Category Archives: General Legal IT

General Legal IT, Outlook 2010 series

Tikit and UKDEG Word Excellence Day

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This coming Monday Tikit and UKDEG (UK Document Excellence Group) are holding another Word Excellence Day in London.

The event is covering how the legal industry and firms are planning the move to Office 2010 and Windows 7 and what challenges and issues could arise in that migration journey. There are speakers and panel members from firms such as Allen & Overy, Ashurst, DLA Piper, Lewis Silkin, Linklaters, SNR Denton and Veale Wasbrough Vizards and Neil Cameron, CEO of Neil Cameron Consulting Group, will be chair for the day.

I will be speaking in the morning on our plans for Office 2010 and Windows 7 and then joining a panel of other firms who are running Office 2010 projects to discuss our planning experience with questions on the issues of configuration and customisation of Word.

If you will be attending then I hope to speak to some of you then. For those that can’t attend, Tikit have been publicising a twitter hashtag for the event (#WEDMay11) so hopefully there will be plenty of people on this stream in virtual attendence also.

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General Legal IT

A Legal IT take on the Microsoft Skype news

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You can’t have failed to hear the big news today, Microsoft’s $8.5bn purchase of Skype. I’ve read a fair few tweets this afternoon about how it’s a bad deal. That they’re playing catch-up with Google and Apple, they paid over the odds etc

But I think it’s a great deal for Microsoft and also for lawyers.

We all know Skype is huge in the consumer market, in Europe I’d say Google nor Apple have anything like the consumer share that Skype has. Microsoft today suddenly became the market leader in the consumer market place.

But that’s not why I think it’s great deal.

In legal I know of plenty of lawyers who also use it for business. Keeping in touch with clients and colleagues on international deals is made an awful lot cheaper when using Skype rather than traditional land lines. 

The key here is how Microsoft leverage the consumer dominance and usage in business into model that makes money. For that look to Lync. All of a sudden Microsoft have the ability to break the proprietary nature of Skype and enable the ability to federate all those customers into corporate Lync environments. Lawyers will be able to use Lync and all the benefits of a unified communications platform within their firms, but now also communicate to their clients who are using Skype. When a firm is evaluating which platform to go for and their clients all use Skype anyway, there is a compelling argument to go with the corporate platform that will work with Skype.

Then there is the Windows Phone 7 platform. Late to the party but a great OS that is getting better. The combination of the “Mango” release, the deal with Nokia and now Skype will give this platform a huge boost for both consumer and business. The integration that’s there already with Sharepoint, Office and  Exchange together with Skype linked to your corporate unified communications platform (instant messaging, voicemail, phone etc) could make Windows Phone 7 devices a good option for a corporate device.

As I said at the start of the year, IM and unified communications platforms are a big thing for legal. Great for bringing cross border teams together, great for keeping in touch with clients and great for bringing costs down. I think the Skype deal may put Lync in the corporate driving seat.

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General IT, General Legal IT

Those funny square barcode things

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img.phpTheir actual names are QR Codes, like the one to the left. They seem to be cropping up all over the place, including lawyers business cards.

I’m not sure about the benefits other than being a gimmick to attract attention. I posted as much this week on twitter and this led to a brief twitter conversation with @jeffrey_brandt, @emmalouwillcox, @KMHobbie and @geekchicy on the merits of QR Codes.

Some of the comments raised were:

  • scan code smartphone, no typing – big advantage! Great for location based stuff (Maps)
  • why should you need an app for it?!
  • QR code on google.gl service link page, e.g. http://goo.gl/info/7nKy1#week
  • I see biggest potential value of linking static hard copy to dynamic web content

I was also reminded of Microsoft’s attempt at its own version (as somebody pointed out “came up w/their own version of QR code. Quite silly!”), this then reminded me I did a blog post about Microsoft’s “Tag” just over a couple of years ago!

“Microsoft Tag – perfect for the paper file?”

I re-read my article and can’t help think now that a simple barcode would be as useful and so my thoughts come back to my original point made on twitter:

Are QR codes just a fad? What are benefits over urls? Seems bit of a gimmick to use an app to snap QR to get a link? Am I missing something?

And I don’t seem to be the only one, Google seems to be thinking the same. But I am going to install a QR application on my Windows Phone 7 and give it a go for a while. I’ll post what I think in the comments, but let me hear your thoughts on QR codes too.

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General Legal IT

Folder and File security for dumm…..humans

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I’ve realised over the last few weeks that we (software engineers in IT) seem to have made security for Documents and Folders (whether in a Document Management System – DMS or just on a file share) overly complicated. Add to this the fact that we’ve now added powerful search engines over the top and guess what? We’re finding things are not secured the way we expected!

So here’s my suggestion for a simple security model from a real world perspective. Let me have your thoughts in the comments. Who knows maybe a DMS vendor will take note and implement it?

What do we have in the real world?

  • A document or many documents.
  • Which can be stored in a folder, or maybe collated into a set of folders for a matter or project.
  • Then these are stored in a filing cabinet/pedestal. Right?

In the real world where is the security applied? By default it’s only accessed by those in the company (secured by building or floor access). Then if there are confidential items the filing cabinet/pedestal is locked and access to the key given to those that need it.

So how about we implement this for an implementation for the the DMS?

  • The DMS as a whole is your firm, accessed by your employees.
  • Now make a choice at implementation of the DMS – Do you apply the key to the filing cabinet (i.e. a DMS library) or do you wan to apply the key to a matter (i.e. a collection of files)?

Then during use the simple question is for the level you chose 

  • Who do you want to see this? Is it everyone on the firm, a group, or a few individuals?

That’s it, I’d have no granular security below this. Bottom line would be if you need security below, then set up a new collection of files.

But hang on, what about those cases where you need to share a document or file? Say you need some advice internally on a document but you don’t want to open up the whole matter.

  • So final addition would be to introduce a concept of lending, in the real world you’d borrow a file or document and then put it back in the file. Do the same, set up a time limited “guest pass” for any point at lower levels (i.e. a folder or a document). That way if you forget to revoke the system will correct itself.

That’s it. I challenge you to think of any scenarios it can’t handle?

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General IT, General Legal IT

The Helpdesk is king (oh and local IT support too!)

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I read an article in The Spectator magazine recently that touched on a customer satisfaction survey of hotels in the USA. The following point caught my eye:

What emerged from this study was that a guest’s enjoyment and appreciation of almost every aspect of a hotel is coloured by their initial experience of their visit — specifically how fast and easy they had found the business of checking-in.

From a Legal IT point of view I’m sure the same is valid, how that first contact with IT comes across (typically the helpdesk or a local IT support) will colour their view on IT.

The article goes on to say:

It supports other research suggesting our memories of events are much more determined by how they begin and end than by ‘the stuff in the middle’. (The NHS does itself a disservice here — the stuff in the middle is often good, but the admission and discharge procedures are dreadful.) What has very little effect on our memory of any experience is its duration.

In a Legal IT context, the “begin” would be the initial contact with the IT department. The point where IT needs to answer quickly, be polite and be knowledgeable (not necessarily able to fix every problem, but enough to know when they can’t, explain they can’t and move the call on quickly to those that can).

The “end” is where the lawyers IT problem is solved and importantly the customer informed that it’s solved (based on a recent survey I’ve seen, something that is often forgotten).

So let’s divert all resource and budget to the helpdesk? Of course not, it’s not all about ensuring your helpdesk is spot on, the bit in the middle is after all pretty critical too! Without it you’ll rarely reach the problem solved and if that’s the case then you may as well not bother answering the phone in the beginning! It’s a balance, but clearly from the hotels survey getting that first point of contact spot on could just make everything IT do seem so much better.

One last quote from the Spectator article, “What has very little effect on our memory of any experience is its duration”, now there’s a start for an article on project deliverables at some point!

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General IT, General Legal IT, Outlook 2010 series

Google Cloud Connect for Microsoft Office

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Here’s one to strike fear into every risk manager in law firms and perhaps give a warm glow to every lawyer (well the tech savvy ones at least), Google Cloud Connect!

In Google’s words.

Google Cloud Connect for Microsoft Office brings collaborative multi-person editing to the familiar Microsoft® Office experience. You can share, backup, and simultaneously edit Microsoft Word, PowerPoint®, and Excel® documents with coworkers.

or how about “with coworkers clients”!!!

It’s only been released today, so I’ve not had chance to play about with it too much but from what I have used so far it was fairly easy to set up and very easy to sync to the cloud. Maybe a simple way to finally rid ourselves of the back and forth drafting process via email attachments!

There is more information on how it works in the video below.

Google Cloud Connect for Microsoft Office (2003/2007/2010)
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General Legal IT

Outsourced!

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Another week another outsourcing of legal support staff story, or so it seems in 2011. At the time of writing the latest is Allen & Overy and their move to outsource to Belfast. This follows other firms, like CMS Cameron McKenna giving it’s support staff the choice of Bristol or India.

It’s like the mid 90’s all over again. Well for me it is. At that time I was starting off in IT in the utilities industry. In the UK the government had privatised the regional electricity companies and they were suddenly in a competitive market. Very similar to the position law firms find themselves in now, a time when a fairly comfortable profitable market was suddenly plunged into an arena that was getting very competitive very fast.

The mantra was to cut costs and quickly. As a reader of Janders Dean’s blog points out “They’re doing this to cut costs aren’t they and if that means cutting some of the flab out of the headcount so be it. This is a business after all”. And as in the utilities then, it’s the same in law firms now, target headcount and target support functions.

I totally agree with the point in the quote above, that business needs to cut flab to remain competitive. And although not nice for those involved, good companies do tend to handle this well and look after the employees affected.

But it always reminds me of the story of East Midlands Electricity and what can happen if the sole focus of an outsourcing deal is money saving. You can read more details of what happened here and here, but the summary is that EME didn’t see the business changes that the deregulation of the UK’s domestic electricity and gas supply market would bring. And when those changes came they realised that there was no substitute for experience of an internal IT department and that there was a need for them to take direct control of all business-related IT projects. This led to a cancelation of a 12 year deal some 5 years early and a recreation of an IT department.

I think maybe A&O’s response is a better play, I’ve often wondered why a number of the London based UK firms persist in maintaining support functions in the capital, where the cost of offices and staff is much more expensive. So rather than outsource why not shift the functions to cheaper parts of the UK, say for example Yorkshire!!

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General Legal IT

Is iManage WorkSite about to be outflanked?

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It’s been a few years since iManage WorkSite effectively won the war of the document management systems (DMS) against Hummingbird’s DM5. Since then both companies have been through a number of mergers and are currently the Legal DMS products are owned by Autonomy and Opentext respectively.

The peace though looks soon to be shattered by a counter strike on two fronts. On the one side we have the SharePoint juggernaut from Microsoft and on the other a coalition of vendors we’ll call “the cloud” (currently led from the front by netdocuments).

So who’s going to win this latest battle? First off it’s worth pointing out that the game has changed considerably since the WorkSite 8.0 v DM5 days, it’s no longer just traditional DMS functionality that is required in the armoury, but email management capabilities and great search functionality.

Let’s start with SharePoint. In its 2010 guise it looks like SharePoint is starting to be taken seriously. From Lewis Silkin’s SharePoint implementation to the announcement that Clifford Chance are going SharePoint there is plenty of evidence to suggest that the product is ready to be used by law firms. The big benefit of course is the cost, if you’re licenced for Microsoft, then you’re likely licensed for SharePoint. Plus there is the native integration with Office 2010. The addition of the FAST search engine gives it some capability against WorkSite’s IDOL engine. And there’s also a growing IT skillset out there to maintain the product (wider than just the Legal IT market).

But wait, there are limitations for Legal. Matter centricity and email management to name two. These can be addressed by “add ons” like Workshare Point or DMS4Legal (the former I have seen and have to say looks really neat) but then the cost and resource benefits are reduced or eliminated.

So if it’s not a one horse SharePoint race, what about the other side, the cloud coalition?

I’ll be honest I like the concept of netdocuments. The desktop application has all the features of a good DMS like WorkSite, but the heavy lifting of a DMS (the application servers, the indexers, the database etc) is managed in the cloud. Allowing the focus for the Legal IT department to be on the fee earners desktop, which is where it should be.

The downside of the cloud at the moment is the perceived security and risk concerns, I’m sure this will be resolved in time. But right now it’s still a stumbling block for many firms, but the shift may be coming (Foley & Lardner in the US, a 1000 lawyer firm, have possibly shown the way).

So is the original winner of the DMS battle doomed?

Short answer, certainly not.

I think there is plenty of life left in iManage WorkSite. As well as the fact that unlike the others it is a proven product in Legal, it also has a couple of aces up it’s sleeve.

First off it’s proven itself to be scalable to meet the demands of even the largest law firms. Something that SharePoint I don’t think has yet proven. The number of documents a law firm has may have levelled, but the email volumes on matters is still growing. That’s a counter strike on one flank.

On the other side it’s announced a big offensive by moving WorkSite to a hosted solution, too early to tell whether this is a route to victory (or what exactly the hosted solution will look like), but on the face of it moving WorkSite into the cloud itself is a good move.

So who’ll be the winner?

I honestly don’t know. Thinking about it, I hope there won’t be one outright winner. A little competition in the Legal DMS arena is a good thing. Product competition usual brings with it innovation and advancement, it forces vendors to up their game. All of which can only be a good thing for the lawyers!!  *

*that’s lawyers as users of the technology, not in some big litigation of course!!

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General Legal IT, Legal

Everything clients want from a law firm….

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Have you ever thought that everything clients want from a law firm are things that our fee earner want from the Legal IT dept.?

I hadn’t thought of it this way until a colleague raised a number of points that were raised by some senior people from large global organisations at a recent conference.

"We want consistent service from a global service provider, even if it isn’t in the home market, we still want the same good service in a distant geography"

"We want a legal services team that really knows our business"

"Don’t do what we tell you, do what we need"

“We don’t want academic legal answers, we want relevant business explanations and solutions”

Change the wording slightly.

"We want consistent service from the central IT dept., even if it isn’t in our office, we still want the same good service in a distant geography"

"We want a legal IT team that really knows our business"

"Don’t do what we tell you, do what we need"

“We don’t want technical answers, we want relevant business explanations and solutions”

Makes sense doesn’t it!

Now I’ve been pondering how to sum this post up. Is there an answer to all the problems of delivering a great service in those points raised? I couldn’t come up with a nice black and white answer, but then maybe this is a case of a problem shared is a problem solved?

p.s. thanks must go to my colleague in Asia for this post, the points are plagiarised from him. cheers Andy!

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General Legal IT

“One quote [from a lawyer] was ‘super super impressed’.”

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Just a quick post on a law firms Legal IT dept being the lead in a BBC news story on corporate technology!

The article is about the shift to using your own PC at work rather than the PC given to you. As the article says:

You are at work. Your computer is five years old, runs Windows XP. Your company phone has a tiny screen and doesn’t know what the internet is. Idling at home are a snazzy super-fast laptop, and your own smartphone is barred from accessing work e-mail.

So it’s quite an shift for SNR Denton if they really are using home PC’s as the main computer for their staff (although the article mentions a pool of laptops, I wonder if there is a standard desktop and then the home PC/laptop is for those that also need a mobile computer?). But either way it shows that Legal IT is no longer the recipient of the comment “it’s finally doing what the rest of IT has been doing for years” and is up to date with the latest trends in corporate IT.

Anyway, take a look at the article as it nicely captures what can be done and many of the concerns people have with the approach. But one paragraph nicely backs up my last post “RIP Legal IT?”: 

“The old environment was very support heavy, so we can use our support staff to do other critical work without getting sidetracked.”

IT forever evolving!

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