SharePoint as an Information Management Platform

Robert Beach, VP Client Services XMLAW, Inc.

Steve Fletcher, CIO, Parker Poe Adams & Bernstein LLP

Agenda

• Introduction & Objectives• Information Management Requirements for Law

Firms• SharePoint as an Information Management

Platform• Integrating Internal and External Content• Content Targeting• Usability and Content Design• Case Study

Our Session Objectives

1. Learn how to begin using SharePoint as the information management platform for your firm

2. Understand the tools and techniques for integrating internal and external sources of content in your SharePoint portal

3. See how other firms are using SharePoint to aggregate and deliver targeted information to lawyers and staff

Information Everywhere

Word

Excel

PowerPoint

Access

DeltaViewMacros/Templates

Lexis

Westlaw

SummationConcordance

LiveNoteCaseMap

TimeMap

Autonomy / Interwoven

Outlook

LexisNexis InterAction

CarpeDiem/DTE

Thomson Elite

AccuRoute

MDY/LegalKey/Accutrac

Sanction

RingtailFYI

Matter IntakeExtranets

Intranet

VOIP

Compulaw

Firm CommunicationsInternet

RSS

Legal Research

OpenTextAderant CMS Blogs/Wikis

The Problem

• Most firms have hundreds of applications and information sources

• IT has to support them• Lawyers and staff must know how to use them• The volume of internal and external information

will grow exponentially

• The problem gets worse every day

The Results

• Lack of access to information leads to:– Loss of productivity and efficiency– Poor reuse of information, knowledge and expertise– Lost opportunities– Decreased client service– Loss of billable hours

• 1 hour per month x 500 attorneys x $250/hr= $1,500,000 of billable time

The Solution – Effective IM

• Firms must take control of their information• Require technology to manage and distribute a

law firm’s information assets• Need an intelligent layer on top of current

systems, not necessarily replacements• Must integrate, secure, index, categorize and

organize content from multiple sources• Solution must be simple, easy to maintain, user-

centric and part of daily practice

SharePoint as an IM Platform

Content Integration

Search

Content ManagementCollaboration

Workflow

Business Intelligence

Content Integration

• Leverage information in business systems– DMS– Practice Management / T&B– CRM– Other systems

• Incorporate external content– RSS / News– Subscription services– Other web resources

5 Rules for Portal Content

• Real-time• Relevant• Categorized (by practice, department,

office, etc.)• Targeted (by user)• Prioritized / highlighted (by importance,

by timeliness)

The Portal Application

• An approach to integrate content in contextually relevant ways– “My Stuff”– “My Colleague’s Stuff”– “Client Stuff”– “Matter Stuff”– “Practice Stuff”– “Office Stuff”– Etc.

Portal Application Example 1

Portal Application Example 2

Content Targeting

• Deliver content to the right people at the right time

• More important than “personalization”• Target by:

– User / Timekeeper– Role / status in the firm– Memberships (formal and informal)– Date and priority– Location in the portal site

Content Targeting Example 1

Content Targeting Example 2

Content Design

• Need to define– The purpose of each site/page in the portal– What content you have (or want) to deliver– Where that content will be delivered in the portal– Targeting rules and constraints– How disparate content will be “tied” together

• Visual Design and usability of information is as important as the information itself

Content Design Example 1

Content Design Example 2

CASE STUDY