Integration

The New Silk Road

Imagine what it would be like to go from LA to SF in 35 minutes, London to Paris in 15, or Dubai to Abu Dhabi in 20?

Well the Hyperloop One team is taking us all one step closer to achieving the luxury of traveling faster than a jet plane, that is, over 760 mph on the ground. Hyperloop One took a trip to the Nevada desert last week for the Hyperloop Propulsion Open Air Test, where they built a track to test high-speed electric motors.

The Hyperloop technology was invented out of frustration with California’s plan to build a bullet train between San Francisco and Los Angeles, which would have been the slowest and most expensive bullet train per mile. Travel between two major California cities requires a quick and efficient mode of transportation, making Hyperloop One’s test run last week a major milestone in technology.

FILETRAIL'S SILK ROAD

FileTrail has changed the face of records management in the same way Hyperloop One has revolutionized transportation FileTrail was started in 2000 out of the frustration of implementing Windows software that had to be installed on every desktop and big-stack software companies that made it difficult for their customers to select the best of breed. 

Because of this, we vowed to put the customer before profits.  That meant that every process had to be easy to use so that we didn’t need a thick manual. Improvement would be continual, using customer feedback. Every client would have an easy migration path so they can stay current with the latest enhancements, and integration would be built with any vendors who delivered the best value to the customer in their area. 

THE STANDARD FOR AM 250 LAW FIRMS

The result is a powerful and modern browser-based solution that works both on-premise and in the Cloud, which has tools to integrate with best of breed systems in DM, Intake, Conflicts, Holds, and more.  Our focus on the customer has led the FileTrail product to a place where Records Management staff provide better services to the firm, management has access to on-demand graphical reporting to support decisions, and IT no longer bears the burden of desktop installation and support.

Because of this start, FileTrail is the new Records Management standard for the top 250 AM Law firms. While Hyperloop One is achieving great improvements in transportation, we are achieving great things for large law firms.

Read about how you can test drive the FileTrail solution at no cost in the FileTrail Sandbox blog below.

Sunsetted PRM is a New Opportunity

6 Solutions for Legal Firms with Sunsetted PRM 

Sunsetted and soon to be, PRM solutions share one important thing in common; they are obsolete. For reasons that shouldn’t be ignored, your PRM solution sunsetted due to either an antiquated software lacking updates, or poorly managed information governance. Those were risks were then, unfairly shifted onto your information systems team. Saying goodbye to your old PRM should be similar to taking in a deep inhale of fresh air. Out with the old and in with the new, better and improved. This is the life cycle for systems that no longer serve a purpose and their sunsetting allows for new growth in a superior direction.

This transitional period is a favorable state in which to help your firm re-organize, restructure, and develop a records management strategy that is supported by good information lifecycle governance, while serving to help workflow and business goals. Good information lifecycle governance is the practice of applying policies to effective information management, guiding the information from creation to disposition. IG focused policies reduce compliance risks and offer enterprise level security to privacy sensitive matters.

This transition can be and should be, simple and pain free. We understand that, “every company is different, but the principles of a sound IG policy are often the same. What teams need to be involved, what interests are at stake, and what can you do to help them align?” (IGI) Listed below are standard steps all firms should take after a sunsetted PRM system. (Soares)

6 Step Records Management Strategy for Firms Integrating Physical Records 

  1. Establish a Records Classification Scheme and Taxonomy

Now is the time to really take into consideration, the skeleton of your Information Management. Think in the mindset of simple and comprehensive. You want this new classification and taxonomy scheme to work for your physical records as well as your electronic documents. Start small and build from a few core imperatives.

Also, keep in mind the flexibility you are going to want and need from your next PRM provider. A good question to ask is: Will I be able to add to and configure my taxonomy once it is in place, if so, how easy will it be to deploy?

  1. Establish Access Restrictions for Security and Privacy

Appropriate restrictions are necessary for the planning and practicing of good Information Governance. Good IG applies directly to the security of Client Matters and offers a comprehensive strategy to minimize compliance and litigation risks.  Sensitive Client Matter requires a strong foundation of good IG practices which should be applied to the building process of establishing restrictions for your physical records.

  1. Establish Records Disposition Schedules

It’s time to clean up all the bad data that could come from mismanagement and neglected records, as you integrate. Establishing records disposition schedules allows for legally defensible disposition. So now is the time to make sure that you are following the necessary policies required for managing your data and apply it to your physical records as you integrate, simultaneously cleaning up your data and protecting yourself from further headaches.

  1. Implement Legal Holds Processes

Placing legal holds allows restricted access to information that is in process towards disposition, enabling proper review before final destruction. Applying legal holds to a review system minimizes compliance risks and improper handling throughout the information lifecycle. Legal holds are important to ensuring that proper, good information governance practices are being done.

  1. Support e-Discovery requests for Information

E-discovery support is vital to maintaining an efficient workflow within Law Firms, through the use of simple search tools, locating crucial files to satisfy an e-Discovery request should be made simple. Understanding that you want your PRM solution to function similar to your electronic documents management service is the key to knowing making e-Discovery happen for your physical records data.

Another good question to ask is: Why shouldn’t my physical records data, be fully visible, searchable, and unified, like my electronic documents?

  1. Support Disposition as Dictated by Information Lifecycle Management

Supported disposition schedules decrease litigation risks by providing legally defensible destruction of information. Not only does supporting disposition schedules decrease litigation risk and support good information governance practices, it also reduces the size of stored data. Stored data can be and will be a expensive bill if efforts are not made to maintain a reasonable size. Good practice towards disposition schedules will save time and money.

 

PRM Solutions Should Work for You

Notes to take away are: don’t shy away from asking your next provider if their software is web based or hardware integrated, and then figuring out which works best for you. Don’t think that all solutions out there are old and difficult to use. Make sure their PRM software interface is user-friendly, easy to manage and configure, while offering protection of your data.

No matter how much we may try, paperless is still a dream that has yet to manifest and time spent on this dream is costly when realities need to be managed. Strengthen your IG initiatives, today.  Choose the solution that works the best for you and don’t settle for anything less than what you love about your electronic document solution.

Visit www.FileTrail.com for a comprehensive description of their Physical Records Management. FileTrail’s PRM solution enables businesses to track, manage, and monitor all of their physical records in a highly configurable, easy to use system.

 

Global Law Firm Creates Matter-Centric View With FileTrail

On our webinar this month,  we had the privilege to sit down with one of our global law firm clients, Jason Mervyn, Director of Technology and Business Solutions at Gowlings Lafleur Henderson LLP (aka Gowlings). Jason has been with Gowlings for 19 years and he was an instrumental part of the selection team that chose FileTrail. Gowlings is one of Canada’s largest law firms with 700 attorneys, multiple offices and an international presence. Gowlings uses an Intranet Portal called REx Online to manage client matters. It was developed internally to provide a matter-centric practice management platform that integrates document management, time and billing and records management.

Like many law firms, Gowlings needed a physical records management solution with open API’s and flexible enough to easily integrate with existing software platforms (document management - OpenText, time and billing - Aderant, etc.) the firm already had in place.

“With FileTrail, we have found a vendor that took the time to understand our vision, a product that was easy to integrate with our industry-leading practice management system (REx Online) and a partner to guide us into RFID tracking technology, “ said Mervyn.

We invite you to listen to the entire webinar recording:

If you have any questions or would like to schedule a private demo, please feel free to reach out to me directly via email: JMerrifield@filetrail.com or by phone (646) 584-7687.

Print Color Coded Labels in SharePoint 2010

FileTrail for SharePoint has made it possible to print color coded folder labels from inside SharePoint. The process is simple and intuitive, and the label designs are flexible to meet your company's specific needs.

The label designer tool provides flexibility in many ways. First, several standard color sets are built in, but colors can be easily adjusted so that you can get a perfect match to your existing labeling. In addition, any label stock can be used. This means that you can continue to use the labels you are already using, and continue buying them from your current vendor.

Finally, the label generation tool allows a number of capabilities that give you the ultimate flexibility. First, label designs that are for the same label stock to be mixed on the same page, so you no longer have to print multiple batches. Also, you can specify which label to start on, allowing you to print to a partially-used page of labels and reduce waste. Finally, you can specify how many copies to print, in cases where you need multiples of the same label.

Sample color coded labels printed directly from SharePoint.

Integration Tools

Demand for integration has been increasing in recent years. As organizations implement more browser-based applications it becomes easier to provide real-time integration with FileTrail. A number of FileTrail clients have already purchased the FileTrail SDK, which includes a number of tools for integration, including the ability to launch FileTrail pages or retrieve data through Web Service functions.

To take advantage of these integration tools, the system you are trying to integrate from should be browser-based and allow for programmatic customization of the screen.  An easy way to inquire about this is to ask your IT staff, or the system vendor, if you are allowed to add links, buttons, or external function calls to a particular screen.

One law firm recently completed their integration with less than 8 hours of work by an IT person.  The result was that attorneys and staff can see what physical records exist.  They can click to see the item details or location history.  In addition, they can select one or more of the physical records and place a request for retrieval directly into FileTrail.

The benefit of integration in this case is that the firm gained a complete physical records management system that everyone could use.  The integration tools allowed them to add key FileTrail functionality to the system that 99% of their employees were already using.  Because no training was required and the transition was easy for staff, there was a high user adoption of tools designed to save them time.