Digital White Papers

57 WWW.ILTANET.ORG | ILTA WHITE PAPER KNOWLEDGE MANAGEMENT Workstream 4: Document Collection By prioritizing document collection you can ensure that the useful know-how produced by your organization is easily accessible. » Advanced: The program has a rich collection of quality know- how with robust metadata that is available via a single interface. » Intermediate: The program might see regular contributions of quality documents to a single repository that has some metadata in place. » Basic: The program is likely to have made some aempt to capture useful materials. To implement a document collection process, construct, capture and curate: » Construct a knowledge repository that matches the organization's needs. A shared folder or hyperlinked Word index might work for a smaller organization while a larger organization might need a more scalable solution. » Capture material and populate the repository with documents from both current and prior matters. If a KM culture exists, capturing closing documents could be as simple as a lawyer blind copying the document uploader on the final deal documents email. If a KM culture does not exist, capturing content might require the creation of an inventory of » Determine how best to produce the SFDs, which could include basing them on existing internal documents or using samples obtained from publicly filed documents or third parties like Practical Law Company, industry organizations or panel firms as a starting point. » Institute a process that ensures your SFDs are kept up-to-date. This could be via scheduled or ad hoc reviews. » Consider implementing and monitoring usage statistics with a level of sophistication to meet your organization's needs. This could extend beyond document hits to include search requests that yield no results and therefore indicate a hole in your knowledge collection. In many organizations a simple spreadsheet will be all that is required. Avoid the Long and Winding Road: Develop a KM Roadmap

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