sharepoint as a dm/ecm system early adopters tell...

1

SharePoint as a DM/ECM System

Early Adopters Tell All

#ECMPG1

Moderator and Speakers

• Moderator:

– Kara Portwood, Armstrong Teasdale LLP

• Speakers:

– Rick McDannel, Thompson Coburn LLP

– Grant Newton, Clifford Chance LLP

– Erik Goltzer, Miller Johnson

Polling Question

If you are considering using SharePoint as an Electronic Content Management system, which of the following interests you most:

• Records Management

• Document Management

• Email Management

• All

• Other

2

The PanelWho: Erik Goltzer Rick McDannel Grant Newton

Firm: Miller Johnson Thompson Coburn Clifford Chance

# of Attorneys 95 350 3,300

# of Offices 2 4 33

SharePoint Version MOSS & WSS 2007 MOSS 2007 2010

# of Years using SP 4+ 6 Pilot in Spain (200+ people)

SP Portals Intra & Extranets Intranet with LOB Data My Site and Document Sites

SP Approach ECM (All Enterprise Content) ECM Document Management

Active Content 10,000,000+ 9,000,000 (DMS/RMS) Planning for 24m documents and 55k open matters

SP 2010 Actively Planning Project in Progress In Pilot

Why SharePoint?

• Broad ‘horizontal’ technology platform – Development, security and workflow

– Deep integration opportunities with LOB systems

– “Toolkit” approach simplifies development challenges

• Diverse and active development community

• Tight integration with existing enterprise MS application and database suite

• Broad industry neutral adoption and use– SP has broad recognition across client base

Thompson Coburn LLP

3

Thompson Coburn LLP

• Current Environment

– Autonomy iManage DMS

– Autonomy RMS (FileSurf)

– SharePoint 2007 Intranet

– FAST ESP search engine

– Custom Extranet framework

• New Environment

– SharePoint 2010 Intranet, RMS, DMS, Extranet

– FAST for SharePoint 2010

SharePoint ECM Decision

• High-Level Benefits– Manage enterprise content in a single system

– Content lifecycle management

– Leverage managed metadata and tagging

– Better enterprise search experience

• Drivers– FileSurf records management usability issues

– Desire for combined DMS/RMS system

– Reduce maintenance costs and dependencies

Gaps – The Short List

• Sequential, unique document IDs

• Office integration

• Recent document list

• Email management

• Security / ethical walls

• Document relationships

4

Other Challenges

• Information architecture / site organization

• To BLOB or not to BLOB

• Move operations across site collections

• Site provisioning

• Content migration

• High availability and disaster recovery

• General usability

DMS/RMS Transition

SharePoint2010

ScannedDocuments

Email

Other Sources

Intranet

Extranet

MicrosoftOffice

CD Publishing

EnterpriseSearch

Records

Active Documents

Clifford Chance LLP

5

The platform not simply a Document Management replacement

The Clifford Chance pitch to you!

• A platform for managing all types of deal documents

• One set of tools from a single vendor, supporting standards

• Familiar to users, easy to use

• Well placed, providing multiple opportunities in the cloud

What it is

• A feature by feature comparison to DM5/ eDocs or iManage

• Emailing filing, no plans until 2015

What it is not

13

Overall Clifford Chance strategyBusiness and technology drivers

Reduce Complexity and Cost Improved User Experience Support Consumerisation

14

Our users prefer to (!?) …

• start editing from inside Office applications

author content from the browser

• infer as much meta data as possible at save

profile documents willingly and accurately

• treat some documents as attachments or in the context of clients, matters, etc

treat documents in isolation without relations

• work in multiples of sites with memberships changing over time

work only in a handful of sites

• identify documents by unique document IDs and other visible meta data

identify documents by URL

• locate documents from inside Office applications

perform searches in the browser

• save multiple formats and expect them to behave consistently

only save Office documents in SharePoint

15

6

� Document Management

� Records Management

� Workflow

� Auditing and compliance

� Search

� Knowledge finding

� Blogs and wikis

Document Management Accelerators

16

The DMA’s provide:� Consistent retrieval of content

� Productivity tools� Governance mechanisms

Document Management Accelerators

Consis

tency • Recent

documents

• Recent sites

• Search

Pro

ductivity • Compare

• Attachments

• Outlook attach

• Copy and move

• Related documents

• Documents I Own

Govern

ance • Site

provisioning

• Site directory

• Metadata

17

ConsistencyAlways able to locate your documents, irrespective of where you saved them

. .

18

SharePoint MS Office

7

ProductivityEasy management of documents within and between multiple sites,

in the browser or in client applications

. .

7/28/2011 19


GovernanceEase of provisioning to enable inferred profiling

and simplified site and document discovery

. .

7/28/2011 20


Miller Johnson

8

Email ManagementAnyone Else Have this Problem?

• Exchange 2003 had 450 GB of Email– Unsustainable & risk prone legacy business process– Exchange & email management nightmare– Outlook content silos segregated from client service teams

• Numerous retention policies– Varied from 90 days to keep forever– Email in a folder under inbox exempt from any retention

• Fun facts!– 4.5m emails + 2.6m attachments (7.1m content items)

• An average of 74,000+ per attorney

– Largest mailbox size was 15+gb– Most ‘un-folder-ed” email was 250,000+ in root inbox/sent

Email ManagementThe Content Conundrum

• Email is the Firm’s largest content repository– 7.1m content items (4.5m emails w/2.6m attachments)

• In contrast DM has 1.7m documents

– Dozens of other systems with millions of documents

• Natural fit for Firm’s evolving SharePoint portfolio– Leverages existing investments in line of business (LOB)

content integration into SharePoint

– Perfect fit for our SP practice and administrative systems

• 15+% of revenue fueled by SharePoint systems

• Lack of market products to meet our requirements

Email ManagementGoals

• Migrate users’ existing Outlook folder trees to SharePoint folder replica (aka ‘the archive’)

• Shield users from the typical SharePoint folder and site sprawl

• Ensure UI embedded in Outlook– Facilitate simplified drag & drop targets

– Facilitate simple ‘at click’ content retrieval targets

• Standardized 180 day retention Firm wide

• Allow for deny security

9

Email ManagementLive Demo

Email ManagementOur Partners

# SOFTWARE VENDOR

1 SharePoint Enterprise - 2007 Microsoft

2 SharePoint WSS - 2007 Microsoft

3 InfoPath - 2007 Microsoft

4 MS SQL -2008 Microsoft

5 MS SQL Server Reporting Services - 2008 Microsoft

6 Relationship Framework v. 3.2 Handshake Software

7 SharePoint Bridge v. 3.2 Handshake Software

8 Email Management Director v. 3.3 Handshake Software

9 Content Replication v 3.1 Handshake Software

10 Visual Studio 2010 Microsoft

11 ASP.NET Web Services Microsoft

12 Stylus Studio XML – 2010 Enterprise Progress Software

13 AvePoint Storage Optimizer - Extender AvePoint

14 AvePoint Platform Recovery and Granular Backup AvePoint

Email ManagementThe Benefits

• Attorney friendly profiling and content retrieval– Fully embedded in Outlook with ‘smart folder targets’

– Power Centricity provided by integration with LOB systems

– Click on a smart folder to retrieve document, email and form content plus Accounting, Records and Docket data

– Easy drag & drop profiling and provides deny security

• Seamless integration with upcoming SharePoint document management solution

• Reduced Exchange risks & simplifies management