Projects
iManage Records Manager (IRM) Implementation
Purpose
A large East Coast law Firm with multiple offices sought recommendations for a replacement for their Records Management System. They were looking for a solution with substantially more flexibility and additional controls for more effective records management. In addition, the Firm was seeking an application that could manage electronic records through well-designed interoperability with their document management system, iManage WorkSite.
Business Drivers
As a part of the project’s initial requirements definition process, eSentio interviewed key members of the firm’s Records Department. As a result of our collaborative sessions, we were able to identify the need to streamline several records management processes, implement and manage a file retention process, integrate their Document Management System for electronic records management and improve their ability to search for and retrieve records information.
Streamline records management processes
One of the key areas the Firm wanted to address was improvements of efficiency in managing their record management processes. This included searching for content, checking out/in file parts and managing other day-to-day operational tasks performed by their Records Department.
Implement and manage file retention process
The Firm found that it was responding to an increasing number of requests to release/destroy files, apply legal holds, respond to subpoenas, apply retention to client/matter-specific data, and other compliance issues. As a result, the Firm decided it had to implement and manage a file retention policy and associated processes, based on IRM’s related functionality. IRM’s easy and intuitive retention processes were instrumental in its selection to replace the Firm’s legacy records management application.
Integrate with iManage WorkSite for electronic records
In developing a records management strategy, the requirement for managing electronic content as part of the “Official Client Record” became evident. As a result, the Firm needed a records management solution that would incorporate electronic records management.
Improve searching
With a large number of on-site and off-site files, the Firm required improved searching capabilities which facilitated faster and easier retrieval of records information.
Scope
Working directly with the Firm’s Records Department, eSentio facilitated a requirements analysis and product selection processes. As a result, the Firm chose to leverage Autonomy’s iManage Records Manager (IRM) product for their next generation records management environment. eSentio’s experience in managing multiple AMLAW100 deployments of IRM was a deciding factor in the Firm’s IRM Integration vendor selection process. As a prelude to implementing IRM, eSentio performed a thorough review of the Firm’s current records management application, process workflow, file plan, retention policies and other associated policies and procedures.
Project Methodology
The Firm followed eSentio’s best practice recommendation of performing the project in two distinct phases. The goals of the first phase were to review the Firm’s records management policy and review the functionality of the Firm’s current records management application against IRM. The second phase was the installation, data conversion, testing and deployment of IRM in the client’s production environment.
Project Execution
Following eSentio’s best practice IRM implementation processes, we conducted a thorough analysis of the Firm’s legacy RM database schema to facilitate the transfer of record information to IRM. Application design, including customization of various user interface elements, reports and labels was undertaken to ensure the maximum functionality and ease of use after deployment. Based on the size of the Firm, our performance analysis indicated that the Firm was best served by deploying Autonomy’s newly released 64 bit version of IRM to facilitate substantially better memory management.
Project Results
With the assistance of eSentio, the Firm successfully deployed IRM 5.2 in their production environment and is well positioned to upgrade to a future release of version 6.0, at which time they can implement electronic records functionality.
iManage Universal Search Implementation
Purpose
A large West Coast AmLaw 100 firm was looking for assistance in finding a replacement for their existing Enterprise Search product. The Firm’s existing search solution had provided its users with fast accurate search results for several years. However, it was not scalable and its user interface did not meet the needs of the Firm’s search strategy. Because the Firm had grown accustomed to leveraging their existing search product throughout their legal practice workflow, the Firm’s Knowledge Management Team knew that the replacement search solution had to be a very strong product. It needed to provide a best-in-class interface, be able to scale to support an unlimited amount of data, interface with multiple legal specific applications and be supported by a company that could show a track record of continued growth and had strong capital position in the industry.
Business Drivers
As part of the project’s initial requirements definition effort, eSentio interviewed key project Stakeholders. We were able to identify the Enhancement of Practice Management, Risk Mitigation and the desire to Increase Operational Efficiency as the project’s primary business drivers. In addition, the criticality of providing a solution which met the high demands of a user base which is accustomed to a level of functionality from their existing search solution, was greatly emphasized. As a result the following were identified:
Enhancing Practice Management
The Firm is focused on implementing technologies that assist its professionals with gaining access to practice- and matter-related work product with increasing speed, accuracy and efficiency. Minimizing the time it takes to find and retrieve practice-related content will give Firm professionals more time to focus on better client service and strengthening the Attorney – Client relationship.
Risk Mitigation
The Firm is responding to increasing requests to release/destroy files, apply legal holds, respond to subpoenas, apply retention to client/matter-specific data and other compliance needs. As matter-specific data resides in multiple repositories, it is becoming increasingly challenging to identify and locate all matter-related materials.
Increase in operational efficiency
The Firm is under pressure to “do more with less.” There is billable time being spent asking “I know I saved this but I can’t remember where.” An enhanced search solution will form a more solid foundation on and from which to build a platform to drive Work-Product re-use.
No reduction in functionality from the existing search product
Since IUS will be replacing the Firm’s current SharePoint search, it was critical that IUS provide, at a minimum, the same functionality as the Firm’s existing search solution, including search performance.
Scope
Working directly with the Firm’s Chief Knowledge Officer, eSentio facilitated a requirements analysis and product selection process. As a result, the Firm chose to leverage Autonomy’s iManage Universal Search (IUS) product for their next generation enterprise search strategy. Given eSentio’s recent experience with multiple deployments of IUS, the Firm engaged us to assist with refining their search requirements, vendor software negotiations, the user interface design and development, application and integration testing. In addition, the Firm wanted to combine its existing Westlaw metadata and citation information into the search results set of the IUS interface. This additional project initiative would allow the firm to combine results from two disparate data sources into the single IUS User Interface.
Project Methodology
The Firm adopted eSentio’s recommendation of performing the project in two phases. The goal of Phase 1 was to provide a more powerful tool for its users to search for and find information residing in the Firm’s iManage Document Management System (“DMS”), SharePoint and WestKM databases. The IUS solution had to meet (or exceed) current search functionality (including search performance) and its UI design should be simple, requiring minimal end-user training. Each additional project phase would include the indexing of additional content repositories. This phased approached was employed for two primary reasons: (a) to allow for back-end analysis and additional design as more repositories are added (and the IUS search technology/functionality improves), and (b) to gradually introduce the end-users to the features of IUS and to refine the messaging and training of this tool. The new search interface would be designed to the Firm’s current web search product which resided in SharePoint. As such, the IUS Web interface was inserted into the Firm’s SharePoint Intranet. However, a standalone IUS interface was available to be deployed for specialized uses at a later date.
Project Execution
eSentio worked on several parallel efforts during the execution of this project. First off, the integration of the WestKM data into the IUS search results set was a new initiative for both West, a Thomson Reuters business, and Autonomy. eSentio worked with Autonomy, West and the Firm to develop the initial requirements for the IUS / WestKM connector. In addition, the Firm worked with Autonomy to tune and optimize the IUS search query results to ensure the system performed within the well-defined performance criteria which had been defined as part of the initial project’s deliverables. The Firm leveraged the WorkSite IDOL Connector to index its iManage WorkSite data. For its integration with SharePoint, the Firm used the IDOL SharePoint connector to fetch firm directory “People” information from specific SharePoint list(s). Based on the Firm’s design requirements, several additional modifications to the “out-of-the-box” IUS interface were required.
Project Results
The Firm was successful in accomplishing the “Phase I” goals of the project prior to deploying the application to an internal Pilot Group. The project went into Pilot with a limited end-user deployment in early November, 2011. At the time this Use Case was published, initial feedback from the Pilot Group was very promising. The Firm’s IUS Pilot will continue through January of 2012. At that time, the Firm plans to deploy IUS as its SharePoint Enterprise Search solution, firm-wide.
iManage Enterprise Content Management Implementation
Purpose
A large East Coast law Firm with multiple offices sought recommendations for a replacement for their Records Management System. They were looking for a solution with substantially more flexibility and additional controls for more effective records management. In addition, the Firm was seeking an application that could manage electronic records through well-designed interoperability with their document management system, iManage WorkSite.
Business Drivers
As a part of the project’s initial requirements definition process, eSentio interviewed key members of the firm’s Records Department. As a result of our collaborative sessions, we were able to identify the need to streamline several records management processes, implement and manage a file retention process, integrate their Document Management System for electronic records management and improve their ability to search for and retrieve records information.
Streamline records management processes
One of the key areas the Firm wanted to address was improvements of efficiency in managing their record management processes. This included searching for content, checking out/in file parts and managing other day-to-day operational tasks performed by their Records Department.
Implement and manage file retention process
The Firm found that it was responding to an increasing number of requests to release/destroy files, apply legal holds, respond to subpoenas, apply retention to client/matter-specific data, and other compliance issues. As a result, the Firm decided it had to implement and manage a file retention policy and associated processes, based on IRM’s related functionality. IRM’s easy and intuitive retention processes were instrumental in its selection to replace the Firm’s legacy records management application.
Integrate with iManage WorkSite for electronic records
In developing a records management strategy, the requirement for managing electronic content as part of the “Official Client Record” became evident. As a result, the Firm needed a records management solution that would incorporate electronic records management.
Improve searching
With a large number of on-site and off-site files, the Firm required improved searching capabilities which facilitated faster and easier retrieval of records information.
Scope
Working directly with the Firm’s Records Department, eSentio facilitated a requirements analysis and product selection processes. As a result, the Firm chose to leverage Autonomy’s iManage Records Manager (IRM) product for their next generation records management environment. eSentio’s experience in managing multiple AMLAW100 deployments of IRM was a deciding factor in the Firm’s IRM Integration vendor selection process. As a prelude to implementing IRM, eSentio performed a thorough review of the Firm’s current records management application, process workflow, file plan, retention policies and other associated policies and procedures.
Project Methodology
The Firm followed eSentio’s best practice recommendation of performing the project in two distinct phases. The goals of the first phase were to review the Firm’s records management policy and review the functionality of the Firm’s current records management application against IRM. The second phase was the installation, data conversion, testing and deployment of IRM in the client’s production environment.
Project Execution
Following eSentio’s best practice IRM implementation processes, we conducted a thorough analysis of the Firm’s legacy RM database schema to facilitate the transfer of record information to IRM. Application design, including customization of various user interface elements, reports and labels was undertaken to ensure the maximum functionality and ease of use after deployment. Based on the size of the Firm, our performance analysis indicated that the Firm was best served by deploying Autonomy’s newly released 64 bit version of IRM to facilitate substantially better memory management.
Project Results
With the assistance of eSentio, the Firm successfully deployed IRM 5.2 in their production environment and is well positioned to upgrade to a future release of version 6.0, at which time they can implement electronic records functionality.