by Pam Albrecht, DMS Administrator. Ogletree Deakins
Moving to a Document Management System (DMS) and a matter centric environment in 2005 was not a luxury for Ogletree, Deakins, Nash, Smoak & Stewart (Ogletree Deakins), it was critical to the success of the firm’s plan to grow both the number of attorneys and offices. Expanding rapidly, Ogletree Deakins determined that in order to manage our current and future document production, we needed to make the business process decision to move from local file storage to a centralized document management system. In the four years since its initial implementation, we have made several significant improvements that have added to an organized environment where increased productivity is measurable for both our legal and administrative professionals.
Background:
Founded in 1977 in Greenville, South Carolina and Atlanta, Georgia, Ogletree Deakins specializes in employment and labor law. Now with 35 offices nationwide, the firm has 470 attorneys and approximately 1,000 employees. Ogletree Deakins’ centralized database is accessed through the firm’s WAN.
Here is a chronological look at the process we followed:
1. Initially, we engaged Baker Robbins to help lead us through the selection of a document management system. We developed a scorecard and evaluated three products, eventually choosing Interwoven WorkSite® (now Autonomy iManage WorkSite). We consulted with Baker Robbins and Interwoven during our implementation.
In addition, we selected the FileSite Client because it manages the integration with Microsoft Office, Adobe, and WordPerfect. This was an important decision particularly for our users because it enabled them to file every document and communication in the correct matter workspace quickly and easily.
At the same time, we implemented WorkSpace Manager from DocAuto because we realized early in our analysis that WorkSpace Manager enhanced the WorkSite platform and would automate workspace creation saving us valuable resources. Since implementing our matter centric environment, we have created more than 125,000 total workspaces. On average, manually creating a new workspace requires at least 3 minutes. With firm-wide demand averaging 75 new workspaces per day, we save 3.75 labor hours every day on workspace creation alone.
2. The more we used the new system, the more we wanted, and we found additional features that increased both staff and IT productivity. For example, WorkSpace Manager allows us to publish shortcuts to matter workspaces directly to our users. This has proven particularly helpful for our secretaries by reducing the amount of time they spend setting up, organizing, and maintaining shortcuts for their attorneys.
3. Next, Document ID from DocAuto automated WorkSite’s manual process of applying document numbers, versions, and profile information in a manner that was easy for our users. Document ID is fully customizable, giving our practice groups the flexibility they require while saving significant secretarial time.
4. RBRO’s SafeDelete benefits both our users and system administrators by allowing users to mark documents for deletion. The documents are removed from the user’s view and automatically scheduled for deletion at a later date. When occasionally one of our users needs to recall an accidentally deleted document, an administrator can quickly locate the document and restore it without the time consuming process of manually searching back-up tapes. SafeDelete gives our users the freedom to keep their workspaces current and get rid of old files without the fear of accidental deletions, or the IT department’s wrath.
5. WorkSite Exporter from DocAuto made the process of exporting files fast, easy, and efficient. Whether required for remote or mobile access, or when attorneys leave the firm, WorkSite Exporter saves significant IT time. The files are exported using the same familiar folder structure, making them easy for our attorneys to locate and use when working remotely, in court, or when the system is down for maintenance.
6. The companion to WorkSite Exporter, iImport, also from DocAuto, automates the time-consuming process of importing documents into the proper folders. Whether importing client data, new attorneys’ files, or re-importing files from remote systems, iImport’s workflow processing places content and metadata properly, and eliminates the need for SQL scripting and manual development.
As with most systems, there are always additional improvements to be made. We have several projects being implemented or identified. Some of the more significant programs include:
• Workflow – Our first workflow project involves automating the new employee process. We have examined everything from HR, to system logins, to timekeeper numbers, and we have identified 15 different people that are currently involved every time a new employee joins the firm. Automating the new employee process will result in significant savings for everyone involved.
• Learning Management System (LMS) – With the assistance of TutorPro, we are rolling out our new LMS. Ironically, the first series of lessons we’ve developed cover using our DMS. Users will be able to access learning (including CLE) and training from their computer. The system is lesson based, enabling us to create lesson plans by employee type, and users can start, continue, and complete lessons at their convenience.
• Email Management – Automating email so that it can automatically be stored in the proper workspace has become increasingly critical as the volume of email communication continues to soar. Adding functionality to our matter centric environment with Autonomy iManage’s Email Management for Outlook that tracks emails (outgoing and incoming) and files them properly without having to handle the mail twice, will increase productivity and reduce the likelihood of important emails accidently becoming misfiled.
• DMS BlackBerry interface – We are piloting WorkSite Mobility with a small group of attorneys. Giving users the ability to receive, respond, and file emails, review documents, and communicate without a computer keeps our attorneys in touch while travelling or in court.
• Extranet – We are currently looking at using Interwoven Web with SharePoint for our extranets.
Making the move to a DMS and a matter centric environment was a significant undertaking, and we’ve never looked back. Now with over 7,000,000 documents, the DMS has enabled Ogletree Deakins to grow and prosper in an organized, productive, and efficient manner. Our document management system and the third party enhancements allow us to collaborate across 35 offices, provide document services to improve the efficiency of our attorneys, and provide an efficient system to organize our documents by matters.
About the author
Pamela Albrecht is the DMS Administrator at Ogletree Deakins. Ms. Albrecht’s 25-year career in IT includes 13 years with Ogletree Deakins. She is an iManage Certified System Administrator. A lifetime resident of Greenville, SC, she is the mother of two and enjoys providing Pro Bono IT support for non-profit community organizations.
