Problem
:
The explosion of email and an increased need for firm-wide sharing of information was challenging the document management platform at Ballard Spahr Andrews & Ingersoll, LLP. Legal staff wanted an easier way to search and retrieve their documents and emails, and any document sharing between multiple offices was limited.
Solution :
EIM International assisted Ballard Spahr with an upgrade to Hummingbird DM5 that included matter-centric foldering using EIM's DMFolders. This provided legal staff with a true matter-centric approach to information management.
Summary :
Performed thorough audit of existing environment
Analyzed network infrastructure and made recommendations to upgrade bandwidth
Conducted end-user focus groups and design sessions
Implemented office-by-office, in conjunction with end-user training
Consolidated seven national document libraries into two regional libraries
Gave input on matter-centric folder hierarchy attributes
Used DMFolders to build an initial folder tree and to provide ongoing automated
Setup DM Folders for ongoing folder administration
Automated virtual folder ‘favorites' with DM Folders
Benefits :
Greater sharing of information between office locations
Improved retention of client-related emails
Reduced management with centralized administration
Improved user interaction
Faster searching
Of Interest :
EIM's participation in Ballard Spahr's DM5 implementation was the centerpiece of another complicated venture undertaken by the firm: the development and implementation of a new firm-wide desktop. Ballard Spahr had previously been using Hummingbird's DOCS Open software; its new desktop included the latest version of Microsoft Office, Hummingbird DM5, and several companion products.
EIM assisted in several areas of this effort, with particular focus on all aspects of the Hummingbird DM upgrade. The project was handled in phases, so that all critical path milestones were reached before moving on to the next phase. For instance, the DM5 rollout schedule was not finalized until the desktop functionality was solidified.
A key component of the project was gathering input from non-technical staff. To ensure the new system design would meet the needs of the user community, focus group meetings were held to thoroughly review desktop features and functionality.
For law firms, every case or project for a clent is known as a matter. Ballard Spahr chose to implement a virtual folder tree based on clients and matters. Hummingbird's DM5 has a rich environment for users working with virtual folders, and Ballard Spahr chose to extend DM5's native folder functionality by implementing the DMFolders software product from EIM.
Because EIM is a multi-faceted company that offers enterprise products as well as services, Ballard Spahr's legal staff can now easily drag emails into shared, matter-specific folders in Hummingbird DM. In addition, searching and retrieving files between offices has been greatly streamlined.
EIM International was integral to delivering a smooth transition from DOCS Open to extended DM functionality. EIM helped ensure that Ballard Spahr achieved maximum productivity and satisfaction from their Hummingbird DM system upgrade.
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