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Knowledge Management and Technology for Today’s Legal
Professional
L. Keith Lipman, EsquireDirector, Advanced Technology
Solutions
What is Knowledge Management?
OrganizationalRE-USE of Materials or
“The Good Stuff”
“The Good Stuff”
• Briefs• Motions• Lead Cases• Clauses• Agreements
What did we do in the past?
• Brief Banks• Clause Libraries• Form Banks
Why did these efforts fail
• Technology• Culture
What do most attorneys do today?
• Maintain a personal knowledge store• Find document through searching their
Document Management System• Water Cooler Talk• Blast E-mails to “Everyone:”
Why can a KM effort succeed today?
• Culture ready for change• New Technology
Cultural Elements Needed
• Desire to share• Perceived value from sharing• Incentives for sharing• Financial backing for KM effort• A feeling that the technology makes
sharing easy and effective
Why is KM now important to legal organizations?
• Workforce has become dispersed– Departments located over multiple location
• The law continues to expand at an ever expanding rate
• Competition has increased or costs need to be reduced
• Clients are demanding faster and more access
Document Life Cycle
Events, Tasks,Event/Task Triggers, and Process
Authoring
Collaboration
KnowledgeStore
(Re-use andResearch
Publication
InfratstructureTime and Billing
Filter
Technology Tools
• Enterprise Information Portal• New Search Engines
– True Context Searching– Ability to leverage e-mail systems for expertise
What is a portal?
• A web application that can be personalized individually or through a group
• A web application that has gadgets • Gadgets provide information and/or functions• Each of these gadgets usually provides an
ability to personalize and select location• Examples of Consumer Portals:
– My Yahoo!– MSN
My Yahoo!
Enterprise Information Portal
Two Major Sets of Features:• Web superstructure to support personalization
and gadgets on a personal and group level – a corporate version of the consumer portal
• A set of functions that allow for the creation of a taxonomy and the filling of that taxonomy from a variety of internal and external information sources.
Gadgets
Taxonomy (Directory)
• A set of folders that arranged in a hierarchy. – Similar to a directory on your computer with folders
and subfolders.
• Associated with each folder is a set of saved searches.
• West Key Number System• Lexis Search Advisor
Directory
Possible Data Sources
• Web Sites• Lexis and other paid content providers• Docs Open• iManage • Exchange• Notes
Enterprise Systems in most Law Firms?
• Time and Billing • Word Processing• Document Management • E-Mail/Groupware• Enterprise Fax• Web, Lexis, and other content• Litigation Support • Physical Files
Important Information for Knowledge Management
• People• Budgets• Documents• What happened in other matters
Out-of-the-Box FunctionalityPhase One
• Modify Out-of-the-box Taxonomy and build administrative taxonomy
• Fill the taxonomy – Crawl internal and external data sources.
• Practice Pages• One Search• Provide Gadgets for
– E-mail (Outlook and Notes)– Recent Edits in document management – Accounting (Elite and CMS)– Lexis and WestLaw Research– Employee Directory and other web content gadgets
Implementation Team
• Internal– CIO, Technology Partner, and Managing Partner– Network Administrators– Trainers– Web Developers– Librarians– Paralegals and Attorneys
• External– Strategic Consulting– Network Engineers– Knowledge Engineers– Web Developers
Implementation Process
• Assessment Phase – Define Business Objectives and stages of
implementation for total portal project.– Statement of Work
• Design Phase– Taxonomy creation and data source definition– Technical configuration– Identification of content maintainers and managers
• Installation• Training• Phase One Time Frame 3 months
Phase Two -- Portal Buildingor
The Next One to Three Years
Four Views of a Portal
• My Tools• My Practice• My Clients and Matters• Our Firm
My Tools
• Document Management – Recent edits and search
• Application Launching• Research Tools• E-mail Gadget• Time Entry and reporting• Web Content with little permanent value• Tasks and events – Creation and Viewing• GlueWare – send and retrieve documents from
collaboration systems and publish documents
Document Life Cycle
Events, Tasks,Event/Task Triggers, and Process
Authoring
Collaboration
KnowledgeStore
(Re-use andResearch
Publication
InfratstructureTime and Billing
Filter
My Practice
• Displays a part of the taxonomy – Firm to build additional taxonomies besides Lexis
• Content from daily or weekly publications (BNA, CCH, etc.)
• CLE and other departmental events • Links to web sites for research and
other information
My Client and Matter
• Accounting information– Budget, costs, and time billed
• News – Wire service, press release, SEC filings • “The File” -- Publication• Documents for Collaboration• Events and Tasks• People (Billing Attorney, Responsible Attorney,
Service Delivery Team, Expert Witnesses, Client Contacts, Witnesses)
• Discussion threads
Our Firm
• Links to Employee Handbook, Firm Policies, Marketing information
• Web forms for opening new matters• Announcements and Events• Client and Matter number look-ups
Visualization
My Clients and Matters My Tools My Practice
Visualization and User Interface Layer - Enterprise Knowledge and Information Portals(EKIP)
AuthoringSystems
Collatboration(Internal and
Externalincluding e-mail
Systems
Publication(The File)
ExternalResearchand News
InternalKnowledge
Store
EnterpriseEvent and TaskManagement
Systems
Time and BillingSystems
Systems Layer
Our Firm
Powering your Portal
• Need enterprise systems that are preferably web-enabled or web-based.
• If not web based, you will be writing a web front end to the system.
• Systems that display information through the use of XML and XSL are best
New Enterprise Systems
• Document Collaboration (infoLink, E-Room)
• Publication System (Xpedio, infoLink, imaging systems)
• Events and Tasks management per matter (infoLink)
• Customer Relationship Management (Interaction and IRIS)
Search Engine Technology
• Semio and Autonomy• Dolphin Search• Tacit