Document Management in the Cloud

August 21, 2014

Thank you for being here today

Sheryl Nolan Director, Business and Operations Solutions Microsoft Legal and

Corporate Affairs

Joe Fousek CIO, Fredrikson & Byron

David Worth CIO, Nelson Mullins

Topics covered for Today

• What led to the decision to move to cloud and how you dealt with Cloudphobia?

• What were the most difficult parts of the conversion/migration?

• How did you handle data migration?

• How did you address training and process changes - Users getting accustomed to the new system?

What led to the decision to move to cloud?

"If I only knew then what I know now."

MICROSOFT LCA - SHAREPOINT ONLINE Sheryl Nolan: Director, Business and Operations Solutions Microsoft Legal and Corporate Affairs

Microsoft LCA Content/Data

1,100 Employees

55 Countries

600+ Attorneys

33 TB Documents & Data

13 TB Email

MICROSOFT LCA - BUSINESS CHALLENGES What prompted the move to Microsoft SharePoint Online?

Challenges

Solution Evaluation

Productivity

Inefficient collaboration and

access to information

Compliance

Attorney client privilege, records

and file management

Technology

Overlapping and underperforming

technology solutions

Structure Flexibility

Nelson Mullins - Overview

Nelson Mullins Documents stored in NetDocuments

1,107 Employees

14 Offices

500 Attorneys

6.7 Million Documents

5.5 Million Emails

Nelson Mullins - BUSINESS CHALLENGES What prompted the move to NetDocuments?

Structure

• Too much urban sprawl

• Too complicated to upgrade

• No input into product enhancements

• Too much time spent maintaining "stuff"

• Remote access not ideal

• We needed a whole new approach to get users excited about DM again

DM too Complicated

• Seeing is believing – Pilot first

• Private cloud much safer then public cloud

• Negotiate items important to your firm with lawyer

• Realize it's more secure than what you have internally (encryption, security…)

• Safety net of local document server (profiles and documents)

Over coming Cloud Phobia

Fredrikson & Byron - Overview

Fredrikson & Byron Documents under management

600 Employees

6 Offices

290 Attorneys

6.5 Million Documents

3.5 Million Emails

Fredrikson & Byron - BUSINESS CHALLENGES What prompted the move?

9

Lack of DMS Engineering resources in Minneapolis

Complexity of BC/DR

Average Annual Cost

IT focus on strategic

Cloudphobia – socializing/educating, contracts, champion

What was most difficult?

“No pain – no gain.”

or

Did I just create a resume' generating event.

Security External Sharing

Cloud Phobia

MICROSOFT LCA – DIFFICULTIES Some challenges during the project

!?

Breaking old habits

Learning API Third-Party Apps

Nelson Mullins – DIFFICULTIES Some challenges during the project

!?

Security Configs

Third-Party Apps

Negotiating Indemnification and Limitation

of Liability

Fredrikson & Byron – DIFFICULTIES Some challenges during the project

!?

How did you handle data migration?

"Do you have a forklift I can borrow?"

MICROSOFT LCA – DATA MIGRATION Moving Data from On-Premise to SharePoint Online

Redesign, Massive Data = Hybrid Approach

Transform mature portal - Rationalize/Migrate

High-value scenarios; where users are

Connect data, content, transactions

Multi phased functionality

2010 2014 2015

• On premise • Content focused

• Cloud benefits realized for highly utilized data

• Solution focused

• Hybrid- cloud benefits realized

• Solution focused

Nelson Mullins – DATA MIGRATION How did you handle data migration

• Tool did all the work.

• Painless to the point we did our own migration

NetDocs Migrate Tool

• Pre-Migrate authors before go live date

• Day before go live we captured incrementals

Export by Author

• Compared document totals from old to new

• Random samplings of documents for each author

Trust, but verify

Fredrikson & Byron – DATA MIGRATION How did you handle data migration

Mission complete

Copy 3TB to USB Drive

Update USB Early Cutover

Week

Daily Updates

via ShareFile Compress

and Send DB

Start

How did you address training and process changes - Users getting accustomed to the new system

“Don’t ask. Don’t tell.”

MICROSOFT LCA – ADOPTION Addressing training, process change and usability with SharePoint Online

User Roles (Personas) • Product Attorneys (Apps, Devices, etc) • Specialist Attorneys (IP, Litigation, etc) • Clients (sales, development, etc) • Outside Counsel partners

User Responsibilities • Cross group collaboration • Matter tracking • Knowledge sharing • Document management

Build and Test Scenarios • Actively engage users • Focus on usability • Minimize scope of change

Research

Pilot Measure

Deploy

User Engagement

User Engagement • Feedback throughout • User advocates

Nelson Mullins – ADOPTION Addressing training, process change and usability

Full Scale Training – Important to highlight the new features users want: one library search, full text that actually works, sharing with clients, access from anywhere with only a browser…

Business Re-engineering – You will find many practices don't communicate or have playbooks for naming conventions or who is to save what/when. Use this time to break old habits and provide guidance. We used our Records Coordinators to help.

Lots of video content accessible via on-line help.

Fredrikson & Byron – ADOPTION Addressing training, process change and usability

We’ll now open it up for questions

Questions

Thank You