10 Best Practices For Matter Centricity - prosperoware.com · 10 Best Practices For Matter...
Transcript of 10 Best Practices For Matter Centricity - prosperoware.com · 10 Best Practices For Matter...
10 Best Practices
For Matter Centricity
Improve adoption of the electronic
file and mitigate risk
Limit IT bottlenecks
Any step that requires
IT is a barrier to
adoption
• Automate the
management of the
electronic matter file
• Allow foldering rules to be
modified as users get
more sophisticated
1
Designate an
owner for every
matter
Put ownership of the
electronic file into the
hands of the people who
know the matter best
Responsible lawyer
and staff
• Paralegal
• Secretary
• Clerk
2
Enable users to
easily secure a
folder to the entire
matter team
Support privacy laws and
confidentiality policies
without IT support
3
Require a minimal
number of folders
at matter opening
• Working Drafts(work-in-process documents)
• Correspondence (email and scanned letters)
• Matter Administration(firm-owned content such as
engagement letter, notes,
bills)
4
Make it easy to
tailor the file
structure to the
matter
• Give lawyers the
ability to add folders
and subfolders
• Keep it simple by
limiting the folder
structure to three
levels:
– Root folder
– Sub folder
– Sub sub folder
5
Support flexible
naming standards
to reflect the needs
of different practice
areas
• Fixed names (Deposition)
• Fixed names with prefix(Smith Deposition)
• Fixed names with suffix(Correspondence 2012)
• Complete user-defined
flexibility
6
Don’t make email
“public”
• Secure email to the
matter team
• Employ a hybrid
security model to
balance transparency
and privacy
– Make work-in-progress
“public” to everyone in
the firm
– Secure email and
“finished” content to
the matter team
7
Ensure consistency
in re-filing and a
single home location
for documents
• Disable end-user re-file
operation in WorkSite
• Remove “Add to Folder”
command from FileSite
and DeskSite
• Put the re-file operation
on the server and define
specific business rules for
re-filing
8
Make it easy for
users to access
and import content
• Make it a smooth, solid
workflow that does not
require IT support
• Make your DMS
available to all
applications, including
Internet Explorer
• Make your DMS
available from a variety
of devices, including
Macs and tablets
9
Prevent unintended
consequences
arising from
premature deletions
Give users a mechanism
that allows them to stage
documents for deletion and
recover them without IT
support
10
LEARN MORE
• Printable brief: 10 Best Practices for Matter Centricity
• Slideshare: Rethinking Matter Centricity
• Slideshare: Hybrid Security Model