Concept Searching is unique. No other statistical search and classification vendor puts compound terms in their index. This technique delivers high

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3 Concept Searching is unique. No other statistical search and classification vendor puts compound terms in their index. This technique delivers high precision without the loss of recall. Why Classification? content is not always organized and tagged correctly, which diminishes the ability to maximize the inherent value in the repository. Enterprise portals are increasingly becoming too complex and unwieldy, and search alone does not have the sophistication to support the increasing demand of end users. 3

4 Sysero Knowledge Suite consists of SyseroKS (Knowledge Search) and SyseroKB (Knowledge Builder). They do not have to be purchased together and are offered as separate products. SyseroKS combines enterprise and federated search facilities to deliver a unified view of content from multiple databases, document management systems, and external sources such as Westlaw or LexisNexis, and file and web stores concurrently. SyseroKB enables authorized users to take content and turn them into knowledge items such as documents, templates, or clauses and store them via the taxonomy in a specific structure useful to the organization. This is not only useful in a legal environment but any industry such as Professional Services that have significant amounts of unstructured information. Both products are fully integrated into the SharePoint platform SyseroKS is delivered as a set of web parts in a single Ajax client SyseroKB uses Concept Searching underlying technologies and SharePoint features Sample Clients: Bird & Bird: largest IP law firm in Europe, 1,500 users and over 400 million live matters docs European Bank of Reconstruction and Development (EBRD): the legal department of this $10 billion dollar bank that uses the products to manage 50 websites and over 8 million web pages Farrer & Co: Law firm to the Queen, implemented UC Logic and Concept Searching during SharePoint 2007 roll-out 4

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6 SyseroKS (Knowledge Search), developed on the Microsoft SharePoint platform, provides powerful features for search, robust taxonomy development and management functionality that enhances content access to existing knowledge repositories. Aggregates the most relevant information by integrating content from internal databases, external providers (i.e. Thomson, Westlaw, LexisNexis, etc), document management systems, etc. Extensive search capabilities uses MS Search from within SharePoint Can be used to search across multiple internal and external repositories w/out leaving the SP environment Features: Taxonomy Management Automatic Classification Additional Search Features Compound Term Processing: Concept Searching is the only company in the world that offers a full range of statistical information retrieval software products based on compound term processing. This technique performs matching on the basis of compound terms as opposed to keywords. Compound terms are built by combining two (or more) simple terms, for example triple is a single word term but triple heart bypass is a compound term. By identifying and forming compound (multi-word) terms and placing these in the search engine s index the search can be performed with a greater degree of accuracy because the ambiguity inherent in single words is no longer a problem. A search for survival rate after triple bypass surgery will locate documents about this topic even if the precise phrase is not contained in any of the documents. Precision and recall are the two key performance measures for information retrieval. The ideal solution is to have them balanced. Precision is the retrieval of only those items that are relevant to the query. Recall is the retrieval of all items that are relevant to the query. Typical search engines (and competitive classification products) only focus on recall delivering an enormous quantity of documents that may or not be relevant to the query. Concept Searching uses two mathematical principles to achieve results: Bayesian inference and Shannon s information theory. By combining these two principles Concept Searching is able to compute the incremental value of compound terms. The majority of retrieval systems available today would regard a document containing all words from a user s query to be 100% relevant, especially if they are in close proximity. However, this is much too simplistic. For example just because a sentence contains the words money and order does not necessarily mean that the topic is about money orders. A taxonomy (or classification) system is simply a hierarchical view of topics that have been grouped together because they share the same quality or characteristic. Classification can refer either to the process of defining categories and the classification structure or to the process of assigning documents to their appropriate categories within the taxonomy. A taxonomy provides a unified view and access to relevant information across often disperse silos of information. The benefits to the organization is that taxonomies create a logical information hierarch and tagging system, incorporates existing content and anticipates future content making it very scalable and manageable over time. 6

7 Related Topics: Once a search has returned results, the concept engine extracts terms that appear more often in the results than in the rest of the index. These are listed as related topics and can assist lawyers by narrowing their original search and possibly offering other content that a traditional search would not have found. Uses the taxonomy features to refine the search based on formal classifications. Finding similar content is a relative term for example, if you were searching under acquisitions does that mean commercial documents, company documents, capital markets, etc. Search Within Results: Users have the ability to Search within Results from a retrieved list of documents. This generates a new Related Topics list and provides additional drill down capabilities. Taxonomy Browsing: Taxonomy browsing is an effective method to retrieve relevant information from a structured classification system. The knowledge management repository can display a results list that shows the classification of each document. Filtering: If the source knowledge management repository comes from a document management system, or SharePoint library, SyseroKS provides the ability to filter the results by data, author, application, practice area or any other metadata that is required. Federated Search: There are several sources of information that a law firm utilizes for due diligence, legislative and case law such as Thomson and LexisNexis. Typically access is only available through search applications provided by the information publishers. Additionally the content itself is often coded to allow meaningful searching to those who understand the coding of each database. Federated searching is a general term to describe search across multiple sources from a single interface. SyseroKS is the only available software that can search across all legal content providers at the same time within SharePoint and deliver information to the knowledge worker from a single interface. Integrated RSS Feeds: Live news feeds, commonly known as RSS are quickly becoming a valuable tool for notification of news that may be specific to each lawyer. RSS feeds are integrated into the SyseroKS interface for the legal teams to search for information that is pertinent to them such as client news, industry specific news, and legal news. Expert Identification: Going far beyond traditional biographies of lawyers, SyseroKS can generate weighted results from information aggregated from multiple sources such as human resource records, time and billing narratives, and matter names. Results are generated based on the most experienced and knowledgeable individual for that specific topic. This feature can also be utilized to develop other contact lists including expert witness registers, investigators, process servers and law courts. 7

8 Auto Classification: SyseroKS allows firms to build their own filing system and use synonyms to define how knowledge items are classified. SyseroKS also allows fee earners and knowledge staff to manually edit the system generated filing suggestions. The auto-classification can extract compound terms (concepts) from content. This is unique in the industry. Build custom filing schemes (taxonomies): SyseroKS includes a taxonomy manager that can create filing structures from scratch, import existing taxonomies and be used to maintain and tune filing structures based on the content of the library. The system was designed for Subject Matter Experts (SME s) not IT staff. Reduce workload for filing of knowledge: SyseroKS s auto-classification significantly reduces the need for fee earners or paralegals (PSL) to think about all the areas a document could be filed under. SyseroKB can tune the synonyms based on the documents already in the library. Automatically file documents for every practice area, not just one: The auto classification technology will apply rules for all practice areas, not just the areas of interest to the author. This means a document created for one area can be found in the filing structure of another. The entire firm benefits from each shared knowledge item. Split workload of classification and review between PSL s and Fee Earners: Fee earners can quickly look at the automatically assigned classifications during submission and make any obvious changes. Later the knowledge staff can review the classifications and adjust accordingly. Shared knowledge within the firm: Items filed in the knowledge library can benefit more than one practice area. Each PSL can build their own rules that define and determine if documents are included in their departmental folders. All documents added to the system are processed using these rules making knowledge visible to areas that will find them useful. Maintains fee earner experience: As SyseroKS classifies knowledge items at the point of submission, the experience of the fee earner stays with the knowledge item. If the fee earner leaves the firm, his/her knowledge stays in the knowledge library. 8

9 Can be easily deployed depending upon customization in a few weeks Delivered as a web part in an Ajax client Can be easily customized to retrieve specific information including metadata which can be generated as compound terms 9

10 Know Who applications: The ability to tap into the existing knowledge and experience of internal subject matter experts enables the law firm to derive true value from human information capital. Going far beyond traditional biographies of lawyers, SyseroKS can generate weighted results from information aggregated from multiple sources such as human resource records, time and billing narratives, and matter names. Results are generated based on the most experienced and knowledgeable individual for that specific topic. This feature can also be utilized to develop other contact lists including expert witness registers, investigators, process servers and law courts. 10

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12 SyseroKB is a Knowledge Management System for law firms that have existing DM Systems and Microsoft SharePoint. The product utilizes Microsoft SharePoint workflow to provide rapid ad-hoc document assembly; template and clause library management; auto classification and taxonomy management; and content validation and approval. Fully integrates with SharePoint, Microsoft Word, Outlook and external sources such as PLC (Practical Law Company) UK firm that recently (Fall 2008) launched in the US nationally Users can create a new template or use an existing template to create a new document Knowledge Finder provides the ability to search from within Microsoft Office to find validated content to insert into document or use to create a new document (searches within MS Office using the Taxonomy Manager) Automatic classification of content from with MS Office offers compound terms to assist the legal professional, with the appropriate authority the legal professional can add, delete, classifications or further refine the classification at the time the document is saved Can on-the-fly create a new merge field SyseroKB will prompt to fill in any blanks in the template and also verify that the knowledge items being used are the most current and checks when the content is opened for validity against the lifecycle of that content item When document is saved it is saved back into the document management system as well as classified in the taxonomy 12

13 Work Based On Existing Work: Basing documents on existing templates is the fastest way of producing high quality correspondence and contracts. The ad-hoc document assembly facility of SyseroKB allows fee earners to create documents based on model documents and templates, and tailor correspondence and contracts with verified clauses. Extend Existing Knowledge Libraries: Many firms have knowledge in DM Systems, custom databases and intranets. SyseroKB can use these as its core knowledge library and comes with full support for the DM security. Once SyseroKB is installed, firms can use the SyseroKB Review Workflow and Taxonomy Management and auto classification features with their DMS based documents. Find Templates and Clauses: Find documents in knowledge libraries from within MS Word using Concept Searching or by browsing the firms filing scheme (managed within the SyseroKB Taxonomy Manager). Build Documents Using Existing Knowledge: SyseroKB automatically classifies documents as they are added to the knowledge library so lawyers do not need to trawl through the entire library for the items they need. Ad-Hoc Document Assembly: Create new documents from existing documents or templates and add validated clauses into existing documents. Templates Libraries & Clause Banks SyseroKB Extends Knowledge Libraries And Build Clause Banks: Simple knowledge submission from Microsoft Word allows paralegals to add new documents, or just paragraphs, to the knowledge library with a few mouse clicks. Autoclassification reduces the filing burden from the fee earner and manual editing allows paralegals to refine the content and classifications. Complete Library Management: Add, edit and delete documents in knowledge libraries held in any repository including Worksite, DM5 and SharePoint. Easy To Use Templates: IT departments struggle with fee earners demands for more templates. SyseroKB makes template storage and use simple without the need for IT intervention. Helps Build Templates With Standard Fields: Using Word Mail Merge fields, SyseroKB can quickly convert a document into a re-usable template. Create And Store Templates And Clauses From Existing Documents: SyseroKB allows paralegals to create and store templates from existing documents held in the DMS with a couple of mouse clicks. SyseroKB s integration with SharePoint allows fee earners to submit documents and clauses for editing and approval by paralegals. Retrieval of approved templates and clauses is a couple of mouse clicks away. 13

14 Auto Classification: SyseroKB allows firms to build their own filing system and use synonyms to define how knowledge items are classified. SyseroKB also allows fee earners and knowledge staff to manually edit the system generated filing suggestions. Build Custom Filing Schemes (Taxonomies): SyseroKB includes a taxonomy manager that can create filing structures from scratch, import existing taxonomies and be used to maintain and tune filing structures based on the content of the library. Reduce Workload For Filing Of Knowledge: SyseroKB s auto-classification significantly reduces the need for fee earners or paralegals (PSL) to think about all the areas a document could be filed under. SyseroKB can tune the synonyms based on the documents already in the library. Automatically File Documents For Every Practice Area, Not Just One: The auto classification technology will apply rules for all practice areas, not just the areas of interest to the author. This means a document created for one area can be found in the filing structure of another. The entire firm benefits from each shared knowledge item. Split workload of classification and review between PSL s and Fee Earners: Fee earners can quickly look at the automatically assigned classifications during submission and make any obvious changes. Later the knowledge staff can review the classifications and adjust accordingly. Shared knowledge within the firm: Items filed in the knowledge library can benefit more than one practice area. Each PSL can build their own rules that define and determine if documents are included in their departmental folders. All documents added to the system are processed using these rules making knowledge visible to areas that will find them useful. Maintains fee earner experience: As SyseroKB classifies knowledge items at the point of submission, the experience of the fee earner stays with the knowledge item. If the fee earner leaves the firm, his/her knowledge stays in the knowledge library. Workflow & Validation Processes Extensively using SharePoint workflows and event triggers Review Workflow Every document and clause added to the knowledge library through SyseroKB is added to a SharePoint workflow, called the SyseroKB Review Workflow. This applies to knowledge libraries held in existing DM Systems as well as SyseroKB SharePoint libraries. The SyseroKB workflow is perpetual and knowledge items will authors and knowledge staff when they are due for review, add task items in Outlook, retire themselves and can even schedule meetings to discuss. Creating documents based on validated templates and clauses is the best way of assuring the quality of documentation sent to clients. The use of the SyseroKB Review Workflow assures that knowledge items get reviewed and approved quickly. Validation of All Content: SyseroKB includes a Validator which checks all documents that use knowledge items when they are opened. A second checking process, called the Questionnaire, will ensure that documents are not sent to clients without the variable fields being completed. Pending Libraries: Paralegals and Knowledge staff can use SyseroKB to add and edit items in the knowledge library. Fee earners can use SyseroKB to submit documents to paralegals via SyseroKB Pending Libraries. Paralegals can monitor these libraries for new content and edit the submissions before adding into the knowledge library. Workflow Review and Content Lifecycle Management: It is very difficult to check that items in a library are being reviewed. SyseroKB enters each knowledge item into the Review Workflow which constantly reviews the document until it is removed from the library. Using the review date, items will inform their authors and paralegals that they are due for review by and Outlook task items, and expire themselves if ignored. With each knowledge item being automatically reviewed or expired, fee earners can be assured that every item in the knowledge library is current. Outlook Integration: SyseroKB Pending Libraries are customized SharePoint libraries which can be integrated with Microsoft Outlook with a couple of mouse clicks. Once a paralegal adds a Pending Library to Outlook they will see new items in the same way as new s Facilitates Peer Review: The workflow process requires authors and knowledge staff to approve items before being made available in the knowledge library 14

15 SyseroKB helps extend knowledge libraries and build clause banks: Simple knowledge submission from Microsoft Word allows paralegals to add new documents, or just paragraphs, to the knowledge library with a few mouse clicks. Auto-classification reduces the filing burden from the fee earner and manual editing allows paralegals to refine the content and classifications. Complete library management: Add, edit and delete documents in knowledge libraries held in any repository including Worksite, DM5 and SharePoint. Easy to use templates: IT departments struggle with fee earners demands for more templates. SyseroKB makes template storage and use simple without the need for IT intervention. Helps build templates with standard fields: Using Word Mail Merge fields, SyseroKB can quickly convert a document into a re-usable template. Create and store templates and clauses from existing documents: SyseroKB allows paralegals to create and store templates from existing documents held in the DMS with a couple of mouse clicks. SyseroKB s integration with Sharepoint allows fee earners to submit documents and clauses for editing and approval by paralegals. Retrieval of approved templates and clauses is a couple of mouse clicks away. 15

16 Review Workflow Every document and clause added to the knowledge library through SyseroKB is added to a Sharepoint workflow, called the SyseroKB Review Workflow. This applies to knowledge libraries held in existing DM Systems as well as SyseroKB Sharepoint libraries. The SyseroKB workflow is perpetual and knowledge items will authors and knowledge staff when they are due for review, add task items in Outlook, retire themselves and can even schedule meetings to discuss. Access to qualified text: With each knowledge item being automatically reviewed or expired, fee earners can be assured that every item in the knowledge library is current. Guarantees Output Quality: Creating documents based on validated templates and clauses is the best way of assuring the quality of documentation sent to clients. The use of the SyseroKB Review Workflow assures that knowledge items get reviewed and approved quickly. Documents checked before sending to clients: SyseroKB includes a Validator which checks all documents that use knowledge items when they are opened. A second checking process, called the Questionnaire, will ensure that documents are not sent to clients without the variable fields being completed. Pending Libraries: Paralegals and Knowledge staff can use SyseroKB to add and edit items in the knowledge library. Fee earners can use SyseroKB to submit documents to paralegals via SyseroKB Pending Libraries. Paralegals can monitor these libraries for new content and edit the submissions before adding into the knowledge library. Eliminates need to manually check out of date knowledge: It is very difficult to check that items in a library are being reviewed. SyseroKB s enters each knowledge item into the Review Workflow which constantly reviews the document until it is removed from the library. Using the review date, items will inform their authors and paralegals that they are due for review by and Outlook task items, and expire themselves if ignored. Outlook Integration: SyseroKB Pending Libraries are customised Sharepoint libraries which can be integrated with Microsoft Outlook with a couple of mouse clicks. Once a paralegal adds a Pending Library to Outlook they will see new items in the same way as new s Facilitates Peer review: The workflow process requires authors and knowledge staff to approve items before being made available in the knowledge library. 16

17 Document Lifecycle Management Automatic notification via Outlook or scheduled as a To Do Libraries can be imported into Outlook for personal use or for working offline Can automatically move content from user libraries to the Knowledge Library for review and approval 17

18 Reduce Costs, increases productivity and maximizes quality through content identification and re-use The firm can significantly reduces costs as the legal professionals can quickly find relevant information from a simple to use interface. 80% of new work can be created from existing knowledge in the firm. Using Sysero to store, review and find existing knowledge reduces the time to create new documents; reduces the possibility for error; and increases the quality of the final product. Improve Quality & Retain clients Law firms need to produce the highest quality correspondence and contracts to retain high quality, profitable clients. SyseroKB allows fee earners to use the experience of the entire firm to produce documents that contain the most complete, accurate and current information. Legal professionals can find relevant information based on concepts, enabling them to find information that traditionally would remain hidden Reuse of Content The firm can now reuse content that was already created saving the legal professional time Increase Productivity The firm can increase productivity through the integration of content, people, and external sources Improve Knowledge Management The knowledge management team can easily build new content stores, templates, and clause banks Protect the firm s reputation through continuous review A client only has to receive one document from a firm that contains out of date information or incomplete template information to never use the firm again. The SyseroKB Validator and Questionnaire maintains your reputation and helps keep your clients. Retain knowledge when fee earners move on When a lawyer moves to a new firm, the fee earner, their knowledge and often their clients go with them. By providing fee earners a simple system for strong and retrieving their best work, this stays with the form when they leave. 18

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