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DocAuto, Inc.

docauto.com • Copyright© 2008 DocAuto, Inc. All Rights Reserved • (800) DocAuto

Advanced Matter-Centric Architecture Advanced Matter-Centric Architecture Management in WorkSiteManagement in WorkSite

David [email protected]

October 22, 2008ILTA Midwest Region

Chicago


Agenda

About DocAuto

Matter Centric Architecture Strategies

Moving from “Flat” DMS to Matter-Centric WorkSite

Maintaining Matter-Centric Environment

Expanding Matter-Centric Functionality of WorkSite

Importing Native Content Directly into WorkSite

E-mail Management

Controlling the Refiling Process

Monitoring WorkSite Events


About DocAuto, Inc.

• Founded in 1997

• Interwoven Technology Partner Since 2000

• Leading developer of add-on products and utilities for Interwoven WorkSite

• Headquarters in Atlanta, GA

• Offices in New York & Los Angeles

• Worldwide Reseller Network: US, Canada, UK, Spain, France, Germany, Australia, New Zealand, Singapore, Japan, South Africa


Why Matter-Centricity?

• Productivity: Matter-centricity promotes collaboration across the entire organization because everyone working on a matter can see and use all relevant data.

• Familiarity: Matter-centric data structures are digital versions of the “redwell” and widely understood across the enterprise.

• Efficiency: Matter-centric environments are more easily maintained as all documents are put into one data structure, resulting in benefits ranging from increased billable hours to facilitating e-discovery.

• Accountability: Matter-centricity allows for comprehensive control over, and compliance with, security policies both organization-wide and on an individual user basis.

These benefits have a positive impact on profitability!


Matter-Centricity Needs

• Many Firms Need to:– Move Safely to Matter-Centric WorkSite

– Improve User Adoption of Matter-Centricity

– Adapt Matter-Centric Structures to Address Business Needs

– Minimize Ongoing Maintenance Requirements


Common Issues with Matter-Centric Architecture Management

• Many manual processes require significant user action to create and maintain structures:

– My Matters– Subscriptions– Security– WorkSpace Structures

• Too much focus on low-level issues prevents firms from ever getting to higher-level benefits

• Obsession with “Getting it Right the First Time”

– Document Filing– Inefficient– Inconsistent– Error-Prone


Common Issues with Matter-Centric Architecture Management

• Need for flexibility to adapt to changes• Trouble automating WorkSpace creation• Delay in creation of WorkSpaces• Difficulty getting users accustomed to new system• Difficulty getting documents into proper WorkSpaces• Need for automated archiving of WorkSpaces• Need to comply with record retention policies• Need for automated way to import documents• Need for effective e-mail management• Need to report and be alerted to specific activity• Need to maximize system efficiency


Three Stages in Matter-Centric Maturity

Mature M

atter-Centric

Mature M

atter-Centric

Environment

Environment

Implem

entingIm

plementing

Maintaining

Maintaining

Optim

izingO

ptimizing

Planning or Pilot Stage

Initial Implementation

MCC Project Put on Hold

Converting DMS Systems

Importing Content

Cleaning up Data

“Template Lock”

Daily Creation of WorkSpaces

Managing Constant Changes

Document Provisioning to Folders

Matter Publication to Users

Ethical Wall Maintenance

Advanced Publishing for Management Reporting

Archiving

EDD/DR Copying of WorkSpaces

Virtual Deal Room/ WorkSpace Snapshotting

Parallel/Hybrid WorkSpaces


WorkSpace Manager

Overview• Manage entire matter-centric architecture • 200+ firms worldwide using WSM• Real time changes to any aspect of matter-centric

architecture• Bridge information silos through continuous data

synchronization from multiple sources• File content in the right place with the right metadata and

security


WorkSpace Manager

Key Features

• Automated management of MC architecture, including:– WorkSpace creation– WorkSpace distribution– Security updates– Document provisioning

• Continuous synchronization with external data sources• Ability to comply with records retention policies by aging and

archiving matters• Ability to move content where it belongs, updating metadata

and security settings automatically


WorkSpace Manager Benefits

• Forgiving:Forgiving: Changes to Any Aspect of Matter-Centric Design can be Made At Any Time

• Flexible:Flexible: Relational Data can be Built On-The-Fly Using Data from Any Combination of ODBC Data Sources

• Fast:Fast: Typical Performance: Processing of 5,000 to 10,000 WorkSpaces Per Hour

• Powerful:Powerful: Wide Range of Advanced Usages• Gradual:Gradual: Start Simple, Add More Powerful

Functionality Over Time


WorkSpace Manager

WorkSpaces can be created based upon data pulled from any

ODBC-compliant database, such as a

time and billing system.

Pertinent data from the time and billing system, such as client/matter numbers

and descriptions as well as matter types, responsible attorney, etc., is used to

create WorkSpaces.

WorkSpace Templates can be selected based on criteria from the time and billing system, such as Matter Type. In this example, if the Matter Type = Corporate, then the Corporate template will be

used to create the WorkSpace.


WorkSpace Manager

WorkSpaces can be created from department and/or

practice group templates. These WorkSpaces can

contain any number of tabs and folders, based on the needs of the practice area.

WorkSpaces can be created from department and/or

practice group templates. These WorkSpaces can

contain any number of tabs and folders, based on the needs of the practice area.


WorkSpace Manager: Change WorkSpaces Anytime


WorkSpace Manager: Gradual Expansion of MCC Capabilities

• Simple WorkSpace Construction– Coexisting with Legacy Folder Structures

• Provisioning Folders to Update– Phase Out Folder Structures– Switch from Legacy Metadata Schema in One Step

• Zone Control & Advanced Security Management• Matter Publishing

– Personal and Shared Shortcut Organizational Structures– Subscription Management

• Matter Aging• Hybrid and Parallel WorkSpaces


WorkSpace Manager: Extended Publishing Concepts

• Organization and Publication can be driven by Extended Matter Data from any source:– Matter Type, Subtype– Chronological Information– Responsible Attorney– Co-counsel– Opposing Counsel– Business Units– Locations– Much More…

Alpha-Numeric Categories

Chronological Categories

Department Categories

Matter Sub-type Categories


WorkSpace Manager: Publishing for Management Reporting

• Extended Matter Data can Include Data from:– Matter Management– Docketing Systems

• Show Matters by Deadlines, including critical deadlines that can be escalated to practice group leaders or firm management

– Accounting– Time and Billing Data

• Show Matters by Billing, Profitability, Past Due Status

Matters by Task Deadline – Matters may move automatically from one category to another as time passes, or be removed completely as tasks are marked as “Completed” in external systems. Critical matters are escalated to Management

Matters by Billing Volume and Aging Status in secure My Matters container that is only accessible to firm management.


“Hybrid” WorkSpaces Using Structures From Multiple Templates

• Matter evolution introduces content filing needs for multiple practice areas

• Administrative, RM Structures to be added to every WorkSpace

• Corrective Structures to be added as needed to specific WorkSpaces (to accommodate unfiled or misfiled content)

Structures Added by IP Template

Structures Added by Corporate Template


Content Importing Needs

• Moving from No DMS directly to MCC WorkSite

• Moving from a different DMS to WorkSite• Importing Content that has been historically

“Unmanaged” into WorkSite MCC structures• Importing Content as Laterals Join the Firm• Continuous Importing of Content Generated

Automatically by Other Systems (e.g. time & billing)


iImportKey Features• Powerful file-by-file importing and structural

processing.• Stage up to 15 steps of workflow processing for each

document, including setting security and converting imported content to encrypted PDF.

• Recreate all metadata and security values on matter-centric structures, and history records on individual documents.

• Read and write to any number of ODBC databases for structural and profile data, security, and history.

• Support for differential importing, with version control.


iImport

Different types of processing can be applied

to each file that may be imported.

Processing can branch based on data from other systems about each file

being processed.


iImport

Existing folder structures on servers can be converted directly to WorkSpaces, or matched to existing WorkSpaces

using folder data or data from external databases.


iImport

Type of structure, how it is matched to existing structures or created, and what metadata and security is applied can all be controlled using information from the native folder structures,

or data-driven information from external databases.


Content Refiling Issues

• Moving documents from one folder to another– How do you control changing metadata and

security?

• What if your users can add documents to a folder, but don’t have rights to change the metadata or security?

• What are the repercussions of users responding to native Interwoven dialogs for refiling?


Content Refiling Scenarios

• If a user views the profile of a WorkSpace and views the security then chooses “Save” (even if nothing was changed), they will get prompted with the following:


Content Refiling Scenarios

• If a user views the profile of a Folder and views the security then chooses “Save”, they will get prompted with the following:


Refiling Server

• Continuously monitors any number of WorkSite servers and databases

• Can update or "refile" the security and profile metadata as documents are moved into folders, regardless of the rights the user may have on the folder or document

• Can record changes to Metadata or Security in Document History

• Logs Changes to SQL

• Developed in Cooperation with Interwoven and KPMG


Refiling Server

Key Features• Eliminate user-controlled desktop refiling• Update or "refile" the security and profile metadata

as documents are moved into folders• Record additions, changes, deletions to Metadata or

Security in Document History and/or SQL DB• Filter Structures or Documents to be Refiled• Changes metadata and security on structures in

addition to content within structures• Field-by-Field control of metadata


Refiling Server Enterprise Edition

Additional Functionality

• Changes metadata and security on structures in addition to content within structures

• Multi-instance job interface

• Field-by-Field control of structural metadata

• Can force metadata updates from parent to child structures

• Records changes in SQL and document History


Refiling ServerRefiling Server allows for very fine control over the refiling process:

Structural metadata can be very finely controlled from parent

structures (WorkSpaces) to child structures.


Refiling ServerRefiling Server allows for very fine control over how content is refiled

Input queries precisely identify structures or content to be refiled.

Specific actions can be defined

for documents in multiple

folders.

Changes can be recorded in

document History!


Refiling ServerRefiling Server allows for very fine control over how content is refiled

Types of structures and structural and/or

document filters can be defined to ONLY refile

specific types of structures or content, or

to EXCLUDE specific types of structures or

documents from refiling.


E-mail Management

• E-mail needs to be managed like any other client records.• Correspondence of all types should be filed in the

client/matter WorkSpaces.• E-mail overload on Exchange Servers is a continuous problem

for most firms.• Leaving e-mail management in the hands of the attorneys

means:– Tying up their time with filing e-mail– Tying up their secretary’s time with filing e-mail– E-mail quite often can end up in the wrong place in WorkSite– E-mail never gets filed in WorkSite at all!

• So, how do you take the e-mail management responsibility out of the hands of lawyers?


OutiM Server

Key Features• Import e-mail and other Exchange content

and structures continuously from Exchangeinto WorkSite.

• Route content to dynamically-resolved correct WorkSite folders or WorkSpaces automatically.

• Filter messages based on flags, date, address, subject, content, attachments, etc.

• Reproduce original Exchange folder structure within WorkSite (optional).

• Delete e-mail from Exchange after Import (optional). • De-duplicate e-mail automatically to avoid redundant copies.


OutiM Server

There are basically two parts to an OutiM Server Job:1. What to Process in Exchange 2. Where to Put it in WorkSite


OutiM Server

Part 1 – What to Process in Exchange• Which Mailboxes you wish to process• What content in those mailboxes you wish to process


OutiM Server

Part 2 – Where to Put the Content in WorkSite• Map by Mailbox, Folder, or Message data• Rebuild Exchange folders in WorkSite, if desired


WorkSite Monitoring Needs

• Continuously monitor WorkSite activity• Generate notifications when specific events occur,

filtered by:– User or Group– Metadata– Security

• Generate regular reports of WorkSite Activity by user, author, metadata, etc.

• Disable User Accounts for excessive inappropriate activity


Watchdog Server

Key Features• Monitor 18 different WorkSite user operations in

real-time including: Check In, Check Out, Create, Export, Delete, Print, View, E-Mail, Modify Security, Declare as Record, etc.

• Intercept and report on all activity, disable user accounts, or initiate workflows to prevent theft and unauthorized document removal

• Notify specific users or groups instantly and automatically• Customize notification content to include very detailed event,

user, and document-by-document information • Generate notifications based on metadata filters to

alert users of specific matter activity on their documents, clients, etc.


Watchdog Server

Monitor 18 different WorkSite events

Set limits to trigger notification and

disabling of user accounts, if desired

Decide who should receive notifications,

whether a single person or a

distribution group


What is a mature matter-centric implementation?

• Ability to rapidly adapt to changing user and client needs

• Seamless rapid client intake process• Continuous updating of WorkSpace security, content

and distribution – users see the content that is most important to them at any given time

• Maximizing the communication of data from multiple firm systems – RM, KM, accounting, matter management, etc. – all within the WorkSite interface

• Efficient archiving and full cradle-to-grave management of all matter related content and information


• WorkSpace Manager – Complete WorkSpace Creation and Management Solution

• iImport – Import Native Content directly into New or Existing WorkSpaces

• Refiling Server – Control the Refiling Process for Better Performance, Security, Auditing

• OutiM Server – Copy/Move Exchange Content to WorkSpaces Automatically

• Watchdog Server – Monitor WorkSite Activity and Send Customized Alerts Instantly

Review: DocAuto Toolbox

DocAuto, Inc.


Contact [email protected] Contact [email protected] for Product Demonstrations!for Product Demonstrations!

Thank You!Thank You!

David [email protected]

October 22, 2008ILTA Midwest Region

Chicago

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