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Document Management Trends - Association of Legal Administrators

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Document Management Trends: A Source of Efficiency for Corporate Legal & Risk Leaders Presented by Robin Snasdell OM02 9/15/2016 1:15 PM- 2:45 PM

The handouts and presentations attached are copyright and trademark protected and provided for individual use only.

Document Management Trends A Source of Efficiency For Corporate Legal & Risk

Robin Snasdell, Managing Director Email: [email protected] Phone: 713-301-0866

Topics Covered • • • • • • •

Introduction About Consilio Session Goals & Objectives Trends from 50,000 Feet Selection/Implementation Best Practices Vendors Success Factors

1

Session Goals Documents are not just documents anymore. Social media, messaging, voice and video use are increasing exponentially… Goal of this session is to… • Discuss document management trends and departmental needs • Introduce the various solutions available • Provide strategies for managing the solution selection, implementation and change management processes.

Objectives Identify the best practices for document management Discuss critical factors to be considered when evaluating and selecting a document management solution Examine some of the merits and drawbacks of emerging document management technologies/solutions. Outline strategies for guiding change management and ensuring user adoption.

2

Consilio - A Truly Global Solutions Provider

19 8

cities in

countries

• • • •

24

439

Hour follow-the-sun PM & data operations

Matters that span country borders

4.4

31

Petabytes hosted outside US

Languages We’ve conducted reviews in

Being a global provider means more than footprint, it means leveraging local expertise Guiding clients through operational efficiencies and automation enablers while promoting regional best practices Working across geographically dispersed outside counsels Navigating time zone and cultural challenges 5

Consilio Legal, Proven Legal & Consilio •

Worked with over 275 general counsel and 95% of the AmLaw 100 law firms



Currently serving 70% of the top 20 financial institutions in the world



Conducted more than 15,000 engagements for more than 4,300 clients



100+ consultants who are experts in IGRC, eDiscovery, Forensics & Law Department Operations



300+ technology consultants in India proficient in enterprise application development and system implementations



60+ Sales executives across the globe COPYRIGHT © 2016, Consilio LLC - ALL RIGHTS RESERVED

6

3

The Law Department Management Team • 20+ consultants serving the office of the general counsel and in-house legal operations • 6 JDs, 2 in-house legal ops director, and 7 specialists from partner technology vendors • Demand based developer capabilities utilizing Consilio and established sub-contractors relationships

West Coast Murtuza Vohra (SD) Rishi Waghmare (M) Debby Young (AS) Jasmine Hui (AS)

Houston Robin Snasdell (MD) Bret Baccus (MD) Mike Haysley (MD) Julia Nye (M) Julie Juranek (AS) Meredith Brown (AS) Mike Ngyuen (As)

East Coast Chicago Leslie McNiece (SD) Jill Rusk (SD) Mary Jummati (D) Keith Brown (SD) Vikram Arneja (M) Theresa Pak (AS) Jaime Woltjen (AS) Anuj Patel (AS) Charlie Camisasca (AN) Ali Baranco (AN)

COPYRIGHT © 2016, Consilio LLC - ALL RIGHTS RESERVED

London Stephanie Yang (M) Ryan Antkowiak (AS) Viren Bhakta (AN)

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Trends from 50,000 Feet 1. Exponential Growth 2. Stumbling Movement to Cloud 3. Increasing Regulatory Issues & Penalties 4. Technology Stack consolidation / Integrated View / Central Repository 5. Process Automation 6. Data Analytics / Predictive Analysis

4

9

New sophisticated approaches for unstructured data mining enable more efficient expert analyses

Initiating email or issue.

Uncovering related, supporting email, docs, people, know-how, drawings, and external information consumes 80% of subject matter experts’ time.

Unstructured

Organized

Today’s document risk analysis is largely based on a strategy of: “we hope that all relevant information becomes known in time to avert disaster.”

© 2015 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

Legal Department Technology Landscape Business Clients Knowledge Management – Content collaboration – Federated searching – Legal portal – Standard operating procedures

Management Reporting & Data Analytics – Data warehouse–Key performance indicators – Dashboards – Reports

Contract Management • Contract drafting • Contract workflow • Contract approval • Contract repository

Matter Management • Matter administration • Calendar/docketing • Budgeting • Notifications • Automated workflow

Governance • Corporate Secretary • Entity management • Section 16 filer

Document Management • Document repository • Document searching • Legal contract archival

Email • eMail & attachments • Event notification

• • • •

eBilling • Invoice processing (submission, routing, & approval) • Fee/billing analytics

Records Management • Records repository • Retention scheduling • Litigation readiness

Accounts Payable • Invoice payment • Payment status

Discovery • Legal hold • ESI mapping • Case management

IP Management Trademark prosecution Invention disclosure IP prosecution Annuity maintenance

Outside Counsel

COPYRIGHT © 2016, Consilio LLC - ALL RIGHTS RESERVED

10

5

Legal Technology Trends

• Best practices & Opportunities for improvement Consilio Legal Best Practices Technology • Investments in legal technology are vital to increasing efficiency and improving data access to support data-driven decision making. • Developing a strategic technology plan to understand user needs, align technology with prioritized business processes, and ensure a cohesive integration of technology allows departments to effectively leverage technology and streamline processes. • Mature law departments integrate technology with business systems to support business and law department procedures and allow for full visibility into performance metrics. • Core legal technologies such as Matter management/e-billingsystems and document management systems enable more efficient matter and invoice handling processes and provide the infrastructure to support the detailed analysis of legal spend and monitoring of key performance indicators.

Source: Consilio 2013 IMPACT Benchmarking Report

11 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

Legal Technologies ys ems and Trends What Can Legaltter Technology Do For You? v genc of Manag ent & ng The right technology when paired with policies and processes can help achieve the following: • Ensure that the Legal Department business processes are cohesive •

Reduce manual effort for individual staff and increase access to important information



Ensure knowledge capital is captured and leveraged internally and with outside counsel Improve operational and financial management of the Legal Department; reduce spend and effort duplication through proactive management

• •



Increase efficiency through collaboration across practice groups, geographies, companies and law firms Support development of the appropriate metrics and measurements to drive behavior

12 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

6

Defining the Future & Current State: Maturity Model The following chart provides a summary of our assessment of the future state (three year timeline) of systems maturity compared to current state. Initial Process is ad-hoc. Few activities are explicitly defined.

Repeatable

Defined

Some processes and tools do exist. However they lack alignment.

Managed

Processes are documented, standardized and integrated.

Matter Management/ e-Billing

Optimized

Detailed measures of the process are collected and controlled.

Processes are improved through qualitative feedback.

Matter Management/ e-Billing Discovery Management

Discovery Management

Legal Holds / Collections

Legal Holds / Collections

Legend: In-scope areas

Document Management Document Management

Out-of-scope areas

Records Management Knowledge Management Corporate Secretary Intellectual Property Management

Intellectual Property Management Contracts Management

Contracts Management

COPYRIGHT © 2016, Consilio LLC - ALL RIGHTS RESERVED

13

Prioritized Roadmap & Effort Estimate Core Technology Implementation

Impact

Priority

Effort

Estimated Timeframe (months)

Consultin g Project FTEs

Vendor Project FTEs

Ongoing Support FTEs1

Start Time

1. Technology Governance Policy

H

2. Matter Management / eBilling Technology

H

H

L

6

0.10

0.00

0.50

Q1 2015

H

H

9

2.25

0.75

0.90

Q2 2015

3. Intellectual Property Management

M

4. Document Management

M

H

H

15

1.50

2.50

1.40

Q2 2015

M

M

18

1.00

0.50

1.40

Q3 2015

5. Legal Holds & E-discovery Tools

M

6. Reporting

H

L

L

15

0.75

0.50

0.60

Q4 2015

M

M

12

0.50

0.25

0.50

Q1 2016

7. Legal Portal

L

M

M

12

0.50

0.25

0.10

Q1 2017

8. Contracts Management 9. Corporate Secretariat

M

L

M

15

0.50

0.00

0.00

Q1 2016

L

L

L

Ongoing

0.00

0.00

0.00

Ongoing

COPYRIGHT © 2016, Consilio LLC - ALL RIGHTS RESERVED

14

7

3-Year Technology Timeline

COPYRIGHT © 2016, Consilio LLC - ALL RIGHTS RESERVED

15

Establish a Return on Investment

COPYRIGHT © 2016, Consilio LLC - ALL RIGHTS RESERVED

16

8

System Selection Approach Project Management and Change Management Gather, Validate and Prepare System Requirements • Facilitate business and functional requirements interviews/focus group sessions: o Identify key stakeholders within each user group o Review current systems/processes o Determine detailed information and functional system requirements • Interview technology infrastructure stakeholders to understand current and future technical environment, constraints and standards. • Conduct requirements validation and refinement sessions with key stakeholders. • Translate business and information requirements; prepare System Requirements Matrix containing functional, technical and vendor support requirements. • Review Matrix with project team and further refine system requirements as needed.

Compare and Analyze Product, Finalize Decision

Conduct RFP Process • Confirm list of candidate vendors/products for RFP and onsite demonstrations. • Prepare and distribute Request for Proposal (RFP) to candidate vendors • Prepare and distribute script/guidelines for product demonstrations. • Assist in communication with vendors and describe critical requirements. • Consolidate RFP responses. • Participate in product demonstrations with project team. • Obtain presentation feedback and discuss initial thoughts.

• Communicate with vendor(s), Law Department, and IT groups to answer/resolve open issues. • Analyze vendor RFP and scorecard responses. • Check vendor finalist references. • Prepare a Comparative Product Analysis and weighing of product strengths and weaknesses. • Obtain feedback and facilitate decision-making process. • Confirm selected vendor. • Assist with contract negotiations (as needed). • Prepare a high level Implementation Plan.

COPYRIGHT © 2016, Consilio LLC - ALL RIGHTS RESERVED

17

System Selection Evaluation Areas When helping a client with system selection, we evaluate the following aspects of each candidate system against the client’s departmental business processes and objectives: Vendor viability

Ownership; management & oversight; financials

Implementation

Configuration; functionality; testing; data conversion time

Usability & functionality

User adoption; integrations with existing or planned systems; audit trails; security; searching; reporting; system administration

Vendor commitment

Responsiveness; support strength; client focus; law firm on-boarding support

Reference customer experiences

References from similar companies regarding implementation and ongoing usage; targeted reference checks

Maintenance & support

Managing changes; bugs; technical expertise

International suitability

Experience accepting invoices in most currencies; automated conversion; reporting in multiple currencies; acceptance of VAT (eBilling)

Vendor hosting

Where applicable, capability to host system without impact on functionality or integration

Cost

Up-front software costs (and hardware costs if required); implementation services; ongoing maintenance and upgrades

COPYRIGHT © 2016, Consilio LLC - ALL RIGHTS RESERVED

9

System Implementation Approach Project Management/Change Management

Initiate and Plan • Confirm project • • •



• •

scope Identify resources Define project roles and responsibilities Establish matter management goals Develop detailed project work plan and timeline Conduct project kickoff Review requirements

Design • Analyze legacy

Build • Coordinate

data use configuration • Conduct and development workshops/ activities with interviews to vendor understand current state and • Prepare training and other develop future documentation state processes • Document design specifications: – Functional design – Integration specs – Security – Reports – Workflow and business rules

Convert • Develop conversion strategy • Support data cleanup efforts • Test converted data from user perspective

Deploy and Monitor

Test • Create QA test

• Finalize training

plans and test cases

materials and training plan Confirm training logistics Validate operational readiness Deliver training Provide postimplementation support

• QA test screens, business rules and processes, security, integrations, reports and eBilling

• •

• •

• Create UAT test plans and scripts • Lead User Acceptance Testing

COPYRIGHT © 2016, Consilio LLC - ALL RIGHTS RESERVED

What is Document Management? The goal of the Document Management system within Legal is to effectively provide tools to streamline document creation, leverage existing work products, facilitate document collaboration and provide a central repository for storage. It facilitates collaboration, retention and re-use of work-product and secure access.

DM File Structure

20 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

10

Legal Technologies ys ems and Trends Differentiating Document and Records Management v genc of tter Manag ent & ng Documents

Records

“Documents consist of information or data that can be structured or unstructured and accessed by people in organization. DoC cu m en t M nag ntss to ommoan aecmcee is repositories bled “documents Electronic document for the checking-in and byprovide existence of a library out of documents that can be and/or repository revised andaunlocked for future revision, with within theversion tracking

“Records provide evidence of the activities of a given organization’s functioning and es. Records Reh coard s M t mpli e v santargicemt ecno requirements regarding “Records management needs to their access placeretention, records in their proper context so that generally they are and destruction.” kept in series, or in indexes determined not by internal, enterprise-dictated rules, but by external rules.”

and histories.”

Source: CMS Wire

21 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

Differentiating Document Management & Contract Management Many types of systems can be used for managing contracts and documents, each with specific differentiators. There are systems that specifically support and automate the entire contract management process; while there are other systems that can be adapted to meet the legal department’s document management goals. Type of System

Concept

Drafting

Negotiate

Execution

Storing & Analysis

Contract Management











Procurement Management











Document Management











Document Assembly











Matter Management











Records Management











22



System supports contract functionality



System partially supports contract functionality or requires integration

© 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

11

oceunm enatnaMgaenmaegnetment VBaelnuefoitfsDoofcDum tM •

Easier to find documents – –



Easier to share documents –

– –



Documents organized around a matter—called “matter centricity”—reduces the need for standard naming conventions or policy Filing structure is less important with full text search capabilities • “Google-like” searching capability • Reduce document search time Document management system will be the central repository for all Legal documents • Users no longer need to determine which repository holds the document • Transform individual know-how into enterprise knowledge • Leverage exemplary documents, templates and forms Version control is built into the storage and retrieval process Large documents can be shared via emailing links instead of large attachments

Easier to secure documents – –

Flexible security model allows users to set security as strict or lenient as they wish Security can be set at the Workspace, Folder, or Document level • Documents automatically inherit rights associated with the Workspace and/or folder to which they are attached

23 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

t aMnagneam geem DDooccuummenetnM nt eLnifet c(yDcM le )PSroycsetessm LDiofceumcent Management (DM) systems provide a common platform for unifying people, processes, and content. Common features and functions of a DMS include:

12

Document Management Matter Centric Approach • A matter-centric document management design facilitates filing, retrieval and collaboration as well as the implementation of retention policies. • In matter-centric collaboration, categories of matters and other projects are defined and assigned a default folder structure at initiation. For example, a patent prosecution project might include folders for drawings, PTO correspondence and applications • Each folder has an assigned metadata, security and retention schedules which are automatically applied (“inherited”) to the document as it is saved to the folder, matter-centricity helps establish a highly functional relationship between metadata, organization and content using a familiar metaphor. This is generally transparent to end users, who can use existing skills to save and retrieve documents without learning the intricacies of metadata profiling. 25 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

Vendor Overview

• Document Management and Content Management Vendors Overview Key Clients

Vendor Name

Founded in 1991 Headquartered in Ontario, Canada Publically traded  Primarily an enterprise content management company

BPS (Suisse) FraunhoferGesellschaft  Tronox  Vitens











  

Acquired by Hewlett-Packard in 2011 Founded in 1996 Headquarters: Palo Alto, CA

Burges Salmon Clearwater Capital Partners  SJ Berwin  Sunsteim  Thermo Fisher  



Flexible workflows Quick deployment timeframe (4 months)  Built on EMC platform and EMC certified  Integration with Captiva Capture for extraction of information from forms, etc.







Privately owned company based in the United Kingdom. The company was founded in 1996 and has been supplying document and file management software ever since. We have been developing our own software products for over 15 years..



McKesson VMWARE

ITV Majority Strategies Zumba Fitness  Ropax  Knight Litigation  

* Clients not referenced on vendor website

26 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

13

Vendor Overview • Integrated Matter Management / e-Billing Platforms Vendor Name

Overview

Key Clients



Bought by Vista Equity Partners Founded in 1987  Headquartered in Los Angeles, CA  Privately held company  TeamConnect and Lawtrac







Formed in 2014 by the merging of Datacert and TyMetrix Headquartered in Houston, TX



 

AIG Exxon  Shell  Barclays  Ford  GM

Nissan ConocoPhillips Phillips66  Conrning  

* Clients not referenced on vendor website

27 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

Vendor Overview • Process Automation Vendor Name

Overview

Key Clients

Onit is based in Houston Texas. Founded in 2012.



Home Depot  Under Armor  AIG  Davtia

ThinkSmart’s Transaction Automation Platform (TAP) provides an elegant solution to the management, automation and control of business processes in seamless, intuitive, compliance based online environments.

Dell Hyundai Stewart Title Unum Cigna Yahoo NetApp

Neota LogicBy combines rules, reasoning, decision management, and document automation, to business solutions that enables nonprogrammers to rapidly build and deploy rules-based applications. These easy-to-maintain applications provide appreciable solutions, resulting in: Process improvements Risk reduction Ensured compliance

* Clients not referenced on vendor website

28 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

14

Vendor Overview • Contract Management Vendors

Vendor Name

Overview

Key Clients



Founded in 2005  Headquartered in San Mateo, CA  Privately held company  Enterprise Contract Lifecycle Management  Built entirely on the salesforce.com platform (Force.com)



Cornerstone  Equinix  HP  PayPal  Trimble  United Healthcare

Selectica/Determine and Iasta merged in 2014 to expand product offering Headquartered in San Mateo, CA  Went public on NASDAQ with IPO in 2000  Introduced Selectica Contract Performance Management (now Selectica CLM) in 2005  Enterprise Contract Lifecycle Management



 

Marriott Disney Randstad  Mantech  Prudential  

Consilio Legal’s K-CREATE contractorigination application Headquartered in Chicago, IL  Public on NASDAQ with HURN  

Upside acquired by SciQuest, Inc. in 2012 Founded in 2000 Headquartered in Cary, NC  SciQuest, Inc. Publicly traded (SQI)  Enterprise Contract Lifecycle Management  Focus on ease of implementation over leadingedge features

3M* CEVA Logistics Maersk  Midmark Corp.  SAB Miller  QSCC













29 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

Vendor Overview

• Contract Management Vendors Vendor Name

Overview

Key Clients



Founded in 1996 Headquartered in Wakefield, MA  Privately held company  Based on Microsoft SharePoint platform







Deloitte HP  Logitech  Microsoft



Acquired by SAP in 2012 Founded in 1996 Headquartered in Sunnyvale, CA  Provides full sourcing solution  Primarily buy-side but support sales side also  Ariba 14s to be released March 2015













Aviva British Airways CVS Caremark  Ohio State Univ.  Volvo

Acquired by IBM in 2012 Founded as diCartain 1991 Headquartered in Burlington, MA  Provides sourcing solutions  Supports both buy-side and sell-side lifecycle processes











Founded in 1995 Headquartered in Runnemede, New Jersey Privately held company  Built on the Microsoft .Net platform  Contract Insight Enterprise



  

Allstate* Boeing* ConocoPhillips*  Nextel*  NiSource* American Achievement Corp.  City of Houston  State of Colorado  St. Joseph Health System  TreeHouse

30 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

15

Vendor Overview

• Contract Management Vendors Vendor Name

Overview

Key Clients

Founded in 2001 Headquartered in Switzerland  Based in Europe with an emerging presence in  North America  Highly configurable system built on XML platform



Bombardier  Broadcom  FHL Banks  Gtech  Jet Aviation

Acquired by LLR Partners and became Revitas in 2012 Founded as iMANY in 1989   Headquartered in Philadelphia, PA  Primarily used for life sciences companies





Baxter Bristol Myers Squibb  Boehringer Ingelheim  Daiichi Sankyo  GE Healthcare  Johnson & Johnson





Acquired by Versata in 2007 to expand product offering Founded in 2000  Headquartered in Austin, TX







Countrywide Juniper Raytheon  Sasol  Sun Microsystems



Founded in 1977 Headquartered in Redwood Shores, CA Oracle Contract Lifecycle Management first offered in 2010  Publically traded (ORCL)  Supports both buy-side and sell-side lifecycle processes













  



Comcast Dell Harsco  Novell

Founded in 1997 Headquartered in Chelmsford, Massachusetts Privately held company

Aerotek Appalchian Regional Hospital  Echelon  TEK Systems  

31 © 2014 C onsilio Consulting Group. All rights reserved. Proprietary & Confidential.

Vendor Overview • Contract Management Vendors Vendor Name

Overview

Key Clients



Founded in 2008  Headquartered in Orlando, FL  Privately held company  Web-based or on-premise platform



HD Supply  Rackspace  Sony  Natixis*  The Vitamin Shoppe*



Founded in 1989 Headquartered in Bellaire, TX Privately held company  Started as a collaboration project between the Association of Corporate Counsel and Bridgeway Software Research













Founded in 2000 Headquartered in London, UK Privately held company  ContractExpress











Avery Dennison CDW Navistar  The Legal Aid Society AXA PPP Healthcare FedEx Maersk Line  Petsmart  Zanox

32 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

16

Vendor Overview • Contract Management Vendors Vendor Name

Overview Founded in 2009  Headquartered in Bellevue, WA with operations center in Pune, India  Privately held company  Leverages Microsoft Azure platform to develop and deploy its products  Icertis Contract Lifecycle Management (ICLM) was launched in April 2012 

Key Clients Bwin.party  Gcommerce  ICICIBank  Janney  KPIT  Microsoft  Mindtree  Purple  Roche  Silverado 

* Clients not referenced on vendor website

33 © 2014 Consilio Consulting Group. All rights reserved. Proprietary & Confidential.

SUCCESS FACTORS • • • • • •

Be Practical, narrow scope Communicate, and over-communicate Governance and Change Management Structure Ability to say “No” when its right to say it Build and show, move in smaller increments Baseline each roll-out and use that as a starting point • Don’t over-engineer, simple is better

Tweet us at @MitratechLegal #MitratechInteract

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Document Management Trends - Association of Legal Administrators

Document Management Trends: A Source of Efficiency for Corporate Legal & Risk Leaders Presented by Robin Snasdell OM02 9/15/2016 1:15 PM- 2:45 PM The...

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