Successful Universal Search...
Transcript of Successful Universal Search...
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Successful Universal Search Implementations
Tuesday, August 24th, 11-12:30(INFO 6)
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Session Objectives• Before you buy . . . • Brief overview of the market• Case studies of universal search implementations
– Firms representing all sizes (small, med, large)– Various stages of rollout (mature, new, upcoming)– Multiple products
• Recommind MindServer• Microsoft’s FAST ESP• Autonomy’s IUS • Lexis’ Search Advantage
• What worked well • Challenges encountered• Lessons learned (group discussion)
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Mobile App Poll #1
• Which Universal Search Tool do you use?– Recommind– Lexis Search Advantage– FAST– Other Microsoft Search tools– Autonomy Universal Search or IUS– Google– Other– None
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Speakers
• Rachelle Rennagel, CKO, Sheppard Mullin• Patrick DiDomenico, CKO, Gibbons P.C.• Bryan Gehle, Applications Manager, Howrey
LLP• Kathleen Hogan, Practice Support Lawyer,
Cassels Brock• Kirk Scruggs, CIO, Bracewell & Giuliani LLP
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Mobile App Poll #2
• What phase are you in?– mature implementation– new implementation– purchased but not deployed/rolled-out– still evaluating solutions– in our longer term plan
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Firm OverviewFirm Attys Offices Operates in Maturity
Sheppard Mullin 550 11 N. America, Asia Operational since 2006; Upgrade to IDOL end of 2010
Gibbons P.C. 230 5 N. America(N. East U.S.)
Purchased/Installing
Howrey LLP 619 17 Asia, Europe North America
Purchased/ Installing
Cassels Brock 200+ 1 North America (Toronto)
Mature (Vivisimo); IDOL upgrade in October
Bracewell & Giuliani LLP
475 11 North America, Europe (UK), Asia (UAE, Kazakhstan)
Operational since 2007; Upgrade early 2011
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Before You Buy . . . An Overview of the Market
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Sheppard Mullin Overview• Existing Search – Sharepoint (XMLAW) with
Ontolica Search, WestKM. Searches DMS and Sharepoint content
• New Search – Sharepoint (XMLAW) with Autonomy’s IUS– Phase I: DMS, WestKM, SharePoint Content,
selected HR and Financial Data (in conjunction with iManage upgrade)
– Phase II: CRM data, remainder of HR and Financial Data, Expertise module, and others
– Phase III: ?
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Sheppard Mullin Overview
• Why Autonomy IUS?– Firm experience with IDOL– Integration with other Autonomy products –
EAS, iRM, iManage– Liked features/functionality– Autonomy’s strategic vision very compelling
despite relative “newness” the legal vertical market (ie. Electronic discovery)
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Before you Buy . . .
• Take your time – don’t rush into any decisions– Is this something you need?
• Can you leverage existing resources?• Will building an intranet site suffice?• Does your current “search” suffice (even if within an existing
application)?
– Is your organization ready? What is the culture like around collaboration, and efficiency?
• If you build it, they may not come
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Before you Buy . . .
• Identify your business drivers/strategic goals and match those against tools you are evaluating– Survey End-Users to identify their needs– Risk management– Upgrades to systems– Expertise management– Increased Client Service– Increased attorney efficiency
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Before you Buy . . .
• Obtain support from firm management/Tech Committee/identify champion early– Utilize them in the decision making process?– Manage expectations regarding costs,
timeline and deliverables
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Before you Buy . . .
• Consider total cost of implementation and ownership– Software– Hardware– Consulting Services– Internal resources for implementation and post-
implementation– Other “Soft” costsRule of thumb: Add financial cushion. It generally
always costs more than you think
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Before you Buy . . .
• Consider scope of your project– What do you want to have searched?
• DMS• RM systems• HR and Financial Systems• CRM/ERM data• E-mail
– Phased approach v. Big Bang approach
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Before you Buy . . .
• Considerations for the tools you are exploring– How much time and R&D money is spent on the legal
vertical market?– How much experience do they have with the legal
vertical market?– What is pricing model? (ie. Modular v. All-inclusive)– What is their support model?– What is their long-term/strategic vision?– How do they approach implementation
• Partner consultants
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Overview of the Market
• The Cast of Characters (just to name a few)– Recommind’s MindServer– Microsoft’s FAST ESP– Autonomy’s IUS– Google– Vivisimo– Others – pointing to existing repositories
• Lexis’ Search Advantage• Thompson Reuters’ WestKM
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Overview of the Market
• Gartner “Magic Quadrant” (Sept. 2009)– Good assessment of the search enterprise
market. – New Gartner report coming out (end of 2010)– Identifies strengths/cautions for search
vendors
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Overview of the Market
• Magic Quadrant Leaders/Visionaries and High Ability to Execute– Recommind’s MindServer– Microsoft’s FAST ESP– Autonomy’s IUS– ZyLAB– Endeca– Vivisimo
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Overview of the Market
• Magic Quadrant Challengers/Niche Players and High Ability to Execute– Google– Oracle– IBM– Isys Search Software– Exalead– Kazeon
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Case Studies
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Gibbons Project Overview
Now:WorkSiteWeb 8.1Total SearchInterActioniManage 8.5 w/ IDOLAderantNo enterprise search
Soon:SharePoint (XMLAW) Lexis Search AdvantageInterActioniManage 8.5 w/ IDOLAderantVivisimo search engine for
SharePoint and Lexis Search Advantage
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Hyperlinked Case Citations and Statutes
Shepard’s Citations
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Web 2.0 Stuff:
Best Practices Stars or Rating Stars
Tags
Comments
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Mentioned Contacts
Pulled from InterAction
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How did it go?What Worked Well• Selling it: equate it to something they know • “Secret” Beta Testers Group • Create hype – start rumors • Shoot for the moon with your vendorChallenges • Getting vendor attention • Managing the project manager • You don’t know what you don’t know (so, ask: is
there anything else?)
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Howrey Project Overview• Locate People, Expertise and relevant Info• FAST was chosen based on…
– Analysis of Alternatives– Strategic partnership with Microsoft
• Switched from FAST ESP to FAST Search for SharePoint 2010
• Release in late Summer 2010
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Email & RSS Alerts Presence AwarenessDynamic Refiners
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Social Tagging
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Social RelevanceDynamic Refiners
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How did it go?What Worked Well• Framework for information sharing• ‘Change Champion’• Search Engine ‘Bake-off’• Vendor and Partner RelationshipsChallenges• Changing the culture• What to index (many disparate
repositories)
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Cassels Brock & Blackwell LLPProject Overview
• Linked to firm’s strategic plan, especially increasing professional capacity
• Intense selection process – weighted business needs matrix
• Fully implemented on Vivisimo platform; currently upgrading to IDOL engine
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SearchWell
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Results page
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SearchWell
Date range
Customized icon CustomizationTotal results
Go to DMS workspace
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SearchWell
Document type
Subsearch
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How did it go?
What Worked Well• Giving lawyers what they were asking for • One-on-one lawyer training • Attending practice group meetings for demos • Launch party! Challenges• Past IT projects• Document clean-up
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Bracewell Giuliani Overview
• First PCDocs library in 1992. Quickly expanded to 7 ‘office’ libraries – Users unable to ‘full text’ search across
libraries• Implemented Autonomy in 2002
– Integrated Word Toolbar (AI-Integrator)– Unable to see Metadata (context) of results
• Attorneys and Marketing wanted more features and ability to search other data stores
• Wanted a stop to “Does Anyone Know..” emails
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Bracewell Giuliani Overview
• Wanted to search across DM Libraries, Client Information, Time Entries, Attorney Profiles, Contacts and Portal
• Started looking for new solution in 2006• Reviewed (circa early 2006) Autonomy,
Google Appliance, Lexis Total Search, Microsoft (Sharepoint), Recommind, West KM
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Bracewell Giuliani Overview
• Selected Recommind– POC 4th quarter 2006– Signed Contract December 2006– Utilized most out of box configurations with
some customization– Released March 2007
• Index• Indexed data is stored on 2 servers• Search UI is webpage and Portal (sharepoint) box
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Bracewell Giuliani Overview
• Index• DM Libraries (6 U.S. libraries• DM - Client matter docs only (based on client id
nomenclature) - NO date limit• DM - Some non-billable non-matter (marketing,
speeches etc) items• DM - Personal and Administrative docs NOT
indexed• DM - New documents and data are indexed nightly • Interaction contacts (Public Contacts)• Elite – Client information• Elite – Time entries - NO date limit
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Document Results: Documents containing related to searchterm
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Filter on Metadata related to Author, Related People, Client,Matter, Library, Date Range
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People Results: Wrote documents, Bios or time entries reference searchterm
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Matter Results: Documents or time entries related to searchterm
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How Did It Go?
What Worked Well• Measuring success
– Large turnouts to training– Logging / reporting (who is searching,
training, etc)– Reduced amount of "Do you know?"
messages• Challenges
– upgrading to latest version
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Lessons Learned/Advice Cont’d• Being Successful:
– Identify Success Criteria– Simplicity a key success factor
• Sources and Filtering:– What sources should be indexed– Meta data is not DEAD! – How to filter out content – Define your taxonomy and social media strategy– Security by obscurity goes away….
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Lessons Learned/Advice• Testing/Training/Feedback:
– Pilot group– Launch and Learn – success is an iterative process– Training and communications – Identifying potential key users. Obtained input on UI
and search ‘wish list’
• Support & Maintenance– Care & Feeding– Planning and IT support
• Reporting/Metrics– Report feature – what / how people are searching.
Send out search tips.
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Questions?