The quarterly publication of the International Legal Technology Association
Issue link: http://read.uberflip.com/i/116777
Diving Into the Drives: Our File-Sharing Fix move to iManage, delete or archive. In partnership with our IT department, we developed an in-house database that captured and retained important information related to the history of the data. In keeping with sound information management practices, a history and audit trail was created within this database to provide detail regarding disposal and/ or movement of any content. Next Steps While these efforts are well underway, there is still much work to be done. New surprises are no longer surprises, but merely anticipated issues for which we could not see the details. Our strategy focused on U.S.-based offices first, and resources are still focused on that transition. Once completed, we will address the same issues for the non-U.S. offices, with the goal of achieving worldwide compliance with the use of core systems and processes. Perhaps most exciting, at least to those of us with enthusiasm and excitement for information management, is that true life cycle management for our information assets will be streamlined. To fully complete the missing pieces in the cycle, next in the queue are discussions regarding archiving and executing data disposition based on our retention policy. As you take a deep breath, close your eyes, hold your nose and prepare to jump into the deep waters of a massive data management project, remember these points to preserve the project goals and your sanity: • In most organizations, especially large ones, data management projects are multi-year initiatives. • Expect legacy repositories to contain large quantities of unstructured, irrelevant information. This is a universal problem and should not be a surprise. • Effective information governance requires training, retraining and lots of communication. • Changing technology, environments or processes related to the storage of content represents a cultural and behavioral shift. Be sensitive to it. Navigating this area successfully further increases chances of success. • Opportunities to blend information initiatives with other firmwide projects are desirable. This provides an opportunity to begin getting the house in order and contributes to a holistic education of the benefits of managing information well. • Bend it, don't break it. Communication needs to be a two-way dialogue. Change is hard. Building allies and increasing adoption is better fostered when opportunities for compromise are considered. Be flexible enough in a rigid structure to understand why users are using the system in the ways they are. • Don't assume. Never think you've figured out everything or fully understand why end users do what they do until you speak with them. • Any content management effort must be supported by your records and information policies. • Understand workflow. Each group has a unique way of working and reasons behind it. Having a discussion about workflow allows you to evaluate system design and how to best support team needs. • Information governance is not the responsibility of a sole department. • Determine whether to move data all at once or in segments. Some firms opt to make a wholesale move of content for these SAVE THE DATE! West Coast 2013 PRESENTED BY May 21-22, 2013 | The Westin Bonaventure Hotel www.legaltechshow.com Peer to Peer PRESENTED BY 111