Project Management Tools for EDiscovery and Litigation Support

Project Management Tools for E-Discovery and Litigation Support Two Firms Share Their Experience Designing and Implementing Project Management Tools For Discovery and Litigation Support E-

Panelists ¡ Steven Clark, Director of Litigation Support, Lathrop & Gage ¡ Guy Wiggins, Director of Practice Management, Kelley Drye & Warren

Background ¡ Initial Objectives ¡ Track and document client-related work ¡ Gain better visibility into firm needs & staff workload ¡ Creation of centralized “knowledge bank” ¡ Lay foundation for increased scalability ¡ Selection of Platform ¡ Criteria ¡ Web-based ¡ (Truly) Customizable ¡ Few obstacles to “buy in” ¡ Cost ¡ Options ¡ “Lit Support” specific tools ¡ Create your own market

Background ¡ Getting Started ¡ Identified goal(s) and what was important ¡ Sketched out what the tool should do ¡ Detailed the points/fields that needed to be captured

Overview of Current System ¡ Functionality of the Current System ¡ Mechanism to capture complete record of client-based work Matters Tasks Activity Case Team Members Office Notes/Description Data Storage Type/Name Date Requested/Due/Complete Description Reference Files/Documents Media Deliveries/Details Assigned To Status Application/Tool Utilized Details of Work Performed Reference Files/Documents Time Spent ¡ Track other department responsibilities (assets, applications, lit holds) ¡ Benefits ¡ Transparency of workload/service levels ¡ Full reporting/administrative dashboard ¡ Permanent (and published) record ¡ Collaboration & accountability

Lathrop & Gage Overview Track Matters Track Tasks Track Activity Other Concerns

Lathrop & Gage Overview Matter Info. Complete “Lifecycle” of a Matter… Data Storage Case Team Members Tasks Activity Media Deliveries

Vision for Future ¡ Plans for Additional Functionality ¡ Integration with other firm applications ¡ Email (MS Outlook) ¡ Time Capture (Elite) ¡ Increased exposure and interaction with non-Lit Support members of the firm ¡ Embedded forms/reports for “public” consumption ¡ Developed workflows to increase efficiencies ¡ Expansion of User Base ¡ Dashboard and tailored reporting created for Firm management (Chair of Lit. , COO, CIO) ¡ Possible for Dept. /Practice leaders

Kelley Drye & Warren Overview ¡ System Started with a Simple Form to Manage Productions ¡ Expanded to Track all Document Load Requests ¡ Two Different Forms/Lists in Share. Point ¡ Would be nice to have one integrated database

Background ¡ Initial Objectives ¡ Reduce risk and errors around productions ¡ Create a central database of production specs ¡ Educate attorneys on production specs ¡ Gain better visibility into firm needs & staff workload ¡ Creation of centralized “knowledge bank” ¡ Improve workflow communications ¡ Selection of Platform - Share. Point ¡ No cost – we were already using it ¡ Almost no programming required ¡ Very quick and easy to build basic “workflow lite” tool

Functionality of Production Form ¡ Form captures all information required for a production, Project Manager assigns tasks, attorney and analyst are notified Matters Tasks Activity Database Office Notes/Description Type/Name Date Requested/Due/Complete Description Reference Files/Documents Media Deliveries/Details Assigned To Status Attorney certifies QC Alerts notify attorney Reference Files/Documents ¡ Benefits ¡ Form educates attorneys on all production specs ¡ Certification requirement by attorney improves QC and reduces risk ¡ Transparency of workload/service levels ¡ Permanent (and published) record ¡ Collaboration & accountability

Kelley Drye & Warren Overview

Kelley Drye & Warren Overview

Kelley Drye & Warren Overview Example of a simple OOTB Share. Point Alert

Data Loading Form ¡ Initial Objectives ¡ Make more user friendly – goal is to have attorneys fill this out ¡ Reduce risk and errors around data loads ¡ Educate attorneys on e-discovery specs ¡ Gain better visibility into firm needs & staff workload ¡ Creation of centralized “knowledge bank” ¡ Improve workflow communications ¡ Development Effort – not as OOTB ¡ More programming to build web form (could be done with Info. Path – we used aspx) ¡ More sophisticated alerts also required programming

Functionality of Document Loading Form ¡ Form Captures All Requests to Add Data to Any of Our Systems, Including Concordance, Case. Map, Text. Map ¡ Designed to be Client Facing – Attorneys Fill Out the Form ¡ Information From Form Kicks Off Alerts and Workflow ¡ Matters Client/Matter Database Office Notes/Description Data size Tasks Status Type/Name Date Requested/Due/Complete Description Reference Files/Documents Media Deliveries/Details Assigned To Activity Analyst is notified Alerts notify attorney of status Reference Files/Documents ¡ Benefits ¡ Form educates attorneys on all loading requirements specs ¡ Transparency of workload/service levels ¡ Permanent (and published) record ¡ Collaboration & accountability – workflow lite

Loading Request Form

Loading Request Form Details

Loading Request Alert

Vision for Future ¡ Plans for Additional Functionality ¡ Integration with other firm applications ¡ Email (MS Outlook) ¡ Time Capture (Aderant) ¡ Create reports to capture and analyze metrics ¡ Integrate the different lists into one system ¡ Will wait until Share. Point 2010 – MOSS is not very relational ¡ Create KPI’s and a better dashboard for Lit Support Managers

Tips for Getting Started ¡ Start Small – Solve a Pressing Problem ¡ Define the Problem You are Trying to Address ¡ Prioritize Your Needs ¡ Seek Staff Input/Wish Lists ¡ Relax…

Q&A