P2P

34 P E E R T O P E E R : I L T A ' S Q U A R T E R L Y M A G A Z I N E | F A L L 2 0 2 0 allows for documents to be co-authored (co-edited,) users will likely need to be reminded that any significant versions to the document also need to be saved within the firm's DMS or other approved repository for the matter record. In addition, a firm's retention and privacy policies may already address instant messaging, but they may need to be updated to address private chats, especially if the retention period for that information is varied. Policies are important, but are just one piece of the larger governance framework. Specific IG guidance on how to use the platform should be baked into training documentation and included in corresponding communications to users. While scare tactics aren't typically the best approach when promoting the usage of new tool, briefly explaining the "why" may help drive appropriate compliance. A general end-user may not need to thoroughly understand the inner workings of the collaboration platform, but understanding how and where data is stored, for how long, and who has access (think in terms of data privacy, eDiscovery, and security) may help users understand the risks for both the firm and themselves if they fail to use the platform properly. As with all technology implementations, guidance on usage should be simple, clear and intuitive, and training and communication scenario-based. Firms may also find it advantageous to require some type of acknowledgement by users that they understand how to use the collaboration platform under the firm guidelines. 3. Set up an approval process for the site to be created and managed. As we all know, legal professionals are often pressed for time and setting up a collaboration channel should be easy, streamlined, and quick. Out of the box, a collaboration platform may allow users to create collaboration channels at will. While this might be the fastest and easiest way to set such a channel up, it should be disabled for both technical and policy reasons and should be request-based only. Instead, a streamlined workflow process needs to be in place to efficiently spin up a channel. For a rapid deployment, creation of a collaboration site should start with a request to the IT department, which will manage the overall provisioning process, and can be initiated through the New Business Intake process. While this might not be the quickest way to spin up a channel, it should still be a seamless experience for the practitioner and ensure it is created in compliance with all firm policies. Generally, the workflow should consist of: • Identification – A business user identifies the need to communicate and collaborate on a subject that adds value to the firm. The typical use case includes the need to work with a client on a matter, a group of matters, or internally within the firm. • Collection – The request for a collaboration channel is routed to the appropriate team(s) within IT through an efficient channel, such as the Help Desk. The Help Desk can direct the requestor to a request form or collect the information necessary directly. The information collected in the form includes, but is not limited to: site owner, client/matter identifier, practice or administrative group information, and reason for the site. This point in the process is crucial, as the information collected will set forth not only responsibilities of the site owner, but also will impact downstream operations, such as disposition and departure. If the site is created for a matter team, the expectation is that only relevant discussion, documents, and other information will be stored and communicated in the site pertaining to the particular matter. It is the owner's responsibility to maintain matter centricity of the site. This can be aided by using third party tools that sync document content with the firm's DMS. • Verification – The appropriate IT team(s) should take the collected information and confirm the data associated, where applicable, and affirm that the use case conforms with firm policies and any client restrictions. • Creation – After all of the information has been verified and a site has been approved, IT can create the collaboration site. As such, IT should maintain control and track any proliferation of data. The structure of the sites should follow templates,

• Cover