Rethinking Matter Centricity Co An alternative approach to workspace design and workspace security
Matter Centricity is critical to fulfilling your fiduciary responsibilities.
Yet, poor adoption of the electronic file remains a challenge â€“ and a source of frustration.
The core problem Traditional approaches to workspace design and workspace security donâ€™t effectively enable workflows.
It’s hard to edit folder security Creating folders at root of workspace • •
Takes some knowledge to set up correctly Usually requires full access to the workspace
Any user with read/write to the parent can create a subfolder
Users don’t understand re-filing •
Documents are loosely coupled with folder
Must re-file when moving document
Must re-file when editing folder security and metadata
Re-filing can delay access to information
IT has become a bottleneck Any step that requires IT is a barrier to adoption
Whatâ€™s the fix?
Workspace design is a critical component of rethinking Matter Centricity
Rethinking workspace design On-demand foldering
Allows lawyers to rapidly make adjustments as they map out their workspace structures
Make it easy to tailor the file structure to the matter • Give lawyers the ability to add root-level folders and subfolders
• Keep it simple by limiting the folder structure to three levels: – Root folder – Sub folder – Sub sub folder
Rethinking security Two important concepts 1.
Who can create folders in a workspace
Who has access to part or all of the workspace structure
Designate an owner for every matter Put ownership of the electronic file into the hands of the people who know the matter best
Responsible lawyer and staff • Paralegal • Secretary • Clerk
Build a matter team of those who work on it
Controlling the â€œwhoâ€? stems the chaos that typical foldering creates.
Controlling the â€œwhatâ€? Allows firms to standardize naming conventions Gives lawyers the flexibility to structure folders in a way that can be understood across offices
Rethinking re-file Governance The goal is to keep matter data with matters
Control the workflow with business rules • • • •
Personal workspace to matter Matter to personal workspace Matter to KM Matter to Matter Within a matter
Rethinking globalization With one active library per global region where do you create workspaces? •
Create in home region Only add in other regions if team is large Exception: speed of light
LEARN MORE • Printable brief: Rethinking Matter Centricity • Slideshare: The Hybrid Security Model • Slideshare: Designing Workspaces to Fit their Function
An alternative approach to workspace design and workspace security