Collection StructureScanning

Business Partner Portals

DocuShare in the Legal Environment

Came on board July 1999 Approx. 45 people

Multiple Microsoft Certifications (Server 2008)

2005 – CISA (ISACA)2007 – CISSP (ISC)2

Dean McCarthyIT ManagerKronis Rotsztain Margles Cappel LLP

•Lawyers (14 Partners)

35•Clerks, Assistants &

Staff95

•Students-at-Law5

Law Firm Make-up

Drafted Requirements Integrate with all software in use (web

portals, Divorcemate, HotDocs, etc) Document security & audit requirements User – ease of use and familiar saving process

Reviewed DS and top 3 competitors Designed the layout and pilot group

Implemented Transferred data – bulk transfers were fast

(check with tech support on process documentation

Document Management Program

Price was a major factor Trained – usually only 1 hour is neededSecure web access portals

128bit SSL encryption Not running Microsoft IIS

Integrates with all our copiers and MFP devices for scanning

Factors in the DocuShare Selection

Open/Saving was identical to Windows Share Structure

Email integration (Outlook Client)System leveraged existing servers and

software in place (Oracle)

Factors in the DocuShare Selection

Corporate Insolvency department of 5 peopleExpanded to all of Creditor’s Rights &

Mortgage Enforcement, approx. 55 people Almost 50% of the firm Scanning more than 75% of all paper coming

through the departmentBranch OfficePresently on Citrix 4.0 moving to XenApp v6

DocuShare - Today

Today we have over 29 GB and almost 500,000+ files, 13,000 emails in 34,000 collections representing less than 50% of the firm

Firm’s knowledge management system – online library, repository for all C.E.P. materials

New phone system – Microsoft OCS, allows us all voice mail, call logging etc in our Inboxes, thus transferrable to DocuShare

DocuShare - Today

Upgrade to 6.5.3 planned for end of Q4

Full mobile access, any device any where

Citrix XenDesktop for Windows 7 deployment

Closed file management (2100ft of paper files)

Integration with Summation (Litigation evidence tool)

DocuShare - Future

We segmented our data into Top Level Collections or “libraries” that reflect our 7 major practise areas Top level collection structure matches the old

Microsoft file folder structure On the workstation client we only provide the

necessary collectionsOn each Top Level Collection we:

Remove the Guest account and remove all access powers to the “All User and Guest” DS Group

We assign a unique Top Level Collection DS Security Group

Collection Structure

Microsoft Active Directory users are synchronized using LDAP into DS, users and passwords are unified providing easier access One exception to this rule is our external business

partners, they only get DS user accounts with no access to AD

These synchronizing DS/AD users are added to the appropriate Top Level DS Security Groups

DS Security Groups provide rights We provide all 3 rights (read, write, manage) Will be reviewed and changed with 6.5.2

Collection Structure – Security & Permissions

Web Access Upload and download options, great remote tool

Windows Client Integrates with most software using the existing

open/save commands (results in next to no retraining) WebDav

A method of creating mapped drives Email

Send to DS an email with an attachment to “upload” EIP Scanning

Collection Structure – Populating DocuShare

Copier •IT to configure each copier with user desktop template information

•6 copiers, server folder, workstation configuration

Scan •Select desired name (100+ people, long list)•Select the format (PDF, TIFF, etc, device dependant)

Desktop (Paperport

)•TIFF image to OCR to Word•Open PDF

Complete•Save the document to the file

ScanningDistant Past

Pros I don’t think there were any

Cons Very IT intensive

Setting up templates, folders, permissions, workstations Reconfiguring workstations when people moved

desks/positions and high staff turn over 10-12% yearly Users always complained about scrolling to name

or using the wrong format and having to redo #1 issue people not saving information from the

desktop folders onto the servers

ScanningDistant Past

DocuShare Glyph

Page •DocuShare user creates a glyph page from the website in 2 mouse clicks

Scan •Glyph page on top of the paper stack, insert at any of our MFP devices hit the “green” button

Complete •Document is in the DS Collection by the time the user gets back to their desks

ScanningNot so distant past

Pros DS users had fast scanning to the collections

#1 issue resolved Minor IT involvement

No name scrolling, no workstations to configure, easy to train

Cons Great for DS users, remaining non-DS users no

benefit Document names were computer generated

requiring steps to rename Devices control the formatting options

ScanningNot so distant past

Scan Flow Store •Quick and easy , 4-5 minutes to create template and share to all copiers (we have all EIP enabled devices)•Configure both WinShare and DocuShare access

Scan •Tap which SFS template, answer template questions - select the folder/collection and a document name

Complete •Document is in the DS Collection OR windows file structure in desired format with the desired name by the time the user gets back to their desks

ScanningPresent

Pros Solved the template issue with non-DS users Provided DS users the ability to browse the

structure (without paper, green initiative) and also name the document

Firm standardized process all scanning will be PDF, new desktop software allows 2 click conversions

Just scratching the surface of ScanFlowStore Cons

Deep collection structures Speed browsing collections

ScanningPresent

Fast, simple and secure to setup Setup users, assign to collection, assign permissions

Customizable for each B.P. They each feel special and feel we spent a lot of time

Training was easy, done remotely, intuitive to upload and download documents

Law Firm staff can quickly and easily provide access to new collections on the fly Trained the staff to use the web access for

permissions Initial concerns by the partners, were B.P. reaction

to the added service

Portals & B.P. Access

Initial concerns were B.P. reaction to the available service Partners were concerned that B.P.s would

simply say we don’t need/want this, reduce my bill not paying for this service, your making too much money We decided to listen carefully to B.P. general

business complaints and focus the service

Portals & B.P. Access

Multi office Canadian IT/Engineering staffing company B.P. office support staff access DS for PDF form

precedents Always up to date, controlled by us for

B.P. Officers access a separate area for completed B2B contracts, minute books, etc

Documents that have cross Canada relevance we create one document and store multiple copies (co-location)

Working to get B.P. to scan and send in signed contracts B.P. has expressed that they will buy more DS licenses

to expand to more people then the pilot B.P. is very unlikely to change law firms

B.P. Success Story

Desktop Client Includes Outlook connectivity Use the Map Collection process to create “short cuts”

WebDAV mimic mapped drives

Power of full index searching Maintenance Cycles – plan to run re-index processes Removing Users – think about who inherits their

documents (audit and accountability) Tech Support – Best support people I’ve worked with

Golden Nuggets

Questions

Dean McCarthyIT Manager

Kronis, Rotsztain, Margles, Cappel LLPwww.krmc-law.com

(e) dmccarthy@krmc-law.com(p) 416 218-9587

Thank You