THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? Tuesday, August 11:00 AM - 12:30 PM Hashtag: #ECMPG2

Transcription

1 THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? Tuesday, August 11:00 AM - 12:30 PM Hashtag: #ECMPG2

2 Monroe Horn CTO Sunstein Kann Murphy & Timbers Leanne Bains Dir. Lit Support Maynard, Cooper & Gale, P.C.. Chris Romano CIO Ward and Smith, P.A. Suzette Allaire CIO Lindquist & Vennum PLLP Rajiv Mukerji Director, DMS esentio Technologies PRESENTERS FOR THIS SESSION Thank you for being here today August 19, 2014

3 THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? Are we finally embracing the electronic file and designating it as the primary client file? Drivers: Reducing Expenses Mitigating Firm Risk Enhancing Client Service Meeting Attorney/Staff Work model needs Challenges: Scanning paper is the easy part! Best Practices/Change Strategies/Implementation Steps: Where do we start and how do we achieve success?

4 THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? Are we finally embracing the electronic file and designating it as the primary client file? AUDIENCE POLLING QUESTION What would be your ideal model for the Electronic File? (Choose one) All matter content in DMS, both documents and Documents in DMS and in RMS Documents in DMS and in other repository Documents and across multiple repositories None of the above

5 Monroe Horn CTO, Sunstein Kann Murphy & Timbers Firm Profile: 32 Attorneys, 1 Office Practice Focus: IP DMS: HP WorkSite

6 Brief History Began evolution to electronic file in 2003 with specific matters. Evolved to fully electronic by Since then, the official client file is held in WorkSite. Electronic file includes all electronic documents, messages, and scanned paper. The only paper documents we file are ink-signed originals.

7 Why Electronic? This is basically all of the paper we have for a year s worth of new clients and matters. It represents 88 clients and 810 matters. All of these take up a total of six linear feet.

8 Why Electronic? The electronic file in WorkSite for these clients contains a total of 42,440 documents. 55% are messages and 35% are PDF files. Total volume is 19.9GB. According to a widely-cited PricewaterhouseCoopers study, the cost of filing 42,440 paper documents would be around $848,000.

9 Why Electronic? If printed, they would total around 836,00 pages. They would take up around 464 linear feet instead of 6. Storing the files would require around 33 lateral file cabinets. In addition to the cost of the file cabinets, it would cost Sunstein around $26,000 per-year in rent to accommodate them. Total rent for the files 10 year active life would be around $260,000.

10 Why Electronic? When it came time to store the files, they would fill nearly 350 boxes. The cost to ship them off-site would be around $2,000. Storing them for another 15 years would cost around $27,000.

11 Savings Summary Filing Costs $848,000 Space Costs $260,000 Off-Site Costs $29,000 Total $1,137,000 Sources: Iron Mountain, Cost Efficiencies and Business Advantages from Contract Document Processing Services, Center/Reference-Library/View-by-Document- Type/White-Papers-Briefs/C/Cost-Efficiencies-and- Business-Advantages-from-Contract-Document- Processing-Services.aspx

12 Does Not Include All Personnel Saving Any efficiency gains for attorneys and staff Filing Costs $848,000 Space Costs $260,000 Off-Site Costs $29,000 Total $1,137,000 Ability to serve clients more effectively

13 Leanne Bains Director of Litigation Services, Maynard, Cooper & Gale, P.C. Firm Profile: 220 Attorneys, 4 Offices Practice Focus: Full Service DMS: Worldox GX3

14 A little about Maynard Cooper & Gale 220 attorneys Four locations within the state and growing Largest office in Birmingham, Alabama

15 Why? Although our firm is relatively young, we have many paper files offsite One of our primary goals is to stop storing paper, but store digitally, and follow through on our document retention plan. Attorneys need data readily accessible when they are outside of the office. Attorney/Staff Ratio in that a staff person can support more attorneys if the data he/she needs is easily and quickly accessible. Maynard Cooper

16 Where are we in the process? Maynard Cooper is still a work in progress We have several small workgroups that are practically paperless Primarily embraced by litigators less so by corporate Maynard Cooper

17 Changes made by the firm Upgraded to Worldox GX3 Installed new scanners on each floor Upgraded Copitrak software so documents can be scanned directly to Worldox Rolled out new workstations in fall of 2013 and provided comprehensive training on Worldox features like Categories and Projects Installed PDF Converter on all workstations Maynard Cooper

18 Navigation Panel Maynard Cooper

19 Categories Categories: A category is defined as a class or group of files possessing some common trait or traits or a collection of objects. Creating Categories allows users to group files in a logical method that may be shared among all users or only available to the creator of the Category. Maynard Cooper

20 Projects Projects: Projects are used to organize into one search files that may have no common traits. A Category may be used to locate all the pleadings in one client matter. A Project could be used to pull files from various client matters and organize them into one search result list. You might use Projects, for example, to group all documents required for a real estate closing, all exhibits associated with a brief, or all documents needed for a filing. Maynard Cooper

21 What about ? If it is relevant to the client matter, it goes to Worldox You can access Worldox from Outlook and easily profile e- mails by clicking and dragging Tags in Worldox make it easy to locate s in the folder Maynard Cooper

22 Next Steps Continued Training. Organization formalizing policies and procedures for electronic records. Updates or add-ons to DMS to enable easier remote access to documents. Maynard Cooper

23 Chris Romano CIO, Ward and Smith, P.A. Firm Profile: 93 Attorneys, 5 Offices Practice Focus: Full Service DMS: Netdocuments

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25 Ward and Smith

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28 Ward and Smith retention policy for entire mailbox is 30 days Motivates users to file in DMS DMS emulates Outlook, accommodating complex folder structures Attorneys work the way they want, not the way IT tells them to work

29 Ward and Smith Firm now paying more attention to physical record retention Wills & Trust Practice retains no paper Records Management aggressively destroying files that have reached the retention period Toner expense down, even with higher number of attorneys. Less printing!

30 Suzette Allaire CIO, Lindquist & Vennum PLLP Firm Profile: 175 Attorneys, 3 Offices Practice Focus: Full Service DMS: OpenText edocs 5.3.1

31 Transitioning to the Paperless Office - Background 175 attorneys and 160 staff based in Minneapolis with 3 offices Transitioned to virtual desktops in 2009 Implemented workflow for client intake, billing and check requests from eliminating paper processes Reduced support staff in IT and billing as a result of streamlined processes Allow attorneys to work from anywhere with their own devices Lindquist

32 Goals and Purpose Reduce expenses Improve collaboration for case teams Access to files anywhere at anytime Lindquist

33 The Support Demonstrated a payback of 1.5 years Savings based on reduction of supplies, offsite storage, real estate square footage and time Obtained management and systems committee support General counsel support to modify policy and enforce destruction Lindquist

34 Managing the Paper Destruction per attorney approval enforced for at least seven years, flattening off-site storage costs 2013 wanted to reduce open shelf expense, reviewed, purged and scanned 70,000 files 2013 stopped sending files off-site and scanned all closed files into edocs 2014 transitioned to paperless from file opening Lindquist

35 Managing the Paper Litigation nothing is kept in paper. All originals returned to the client Bankruptcy All files scanned and kept electronic Estate Planning- All files are electronic. Wills are scanned and also kept in paper in our Wills Vault indefinitely Real Estate All files scanned and originals returned to client when files closed. Abstracts, surveys and lease binders are kept in file room Corporate- All files scanned and originals sent to client. Electronic closing books are burned to DVD for client or placed on the extranet IP/Trademark scanning all trademark files and with CPI will attach them to the file. Lindquist

36 The Technology Current edocs version rollup 4 LegalKey (no longer supported) Wireless DMS Lindquist

37 The Technology Invested in High speed scanners (Canon DR-G1100) Electronic Dynamic Views Opentext's Filing ipads Open Text Records Management with Archiving, Physical Objects and Classifications Archive Disk (Dell Equal Logics to be mirrored) Lindquist

38 The Technology Electronic file folders Lindquist

39 The Technology Filing Lindquist

40 THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? Are we finally embracing the electronic file and designating it as the primary client file? AUDIENCE POLLING QUESTION 2 Where is your firm on the spectrum of moving towards the Electronic File? Not even thinking about it Thinking about it Implementing ad-hoc (passively, happening on its own) Actively implementing Fully electronic

41 THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? Are we finally embracing the electronic file and designating it as the primary client file? Enhancing Client Service

42 THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? Are we finally embracing the electronic file and designating it as the primary client file? Mitigating Firm Risk

43 THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? Are we finally embracing the electronic file and designating it as the primary client file? Meeting Attorney/Staff Work Model Needs

44 THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? Are we finally embracing the electronic file and designating it as the primary client file? Challenges Best Practices Change Strategies Implementation Steps

45 Challenges Management/legacy PST files/ Archives Lack of actionable policies, not enforced DMS User Adoption DMS Filing consistency (QA system) Unstructured repositories (network drives) Incoming Paper documents/scanning workflow Comfort with paper workflows/annotation Many moving parts hard to design and deploy

46 Best Practices, Change Strategies and Implementation Steps Firm Leadership sponsorship and support Electronic File is the official Client File and designated as such in Firm Policy As part of policy, designate what needs to be retained as paper and educate attorneys/staff Get buy-in from Practice Groups Communicate accessibility benefits anytime, anywhere, multiple devices

47 Best Practices, Change Strategies and Implementation Steps Accommodate special work models Configure DMS appropriately Provide filing guides, categorization tips Invest in add-on tools to core DMS and RMS Change management, communication and socialization is key. Get end-user buy-in! Portray as Less paper, not Paperless model! Training and floor support

48 WRAPUP - THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? ACHIEVABLE Not Just Wishful Thinking, It is Achievable! DRIVERS Focus on the Key Business Drivers and Meeting Them POLICY Support with Actionable Policy

49 WRAPUP - THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? TECHNOLOGY Not Limited by Technology Platform PROCESS It s a Process, not a Out of the Box Solution ADOPTION Focus on Driving Adoption

50 Questions We ll now open it up for questions Please wait for the microphone to come to you!

51 Thank You

52 Sunstein Challenges Challenge: management Paper documents But I like having paper We ve always Quality control Response: Developed custom profiling application that saves 4X faster than WorkSite Both centralized and decentralized scanning Print away! As long as paper is only working copies Create electronic counterparts as necessary (e.g. Docketed stamp) Developed automated auditing system to make sure documents are profiled correctly

53 Challenges Just easier said (and put in a Powerpoint) than actually done. Maynard Cooper still has much work to do on the project. Tools are in place, but you can t stop there. Maynard Cooper

54 Ward and Smith Challenges Challenge: management: missed deadlines getting out of.pst hell. Paper documents: lawyers love paper. Some will not leverage the DM. Data will reside outside the DM. Response: Extend deadlines, offer more assistance. The goal is greater than the process. They will love it less the more they use the system, and the more their collaborators use the system. Don't force the issue. Ultimately their team will provide the leverage. The bulk of the working file will be in the DM. Let the billing information, physical file management, etc.,

55 THE ELECTRONIC RECORD: FROM WISHFUL THINKING TO REALITY? Are we finally embracing the electronic file and designating it as the primary client file? Best Practices Implementation Steps Change Strategies

56 Sunstein Implementation Began saving some as far back as 1999 Started with pilot matters in 2003 Evolved over time First it became a near-replica of the paper file (e.g. saving s to WorkSite but still printing them for the file) By 2008 it became the client s file of record As we created an electronic file next to the physical file users adopted it because it was better for them and demanded that more be done electronically Never framed as a paperless initiative. Always about efficiency and ease of use

57 How? Investments in tools to facilitate the process. Training on the tools and process to make attorneys and staff more comfortable. Education and policies on what must be kept in paper and what can be shredded. Maynard Cooper

58 Embrace Your DM Know the features that will make things easier Maynard Cooper

59 Implementation Implemented Netdocuments in Migrated from PCDocs/OpenText. Training for entire firm included how to organize by folder. Later in the year began to use Netdocuments for archiving, hastening the adoption of using DM as a matter-centric, folder driven central repository. Ward and Smith

60 Roll Out Implemented new technology and test Created electronic red rope structure Pilot lead by an "electronic" records committee with representatives from each practice Presented process to each practice group and office Trained attorneys and staff Performed one on one training as needed Hosted weekly ipad training In the process of implementing OTRM and archiving Lindquist

61 Final Thoughts Completed training Underestimated time spent in closing files Performing follow-up training Had to have flexible processes to build acceptance Modifying folder structures Need support for top down and from lower ranks Implement Attorneys excited to be able to have virtual files work from home or the road Ability to share work / files File is organized and kept in one place retention can be reliably applied Gained user adoption by performing continual training in person Lindquist