Hands‐On Workflow Creation

Session 1

August 30, 2012

Agenda

• Audience polling – Who is joining us this morning• Discuss challenges of unstructured teams• Share ideas on team structure and process

initiation• Discuss EDRM Model phases• Create forms (Media Tracking and Process Intake)• Session wrap-up

Firm Backgrounds and Structures

• Winston & Strawn LLP: – Attorneys and Staff: Over 1,000 attorneys in 15

offices including overseas. – Team Structure: 1 Director, 3 regional managers.

West Coast has 3 PM’s, Central has 4 PM’s and 2 technical specialists and 4 Trial Support. East Coast has 6 PM’s

– Platform: Relativity, with Concordance for Legacy cases. Processing done by Nuix and Law

Firm Backgrounds and Structures

• Foley & Lardner LLP: – Attorneys and Staff: Over 1,000 attorneys, 345

Litigators. – Team Structure: Firm has a Director of Litigation

Support with one manager and 2-3 project managers per region. There are 3 regions.

– Platform: Centralized Relativity server managed by an Operations Manager and 3 specialists

Firm Backgrounds and Structures

• Kelley Drye & Warren LLP: – Attorneys: 350 attorneys in 5 offices, roughly

150 are litigators– Team Structure: Firm has a Director of Practice

Support, a Manager of Litigation Support, 1 PM, 3 analysts and 1 Developer in NY, and one PM in DC.

– Platform: Concordance FYI. Doing a POC with ViewPoint. Processing in Law.

EDRM Model

Why Improve Processes in Lit Support?

• Reduce Risk – For example, many things can go wrong during productions that can damage a case and embarrass your firm

• Create a Defensible process in case you need to defend your work in Court

• Make it easy to track and log everything that has happened, so that you have detailed records

Defining “Defensible”

• All aspects of intake, processing, tracking, shipping , review and production should be managed the same way each and every time.

• To make that possible, you need to build a system that is:– Consistent– Documented– Repeatable

Things To Remember When Building a Good Process

• Does an existing paper or simple electronic one exist that you can use to build on?

• Focus first on the low hanging fruit– KDW started with the production form, as productions

are complex and errors can be costly and embarrassing

• Do you have a sponsor from a key partner or firm management?– Best way to sell the idea is to say it will dramatically

lower the risk of errors

• Keep it simple – you can always improve on it over time

Lit Support Processes to Consider Automating

Admin Processes• Media Tracking• Production Requests• Litigation Budgeting• Data Loading and processing• Invoice Tracking

Attorney Processes• Document Reviews

Workflows in SharePoint• Two basic kinds of workflows available:

– “Workflow Lite” based on a SharePoint List and simple alerts when a field such as Status changes

• Can be done with little or no programming

– Formal workflows based on the SharePoint Workflow Engine or third party workflow tools such as K2 BlackPearl.

• More sophisticated – often requires a developer. More structured and rigid process

• No Code workflows can be built with SharePoint Designer – but strong tech skills required

Steps To Build a Basic SP FormStep Notes

1. Create the Fields – using proper field types.

Is there a need for a look up field? Be sure to add very rich descriptions as the form’s goal is also to educate.

2. Decide on your Column Ordering

This affects the order on the form

3. Decide which field to display in the default View

In forms with many fields, you do not want or need to display all fields. Instead, focus on the essential fields

4. Create Additional Views The default view typically shows every item in the list. You should create views that show only items that are not completed and make that the default

5. Make sure Security is Properly Set

End users need at least contribute rights

6. Set Alerts Set up Alerts that notify users when a form they have submitted has been changed

Use the Description field to Educate and Inform

Description Example

Form 1: Media Tracking

Field Name/Type Description

Client Matter/Text Client Matter that media belongs to.

Media Received ID/Text ID number of Media – 3 digits format (e.g. 001)

Records Number/Text Number assigned by Records System

Received From/Text Person who gave us the media

Date Received/Date Date lit support received the media

Media Type/Choice CD, DVD. HD, Flash Drive, Other

Action/Choice Item Received; Sent to Records; Returned to Originator, Sent to Vendor; Other

Media Location/Text Where is the media currently located

Notes/Multiple lines of Text Notes and Comments

Sample Form in Relativity

Form 2: Load To Review PlatformField Name/Type Description

Client Matter/Lookup Lookup to another simple list that contains client matter info

Location of Data/Multiple lines of Text Where on network is data being kept

Deadline/Date

Custodians/Multiple Lines of Text Enter names of custodians

Start DocID/Text Starting ID for this data load

Search Terms/Multiple lines of Text Which search terms will be used to search data

Which Workspace/Folder Where in Review Platform does data go

Special Processing Instructions/Notes Notes

Priority High, Standard, Low

Status/Choice Not started; In Progress; Waiting on Someone Else; Completed

Assigned To/Choice Analyst doing the work

Form in SP2010

Sample Alert

Q & A

Hands‐On Workflow Creation

Session 2

August 30, 2012

Agenda

• Audience polling – who participated in Session 1

• Brief recap of morning’s session• Building a production form• Creating views• Alert essentials• Understanding security basics• Calculated column example – OCR Invoice

Steps to Build A Basic FormStep Notes

1. Create the Fields – using proper field types.

Is there a need for a look up field? Be sure to add very rich descriptions as the form’s goal is also to educate.

2. Decide on your Column Ordering

This affects the order on the form

3. Decide which field to display in the default View

In forms with many fields, you do not want or need to display all fields. Instead, focus on the essential fields

4. Create Additional Views The default view typically shows every item in the list. You should create views that show only items that are not completed and make that the default

5. Make sure Security is Properly Set

End users need at least contribute rights

6. Set Alerts Set up Alerts that notify users when a form they have submitted has been changed

Request for Production FormField Name/ Type Description

Database Name/Text Enter the database name from which the production will be made

Client/Lookup or Text 6 digit Client Number

Matter/Lookup or Text 4 digit matter number

Requestor/Person or Group Name of person requesting production

Certification/Person or Group By placing name here, attorney certifies that they have done a final review of the outgoing production and done final key word searches to ensure no privileged docs are in the production

Office Handling Request/Choice Office names, if applicable

Due Date/Date Field Date and Time production is Due

Beginning Production Number/Text

This production number will appear on lower corner of the produced images

Request for Production FormField Name/ Type Description/Notes

Ending Production #/

Volume Number/Text Number of productions previously made + 1. E.g. VOL0001

Production Criteria/ Multiple lines of Text

Describes criteria for production. For example, which tags are being produced? Which Custodians

Redactions/Choice Yes or No

Output Format/Choice Single Page TiffMulti Page TiffAdobe PDFPrint to PaperNative File

Load File Format/Choice Concordance FormatSummation Dii FormatIPRO LFP

Include Doc Families?/Yes-No Do you want to include e-mails with their attachments? (No is default)

Request for Production FormField Name/ Type Description

Include OCR? /Yes-No OCR makes production searchable (No is default)

Include Metadata? / Yes-No Metadata is background data about a document, such as Author. Our standard is not to include meta-data. (No is default.)

Production Media Label/Multiple Lines of Text

What text should appear on production media item

Notes/Multiples Lines of Text

Assigned To/Person What analyst will be working on the project

Status/Choice Not StartedIn ProgressWaiting on Someone elseCompleted

Example of Using a Description on a field to Educate and Inform

Description Example

Understanding Basic Security Features of SharePoint

• Security on a list is inherited from the site you are in.

• The site you are in inherits from the site above it.

• You can break inheritance on the site, list or item level

• Select List Permissions to customize security on your form

Permission Options

1.

2.

3. Give visitors Contribute Rights

Check Permissions

Sample Alert Settings

Alert Essentials

• Site Owners can set Alerts for other users– This should be done for any litigation form. Users

should be alerted when someone else changes an item they created

• Regular users can set their own alerts• Modifying the Look and Feel of the OOTB

alerts must be done by a SharePoint Admin and or Developer – but can be done.

Calculated Columns

• Very powerful feature that lets you use many Excel functions to perform calculations on fields in a SharePoint list– Ex. An OCR invoice form that calculates the number

of pages by the amount per page• Calculated columns can also work with

calendar dates and can combine text from different fields into a third field – Ex. [Date Submitted] + 7 would provide the date a

week from when it was submitted– [Last Name]&”,”& [First Name] = Full Name

Sample OCR Invoice FormField Name/Type Notes or Description

Client Matter /Text Field

Project Contact/Text Field The lawyer or paralegal who requestedthe OCR

OCR Quantity/Number Number of pages of OCR

OCR Unit Cost/Number Cost per page of OCR – make the default value .015

Chargeable Amount/Calculated Formula is =[OCR Quantity]*[OCR Unit Cost]Data returned is a number

Sample OCR Invoice Form

Q & A