Zeroing in on E-Mail Management: Getting Closer to the Optimal Solutions

Presented by:Brent Wiley, IT Director

Ryley Carlock & Applewhite

Ryley Carlock and Applewhite Profile

100 LawyersApproximately 200 Users2 Offices – Phoenix and DenverServers

Windows 2003SQL 2000Exchange 2003

Workstations – Windows XPDM 5.1.0.5

Ryley Carlock & Applewhite Project History

Brief Description of Archive Project at Ryley Carlock & Applewhite

Email CrashResultant Directive to import everything to DM

Goals of ProjectCreate Central Repository for all of client’s electronic files (Word/Office documents, Emails, Faxes, Voicemails, etc.)Prevent loss of data from terminated employeesCentralized search database for all electronic files

Tools for importing emails into Hummingbird

Save on SendOutlook Macros to put items in foldersDM Workspaces and FoldersIndividually profiling emails through Hummingbird’s Outlook integrationMatrix-Logic bulk import tool

Matrix-Logic bulk email import tool

Import Options

One or multiple folders can be chosenSkips duplicatesOption to delete after importingCan save attachments separately

Profile defaults and options

Standard profile screen Client and matter set for all imported items Document name taken from email subject

Import Progress

Status can be seen in the status window

Shows folder name, number of duplicates, etc.

Report

Log

Results of Import

Each document name comes from the subject of the messageDescription shows original mailbox

Matrix-Logic Information

Open Text Premier Partnerwww.matrix-logic.com

Statistics on Current Project

Before Project2.4 % of all documents in library were Email14 Thousand total emails

Since ProjectOver 71% of documents in library are Email168,400 emails profiled since project start

Conclusion

Tips from the Project at Ryley Carlock & Applewhite so far

Getting attorneys to do anything past organizing into Outlook folders is a stretchSecretarial import with bulk tool is criticalRemote Desktop workstations can be used to minimize effect on CPU or just set the process to run overnightNo right or wrong way, but flexibility and having multiple options is key