terms TRANSPARENCY Data location specificity Data center & cybercrime lab tours TPCC FRAMEWORK FOR DUE DILIGENCE

33 Encryption, encryption, encryption Data processing agreement Privacy regulator validation Understand history with regulators PROTECT Cybercrime fighting ability TPCC FRAMEWORK FOR DUE DILIGENCE

34 ISO & ISO HIPAA & BAA FISMA & FedRamp FERPA COMPLY CJIS TPCC FRAMEWORK FOR DUE DILIGENCE

35 Data ownership & access 3rd party data requests Law enforcement requests report Sues others to protect your data CONTROL Seeks to modernize data laws TPCC FRAMEWORK FOR DUE DILIGENCE

36 CONTRACT STAGE #1: Data ownership/usage /Access #2: Data Protection Agreement #3: Meaningful SLAs #4: Third party access to data #5: Limitation of liability CLOUD CONTRACT TERMS #6: Security incident notification #7: Independent verification #8: Subcontractor commitments #9: Terms of use/service changes #10: Contract suspension/exit

37 FACT OR FICTION? Lessons Learned & Take Away Thoughts Applications & Desktop Track Tuesday, September 1, :30 PM - 2:30 PM ILTACON Session #068 Hashtag: #ILTACON #068

38 FACT VS. FICTION Cloud isn t just an option for small firms, it s essential There will be unexpected moments with your cloud environment The cloud will go down and the cloud will be breached TAKE- AWAYS A complete cloud solution will leverage multiple cloud providers You must tell clients that their data will be in the cloud

39 FACT VS. FICTION O365 Lots of Storage out of the box! Very Scalable. O365 is a moving target with new features added weekly. Single Sign On with O365 requires planning & testing & time TAKE- AWAYS Consider a Cloud-Based SSO Authentication Vendor Align yourself with Legal Focused Systems Integrator/Microsoft Partner

40 FACT VS. FICTION Engage Key Stakeholders Early & Often Network/Consult 3rd Party Resources Conduct Thoughtful Due Diligence Sign a Smart Cloud Contract TAKE- AWAYS Manage & Monitor Your Cloud Contract You Don t Need To Go ALL IN

41 FACT OR FICTION? Will Legal Be Able To Leverage the Microsoft Cloud?

42 THANK YOU! FACT OR FICTION? Will Legal Be Able To Leverage the Microsoft Cloud? DENNIS GARCIA Microsoft Corporation (LCA) E: DAVID SCHRAG Faber Daeufer & Itrato PC E: ANN GORR Legal Technology Consulting Advisor E: GUY WIGGINS Kelley Drye & Warren, LLP E: