Management & Adoption

Transcription

1 Management & Adoption Peter Buck Managing Director 2014 HBR CONSULTING LLC. All rights reserved.

2 Productivity Drivers I worry that I might misplace client materials, between , Blackberry, shared drives, etc. I liked my paper chron file; where is it when everyone saves privately in Outlook? As the new guy on a matter team, I need to catch-up on the file to be effective. Where can I find good sample documents? I want to know the filing guidelines for my work. 2

3 Business Drivers Cost Savings Improve process efficiency and staff utilization Manage official records in electronic format Enhance hardcopy storage inventory management Recognize total cost of ownership Risk Mitigation Establish records policy, retention schedules, security controls, and disposition practices Increase user compliance Improve accuracy and timeliness of records transfers Reduce exposure to discovery activities Client Service Increase client satisfaction by improving lawyer effectiveness and responsiveness Increase case management efficiency Observe compliance with client retention requirements Enhance competitive advantage against peer firms Benefits Lowered costs related to offsite and on-site storage FTE cap or reductions Increased accuracy and timeliness in information access and retrieval Lowered organizational risk as it pertains to legal compliance and malpractice Protected firm reputation Reduced records inventories minimizes discovery-related costs Improved service to clients Reduced hours spent on records and information management Enhanced market position Perhaps a move from individual work to shared, leveraged work. 3

4 Management Go Forward Strategy Outlook subfolder linked to matter workspace (one-time effort per folder) copied to workspace; retention based on matter close date Convenience copy available for 180 days, then purged by firm available in matter workspace moved to Outlook subfolder Incorporate in workspace? Yes No Convenience copy available for 180 days then purged by firm Yes Keep convenience copy? No moved directly to matter workspace Retention based on matter close date Yes Per Firm policy the official file is the electronic matter file (with limited exceptions) created or received Business ? correspondence should be incorporated into the official file No The firm s official repository for the electronic matter file is DMS. Keep for long-term reference Yes Move to individual workspace Retention based on policy / employee departure Users may keep a local copy of for convenience based on firm policy No The Firm will no longer use an archive tool; if you want to keep an , file it! Leave in Inbox or Sent Items Message is available for 90 days, then purged by firm 4

5 document ratio n-08 b-08 ar-08 pr-08 y-08 n-08 ul-08 g-08 p-08 ct-08 v-08 ec-08 n-09 b-09 ar-09 pr-09 y-09 n-09 ul-09 g-09 p-09 ct-09 v-09 ec-09 n-10 b-10 ar-10 pr-10 y-10 n-10 ul-10 g-10 p-10 ct-10 v-10 ec-10 n-11 Productivity Firm Comparison 7 : 1 is the target ratio

6 days reminder only, not enforced uses archiving tool 5 Doc Ratio days Enforced, Delete from inbox and Sent items, not subfolders; no archiving No Policy & no archiving solution 3 years Once per year, delete if > 3 yrs old No Policy & no archiving solution Months MCC 6

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8 Core Functions File via folders, tagging or recommendations. Provide visual clue regarding filing status Process sent items folder using threads (conversations) Mirror folder structures and control security Minimize Outlook footprint and performance impact User Value Reduce user burden to comply with retention guidelines Single source for documents and is the electronic file Automates categorization & tagging of documents Serves as valuable institutional knowledge Provides audit trail for malpractice accusations Simplify attachment & detachment management for document versioning 8

9 Common Filing Scenarios 9

10 2a. Save Attachments Separately 10

11 3a. File on Send 11

12 3b. Replying from any message picks up related CM 12

13 efiling Requirements Requirements Contribution Submit /attachment from inbox to matter or topic centric to electronic "workspaces" Assistance Provide filing suggestions. Detect duplicates yet retain filing record for all who submits duplicate Retrieving and Finding Browse, find and retrieve /attachment on-line or offline Version control, document edit history Track and control document revisions; record document access and edit history Platform Provide alternative to archiving. Is there a common reference architecture? 13

14 Determine Where to Start Higher Solution Discovery Preparedness & Compliance Archive Rule-based Classification Complexity Change Leadership Organizational Reach Team Collaboration Knowledge Sharing Client File Management Records &Document Management Matter-Centric Content Management Manage My Thread Management Lower Operational Efficiency Higher 14

15 Prioritize Operations Management Goal Improved client relationships Collaboration and knowledge sharing Client File Maintenance Compliance Discovery Preparedness Operational Efficiency Objectives Enable client and matter teams to easily and quickly access client in the course of client service delivery Enable teams to easily and quickly share access to for knowledge sharing and administrative tasks Store in client matter folders as part of a client s complete electronic file Manage in accordance with the firm s records management policy, ethical requirements, and client requirements Be positioned to support internal investigations and implement litigation holds involving quickly, efficiently, and cost effectively Reduce the cost of storing ever-expanding volume Improve lawyer and staff productivity associated with management work 15

16 Identifying Primary Personas Personas are hypothetical archetypes, or "stand-ins" for actual users that drive the decision making for design. It s a process to help identify goals defined with significant rigor and precision. The Filer The Piler Blackberry The Wrangler The Gate Keeper The Receiver The Revolver The Traditionalist The Enforcer 16

17 Universal Objections to Compliance Time-consuming Creates an extra step Too difficult Not enough secretarial support Too many s per day to make time Prefer to maintain subfolders because it s easier to find Assume someone else is doing it 17

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