tig sharepoint
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SharePoint 2010 for Legal Services
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Information Management Goals
• Better findability• Less reinventing the wheel• Better information sharing• Flexible searching and browsing
Image Credit: http://www.flickr.com/photos/punkjr/2438172247/in/photostream/ via CC BY-NC-ND 2.0
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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SharePoint OverviewAdvocate Goal How SharePoint Helps
Find things easily • Good, filterable results• Universal search (includes network
drives, SharePoint, and Outlook)• Managed metadata to avoid noise
Avoid reinventing the wheel whenever possible
• Content types = templates• Granular management of boilerplate
snippets• Easily point others to your own most
frequently-requested docsShare information with little effort • Colligo allows upload to SharePoint
from within Outlook• Existing network drives sync with
SharePoint document libraries• Profiles / social networking
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Managed Metadata
Faceted browsing
Tagging suggestions
• Get more powerful navigation (left)
• Prevent clutter/noise in metadata by using approved terms (right)
• …but note: you can still provide a place to accept user-generated tags for later inclusion in the taxonomy
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Search Result Filters
SharePoint automatically provides filters, which can be customized if needed.
Early tests on the search results seem good. We’ll see what happens at scale.
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Search Everywhere at Once
Exchange Public
Folders
Network Drives
SharePoint Document Libraries
One search
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Content Types
• As granular or as general as you choose
• Both unique attributes and common ones
• Associate each content type with a specific Word template, then fill in data automatically for each case using Business Connectivity Services and your Case Management System*
*Long-term goal!! Additional assembly required
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Granular Management of Boilerplate
• Always pasting that one RLTA citation into every letter? Store and manage it in a central location
• Quickly share boilerplate snippets with others
• Use these snippets from within your Word document without switching to SharePoint
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Share Your Commonly-Requested Docs
• Are you famous for your frequently-updated and indespensible Housing brief? Give it a special home.
• Others can find it without asking, with assurance that it is the latest version
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Colligo
• Lawyers love Outlook, so make it easy to publish information to SharePoint from there
• There will be additional costs for this, though
http://www.colligo.com/products/sharepoint/colligo-contributor-add-in-for-outlook/
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Easy Network Drive Integration
Have the benefit of SharePoint searching and browsing without giving up the file structure experience people are used to (at least at first)
Identical
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Better Information Sharing: Profile
• Ask Me About lets people know what kinds of cases you are knowledgeable about
• Recent Activities shows people your recently-shared docs
• Highly customizable; don’t get carried away
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Cloud vs. LocalSharePoint Online in Office 365 (Cloud) SharePoint Server 2010 (Local)
Currently, no possibility of sharing data with your case management software*
Can connect with your CMS through Business Connectivity Services
Can’t bring case data into Word and other Office products*
Can import case data into Word
Fewer resources required Need at least 1 local server
Accessible equally from all offices Branch offices must use VPN
Limited bells and whistles related to search
Full search: tunable relevance, deep refinement, federated results, “Did You Mean?”, query suggestions, related queries
In most other important respects they are the same
*As of Nov 2011, Microsoft began adding this functionality to the online version. Currently only supports (surprise) Microsoft Azure external systems
Full feature-by-feature comparison on page 35 of the official SharePoint Online Services Description at http://bit.ly/rQFUcy
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Challenges
• It’s not intuitive. Period. Full stop.– Building a SharePoint site means learning Microsoft-ese
vocab words: sites, libraries, columns, farms, etc– Learning curve is fairly steep
• No common template yet exists for legal services orgs
• Choice can be crippling– You can do almost anything you can think of, therefor
you have to work extra hard to define goals and constraints
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion
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Thanks!
• Questions?
Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion