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Seal Team Six
o Joe August
o Nick DelBuono
o Htet Pye
o Andreas Seckler
o Hector Santiesteban
Russ, August & Kabat Lawyers
o Founded in 1990 by Larry Russ, Rick August & Jules Kabat
o Started with corporate litigation, real estate & intellectual property.
o Added corporate finance, media and entertainment & garment and textile.
o Over 25 lawyers in two Los Angeles offices.
o www.RAKLaw.com
RAK Law Clientso Magic Johnson Enterprises
o Kobe Bryant
o Samuel L. Jackson
o Lydia Harris (Marion "Suge" Knight & Death Row Records)
o Time Warner Center
o Disney (California Adventure)
o Pinkberry
o Minerva Industries (Apple, HP, Research In Motion, Sony Ericsson, Motorola, Nokia, Alltel, Boost Mobile, Qwest Wireless, Sprint Nextel & Verizon Communications)
Statement of Problem
o The file managing system is disorganized and essentially useless.
Problem & SymptomsProblem
o The firm has no centralized system for tracking open and closed files
Symptoms
➥ Court filings are delayed➥ Lawyers working overtime➥ Lawyers can not find the files easily➥ Open file room is crowded➥ Only one person knows where files are located
Systems Diagram
Input Output
Client
File Location
File Creation
1-Face to face2-Paper
Other Law Firms
Economy
Legislation
Open FileManageme
nt
Closed FileManageme
nt
To Storage Room
To Open File Room
To Box MgmtDatabase
FilesBox locations
FilesOffice supplies
1,2
1,2
1,2
Original Process Flow DiagramClients
File Creation
Open File
Mgmt
Call with case/problem
Hand file to lawyer
Take clients info and
assign lawyerAsk for created
file
Create file
Filecreated?
yes
no
Receive file from client
Put on a desk for later use
Relocate needed file
File Location
Closed File
Mgmt
Ask a lawyer for
the fileno
yes
File found?
File stillneeded?
yes no
Place in boxEnter box location in
database
Put box in storage
To Storage Room
To Box Mgmt Database
yes
no
Still on desk or in file room?
Put in file room
To Open File Room
Original Process Flow DiagramClients
File Creation
Open File
Mgmt
Call with case/problem
Hand file to lawyer
Take clients info and
assign lawyerAsk for created
file
Create file
Filecreated?
yes
no
Receive file from client
Put on a desk for later use
Relocate needed file
File Location
Closed File
Mgmt
Ask a lawyer for
the fileno
yes
File found?
File stillneeded?
yes no
Place in boxEnter box location in
database
Put box in storage
To Storage Room
To Box Mgmt Database
yes
no
Still on desk or in file room?
Put in file room
To Open File Room
Original Data Flow Diagram
1.0
Create file
2.0Put file
somewhere
3.0
Locate file
4.0
Close file
ClientsCase infoClient’s File Open files
Open filelocation database
Open file room
Lawyer
Storage room
Box location database
A desk
File locationsFiles
File request
Files
FilesOpen file
Closed file in box
Boxlocation
File locations
Porter’s Competitive Forces
Strategy Differentiation
ForcesCompetition
Buyers
Value Chain Activities
Primary
SupportManagement & Administration
Requirement Analysis
Strategic Requirements & Improvements
o Increased accuracy and accessibility of files
o Decrease costs
Functional Requirementso Allow access 24/7o Edit and save from any locationo Allow input of files manuallyo Data mining
Possible Solutions
Non-Tech Solution
o Centralized location of files in open file storage.
o Implement a binder system.
o Photocopy files
o Note System
o Storage Room
Non-Tech SolutionPros
o Centralized location for files.
o If someone needs information, they don’t have to wait until the other lawyer is done with it to use it.
Cons
o Waste of paper.
o Still inefficient because people may be using outdated information if another lawyer is currently making changes to the file.
Semi-Tech Solution
Goal: Implement a more user-friendly database to keep track of locations. Change storage from boxed solution to more shelves
with files and folders.
o Physical file stored; location put in database
o Attorneys check database for file location
o Update database for in-use file and replaced files
Semi-Tech SolutionPros
o Solves the file location inefficiency.
Cons
o Doesn’t solve problem of dispute over file if two people need the same file at the same time.
o You may be able to locate the file, but the time that it takes to go and get the file is wasted time (in other words, you don’t have immediate access to information).
High-Tech SolutionGoal: Digitize all files on a server which keeps track of
different versions; allow data mining and order of precedence on files through server.
o Files are stored digitally on server
o Database keeps track of location on server
o Previous versions stored
o Document metadata stores information
o Server can be accessed via web
o Daily back-ups and security protocols
High-Tech SolutionPros
o Immediate access to information
o All information is updated
o You can keep track of multiple versions without wasting raw materials like paper
Cons
o It would take time and energy to train the employees how to use the system
o If the system crashes, all productivity is put to a halt
o Security could be a possible issue
Recommendation
High-Tech Solution
Process Flow DiagramClients
File Creation
File Retrieval
Call with case/problem
Email file and briefing to
lawyerFile Clerk takes clients info and files Enter information into
database or scan previous records
FileIn
system?
yes
no
Save file onto server
File Clerk reviews any
changesFile Editing Email file and
issue to lawyer
File need editing?
yes
no
yes
no
Approved?
Lawyer accesses file database via internet or
phone
Lawyer searches
and selects desired file
Save file onto
server
Lawyer edits and submits
for reviewSave file
onto server
1.0
Attorney fills out
form
Client informationCase information
2.0
File Clerk enters info
into system
File form3.0
File converte
d and stored
Client informationCase information
File Storage Database
Client information, Case information, Case ID tag (OCR data)
ArchiveInformation
4.0
Lawyer accesses, searches,
and selects file from archive
5.0
Lawyer views and edits files, submits changes
6.0
File Clerk reviews and
submits changes
Edited fields
Selected file
Finalized fields and files
Data Flow Diagram
LawyerUsernameAnd password
ImplementationImplementation:
o Russ, August, & Kabat already has necessary infrastructure in place
o Firm has workstation at every desk with MS Office
o Staff Training
Costs Associated:
Hardware:$0.00
Software: $0.00
Lost Work Hours: 45 hours
Training Cost: $675
TOTAL: $675
Implementation Issues
Issue:
o Ensuring Data Integrity
o User Adoptiono Proper Usage
o System Security
How to Address it:
o Demo/Education Workshops
o Database User Policy
o Explicitly states firm-wide implementation
o Discusses/Impresses importance of secure usage
Critical Success Factors
Proper User Involvement
Server Stability
Database Demo
RAK Proposed Database
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