The Challenge of the Modern Law Firm Doug Hafford V.P. Consulting Services Proud Member of SoCalPROS Platinum Sponsor, GLAALA Emerald Sponsor, OCALA
Agenda The Email Dilemma Primary Complaints Why Law Firms Are Most Problematic Microsoft s Solutions Current Solutions Basic Email Archiving for External Email Document Management Full Mail Archiving Help Is on the Horizon Exchange 2010 Implementing Solutions: Timing
The Email Tsunami
The Email Dilemma Explosion Preferred method of communication Attorneys: save every email Primary Complaint: Speed!
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)
Current Solutions Basic Email Archiving Document Management All in One Robust Archiving Products
Basic Email Archiving for External Email Automatically captures all external mail Does not address internal mail items 2 solutions worth considering Postini by Google Mail Archiving Barracuda Message Archiver
Barracuda Message Archiver Physical device installed onsite Automatically captures all mail in/out Finite storage Annual maintenance fee Cost: Postini with limited storage capacity
Postini by Google Email 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
Note on Email Archiving Options Mail will not delete itself Requires user confidence If not: little value beyond discovery Low Cost and Low Maintenance but.
Document Management Solutions Robust, excellent mail management Extends past word processing to email User discretion Removes from the email server Poweful search; considers whole of the matter Leader: imanage simple interface Worldox
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
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
Mimosa Systems Nearpoint Full email archiving Offers related and important features: Integrated disaster recovery Advance ediscovery Customization for compliance rules Outlook integration
Symantec Enterprise Vault Big boy on the block Features much the same as Mimosa New additional features: Support more than just email (Lotus Domino, Server data, SharePoint, IM) Granular legal holds (ediscovery) Deduplication and advanced compression
Help Is on the Horizon
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)
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
Implementing Solutions Timing Your Refresh
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
Questions
The Challenge of the Modern Law Firm Doug Hafford V.P. Consulting Services Proud Member of SoCalPROS Platinum Sponsor, GLAALA Emerald Sponsor, OCALA