Knowledge Management and Technology for Today’s Legal Professional L. Keith Lipman, Esquire...
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Transcript of Knowledge Management and Technology for Today’s Legal Professional L. Keith Lipman, Esquire...
Knowledge Management and Technology for Today’s Legal
Professional
L. Keith Lipman, EsquireDirector, Advanced Technology
Solutions
What is Knowledge Management?
OrganizationalRE-USE of Materials or
“The Good Stuff”
“The Good Stuff”
• Briefs• Motions• Lead Cases• Clauses• Agreements
What did we do in the past?
• Brief Banks• Clause Libraries• Form Banks
Why did these efforts fail
• Technology• Culture
What do most attorneys do today?
• Maintain a personal knowledge store• Find document through searching their
Document Management System• Water Cooler Talk• Blast E-mails to “Everyone:”
Why can a KM effort succeed today?
• Culture ready for change• New Technology
Cultural Elements Needed
• Desire to share• Perceived value from sharing• Incentives for sharing• Financial backing for KM effort• A feeling that the technology makes
sharing easy and effective
Why is KM now important to legal organizations?
• Workforce has become dispersed– Departments located over multiple location
• The law continues to expand at an ever expanding rate
• Competition has increased or costs need to be reduced
• Clients are demanding faster and more access
Document Life Cycle
Events, Tasks,Event/Task Triggers, and Process
Authoring
Collaboration
KnowledgeStore
(Re-use andResearch
Publication
InfratstructureTime and Billing
Filter
Technology Tools
• Enterprise Information Portal• New Search Engines
– True Context Searching– Ability to leverage e-mail systems for expertise
What is a portal?
• A web application that can be personalized individually or through a group
• A web application that has gadgets • Gadgets provide information and/or functions• Each of these gadgets usually provides an
ability to personalize and select location• Examples of Consumer Portals:
– My Yahoo!– MSN
My Yahoo!
Enterprise Information Portal
Two Major Sets of Features:• Web superstructure to support personalization
and gadgets on a personal and group level – a corporate version of the consumer portal
• A set of functions that allow for the creation of a taxonomy and the filling of that taxonomy from a variety of internal and external information sources.
Gadgets
Taxonomy (Directory)
• A set of folders that arranged in a hierarchy. – Similar to a directory on your computer with folders
and subfolders.
• Associated with each folder is a set of saved searches.
• West Key Number System• Lexis Search Advisor
Directory
Possible Data Sources
• Web Sites• Lexis and other paid content providers• Docs Open• iManage • Exchange• Notes
Enterprise Systems in most Law Firms?
• Time and Billing • Word Processing• Document Management • E-Mail/Groupware• Enterprise Fax• Web, Lexis, and other content• Litigation Support • Physical Files
Important Information for Knowledge Management
• People• Budgets• Documents• What happened in other matters
Out-of-the-Box FunctionalityPhase One
• Modify Out-of-the-box Taxonomy and build administrative taxonomy
• Fill the taxonomy – Crawl internal and external data sources.
• Practice Pages• One Search• Provide Gadgets for
– E-mail (Outlook and Notes)– Recent Edits in document management – Accounting (Elite and CMS)– Lexis and WestLaw Research– Employee Directory and other web content gadgets
Implementation Team
• Internal– CIO, Technology Partner, and Managing Partner– Network Administrators– Trainers– Web Developers– Librarians– Paralegals and Attorneys
• External– Strategic Consulting– Network Engineers– Knowledge Engineers– Web Developers
Implementation Process
• Assessment Phase – Define Business Objectives and stages of
implementation for total portal project.– Statement of Work
• Design Phase– Taxonomy creation and data source definition– Technical configuration– Identification of content maintainers and managers
• Installation• Training• Phase One Time Frame 3 months
Phase Two -- Portal Buildingor
The Next One to Three Years
Four Views of a Portal
• My Tools• My Practice• My Clients and Matters• Our Firm
My Tools
• Document Management – Recent edits and search
• Application Launching• Research Tools• E-mail Gadget• Time Entry and reporting• Web Content with little permanent value• Tasks and events – Creation and Viewing• GlueWare – send and retrieve documents from
collaboration systems and publish documents
Document Life Cycle
Events, Tasks,Event/Task Triggers, and Process
Authoring
Collaboration
KnowledgeStore
(Re-use andResearch
Publication
InfratstructureTime and Billing
Filter
My Practice
• Displays a part of the taxonomy – Firm to build additional taxonomies besides Lexis
• Content from daily or weekly publications (BNA, CCH, etc.)
• CLE and other departmental events • Links to web sites for research and
other information
My Client and Matter
• Accounting information– Budget, costs, and time billed
• News – Wire service, press release, SEC filings • “The File” -- Publication• Documents for Collaboration• Events and Tasks• People (Billing Attorney, Responsible Attorney,
Service Delivery Team, Expert Witnesses, Client Contacts, Witnesses)
• Discussion threads
Our Firm
• Links to Employee Handbook, Firm Policies, Marketing information
• Web forms for opening new matters• Announcements and Events• Client and Matter number look-ups
Visualization
My Clients and Matters My Tools My Practice
Visualization and User Interface Layer - Enterprise Knowledge and Information Portals(EKIP)
AuthoringSystems
Collatboration(Internal and
Externalincluding e-mail
Systems
Publication(The File)
ExternalResearchand News
InternalKnowledge
Store
EnterpriseEvent and TaskManagement
Systems
Time and BillingSystems
Systems Layer
Our Firm
Powering your Portal
• Need enterprise systems that are preferably web-enabled or web-based.
• If not web based, you will be writing a web front end to the system.
• Systems that display information through the use of XML and XSL are best
New Enterprise Systems
• Document Collaboration (infoLink, E-Room)
• Publication System (Xpedio, infoLink, imaging systems)
• Events and Tasks management per matter (infoLink)
• Customer Relationship Management (Interaction and IRIS)
Search Engine Technology
• Semio and Autonomy• Dolphin Search• Tacit