publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/503802
ILTA WHITE PAPER: APRIL 2015 WWW.ILTANET.ORG 36 FROM CHAOS TO ORDER: ALLEVIATING THE PAIN OF SHARED DRIVES FACING ECM AVOIDANCE ECM avoidance is the idea that people will do anything they can to avoid using a controlled compliance system. Most of the old-guard ECM systems require too many additional steps — requiring a separate login, identification of the correct folder, the entry of metadata, and more. People just want to get their work done and move to the next task on a list that is far too long. How do you face the avoidance? Make it simple! You need a system that works the way your users do. This solution must: • Allow them to use their existing tools from SharePoint to Office to email • Help them find information in content chaos • Make internal and external collaboration easy • Work wherever they work (i.e., mobile devices) • Bring efficiencies to the business of law At the same time, you still need to wage the ECM tug of war between the wants of users and the needs of IT. You'll want a system that doesn't require training to use, and yet delivers the enterprise-class governance that is required. ELIMINATE SHARED DRIVE PAINS Firms have struggled to eliminate the use of file-shares/shared drives. Now that they've been used for years, how do you clean them up and leave them behind? Whether you've decided on a shared drive remediation or cleanup due to technology updates, resource drivers, a client audit or some kind of certification, you'll need a checklist to get you through the process successfully. Where to Start? • Recognize the project is going to take time • Decide if file-shares will be used in the future • Gain executive/management support (cannot be just an "IT project") • Prepare a process for handling requests going forward • Identify a strong project manager What Is Required? • Engage multiple groups (end users, IT, risk management, records) • Decide how to identify materials that don't have "owners" • Understand the risk management aspects of the project • Plan the life cycle management of the data • Assist end users through the transition USERS • Easy to learn • Easy to use • Easy to share • Email and Office integration • Enterprise-wide search ENTERPRISE IT Secure • Compliant (RM) • Simple to integrate • Upgradeable • Cost-effective • VS THE ECM TUG OF WAR