publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/503802
ILTA WHITE PAPER: APRIL 2015 WWW.ILTANET.ORG 37 Next Steps • Determine all the steps for archiving • Start data disposition based on retention policy BRING ORDER TO CHAOS Many firms today employ staff with both RM and IT skills whose focus is solely on classifying and filing content from shared drives into the repository of record. This is a high-cost activity that can at best keep up with the growth of content and at worst add significant risk to the organization. Today it is a practice that can largely be automated. Automation can free highly valued staff for more important and satisfying work. Take this opportunity to identify other areas of dark data that should be considered for evaluation and clean up, and the establishment of future plans. Frequently, the major culprits are SharePoint, file sync and share (FSS), email and line of business applications or repositories that are no longer in use. You have to minimize change for your users. Allow them to continue using the tools they like, such as the shared drives, but bring that content under control with no additional human effort using a smart shared drive. This approach can greatly increase efficiency, DM/RM adoption and allow the firm to get better insight into the knowledge locked into those unstructured silos. FROM CHAOS TO ORDER: ALLEVIATING THE PAIN OF SHARED DRIVES • Shared Drive Emulation (allow users to continue working with familiar file/folder interface) • Federated Search • Universal Content Security (secure any content, on any device without changing user behaviors or business practices) • Simplified Information Governance (everyone's a records manager, and no one knows it — automate governance with auto-classification and workflow) • Automated Workflow/BPM • SharePoint Integration and Synchronization • Enterprise Mobile ECM (secure access to content on mobile devices) • Intelligent Migration (analyze content in shared drives and SharePoint before migration and migrate content users search for over time) From litigation to M&A to IP, it's important to find a solution to help calm the chaos and properly find, manage, secure and store your documents and records. Critical Considerations • Whether to allow end users to continue with work in progress (you should — it smooths the transition) • How end users will reach the materials • A structure that allows for quick determination of how materials relate to a client or matter • Security levels for all materials • Your ability to apply retention policies to the materials • A process for the creation of new folders To address the broad range of issues facing firms today, you'll want to find a technology solution that binds together and secures content across and outside your organization. Look for: HOW CAN YOU SOLVE CONTENT CHAOS?