The quarterly publication of the International Legal Technology Association
Issue link: http://read.uberflip.com/i/116777
lessons learned types of initiatives. We determined that a granular move was a better approach for our strategy. • Have patience. It's going to take a while. Some days, progress will be obvious. Others will seem to stand still or even move backward. Perseverance is key. Hindsight Is 20/20 Looking back, I would want to have more involvement with administrative groups early on to structure their content. We saw the same thing with matter centricity as well. It would have been more helpful to reach out to them earlier in the process. They have a lot of content on the file-shares because they typically don't use the other systems. The project has been an overall success so far, and we're excited to conclude the process using the knowledge we've gained along the way. As Presented at ILTA 2012 We had the pleasure of presenting our case study at the annual ILTA conference in 2012. The session included terrific questions from audience members. Here are some highlights: Q:How is security applied? A: Right now it is manual, but we are looking to extend the security system that we use for iManage and LegalKey to fileshares as well. Q:I work in a corporate legal department, but the fileshare problem is familiar. What advantages are there to just using file-shares versus a DMS? A: We want people to use the DMS due to the ability to track history and access, and the ease in securing documents. You can do security in many different ways, but the primary driver is the ability to create an audit trail. Leigh Isaacs is the Director of Records & Information Management at Q: It sounds like you found a lot of garbage data. Do you have any tools to automate review, or did you do it manually? Orrick, Herrington & Sutcliffe LLP. Leigh has over 25 years of combined legal and information management experience. Her expertise includes deployment of enterprise programs, development of information management programs, on- and A: We didn't have any tools, but we were able to eliminate some data just by looking at it. We could, for instance, look at three shares on the same server that no one had ever compared, and it was easy to see that they were all duplicates. Overall, it does take time. offsite storage considerations (including outsourcing, process improvements, evaluation and implementation of technology Q: How did you approach the rollout? solutions), and the disposition of information for dissolved entities. Leigh can be contacted at lisaacs@orrick.com. Kathleen Jimenez is the Data Management Administrator at Orrick, Herrington & Sutcliffe LLP. With over 10 years of experience in A: We did a whole office at once. Home directories were all moved at the same time. It required network mapping on the backend, and most users didn't know their directories were moved. On regular file-shares, we sent out notifications to the office explaining what we were doing and when, with new process instructions included. The folders are still there, users just can't make new files. every facet of the legal records field, Kathleen has a unique perspective of both the needs of the end users as well as the demands of the technologists. Understanding the critical need for open communication and collaboration between these two groups, Kathleen is a strong liaison who effectively translates complex issues to end users and skillfully articulates end user requirements to IT. She can be contacted at kjimenez@orrick.com. 112 Peer to Peer To hear the full session recording, visit http://2012conference. iltanet.org/MainMenu/Downloads. Access the Session Audio Recordings page, and look for session RRMPG3 – The Untamed File-Share: A Case Study.