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From Chaos to OrderAlleviating the Pain of Shared
Drives
Gi LeeDirector, Solutions Engineering
Faron LyonsAccount ManagerAlfresco Software
Phil RobinsonSVP Business DevelopmentZia Consulting
Today’s Content Challenges:#1 - ECM Avoidance
ECM Avoidance “Best Practices”• USB/Disks• Email as ECM• Cloud Collaboration Technologies
And of course…• Shared Drives
http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
How to Solve It?
“An ECM System that Works How I Do”• With the Tools I Use Today• Helps Me Find Information in Content Chaos• Easy to Collaborate – Both Internal & External• Where I Work, With My DeviceAND• Bring Efficiencies to the Business of Law
• The ECM Tug of War – Users vs. IT
• Simple + Smart. No Training Required.
• Leaving Your Shared Drive Behind (but not your Content!)
• What Next?
Agenda
The ECM Tug of War
Users• Easy to Learn• Easy to Use• Easy to Share• Email & Office Integration• Enterprise Search
Enterprise IT • Secure• Compliant (RM)• Simple to Integrate• Upgradable• Cost-Effective
Why? / Why Now?
• New US Data Center
• Replacement of older servers in local offices
• Local IT struggling with decision-making on what to delete or move
• Finding documents for a specific client/matter
• Information discovered through client audits and ISO certification
Credit: Orrick, Kathleen Jimenez, Leigh Isaacs, DC ILTA 2012 – The Untamed File
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Where to start?
• Recognize the project is going to take time
• Decide if Fileshares will be used in the future
• Gain executive / management support, cannot just be an IT project
• Prepare a process for handling the requests going forward
• Identify strong project manager
What is required?
• Engage multiple groups: End Users / IT / Risk Management / Records
• Plan for how to identify materials where we can’t identify owners
• Understanding the Risk Management aspects of the project
• Planning the life cycle management of the data (and what does life cycle management even mean?)
• Assisting end users through the transition
Critical Considerations
• Allow end users to continue with work-in-process, smoothing the transition
• Identify how end users will reach the materials
• Structure allowing for quick determination how materials relate to a client or matter
• Security for all the materials
• Ability to apply retention policies to the material
• Process for creation of new folders to follow
Personal Spaces
• All folders named by network ID
• All folders secured - full access to only the user/owner of that network id
• All folders are in one large list, no separation by office
• A new security group created with Domain Admins/small subset of SD with full rights to share for creation/deletion and maintenance
Client_Data
• Top two levels of folders can only be created by SD/Admin
• Top level folder name will be the 6 digit client number, including leading zeros. The description shows the whole client name when you hover.
• Second level folder name will be the 6 digit matter number, including leading zeros. The description shows the whole matter name when you hover.
• Users can create any number of subfolders below the second level folder that windows allows.
• Security on folder will match the iManage workspace security which enforces ethical walls or specific client or matter needs.
• Folders will not be created for Client 000001 or 009999
• Top department folder is available to department management
• Office folder is limited to the local department members
• Users can create any number of subfolders below the second level (office) folder that windows allows.
• A new security group created with Domain Admins/small subset of SD with full rights to share for creation/deletion and maintenance
Admin Data
Credit: Orrick, Kathleen Jimenez, Leigh Isaacs, DC ILTA 2012 – The Untamed File
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How to make the move?
• Start with the easy things
• Introduced process for requesting new folders
• Shut down the ability for people to create new top level folders
• Work with end users to move existing materials into the new structure
• Clean up folders connected with departed users
What are the next steps?
• Determine all the steps for archiving
• Start data disposition based on retention policy
• Let’s look at some examples
• And then we’ll return for a few more details on addressing issues.
Demo!
Simple: With the Tools I Use Today• Email Integration• Email documents into
repository• Drag & drop from email• Send & file• Email + Workflow
• Office, Adobe, Google Docs• Direct access to content and
meta data• Search, Create, Edit• No installation required
Let’s Talk about Sharepoint
• Collaboration Tool of Choice
• How to Manage?
• Work with (not against)
• Just Another Tool for “Content Hub”
• Automate RM Process• Autoclassification• Retention & Disposal Policies• Legal Holds
Finding Information in “Content Chaos”What we can learn from Case Management:• Role-Based• Dynamic Views (Client, Attorney, Practice
Group Leader)• Automated Workflow• Tasks & Reminders
• “What I need, When I need it”
• Document Assembly (Clause Library, Closing Documents)
Simple Search
• It isn't exactly Google, but it works as well. • Your search terms, our enterprise search.
eDiscovery• Managed with full text search• Keyword and term search• Easily place holds on documents• Find based on date ranges or topics
• Internal Collaboration• EasyECM Collaboration• Sharepoint• Integrated with your Business Process
• External Collaboration• Secure Client Portal / Site• Simple Cloud Sharing
Simple Collaboration:“As Easy as Dropbox or Box.net”
Work Anywhere: What’s Needed?• Secure Mobile ECM• Mobile Matter
Management– Role-Based– Dynamic Views– “Relevant” Information
• Simplify IT–Manage and Deploy– Configured, not Customized
Bringing Efficiencies to the Practice of Law
• Autoclassification• Identify Document Type• Associate Metadata• Declare Record – Retention / Disposal
• Simplify IT• Easy to Deploy – Multiple Roles/Departments,
Multiple Offices, Multiple Geographies• Easy to Integrate • Easy to Upgrade – Configured, not Customized• Flexible – Cloud or Data Center
So…
It’s Time to Move.
How do you get there?
Your Point of Origin:Shared Drive
Your Destination:ECM System
How?• Document Migration• Methodology• Tools
• Autoclassification
Let us show you!
Founded in
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EnterpriseDM + RM
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Alfresco in information intensive industries
Government & Intelligence
Banking & Insurance
Manufacturing Media & Publishing
High Tech
Alfresco Customers
Zia Legal Solutions
ILTA 2014
Learn More:• Resources - http://www.ziaconsulting.com/home/resources/
• Webinars & Videos• Data Sheets & Brochures• Case Studies
Who is Zia?
Questions?
Gi LeeDirector, Solutions Engineering
Faron LyonsAccount ManagerAlfresco Software
Phil RobinsonSVP Business DevelopmentZia Consulting
