Boost Productivity for Legal Professionals:How Microsoft is Using O365 and Matter Center
Larry Kuhn Technology Strategist, Microsoft
Joanna ElazrakSr. Product Manager - Matter Center, Legal and Corporate Affairs, Microsoft
BRK2115
Introduction of Microsoft Legal and Corporate Affairs Internal Productivity Initiatives, Including Matter Center Call to Action Q&A
Agenda
Microsoft Legal And Corporate AffairsBusiness Challenges
Diverse Global Needs & Requirements
CollaborationWithin LCA, with our clients and with outside counsel
Knowledge ManagementSharing information and making it easy to find
Driving AdoptionAdding value; not changing the way attorneys work
About LCA
Goal: Working Better Together
Microsoft LCA
Microsoft Clients
Outside Counsel
EfficiencyAnytime
AnywhereDiscoveryMatter
CentricityUsability
Framework for Collaboration
High Value Solutions
Transformation to the Cloud
Improving document management & collaborationDriving Microsoft LCA attorney adoption of Office 365 for legal work
SituationLegal employees at Microsoft rely heavily on e-mail for managing documents – Outlook isn’t the ideal file system….
Solution: Office 365 and workflows
Old Way New Way
• Email attachment in Outlook for review
• Attorneys make changes, email back
Issues
• Hard to track who has reviewed
• Lose track of current version
• Multiple files need to be compiled (Outside Counsel billable hours)
• File stored on OneDrive & shared with team & Outside Counsel
• Attorney can simply email the link to the file OR…
• Start a formal review cycle, triggering email with document link
File sharing internally and externallyMicrosoft LCA attorneys can now share documents with Outside Counsel just as easily as they can with internal Microsoft contacts
Setting up a formal review cycleUsing Workflows, Microsoft LCA attorneys can now set up a formal review cycle and track who has reviewed the document
Attorney types in the email addresses for the people that need to review the document, in the order they will review
Attorney explains the specific review request, enters in a due date and the duration each person will have for review
An email is sent to the first person on the review list once the workflow is started
• All changes made in a single document • Version control makes it easy to find current & past
edits• No need for manual compilation• Documents accessible from any device and available
offline
Benefits
SituationWith multiple sources across LCA, the amount of communications can be overwhelming and the right information can be difficult to find.
LCA Sales ConnectIncreasing effectiveness of communications within the globally dispersed LCA teams
Solution: LCA Sales Connect
• New cloud-based portal centralizes and integrates LCA communications
• Provides personalized content
• Enables users to focus on information pertinent to their role and interests.
New Way
LCA Sales ConnectCommunity pages for self-publishing content
Easy process to publish content
Community contributions
Content ratings for continuous improvement
• Users find relevant content easier.
• Communications are more efficient and the system is automated
• Field and corporate LCA members are able to focus on activities that directly impact the business.
Benefits
SituationLCA employees live in Outlook and Word and use their email as a document management system. Oversized email folders and multiple version of documents makes finding and sharing the right files difficult.
Microsoft LCA & Matter Center Matter centric collaboration and document management from within Word and Outlook
Solution: Before Matter Center
Old Way
• Several Legacy Document Management Systems
• Attorneys decide which of several tools to use for document management for each new matter
Issues
• Inconsistent Taxonomy and Content for similar matters
• Inconsistent document retention policies
• Ever rising on-premises storage costs
• High maintenance costs for patching and upgrades
Drag/Drop emails from Outlook
Find Matters Find Docs Pin Matters Easy internal and external sharing
Take documents offline
Matter Center for Office 365 enables legal professionals to securely manage documents and collaborate on work product directly within the tools they use most – Word and Outlook.
Matter Center harnesses the power of Office 365, SharePoint and OneDrive for Business to increase productivity while supporting seamless access from any device.
Microsoft’s productivity vision for legal
Office Clients
Services(Cloud, Hybrid, or
On-Premises)
Apps for Office
What is Matter Center? LCA
Access matters within Outlook and Word ●Automated matter site creation with legal taxonomies, templates & OneNote ●Search across matters from Outlook (OneDrive, SharePoint, document libraries, emails) ●Pin your favorite matters and search results ●Take matters offline in your “legal briefcase” with OneDrive for Business ●Matter dashboard for your matters ●Single unified matter creation (CRM, T360 , Authorized Provider List) ○
Private Yammer Groups for Matters ○
Records center integration upon matter close ○
○ coming soon
Matter Center is a smart collaboration app that connects O365 productivity suite to legal specific scenarios
Announced as an example of an Apps for Office solution for Legal at August 2014 ILTA Conference
Enthusiastic Industry Response Invitation-only Technical Preview Program
to inform solution design (now closed) Rolling out internally to LCA now Exploring ways to offer to customers - Stay
tuned!
Matter Center Timeline
Technology Example A Business Solution built using the Apps for Office extensibility model Puts a vertical industry spin on platform capabilities Avoids reinventing existing capabilities, focuses on leveraging them
instead
Business Process Example Lawyers can work in a more collaborative manner Users can do more of their tasks from within their key tools - Outlook
and Word Easier to share work products with coworkers and clients Provides a pathway to more secure ways of storing and exchanging
sensitive information (RMS, ADFS, MFA, etc.)
Matter Center’s Relevance Outside of Microsoft
Especially Important to Matter Center target market
Better than many organizations can do on their own
Microsoft’s Commitment to Compliance and Security
It’s your dataYou own it, you control it
We run the service for youWe are accountable to you
Microsoft Public Cloud: The Trustworthy Cloud for Business
Built in SecurityContinuous Compliance
Privacy byDesign
Transparent Service Operation
Backed up by contractual commitments
Standard Online Service Terms apply to every
cloud customer - no amendments or
negotiations required.
10
Privacy Terms
Security Terms
EU Model Clauses
Response to Government Demands
Core Service Features &Simpler, stable terms during a
subscription
Microsoft Cloud Compliance Certifications and Attestations – as of 2/15/15 Regulatory and
Compliance Domain
CJIS Yes Yes Yes No No
EU Model Clauses Yes Yes Yes Yes No
EU Safe Harbor Yes Yes Yes Yes Yes
FedRAMP (Moderate)
Yes No Yes No No
FERPA Yes Yes Yes N/A Yes
HIPAA BAA Yes Yes Yes Yes No
US Government Cloud Yes Yes Yes No No
UK G-Cloud (OFFICIAL) Yes Yes Yes No No
ISO 27001:2013 (w/ISO 27018:2014
Yes Yes Yes Yes YesISO 27001:2005
PCI DSS Level 1 N/A N/A Yes N/A N/A
SOC 1 Type 2 (SSAE 16 / ISAE 3402)
Yes Yes Yes Yes No
SOC 2 Type 2 (AT Section 101)
Yes No Yes Yes No
No more "big bang" migration Setup Hybrid Identity – Azure AD Sync and
ADFS Adopt a “consider the cloud first” mindset Start new projects in new tools
Workload by workload approach – Lync, OneDrive for Business, Yammer are often good places to start
Sunset old tools as projects close Prepare Users to deal with less consistency
during the transition, but gaining more agility in the end
Follow a Gradual Adoption Strategy
Start using Office 365 today Pilot for free – up to 25 users http://deploy.office.com
Make Office 365 suit your needs with Apps for Office Examine other solutions in the market that
run on Office 365 Consider if building a solution is right for
your business needs
Stay informed about Matter Center Sign up for announcements at
http://microsoft.com/MatterCenter
What should you do today?
Join the conversation!Share tips and best
practices with other Office 365 expertshttp://aka.ms/
office365network
Visit Myignite at http://myignite.microsoft.com or download and use the Ignite Mobile App with the QR code above.
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