SharePoint as an Information Management Platform

1. SharePoint as an Information Management Platform Robert Beach, VP Client Services XMLAW, Inc. Steve Fletcher, CIO, Parker Poe Adams & Bernstein LLP

2. Agenda • Introduction & Objectives • Information Management Requirements for Law Firms • SharePoint as an Information Management Platform • Integrating Internal and External Content • Content Targeting • Usability and Content Design • Case Study

3. Our Session Objectives • Learn how to begin using SharePoint as the information management platform for your firm • Understand the tools and techniques for integrating internal and external sources of content in your SharePoint portal • See how other firms are using SharePoint to aggregate and deliver targeted information to lawyers and staff

4. Information Everywhere Autonomy / Interwoven Blogs/Wikis Aderant CMS OpenText LexisNexis InterAction Concordance Sanction AccuRoute Summation Ringtail TimeMap Word FYI PowerPoint Outlook LiveNote CaseMap Thomson Elite Excel Compulaw Access Macros/Templates CarpeDiem/DTE VOIP DeltaView Lexis MDY/LegalKey/Accutrac Extranets RSS Intranet Matter Intake Westlaw Internet Firm Communications Legal Research

5. The Problem • Most firms have hundreds of applications and information sources • IT has to support them • Lawyers and staff must know how to use them • The volume of internal and external information will grow exponentially • The problem gets worse every day

6. The Results • Lack of access to information leads to: • Loss of productivity and efficiency • Poor reuse of information, knowledge and expertise • Lost opportunities • Decreased client service • Loss of billable hours • 1 hour per month x 500 attorneys x $250/hr= $1,500,000 of billable time

7. The Solution – Effective IM • Firms must take control of their information • Require technology to manage and distribute a law firm’s information assets • Need an intelligent layer on top of current systems, not necessarily replacements • Must integrate, secure, index, categorize and organize content from multiple sources • Solution must be simple, easy to maintain, user-centric and part of daily practice

8. SharePoint as an IM Platform

9. Content Integration • Leverage information in business systems • DMS • Practice Management / T&B • CRM • Other systems • Incorporate external content • RSS / News • Subscription services • Other web resources

10. 5 Rules for Portal Content • Real-time • Relevant • Categorized (by practice, department, office, etc.) • Targeted (by user) • Prioritized / highlighted (by importance, by timeliness)

11. The Portal Application • An approach to integrate content in contextually relevant ways • “My Stuff” • “My Colleague’s Stuff” • “Client Stuff” • “Matter Stuff” • “Practice Stuff” • “Office Stuff” • Etc.

12. Portal Application Example 1

13. Portal Application Example 2

14. Content Targeting • Deliver content to the right people at the right time • More important than “personalization” • Target by: • User / Timekeeper • Role / status in the firm • Memberships (formal and informal) • Date and priority • Location in the portal site

15. Content Targeting Example 1

16. Content Targeting Example 2

17. Content Design • Need to define • The purpose of each site/page in the portal • What content you have (or want) to deliver • Where that content will be delivered in the portal • Targeting rules and constraints • How disparate content will be “tied” together • Visual Design and usability of information is as important as the information itself

18. Content Design Example 1

19. Content Design Example 2

20. Case Study