Peer to Peer Magazine

12 PEER TO PEER: THE QUARTERLY MAGAZINE OF ILTA | SPRING 2018 BEST PRACTICES Reconciling Need-to-Know Security with Successful Knowledge Management » The maer metadata must be manually defined and maintained. » Any modern ethical wall or security solution will hide maer names and profiles from users not in the maer team. » The maer content might still not be relevant despite the maer metadata matching the search term. The second approach involves using professional support lawyers (PSLs) who diligently find and map content of value to a library of best practices, which lawyers can then search. The downsides of this approach include: » The high cost of employing a team of PSLs. » The difficulty for the lawyer in geing full content if they need more than what is in the precedent database. Single Vendor Solutions Introduce New Possibilities: New advanced options open up for law firms willing to follow a single vendor approach for security. Find the Expert Using AI-based Technology: A clear competitive advantage emerges when AI-based technology is employed. This can make it easy to find experts within the firm via search terms without exposing sensitive document content. Firms can easily locate an expert in a given field or topic while still allowing need-to-know security policies to be in place. Curated Research Provides Time-Limited Access: Curated research allows staff to search specific subsets of client maer information on a time-limited basis, only aer the user has been verified. Highly confidential content remains strictly need-to-know but this approach allows other confidential material to be searchable for a period of time by approved users while remaining segmented in order to reduce the firm's exposure in the event of a cyberaack or malicious insider activity. Final Thoughts Top law firms and corporate legal departments around the world are gravitating towards need-to-know security and this trend will continue to grow at a rapid pace over the next few years. There are a number of options out there and firms need to evaluate carefully and make sure that their chosen solution is scalable, secure, can deliver an interface that is consistent and user-friendly and does not prevent effective re-use of prior work product. A firm must balance security policies that protect the firm while not hindering users performing essential everyday tasks. In effect, solutions must protect from cyberaacks while fostering productive knowledge management. P2P IAN RAINE Ian Raine is the Director of Product Management at iManage, and has more than 25 years of experience in the IT industry, building information governance and records management software products for the enterprise.

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