Monday, August 21, 2017

For the Records: Dentons Does Records Management Migration

"How a Global Law Firm Selected Its New Records Management Software," --
  • "In 2016, the Legal Services Management and the Chief Knowledge Officer (CKO) at Dentons decided it was time for a major records management software upgrade. Over the course of 10+ years, Dentons had expanded across the globe and now had more than 7,700 lawyers. Managing disposition and retention of the firm’s physical and electronic records using the limited automation of multiple legacy IT system was inefficient and costly. Its records management system functionality had stagnated and was unable to meet increasingly rigorous client and regulatory information governance requirements."
  • "Deploying a new business platform was a huge undertaking. To ensure success, Dentons teamed up with a consultant to evaluate and document current business operations and information governance requirements of the firm. This comprehensive baseline was used to objectively assess new records management systems, with the goal of assuring the upgrade would help the firm realize a significant ROI, as well as serve all stakeholders far into the future."
  • "A new records management software solution shouldn’t require excessive IT team or expensive vendor support. Instead, routine service modifications should be accomplished by the records services staff. The platform should also readily integrate with existing and future document management, new business intake and matter management systems of the firm. In order to meet these criteria, Dentons honed in on 100% browser-based systems that could be deployed either on-premises on securely in the cloud."
  • "By definition, the value of a modern records management system is that it reduces the risk of sensitive client and firm information exposure. It does so by helping the firm know exactly what sensitive information it possesses, who is responsible for the information, where it resides, how long it must be retained and when it should be disposed of."
  • 'When undertaking its assessment, Dentons asked whether records management systems:
    • Integrated with other data management platforms (such as Intapp’s Wall, Open and Terms modules), enabling information governance (IG) to be applied to all data from a single platform
    • Included IG tools that assured critical information was managed according to firm, client or regulatory stipulated criteria - but not over-retained which can create legal discovery or breach risks
    • Met firm and client security requirements for the system hosting environment, and the application and data bases."
  • "Records management systems vary in their ability address these vital risk management issues. If you know where sensitive information is at all times--and you apply appropriate IG controls--your risks are greatly reduced. Dentons determined that FileTrail offered the best single pane of glass to manage all file retention and disposition of the firm’s key information repositories, as well as its off-site storage vendors."
Read on, for the complete case study and deeper analysis.

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