integrating sharepoint and opentext: it’s not just the...
TRANSCRIPT
Integrating SharePoint and OpenText: It’s Not Just the
TechnologyTechnology
Bryce FoensLegal Information Services Manager
Squire, Sanders & Dempsey
• 800 Attorneys in 32 Offices in 15 Countries
• 15 Major Practice Groups including Public Finance,
Regulatory, Corporate Finance, Public Finance, Litigation
• 25 Cross-Practice Industry Groups
Office “A” – DMS Servers
DMS/Intranet Environment
File Application
DatabaseIndex
• Distributed DMS• OpenText eDocs 5.2• SQL Server 2005• Windows 2003 DatabaseIndex• Windows 2003
Office “B” – DMS Servers
File Application
DatabaseIndex
• Centralized Intranet• SharePoint MOSS 2007
• Within Firewall
Cleveland: “We have two problems”
Search & Retrieval
• The problem with search originated with the marketing department.
• Problem with retrieval originated in our non-U.S. offices
Searching Within DMS
• SSD Central
• Centralized DM Library in Cleveland
• Public Folders
• Content Searching Limitation
• Cannot limit search to a specific folder
Retrieval
Document
Reference (DRF)
London
1.3MB Proposal 0:45
6.1MB Overview 2:106.1MB Overview 2:10
Beijing
1.3MB Proposal 1:34
6.1MB Overview 7:03
• Overview document loads in 30 seconds in Cleveland• 7 minutes in Beijing—Ouch!
Business Goals• Improve Search
• Reduce Retrieval Time– Eliminate need to store local, potentially out-of-date copies of the documents
• Retain use of DM• Retain use of DM– Tight integration with Office
– Provides matter-centricity, history and security (crucial to our users)
• Provide rapid solution– Did not want to do infrastructure overhaul
– Had to provide quick measurable results
The Solution
Handshake Document Replication System From…
Existing DM Libraries
NEW Application Server
Connects to DMS servers to copy content from the DM servers to SharePoint on a regularly-scheduled interval.
MOSS 2007
Squire Sanders Intranet
Configuration
• Selection Criteria
– Generally use a folder-to-folder configuration
– Can also set up searches
• Replication Schedule
– Scheduler can be set to run any schedule (i.e., once an hour, every four hours, daily or weekly)
Just Like Magic
• Documents flow and move from DM to SharePoint
• Illegal character filenames are handled
The End Result…
Searching
• Available as a structured list on the firm’s intranet.
• Or as the results of a full-Or as the results of a full-text search from anywhere in the site.
Timing Results
Document
Reference (DRF)
SharePoint
Document
Time Savings
London
1.3MB Proposal 0:45 0:26 19 seconds1.3MB Proposal 0:45 0:26 19 seconds
6.1MB Overview 2:10 0:38 1 minute, 32 seconds
Beijing
1.3MB Proposal 1:34 0:59 35 seconds
6.1MB Overview 7:03 2:28 4 minute, 35 seconds
Why Use a 3rd Party Tool?
• Continue to use DMS (for reasons stated earlier—security, matter-centricity, etc.)
• Keeps content on intranet current (synchronized) with the document management systemwith the document management system
• Reduces amount of labor required to copy/synchronize these documents to intranet
• Automatically handles filename issues
• Consolidate relevant documents from distributed DMS to centralized intranet
Expanded Use
• Now using the same technology for practice and industry group templates and form documents
• Departmental and project documents• Departmental and project documents
• System is now synchronizing 10,000 documents
Expanded Use
• Same technology could be used on our client-facing extranet sites
• Currently, no plans to do this