Mr. McKenna sent around an email a few weeks ago announcing the firm's decision to move all files from local server to Box.com, an online file storage system.
Our Business Intelligence Officer, Cain Elliot is working with the IT Department to get the data moved to Box over the next few weeks. Then the transition is complete, there will no longer be an M: drive, or H: drive, or any other network drives. You will access and save all of your files through Box.com.
As part of this move, we are taking the opportunity to reorganize and bring some order to the way we store matter files. We want to have all files stored in a unified way. Part of this is to make the files easier to access with some of the other systems we are preparing to implement. Part of it is also to make it easier for attorneys in all offices to find files no matter which office is storing them.
For some offices, the unified system will be more of a change than for others. Each office will still have its own matter directory, though it will now be much easier to share those with attorneys in other offices. Within the matter directory, each case will be saved under a folder using the client number. Inside that folder will be a folder with each matter number. Inside there, will be a specific set of subfolders in which you can store any matter related documents.
We also plan to create a set of personal folders, based on your current Personal folder (H: drive in some offices, I: drive in others). These are your personal files not shared with others.
Because client and matter folders will be limited to those specific numbered folders for active files, we will also create a shared area where you can set up folders you want to share with others. There, you will be able to create work groups or other shared space for collaboration.
The switch to Box should bring many benefits. As a cloud storage point, you will have easy access to your documents outside the office. It will also make collaboration between attorneys in different offices much easier. Searching for documents will also become much faster and easier. We will even be able to set up shared work spaces for people outside the office, making collaboration with co-counsel or clients easier as well. Box also allows you to add notes to documents. You can also save versions of documents, allowing you to go back to an earlier version if needed.
One of the biggest selling points of Box though, is its ability to integrate with a wide range of other systems. As we get ready to deploy a new email systems, time and billing system, and a case management system, we wanted a service that would integrate with everything. Box seems to fit that bill very well. It also integrates very well with Microsoft office, making it very easy to open and save your documents without jumping through hoops. There is a Box App to give you easy access to your files from your iPad or phone.
As we attempt to migrate file data from nine separate servers into Box, we are moving a massive amount of data. If you still have files stored on the servers that you no longer need, either in your personal drive or on a shared drive, now would be an ideal time to delete them. We are also going to attempt to move the contents of your Google Drive to Box Trashing any unneeded files in Google Drive will also make our migration a little less burdensome.
We plan to go live with Box some time around Labor Day, though we will likely spread out the go-live so that we can get one office at a time up and running. Stay tuned for specific dates for your office.
No comments:
Post a Comment