The quarterly publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/271291
PEER TO PEER: THE QUARTERLY MAGA ZINE OF ILTA 30 CASE STUDIES • The files and data start to arrive and the internal processing begins While these processes and tools can prove invaluable, it is important we remain flexible and alert. The transition of each new attorney often brings its own unique twists and turns. Relying too steadfastly on procedures just to follow them can result in frustrations for all, and the likelihood that the process will be ignored entirely. We must be in tune to identify those points that require compliance and those that can be given a bit of wiggle room. HELPING INFORMATION GOVERNANCE EFFORTS Our world is in a constant state of change. As such, it is imperative that we continue to evaluate our roles, processes and documentation to make sure they remain relevant and meet the needs of the firm and our attorneys. We must keep the conversation going, remain abreast of new industry developments and requirements, and heed the words of branding consultant Simon Mainwaring: "Change is almost impossible without industry-wide collaboration and consensus." Addressing the challenges presented by lateral onboarding is yet another step forward to change the way we work and implement a sound information governance program. arrival. The FAQ serves as a high-level overview of our process, who is involved, what we request of them and why. • Process Checklist: This checklist is used internally by the records department to keep track of all the moving parts and to ensure all pieces have been completed. ONBOARDING SMOOTHLY If you don't already have one, the following can serve as a framework for a lateral onboarding process checklist: • Attorney recruiting notifies the records department (process coordinator) of the pending arrival of an incoming attorney • Attorney recruiting sends an email to the incoming attorney introducing the process coordinator and provides the new attorney contact information • The process coordinator contacts the new attorney (we use an approved questionnaire to guide this initial conversation) • Contact the former firm's RIM/IT department managers to start the conversation about what is needed and to find out how they handle outgoing transfers ADDING DOCUMENTATION We also recognized the need to add to our arsenal of documentation. Our toolkit currently consists of the following FAQs and checklists that have proven helpful in supporting our process: • Attorney Questionnaire: The target audience is the incoming attorney. These are questions that need to be answered before or right at the time of their departure from their former firm. Being careful to craft our questions as succinctly as possible, we often include this questionnaire with our introductory email or use it as a guide for a one-on- one conversation with the attorney. Relevant questions are: What is the number of anticipated incoming clients? Have client letters been sent to the former firm? Should we expect hardcopy and/or electronic information? Who is the point of contact at the former firm? • Information Governance Questionnaire: Once the appropriate introductions are made, the target audience of this questionnaire is the records manager, IT manager or other IG professional at the new attorney's former firm who will be coordinating the release of files and data. This questionnaire includes queries regarding the quantity, format and types of files and data. This is often a good time to discuss metadata, which systems the files originate from and the method in which they will be sent. Will electronic data be sent via CD, DVD, hard drive or other physical media? Will the data be encrypted? Will the transfer occur via a SFTP solution? For multi-office firms, we have also found it helpful to ask whether the export of information on their end will be centralized or handled separately by office, etc. Armed with this information, we are better able to anticipate how information is received and who on our end needs to be engaged. • FAQ: The target audience is the incoming attorney. This can be included with the introductory email or provided to the attorney at the time of their The KM department takes point on the coordination of any extranets or other necessary file-sharing collaboration sites.