successful universal search...
TRANSCRIPT
Successful Universal Search Implementations
Tuesday, August 24th, 11-12:30(INFO 6)
Session Objectives• Before you buy . . . • Brief overview of the market• Case studies of universal search implementations
– Firms representing all sizes (small, med, large)– Various stages of rollout (mature, new, upcoming)– Multiple products
• Recommind MindServer• Microsoft’s FAST ESP• Autonomy’s IUS • Lexis’ Search Advantage
• What worked well • Challenges encountered• Lessons learned (group discussion)
Mobile App Poll #1
• Which Universal Search Tool do you use?– Recommind– Lexis Search Advantage– FAST– Other Microsoft Search tools– Autonomy Universal Search or IUS– Google– Other– None
Speakers
• Rachelle Rennagel, CKO, Sheppard Mullin• Patrick DiDomenico, CKO, Gibbons P.C.• Bryan Gehle, Applications Manager, Howrey
LLP• Kathleen Hogan, Practice Support Lawyer,
Cassels Brock• Kirk Scruggs, CIO, Bracewell & Giuliani LLP
Mobile App Poll #2
• What phase are you in?– mature implementation– new implementation– purchased but not deployed/rolled-out– still evaluating solutions– in our longer term plan
Firm OverviewFirm Attys Offices Operates in Maturity
Sheppard Mullin 550 11 N. America, Asia Operational since 2006; Upgrade to IDOL end of 2010
Gibbons P.C. 230 5 N. America(N. East U.S.)
Purchased/Installing
Howrey LLP 619 17 Asia, Europe North America
Purchased/ Installing
Cassels Brock 200+ 1 North America (Toronto)
Mature (Vivisimo); IDOL upgrade in October
Bracewell & Giuliani LLP
475 11 North America, Europe (UK), Asia (UAE, Kazakhstan)
Operational since 2007; Upgrade early 2011
Before You Buy . . . An Overview of the Market
Sheppard Mullin Overview• Existing Search – Sharepoint (XMLAW) with
Ontolica Search, WestKM. Searches DMS and Sharepoint content
• New Search – Sharepoint (XMLAW) with Autonomy’s IUS– Phase I: DMS, WestKM, SharePoint Content,
selected HR and Financial Data (in conjunction with iManage upgrade)
– Phase II: CRM data, remainder of HR and Financial Data, Expertise module, and others
– Phase III: ?
Sheppard Mullin Overview
• Why Autonomy IUS?– Firm experience with IDOL– Integration with other Autonomy products –
EAS, iRM, iManage– Liked features/functionality– Autonomy’s strategic vision very compelling
despite relative “newness” the legal vertical market (ie. Electronic discovery)
Before you Buy . . .
• Take your time – don’t rush into any decisions– Is this something you need?
• Can you leverage existing resources?• Will building an intranet site suffice?• Does your current “search” suffice (even if within an existing
application)?
– Is your organization ready? What is the culture like around collaboration, and efficiency?
• If you build it, they may not come
Before you Buy . . .
• Identify your business drivers/strategic goals and match those against tools you are evaluating– Survey End-Users to identify their needs– Risk management– Upgrades to systems– Expertise management– Increased Client Service– Increased attorney efficiency
Before you Buy . . .
• Obtain support from firm management/Tech Committee/identify champion early– Utilize them in the decision making process?– Manage expectations regarding costs,
timeline and deliverables
Before you Buy . . .
• Consider total cost of implementation and ownership– Software– Hardware– Consulting Services– Internal resources for implementation and post-
implementation– Other “Soft” costsRule of thumb: Add financial cushion. It generally
always costs more than you think
Before you Buy . . .
• Consider scope of your project– What do you want to have searched?
• DMS• RM systems• HR and Financial Systems• CRM/ERM data• E-mail
– Phased approach v. Big Bang approach
Before you Buy . . .
• Considerations for the tools you are exploring– How much time and R&D money is spent on the legal
vertical market?– How much experience do they have with the legal
vertical market?– What is pricing model? (ie. Modular v. All-inclusive)– What is their support model?– What is their long-term/strategic vision?– How do they approach implementation
• Partner consultants
Overview of the Market
• The Cast of Characters (just to name a few)– Recommind’s MindServer– Microsoft’s FAST ESP– Autonomy’s IUS– Google– Vivisimo– Others – pointing to existing repositories
• Lexis’ Search Advantage• Thompson Reuters’ WestKM
Overview of the Market
• Gartner “Magic Quadrant” (Sept. 2009)– Good assessment of the search enterprise
market. – New Gartner report coming out (end of 2010)– Identifies strengths/cautions for search
vendors
Overview of the Market
• Magic Quadrant Leaders/Visionaries and High Ability to Execute– Recommind’s MindServer– Microsoft’s FAST ESP– Autonomy’s IUS– ZyLAB– Endeca– Vivisimo
Overview of the Market
• Magic Quadrant Challengers/Niche Players and High Ability to Execute– Google– Oracle– IBM– Isys Search Software– Exalead– Kazeon
Case Studies
Gibbons Project Overview
Now:WorkSiteWeb 8.1Total SearchInterActioniManage 8.5 w/ IDOLAderantNo enterprise search
Soon:SharePoint (XMLAW) Lexis Search AdvantageInterActioniManage 8.5 w/ IDOLAderantVivisimo search engine for
SharePoint and Lexis Search Advantage
Hyperlinked Case Citations and Statutes
Shepard’s Citations
Web 2.0 Stuff:
Best Practices Stars or Rating Stars
Tags
Comments
Mentioned Contacts
Pulled from InterAction
How did it go?What Worked Well• Selling it: equate it to something they know • “Secret” Beta Testers Group • Create hype – start rumors • Shoot for the moon with your vendorChallenges • Getting vendor attention • Managing the project manager • You don’t know what you don’t know (so, ask: is
there anything else?)
Howrey Project Overview• Locate People, Expertise and relevant Info• FAST was chosen based on…
– Analysis of Alternatives– Strategic partnership with Microsoft
• Switched from FAST ESP to FAST Search for SharePoint 2010
• Release in late Summer 2010
Email & RSS Alerts Presence AwarenessDynamic Refiners
Social Tagging
Social RelevanceDynamic Refiners
How did it go?What Worked Well• Framework for information sharing• ‘Change Champion’• Search Engine ‘Bake-off’• Vendor and Partner RelationshipsChallenges• Changing the culture• What to index (many disparate
repositories)
Cassels Brock & Blackwell LLPProject Overview
• Linked to firm’s strategic plan, especially increasing professional capacity
• Intense selection process – weighted business needs matrix
• Fully implemented on Vivisimo platform; currently upgrading to IDOL engine
SearchWell
Results page
SearchWell
Date range
Customized icon CustomizationTotal results
Go to DMS workspace
SearchWell
Document type
Subsearch
How did it go?
What Worked Well• Giving lawyers what they were asking for • One-on-one lawyer training • Attending practice group meetings for demos • Launch party! Challenges• Past IT projects• Document clean-up
Bracewell Giuliani Overview
• First PCDocs library in 1992. Quickly expanded to 7 ‘office’ libraries – Users unable to ‘full text’ search across
libraries• Implemented Autonomy in 2002
– Integrated Word Toolbar (AI-Integrator)– Unable to see Metadata (context) of results
• Attorneys and Marketing wanted more features and ability to search other data stores
• Wanted a stop to “Does Anyone Know..” emails
Bracewell Giuliani Overview
• Wanted to search across DM Libraries, Client Information, Time Entries, Attorney Profiles, Contacts and Portal
• Started looking for new solution in 2006• Reviewed (circa early 2006) Autonomy,
Google Appliance, Lexis Total Search, Microsoft (Sharepoint), Recommind, West KM
Bracewell Giuliani Overview
• Selected Recommind– POC 4th quarter 2006– Signed Contract December 2006– Utilized most out of box configurations with
some customization– Released March 2007
• Index• Indexed data is stored on 2 servers• Search UI is webpage and Portal (sharepoint) box
Bracewell Giuliani Overview
• Index• DM Libraries (6 U.S. libraries• DM - Client matter docs only (based on client id
nomenclature) - NO date limit• DM - Some non-billable non-matter (marketing,
speeches etc) items• DM - Personal and Administrative docs NOT
indexed• DM - New documents and data are indexed nightly • Interaction contacts (Public Contacts)• Elite – Client information• Elite – Time entries - NO date limit
Document Results: Documents containing related to searchterm
Filter on Metadata related to Author, Related People, Client,Matter, Library, Date Range
People Results: Wrote documents, Bios or time entries reference searchterm
Matter Results: Documents or time entries related to searchterm
How Did It Go?
What Worked Well• Measuring success
– Large turnouts to training– Logging / reporting (who is searching,
training, etc)– Reduced amount of "Do you know?"
messages• Challenges
– upgrading to latest version
Lessons Learned/Advice Cont’d• Being Successful:
– Identify Success Criteria– Simplicity a key success factor
• Sources and Filtering:– What sources should be indexed– Meta data is not DEAD! – How to filter out content – Define your taxonomy and social media strategy– Security by obscurity goes away….
Lessons Learned/Advice• Testing/Training/Feedback:
– Pilot group– Launch and Learn – success is an iterative process– Training and communications – Identifying potential key users. Obtained input on UI
and search ‘wish list’
• Support & Maintenance– Care & Feeding– Planning and IT support
• Reporting/Metrics– Report feature – what / how people are searching.
Send out search tips.
Questions?