Integrating SharePoint and OpenText: It’s Not Just the...
Transcript of Integrating SharePoint and OpenText: It’s Not Just the...
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Integrating SharePoint and OpenText: It’s Not Just the
TechnologyTechnology
Bryce FoensLegal Information Services Manager
Squire, Sanders & Dempsey
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• 800 Attorneys in 32 Offices in 15 Countries
• 15 Major Practice Groups including Public Finance,
Regulatory, Corporate Finance, Public Finance, Litigation
• 25 Cross-Practice Industry Groups
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Office “A” – DMS Servers
DMS/Intranet Environment
File Application
DatabaseIndex
• Distributed DMS• OpenText eDocs 5.2• SQL Server 2005• Windows 2003 DatabaseIndex• Windows 2003
Office “B” – DMS Servers
File Application
DatabaseIndex
• Centralized Intranet• SharePoint MOSS 2007
• Within Firewall
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Cleveland: “We have two problems”
Search & Retrieval
• The problem with search originated with the marketing department.
• Problem with retrieval originated in our non-U.S. offices
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Searching Within DMS
• SSD Central
• Centralized DM Library in Cleveland
• Public Folders
• Content Searching Limitation
• Cannot limit search to a specific folder
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Retrieval
Document
Reference (DRF)
London
1.3MB Proposal 0:45
6.1MB Overview 2:106.1MB Overview 2:10
Beijing
1.3MB Proposal 1:34
6.1MB Overview 7:03
• Overview document loads in 30 seconds in Cleveland• 7 minutes in Beijing—Ouch!
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Business Goals• Improve Search
• Reduce Retrieval Time– Eliminate need to store local, potentially out-of-date copies of the documents
• Retain use of DM• Retain use of DM– Tight integration with Office
– Provides matter-centricity, history and security (crucial to our users)
• Provide rapid solution– Did not want to do infrastructure overhaul
– Had to provide quick measurable results
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The Solution
Handshake Document Replication System From…
Existing DM Libraries
NEW Application Server
Connects to DMS servers to copy content from the DM servers to SharePoint on a regularly-scheduled interval.
MOSS 2007
Squire Sanders Intranet
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Configuration
• Selection Criteria
– Generally use a folder-to-folder configuration
– Can also set up searches
• Replication Schedule
– Scheduler can be set to run any schedule (i.e., once an hour, every four hours, daily or weekly)
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Just Like Magic
• Documents flow and move from DM to SharePoint
• Illegal character filenames are handled
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The End Result…
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Searching
• Available as a structured list on the firm’s intranet.
• Or as the results of a full-Or as the results of a full-text search from anywhere in the site.
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Timing Results
Document
Reference (DRF)
SharePoint
Document
Time Savings
London
1.3MB Proposal 0:45 0:26 19 seconds1.3MB Proposal 0:45 0:26 19 seconds
6.1MB Overview 2:10 0:38 1 minute, 32 seconds
Beijing
1.3MB Proposal 1:34 0:59 35 seconds
6.1MB Overview 7:03 2:28 4 minute, 35 seconds
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Why Use a 3rd Party Tool?
• Continue to use DMS (for reasons stated earlier—security, matter-centricity, etc.)
• Keeps content on intranet current (synchronized) with the document management systemwith the document management system
• Reduces amount of labor required to copy/synchronize these documents to intranet
• Automatically handles filename issues
• Consolidate relevant documents from distributed DMS to centralized intranet
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Expanded Use
• Now using the same technology for practice and industry group templates and form documents
• Departmental and project documents• Departmental and project documents
• System is now synchronizing 10,000 documents
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Expanded Use
• Same technology could be used on our client-facing extranet sites
• Currently, no plans to do this