Ideas to Help Streamline the Case Management Lifecycle

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1 Ideas to Help Streamline the Case Management Lifecycle Brian Lacy Hughes: Hubbard & Reed LLP Matt Van Ordstrand: Winston & Strawn Jim Flynn: Winston & Strawn Holly Hanna: Microsoft

2 Case Management Hughes Hubbard and Reed

3 Client / Matter Onboarding Where it all begins

4 Matter Teams How do we control access?

5 Document Repositories Flexibility to work the way the teams want to work

6 Additional Enhancements Leveraging additional technologies to create added value

7 Thank you

8 SharePoint + Case Management in Microsoft s LCA Department Where we ve been, where we re at, and where we re going Holly Hanna Program Manager Business & Technology Solutions, Microsoft Legal & Corporate Affairs

9 Agenda Business Case Challenges Solution Demonstration What s Next

10 ECM: Goal Create Control Protect Create and organize content easily with the help of relevant discovered information Manage content policy, information architecture and taxonomy Reduce risk and manage compliance with centralized ediscovery tools

11

12 Business Case Risk mitigation Compliance-driven technology solutions Information governance Records retention & e-discovery requirements Business benefit Collaboration with clients, partners, and each other Usable solutions that just work

13 Challenges Productivity & Technology Issues Challenges finding information and work products = productivity & cost impact Difficulty collaborating on matters Attorneys want to practice law, not be SharePoint experts Compliance & Security Risks No official electronic records repository Critical documents stored locally Limited ability to comply with retention & e-discovery requirements

14 Solutions Team Site in a Box Store documents & to SharePoint Quick navigation to key content Pre-tagging reduces metadata required from end user Quick & easy collaboration using targeted site templates Unified Records Management Retention schedule automation & SharePoint Record Center scale Integration with Iron Mountain Accutrac Automated disposition approval & process

15 Team Site in a Box Demonstration

16 Home Page Patent Team

17 Matter Site

18 Drag and Drop into SharePoint from Outlook

19 Matter Document Management

20 Sorting Using Managed Metadata

21 What s Next? Share

22 O365 + SharePoint Online Social Networking Ask colleagues for expertise Follow relevant content and subject matter experts Preview content inline

23 Matter-Centric Collaboration Sites Collaborate on team projects with Site Mailboxes Documents will automatically sync with Outlook client

24 SharePoint Sync with Outlook Common project inbox for use during project lifecycle Documents sync with SharePoint project site

25 ediscovery Unified search query across Office platform Reduce preservation set size with additional filters Multiple message types, including Lync View breakdown of results and size statistics at-a-glance Preview content prior to export

26 Enterprise Content Management Create Control Protect Create and organize content easily with the help of relevant discovered information Manage content policy, information architecture and taxonomy Reduce risk and manage compliance with centralized ediscovery tools

27 Upcoming Events October 1, 2012 Leveraging Technology to Defensibly Manage Electronic Records Association of Corporate Counsel (ACC) Annual Meeting September Records Management Sessions at ARMA 2012 November Records Management and Document Management Discussions at SharePoint Conference 2012

28 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

29 Case Management Life Cycle August 30, 2012

30 New Business Intake Automated system with detailed workflow Dashboard overview showing status Secretarial access Managed by conflicts department

31 Open Matter New Matter form Area of Law

32 Open Matter Matter type Assigns proper Phase & Task codes Crucial for matter budgeting

33 New Business Intake / Mobile approvals

34 Matter Site Dynamic matter site created in SharePoint based intranet General landing page for all matter information from various systems Overview Experience Financials Time Keepers Documents (DM system)

35 Matter Site

36 Matter Workspace Created on demand Custom SharePoint doc libraries Store items that don t belong in DM Pleadings, correspondence, due diligence, etc Managed by associates and paralegals maintained by staff Connect to SharePoint based extranets to share with clients

37 Matter Workspace Matter workspace serves as virtual file Sharepoint libraries created for all record types

38 Matter Workspace Workflow incoming/outgoing documents distributed to team including Records and Docket

39 Pleadings folder Matter Workspace

40 Matter Workspace Disposition Proposed Disposition Plan Matter site locked down 90 days after matter close Retention review workflow integrated with Legal Key RMS Workspace contents destroyed 10 years from matter close

41 Contact Info Jim Flynn Matt Van Ordstrand

42 THANK YOU!

43 Ideas to Help Streamline the Case Management Lifecycle Brian Lacy Hughes: Hubbard & Reed LLP Matt Van Ordstrand: Winston & Strawn Jim Flynn: Winston & Strawn Holly Hanna: Microsoft

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