Digital White Papers

ILTA WHITE PAPER: JUNE 2014 WWW.ILTANET.ORG 27 FITTING A SOLUTION TO MEET THE NEEDS OF A WORKFLOW: IN-HOUSE There are different approaches to developing workflows and specifications. The litigation technology team at Vorys was tasked with identifying workflows within Lateral Data's Viewpoint. Each individual on the team was assigned an area on which to focus. Some areas included: • Analyzing data and building a review strategy • Building views • Case set up and security • Loading data and images • Near-duplicate analysis • Printing and saving documents • Standardizing forms, fields and tags • Redacting documents • Relationship and domain analysis • Using automation for review The team's overall objectives included developing a workflow to create standard "views" (i.e., folders of documents) in Viewpoint with consistent specifications, as well as a workflow for end users accessing standard views. The firm needed to: • Establish a standard that could be implemented across cases, as standards increase user satisfaction and reduce training and support time • Provide consistent end-user experiences with Viewpoint across cases while providing the flexibility some cases might require Vorys developed specifications for its standard views and a workflow for litigation technology to set up views after processing or loading data. As part of this process, Vorys had to evaluate if its users needed different standards for different case sizes and determine how and when workflow could be automated through templates. Once the litigation technology standards and workflow were created, each member of the litigation technology team presented their recommended workflows and specifications to the rest of the team. Documentation was given to team members to see if they could follow it through to completion. If they could do so accurately, the documentation was deemed sufficient; if not, it was modified until it could be followed without additional direction. This approach to workflow design worked extremely well for Vorys. Stay focused on your business objectives Define success Establish project teams and roles Develop technical and physical implementation checklists Design your process Test the platform, your workflow and processes Run a pilot using a live case Develop a training program Implement your user support model Continually improve and foster growth in your organization 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. STEPS FOR A SUCCESSFUL ROLLOUT VORYS' APPROACH TO WORKFLOW DESIGN AND SPECIFICATIONS

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