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Innovative and intuitive

Editorial Type: Case Study     Date: 07-2015    Views: 2808   






The move to SharePoint has allowed legal firm Shoosmiths to move toward integrating workflows and DM into a client portal which will enhance client collaboration and optimise working practices

Shoosmiths is a major UK law firm with 10 offices across the UK. Their clients come from a diverse and exciting range of organisations - from large international corporates to smaller, ambitious, high growth businesses - whether private, public or UK plc. With 139 partners and more than 800 lawyers and legal advisers, the law firm were using a Document Management System which was no longer fit for purpose - it was taking lots of time for employees to store, locate, share and collaborate on documents which was impacting on the businesses productivity.

Shoosmiths had previously deployed the Hummingbird Enterprise DM v6 (DM6) document management system to create, manage and archive Client and Matter related content. The platform had been in place for over 6 years and required a complete overhaul to increase business productivity and efficiencies, and streamline working processes. The platform was only capable of handling document centric content management, with emails and other types of content managed elsewhere in mailboxes, local or shared drives.

Shoosmiths were also keen to future-proof their system to allow for potential technology consolidation and the creation of a digital workplace taking advantage of SharePoint, workflow, enterprise search and a new intranet in their digital roadmap.

With several millions of documents, in addition to document versions, it was imperative that the platform transition would run smoothly with minimum disruption to the business. As a leading Microsoft UK partner and with over a decade of experience in delivering award-winning DM solutions, ClearPeople was selected to implement a best-of-breed DM solution that delivered tight integration with Microsoft Office including document and email management, to improve internal collaboration and efficiency across all of Shoosmiths' offices.

The technology used to implement Shoosmith's new DM system was:

• Microsoft SharePoint 2013
• Metalogix StoragePoint
• MacroView DMF
• ClearPeople's Automatic Provisioning Management features

Microsoft SharePoint was the platform of choice for Shoosmiths' new document management system. This was a leading-edge solution for Shoosmiths such that they had utilised learnings from other industries around document management rather than relying on incumbent providers within the legal niche. SharePoint's out-of-the-box features provide a broad set of document management capabilities that enable the organisation to:

• Store, organise and locate documents
• Ensure the consistency of documents
• Manage metadata for documents
• Help protect documents from unauthorised access or use

The platform also offers the flexibility required to plan for long-term updates. Shoosmiths were able to effectively take advantage of SharePoint's support for Remote Blob Storage (RBS) by using Metalogix's StoragePoint, reducing the SQL server database storage capacity requirements significantly, while allowing for a tiered storage management infrastructure.

The solution provides an API and integration for SAP for provisioning of new Clients and Matters implemented with a combination of ClearPeople's Automatic Provisioning Manager and bespoke in-house components.

Because SharePoint works so differently to the incumbent DM6, the information architecture had to be completely redesigned. ClearPeople also defined a logical migration process and built a bespoke process to ensure that content was migrated and validated from one platform to the other.



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