Zeroing in on Management: Getting Closer to the Optimal Solutions Presented by: Brent Wiley, IT Director Ryley Carlock & Applewhite

Ryley Carlock and Applewhite Profile 100 Lawyers Approximately 200 Users 2 Offices – Phoenix and Denver Servers Windows 2003 SQL 2000 Exchange 2003 Workstations – Windows XP DM

Ryley Carlock & Applewhite Project History Brief Description of Archive Project at Ryley Carlock & Applewhite Crash Resultant Directive to import everything to DM Goals of Project Create Central Repository for all of client’s electronic files (Word/Office documents, s, Faxes, Voic s, etc.) Prevent loss of data from terminated employees Centralized search database for all electronic files

Tools for importing s into Hummingbird Save on Send Outlook Macros to put items in folders DM Workspaces and Folders Individually profiling s through Hummingbird’s Outlook integration Matrix-Logic bulk import tool

Matrix-Logic bulk import tool

Import Options One or multiple folders can be chosen Skips duplicates Option to delete after importing Can save attachments separately

Profile defaults and options Standard profile screen Client and matter set for all imported items Document name taken from 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 message Description shows original mailbox

Matrix-Logic Information Open Text Premier Partner

Statistics on Current Project Before Project 2.4 % of all documents in library were 14 Thousand total s Since Project Over 71% of documents in library are 168,400 s 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 stretch Secretarial import with bulk tool is critical Remote Desktop workstations can be used to minimize effect on CPU or just set the process to run overnight No right or wrong way, but flexibility and having multiple options is key