The quarterly publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/116777
Issues/Challenges: • Servers resided in local offices. Many were old and needed to be replaced. • It was difficult to run meaningful reports that would provide insights into overall usage and statistics. Getting this information was time-consuming and difficult because the data were spread across all servers and would require running separate reports, consolidating them and then running a comparison. • Local IT historically had been tasked with clearing space on shared drives that were reaching capacity. It was difficult for them to determine what was eligible for deletion or relocation. • Due to the lack of naming conventions, it was difficult to find materials for a specific client/matter. Considerations After determining where to begin, it is important to consider the following: • Recognize the project will take time. The current environment was not created overnight; it will not be cleaned up overnight either. Measure progress and maintain positive momentum by reflecting upon what has been accomplished. • Break up the project into manageable chunks. • Develop a strategy for storing data and organizing the repository. Decide if shared drives will be available for use in the future. If so, be ready to introduce a process for handling requests. Some firms have abandoned the use of shared drives entirely. Orrick decided to continue to use shared drives, while implementing structure, procedure and process to their use going forward. Initiatives/Benefits: • We were in the process of establishing a United States-based data center that offered the ability to centralize our shared drives. • Due to frequent client audits and the pursuit of ISO 27001 certification, there was an increased awareness of our environment. • Matter centricity in our DMS was in the process of being deployed. This offered an opportunity to have discussions with key individuals to organize information and, in many instances, import shared drive data into our DMS, iManage. • Gain management support. Success is contingent upon support from both administrative leadership and risk management. • Identify someone to manage the project. This might seem like a no-brainer, but it's important to have an individual assigned to oversee the tasks and parties involved in the initiative. • Assess your resources. The records department stepped up to play an integral role in sorting through our legacy data, which is a core function of records personnel. There was also Peer to Peer 107