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Technical

Interwoven WorkSite 8.5

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Before Christmas I went along to the Interwoven UK conference and saw a sneak peak of WorkSite v8.5 which is due for release this year. As we weren’t asked to sign a non disclosure agreement I thought I’d jot down some high level notes on some of the proposed new features that I think are great reasons to look at this upgrade.

Enhanced offline ability : There are some great additions here to the OffSite product. Bringing in seamless on to offline switching, background sync, granular selection of content and a new architecture to improve performance.

In fact my only gripe is with the current licencing model for OffSite. Surely it should really now form part of the FileSite licence (as should Email Management), these are core to the product functioning as you’d expect.

Multibyte support: unfortunately not unicode yet, but it’s better than now. This is for the key description, comments etc fields.  (Limitation is the need to have the characters on the same codepages, so unfortunately if you’ve multiple offices whose native language falls on different codepages this may not be what you’re after).

Indexing: there is a start to leverage the new indexers introduced in 8.3. This includes full text indexing of workspaces (meta data and descriptions). I can see two benefits here; the first it removes some load off SQL which can only be a good thing and second they’re providing a Quick Workspace Search bar, and thus as the meta data is indexed it can find matters in a much more “Google like” way.

Email Management:  Server side filing! Anything that takes the load off the desktop is a good thing, should increase performance of large email drag and drops! There are plenty of enhancements to the email management (send and file) piece which should improve things no end. For example, suggestive filing based on filing history and delegated filing (great for secretaries or should that be for fee earners?)

From the latest email I received from Interwoven the release dates are as follows:

Limited Release
Phase I
Core Components with Limited Platform Certifications March 2009

Phase II
Web with Limited Platform Certifications May 2009 
 
General Availability
 
Phase III
Core Components with Additional Platform Certifications June 2009

Phase IV
Desktop & Web Language Releases August 2009

Phase V
Tools & Other Miscellaneous Components September 2009

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General Legal IT

Where will the law firm IT department be a year from now? – part 2

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The legal core technologies (DMS, CRM etc) – where next?

So what about those core technologies (the key IT systems)? Well most law firms now cannot function without IT (who could have said that even 10 years ago!). email, the DMS and the global finance applications are now ingrained in most law firms as not just core, but key technologies.

Take a look at Legal Technology Insiders list of software used by the UK top 250 and you’ll see that all firms pretty much use a common set of key technologies. But mention web 2.0 (or whatever you like to call it) and my guess is there will be very few firms who have this type of software as a key system. Is this because it is considered a technology fad or is it inappropriate for corporate use? I don’t think either is true, in fact I suspect that there are a number of firms are already using Wikis, blogs etc in small niche areas.

I think law firms though are like any other firm, find embracing these technologies is difficult. To implement them you almost need to just put them out there and let people use them how they want to (which is why facebook, twitter, you tube etc have succeeded, no one told people how they should use them). This method of implementing new software I think is alien to most firms period, it’ll take time to change attitudes, procedures etc<

But we need to start to expect people to be IT savvy, just as we expect to have people employed that can read and write. Being proud of “not understanding computers” is no longer an option! I think firms with these type of people will start to push web 2.0 products in 2009.

What about MS Office?

This is probably the one piece of software that is on 100% of all legal desktops. And I suspect almost everyone has Office 2003, some brave soles may have jumped to 2007 but I bet the percentage is very small. The big question though is, will people ever move to Office 2007 or Office 14? I starting to think that not many will, do you really want any more functionality out of office? Office 2003 does the job, so unless Microsoft force you to do it through some licencing or support agreement there is little incentive to move.

However the one thing that could change this is if the desktop footprint in Office 14 gets much smaller and the application gets much much quicker, then we may see people switch in vast number! This is not as far fetched as it sounds, from performance results of the leaked Windows 7 beta it may be that MS now get this is a key issue!

Mobility

Honestly I don’t think law firms are ready to embrace the “80% office space”. Letting staff  hot desk their staff, saving on the usual daily empty 20% of desks. Sure BlackBerrys will thrive, remote desktop access or web based access will see more take up and messaging (Office Communication Server) will take off, but only if these were implemented in 2008 or before. I can’t see anyone getting budgets for doing initiatives like this from scratch in 2009.

Summary

So in summary I think most legal IT depts will still be around in a guise that we will identify as being roughly as they are now. I think in the current climate they will have been trimmed through cost cutting, but on the whole it won’t be fully outsourced. The IT dept of January 2010 will probably be smaller and it will probably have spent less in 2009 than in previous years. I think there may be a move in 2009 to some small scale outsourcing of specific functions taken up by a fair few firms, but which part and how much will depend on the firm. I also think there will be a firm in 2009 that will go for a large scale attempt at cost saving and outsource the lot, but personally I bet they will relive the last recessions outsourcing blunders and fail.

Overall though I think most depts will take a real look at how to make what they’ve got work more effectively. As well as looking to improve performance, reliability of the current services (the key issue I bet almost all firms will tackle!) I think there will be a switch from constantly upgrading and implementing the core technologies (DMS, CRM, Office etc) to more web 2.0 applications, either social type sites or mashups of their main systems.

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General Legal IT

Where will the law firm IT department be a year from now? – part 1

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I noticed a thread on a Legal IT forum over on LinkedIn last week posing the question “Where will the law firm IT department be a year from now?“. I started to post a response and realised I had much more to write than I could fit in one forum post, in fact there was so much that I’ve split it into a couple of blog posts.

This one looks at outsourcing and the overall purpose of a legal IT dept, then tomorrow I’ll post up some thoughts on the core technologies and what next.

Will IT stay in house or become an outhouse?
What are the options for outsourcing in the legal market in 2009? Personally I suspect many law firms IT depts will consider this, from an IT service perspective there is no real difference from a law firm to any other firm.

I don’t think that many law firms will try to outsource the whole dept, some have tried with other support functions (e.g. A&O’s 2003 move of document production to India) and almost all avoided outsourcing the whole function.

Some firms may find an outsourced help desk works well, others an outsourced data centre or development team. This is probably the most sensible approach, I don’t think the legal IT market has reached maturity yet and thus is still changing too quickly to be run as a pure “utility unit”, which leads too….

Will IT be run just to keep the lights on or will they install lights that are better than their competitors?
I read an article a while back in the Harvard Business Review (Your Next IT Strategy, October 2001 – no online verion) explaining how IT would slowly turn into a purely utility function for business and be thought of like the electicity, just some cost you pay.

Is this the future for law firms IT depts? In times like the current economic crisis, if you just look at pure “numbers” then it is tempting to feel this is a sound proposition. After all IT is a large cost on the balance sheets. There is an argument to say this could start to happen in 2009, after all most of us now use a DMS (Document Management System), a financial system, a CRM system etc Most of which are the same, so why not just keep the same stuff going as a service you buy?

But if everyone has it and does nothing new with it, this loses some of the key things technology can bring. A competitive advantage for your lawyers. The legal IT world is nowhere near as advanced as say financial services, where IT is ingrained in the business model. But I think the law firms that start treating IT as a pure utility will soon find firms that innovate using IT start taking their clients as the economy begins to pick up.

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