Legal Technology – Good Trends, Bad Combinations and Ugly Results

LEGALTECH NEW YORK / FEBRUARY 4 – 6, 2014 #LTNY

FEBRUARY 4 – 6, 2014 / THE HILTON NEW YORK

Legal Technology – Good Trends, Bad Combinations and Ugly Results

February 4, 2014

10:30-11:45 AM

New York Hilton


Intros:

• Gina Buser, Moderator:CEO, Traveling Coaches

• Jim McCue, Director of Information Systems, Rodey Law Firm

• Scott Christensen, Director of Technology – US, Edwards Wildman Palmer LLP


Live Audience Polling

To Answer our Poll Questions:• Go to http://ilta.cnf.io on your mobile

device or laptop and pick “Legaltech 2014: Legal Technology – Good Trends, Bad Combinations and Ugly Results”

• Answers will be displayed at the end


Where is it?


Volunteers

• Todd Corham, Lead Survey Guru, CIO, Sedgwick

• Jim McCue, Associate Assistant Vice Director of Surveys, Director of IS, Rodey Law Firm

• ILTA Peer Group VP’s and Steering Committees

• You!


ILTA Staff

• Clay Gibney, IT Director• Philip Graybeal, IT• June Rangon, Survey Guru, Bench Survey

Group• Kristy Cole, Kendall Lazorchak, Julia

Muchard, Publications• Randi Mayes, Executive Director


Survey Demographics:breakdown by firm size

Survey demographics: 494/1400 firms responded.


Polling Question 1

How many lawyers does your firm have?• Under 50• 50 to 149• 150 to 349• 350 to 699• Over 700

To Answer our Poll Questions:• Go to http://ilta.cnf.io on your mobile device or laptop

and pick “Legaltech 2014: Legal Technology – Good Trends, Bad Combinations and Ugly Results”


Demographics: Shrinking Staff

2013 2012 2011 2010 2009 2008 2007 2006 2005 20041

1.1

1.2

1.3

1.4

1.5

1.6

Staff to Attorney Ratio - Average

Demographics: shrinking staff ratio

2013:1000 attorneys

1250 staff

2004:1000 attorneys

1400 staff


Image source: Zerode

LEGALTECH NEW YORK / FEBRUARY 4 – 6, 2014


Related to your document management, legal billing applications, do your attorneys work in a

matter-centric interface as opposed to an application-centric desktop?

Other

We are working on this

No

Yes

-25% 0% 25% 50% 75%

1%

17%

38%

44%

1%

17%

32%

51%

1%

16%

26%

57%

1%

14%

21%

64%

2013201220112010

Matter Centric is up 20 points over 3 years.

Yes

2013:64%

2010: 44%


What is your typical mailbox size limit (in MB)?

2,000MB or more

1,000MB to 1,999MB

500MB to 999MB

100MB to 499MB

0% 10% 20% 30% 40% 50% 60% 70%

19%

27%

28%

21%

29%

24%

21%

19%

51%

17%

18%

13%

62%

15%

11%

12%

2013201220112010

Mailbox size limits are up.

2 GB or more

62%


Do you provide a matter-centric email or records storage system for managing email history?

(choose one)

We will implement one soon

Yes, and a mandatory filing policy is in place

No

Yes, but there is no policy that users must file to the system

0% 25% 50%

10%

17%

33%

41%

6%

19%

31%

42%

2013

2012

Yes, with a mandatory policy

Email management strategies: effort to reduce mailbox size.

Yes, but no policy 42%

19%


If your firm offers dual monitors (screens) to users at your firm, who do you offer monitor to?

None/Not Applicable

Staff

Paralegals

Attorneys

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%

12%

54%

56%

78%

10%

56%

62%

80%

5%

49%

65%

83%

11%

58%

75%

85%

2013201220112010

Dual monitors on more desktops, including staff.

Attorneys 85%

Paralegals

Staff

75%

58%


Are you using a next-generation endpoint security solution or any alternative technology to protect the end-user’s

desktop instead of (or in addition to) traditional (“signature-based”) antivirus software?

Yes

No

0% 25% 50% 75% 100%

11%

89%

2013

Solid number of firms exploring Next Generation Endpoint Security.

Yes 11%


Does your firm use an onsite high-availability email solution, a cloud-based high-availability service or

both? (choose one)

Other (specify)

We use both an onsite solution and cloud-based service

Yes, we have an onsite high-availability email solution (e.g., server clustering, DAGs)

Yes, we use a cloud-based email high-availability service (e.g., MessageOne, Mimecast)

No/None

0% 25% 50%

1%

13%

28%

28%

31%

Cloud based solution 28%

Onsite solution

Use both Cloud and Onsite solu-tions

28%

13%

High availability e-mail solutions are popular.


What software does your firm use for managing ethical walls(choose all that apply)?

SecurityGuard (Olson)

Prosperoware

WincWall (Wertheim Global Solutions)

Built-In Security of DMS

Compliguard Protect (Frayman Group)

iMPrivate (DocAuto)

Other

NetDocuments

Worldox

Custom/Developed in-house

Wall Builder (intApp)

None/Not Applicable

-20% 0% 20% 40% 60%

0.01

0.02

0.01

0.04

0.08

0.18

0.07

0.6

0.00772200772200772

0.0250965250965251

0.0173745173745174

0.0173745173745174

0.107

0.154440154440154

0.0965250965250965

0.571428571428572

0.01

0.01

0.02

0.02

0.02

0.09

0.03

0.09

0.12

0.12

0.49

0.02

0.02

0.02

0.02

0.03

0.03

0.06

0.06

0.11

0.11

0.14

0.41

2013201220112010

Firms moving to secure the matter.

SecurityGuard (Olson)

Prosperoware

WincWall (Wertheim Global Solutions)

Built-In Security of DMS

Compliguard Protect (Frayman Group)

iMPrivate (DocAuto)

Other

NetDocuments

Worldox


Wall Builder (intApp)

None/Not Applicable

-20% 0% 20% 40% 60%

0.01

0.02

0.01

0.04

0.08

0.18

0.07

0.6

0.00772200772200772

0.0250965250965251

0.0173745173745174

0.0173745173745174

0.107

0.154440154440154

0.0965250965250965

0.571428571428572

0.01

0.01

0.02

0.02

0.02

0.09

0.03

0.09

0.12

0.12

0.49

0.02

0.02

0.02

0.02

0.03

0.03

0.06

0.06

0.11

0.11

0.14

0.41

2013201220112010

None

2013:41%

2010:60%


Polling Question 2

Are you considering completely lock down all of your matters in the next 3 years? • Seriously? No• Not sure• Working on it• Already done

To Answer our Poll Questions:• Go to http://ilta.cnf.io on your mobile device or

laptop and pick “Legaltech 2014: Legal Technology – Good Trends, Bad Combinations and Ugly Results”


Firms continue to maximize use of IT resources:


If your firm does use virtual server technology, please identify the PRIMARY software (hypervisor) being used.

(Choose one)

No virtual servers

Other

Citrix XenServer

Microsoft Hyper-V

VMware

0% 25% 50% 75% 100%

0%

1%

3%

9%

87%

1%

1%

4%

11%

83%

5%

1%

3%

11%

80%

0%

3%

10%

86%

2013201220112010

95% of Firms Virtualize.

No Virtual Servers 5%


Polling question 3

What percentage of your server infrastructure is virtualized?

• Not virtualized• 1-25%• 26%-50%• 51-75%• 76-100%

To Answer our Poll Questions:• Go to http://ilta.cnf.io on your mobile device or laptop and pick

“Legaltech 2014: Legal Technology – Good Trends, Bad Combinations and Ugly Results”


What kind of phone system is the PRIMARY system at your firm? (choose one)

Other

Hosted VoIP

VoIP-Enabled PBX (hybrid PBX)

PBX/Digital/Non-IP

Pure VoIP (e.g., Cisco, ShoreTel)

0% 20% 40% 60%

2%

1%

17%

39%

41%

2%

2%

14%

37%

45%

1%

3%

19%

28%

49%

2%

2%

17%

23%

56%

2013

2012

2011

2010

VOIP up 15% in 3 years.

Pure VOIP

2013: 56%

2010: 41%


What is your firm's PRIMARY word processing software? (choose one)

WordPerfect (any version)

Word XP (2002)

Word 2003

Word 2007

Word 2010

0% 20% 40% 60% 80%

3%

10%

63%

22%

3%

6%

45%

32%

13%

2%

2%

23%

29%

43%

0%

0%

6%

21%

72%

2013201220112010

Word 2007 21%

Word 2010 72%

Firms are staying current on their applications software.


Polling question 4

What are your plans to migrate to Office 2013?

• None• Migrate in 2014• Migrate in 2015• We’re done!• We have Wordperfect!

To Answer our Poll Questions:• Go to http://ilta.cnf.io on your mobile device or laptop and

pick “Legaltech 2014: Legal Technology – Good Trends, Bad Combinations and Ugly Results”


What is your firm's PRIMARY server operating system? (choose one)

Novell Netware

Other

Windows 2012 Server

Windows 2003 Server

Windows 2008 Server

0% 25% 50% 75% 100%

4%

3%

65%

28%

2%

4%

39%

56%

0%

0%

21%

78%

0%

0%

5%

8%

86%

2013201220112010

5%

Windows 2008 Server

86%

Firms are keeping current on Server O/S.

Windows 2012 Server


Are any TABLET devices in use at your firm? If yes, which devices? (multiple

response)

No/None

Blackberry Playbook

Windows-Based tablet (any brand)

Android (any brand)

Apple iPad family

0% 25% 50% 75% 100%

25%

9%

10%

74%

11%

9%

5%

26%

88%

8%

9%

29%

39%

89%

2013

2012

2011

Apple iPad family 89%

Tablet choices are diversifying.

Androids

Windows based tablet

39%

29%


What is your replacement cycle for smartphones?

Other

When new functionality compels a change

Every 3 years

As they break

Every 2 years

Attorneys bring their own devices (BYOD)

0% 25% 50%

3%

7%

6%

15%

33%

36%

4%

7%

6%

14%

33%

37%

1%

5%

6%

13%

33%

41%

3%

5%

6%

9%

32%

44%

2013

2012

2011

2010

Attorneys bring their own devices 44%

Lawyers are choosing their smart phones.

LEGALTECH NEW YORK / FEBRUARY 4 – 6, 2014 #LTNYLEGALTECH NEW YORK / FEBRUARY 4 – 6, 2014


Are you using a third-party system for mobile device management (MDM)? (choose all)

Apple Configurator

BoxTone

Cisco Meraki

Exchange ActiveSync only

Fiberlink MaaS360

Zenprise

Other

Airwatch

BlackBerry Mobile Fusion

MobileIron

Good Technology

No/None

-25% 0% 25% 50% 75%

1%

1%

2%

4%

4%

3%

3%

7%

11%

66%

1%

1%

1%

1%

3%

3%

3%

6%

8%

9%

9%

61%

20132012

No MDM 61%

Transition from BES to activesync without MDM.


What is your PRIMARY method for delivering the workspace to the desk (internally, not for remote

access)? (choose one)

"Terminal based" thin client/VDI

Other

Desktop virtualization

Thin client software on PC

Locally installed / Traditional local software load

0% 25% 50% 75% 100%

1%

1%

1%

7%

90%

1%

2%

2%

7%

88%

7%

2%

3%

1%

87%

1%

2%

6%

7%

83%

2013

2012

2011

2010

Thin client on PC

Desktop virtualization

Terminal based VDI

VDI adaption has been slow.

7%

6%

1%


Does your firm use business intelligence/financial analysis software? If so, which systems do you

use? (choose all that apply)

Business Objects (SAP)

EIS

Ranimaker

Elite Business Intelligence

Clarity

Data Fusion

Other

Aderant Expert


FRx

Redwood Analytics (LexisNexis)

None/Not Applicable

0% 20% 40% 60%

2%

0%

1%

5%

4%

6%

9%

7%

14%

57%

3%

6%

4%

9%

9%

10%

13%

54%

3%

2%

4%

4%

4%

4%

7%

7%

7%

12%

11%

51%

2%

3%

3%

4%

4%

5%

8%

8%

9%

10%

13%

50%

2013201220112010

None

Lack of automation for back office processes.

50%


Has your firm implemented a federated or enterprise search platform? If so, which one is

primary? (choose one)

Hubbard One View (XMLAW Search)

Vivisimo

Other

Google Search

ISYS

SharePoint 2007

SharePoint 2013

FAST

SharePoint 2010

Recommind

Autonomy

No/None

0% 25% 50% 75%

0%

0%

2%

1%

5%

1%

0%

2%

5%

83%

1%

1%

3%

1%

2%

1%

3%

3%

7%

78%

0%

0%

0%

1%

1%

2%

2%

3%

4%

8%

76%

1%

1%

1%

1%

1%

1%

1%

2%

2%

5%

9%

75%

2013201220112010

None 75%

Big data hasn’t driven enterprise search growth.


Do you have any users within the firm who use laptop- or desktop-based videoconferencing? If so please select the

predominant applications or services being used for desktop videoconferencing. (choose all that apply)

LifeSize/ClearSea

OoVoo

Polycom PVX

Polycom CMA

TANDBERG

Google video (inside Gmail)

Vidyo

Microsoft Live Meeting

Other

FaceTime

Cisco

Microsoft Lync

No/Not applicable

Skype

0% 20% 40% 60%

1%

2%

2%

1%

4%

2%

2%

6%

5%

6%

9%

6%

39%

45%

2%

2%

2%

2%

2%

3%

3%

5%

7%

10%

11%

12%

28%

55%

20132012

Skype 55%

Personal videoconferencing slow to integrate with corporate videoconferencing.

10%FaceTime

No/Not applicable28%


Are you integrating tablet/smartphone videoconferencing with your conference room videoconferencing? If yes, what

product(s) are your using? (choose all that apply)

ClearSea

Other

Polycom RealPresence Mobile

Third-party bridge (bluejeans.com)

Cisco Jabber Video

No/Not Applicable

0% 25% 50% 75% 100%

2%

5%

4%

1%

10%

79%

2%

4%

5%

6%

18%

70%

20132012

Integration of consumer and conference room VC is slow to happen.

No/Not Applicable 70%


With regard to restrictions on users loading data onto network drives (outside of a DMS), choose all

that apply:

Other protocols or data management measures

We currently have a mechanism to control access to data on network drives for ethical walls

Personal directories have size restrictions

We require all data on network drives be organized by client number or name

We have an education program to train users on proper data management

We have or are starting an initiative to identify and disposition unstructured data on the network

We only allow users to load data into personal directories

We currently have no restrictions on users loading data onto a shared network directory

0% 10% 20% 30% 40% 50% 60%

6%

10%

13%

19%

23%

24%

28%

48%

2013

Half the firms don’t restrict users storing data on network drives.

No restrictions on users 48%


What are you using for time entry on mobile devices? (choose all that apply)

AirTime Manager

PensEra TimeKM

Sage Carpe Diem mobile time entry

Other

IntAPP Time Builder

APS DTE InHand

iTimekeep

None/Do not use

0% 25% 50% 75% 100%

1%

1%

1%

3%

3%

5%

2%

85%

0%

0%

2%

4%

4%

5%

6%

80%

20132012

Lots of mobile devices, few use mobile timekeeping.

None/Do not use 80%


Does your firm have a security awareness training program for users in place?

Yes

No

0% 10% 20% 30% 40% 50% 60% 70% 80%

33%

67%

2013

“The greatest law firm security challenge today

is security awareness, education and

compliance. We expect this to be a focus for firms going forward.”

-ILTA’s Information Governance Peer Group

Steering Committee

No 67%

Firms are concerned about Security Awareness Training, yet few have programs.


In your opinion, how does the firm’s top management primarily view the IT department?

None of the above

Revenue neutral

Contributes to the revenue growth of the firm

As an asset

As an expense

0% 25% 50%

3%

14%

14%

31%

38%

3%

11%

12%

30%

44%

2013

2012

As an expense 2013: 44%2012: 38%

CIOs feel their departments are viewed more as an expense than last year.

LEGALTECH NEW YORK / FEBRUARY 4 – 6, 2014 #LTNYLEGALTECH NEW YORK / FEBRUARY 4 – 6, 2014


What is your biggest email support challenge? (Check all that apply)

Monitoring quarantine logs

Attachment and version management

Other

Mobile/Wireless device support

Mail application integration

Spam and malware control

Troubleshooting email delivery issues

Archiving, retention, retrieval compliance (records management policies)

Mailbox size/Managing large mailboxes

0% 20% 40% 60%

1%

1%

2%

8%

3%

5%

7%

33%

40%

1%

1%

1%

3%

3%

5%

5%

31%

51%

1%

1%

2%

3%

6%

6%

6%

28%

47%

201320122011

Email management remains a big challenge.

Mailbox size/Managing large mailboxes 47%


Which methods are being used by your firm for email management? (choose all that apply)

We use an archiving application that automatically moves ATTACHMENTS ONLY off the mail server at a given age

We utilize a records management application to store email records (MDY, LegalKEY, HP/Autonomy RM, etc.)

Other

We ask users to profile email messages into a nonmatter-centric DMS

We centrally manage the creation of PST files

We are currently evaluating one or more archiving or email/records management applications

We allow users to create PST files

We set a 'hard' limit on mailbox size (users cannot send when threshold is reached)

We use an archiving application that automatically moves older email messages off the mail server (Symantec KVS, Zantaz, etc.)

We “age” email to limit mailbox size (email older than X days will be deleted)

We allow users to keep all messages in the email file for the foreseeable future

We have moved (or are moving to) Exchange 2010 or 2013, which handles large mailboxes better

We ask users to move email messages into a matter-centric document management system (DMS)

-20% 0% 20% 40% 60%

5%

7%

3%

10%

9%

17%

23%

18%

25%

23%

31%

34%

54%

4%

7%

2%

10%

10%

19%

22%

20%

24%

27%

36%

49%

54%

3%

5%

6%

8%

10%

18%

21%

22%

25%

27%

34%

52%

60%

4%

5%

21%

28%

17%

30%

23%

37%

39%

2013201220112010

Volunteer user compliance is ineffective.

Ask users to move messages to MCC DMS60%


What is your firm's PRIMARY desktop operating system? (choose one)

Windows Vista

Other

Windows XP

Windows 7 (32 bit)

Windows 7 (64 bit)

0% 25% 50% 75% 100%

3%

1%

90%

4%

2%

2%

1%

65%

20%

11%

1%

1%

37%

32%

28%

0%

1%

12%

33%

54%

2013201220112010

No adoption of Windows 8.

Windows 7 (64 bit)

54%

33%Windows 7 (32 bit)


Other than standard data organizational tools like DMS, CRM or email management/archiving systems, what

knowledge management initiatives have you undertaken? (choose one)

We built/are building our own custom KM system

We use a commercial KM system

None/We have not implemented any specific KM systems

0% 25% 50% 75% 100%

13%

8%

79%

17%

11%

73%

14%

11%

77%

10%

11%

79%

2013201220112010

None

80% of firms don’t use an internal KB system.

79%


Do you force the use of a password to unlock the screen of mobile devices? (e.g., software setting to

enforce a password)

Yes

No

0% 25% 50% 75% 100%

79%

21%

2013

No 21%

21% of firms don’t force password protection on mobile devices.


What is the PRIMARY macro and template package that your firm uses?

InfoWare

Crowther Consulting

BEC LegalBar

Other

Litéra Innova (formerly Softwise)

Legal MacPac

iCreate

Payne Consulting

None/Not applicable


0% 20% 40%

2%

3%

3%

5%

10%

10%

8%

8%

19%

31%

2%

2%

2%

5%

7%

11%

8%

9%

23%

29%

1%

2%

3%

5%

8%

8%

10%

10%

22%

29%

2%

4%

4%

7%

7%

9%

9%

9%

24%

26%

2013201220112010

None/Not applicable

Custom/Developed in-

house 26%

Firms are not migrating to native Word for macros/templates.

24%


What software do you use for document comparison (i.e., redlining)? (choose all that apply)

Other

CompareRite

None/Not applicable

Esquire iRedline

Microsystems DocXtools Compare

Litera ChangePro

DocsCorp compareDocs (pdfDocs)

Built-in feature of my word processor

Workshare Delta View or Professional

0% 20% 40% 60%

6%

3%

6%

6%

4%

12%

31%

48%

2%

1%

6%

5%

6%

11%

30%

54%

1%

0%

5%

6%

3%

7%

14%

31%

47%

0%

1%

4%

5%

6%

8%

13%

38%

44%

2013201220112010

Built-in feature 38%

Firms are not migrating as fast as we expected to native Word redlining.


What are the top 3 biggest technology issues or annoyances within your firm?

Email management

Change: Managing expectations

Change: Users’ acceptance to change

Security/Risk management

36%

34%

33%

28%

Top annoyances are email, change and security.


Predictions:


Jim

• Buy stock in MDM products


Does your firm's document management system use an optimistic or pessimistic architecture?

Not applicable

Other

Pessimistic

Optimistic

0% 25% 50% 75% 100%

1%

1%

4%

93%

2013

4%

Look for a growth in pessimistic modeled DMS.

Pessimistic


Scott• Electronic Matter File

– Risk aversion– Efficiency

• Security focus– Clients/client audits– Risk aversion/necessity

• Cloud– Led by small firms– Office 365/Google Apps– Cloud based DMS– Cloud based DRaaS


Gina

• More outsourcing of commodity services

• More transparency and collaboration between clients and attorneys

• More use of enterprise social networking and collaboration tools


Future Horizons

• Fast Future Research LimitedRohit Talwar

• Summary• How to obtain report


Feedback and Wrap Up


Does your firm have a stated email destruction policy for mail left in the inbox? (if not moved, all mail in the inbox will be deleted after a specified

time period)

Yes

No

0% 10% 20% 30% 40% 50% 60% 70% 80%

28%

72%

27%

73%

20132012

Legal Technology – Good Trends, Bad Combinations and Ugly Results

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Transcript of Legal Technology – Good Trends, Bad Combinations and Ugly Results