Simplify deployment of electronic files across matters

Milan Matter Hub introduces the concept of a matter owner for every matter and decentralizes and distributes process control and security control. Matter Hub gives matter owners unparalleled flexibility in managing teams and tailoring workspaces and sites in document repositories, including WorkSite and SharePoint. In parallel, Matter Hub streamlines change processes, such as re-filing, and establishes security controls as needed to enforce firm policy. The result: simplified deployment of electronic files across all the firm’s matters, minimal delays in change processes, and automatic interception of accidental failure to follow firm policy.

• Automate provisioning
• Automate provisioning across multiple systems in the matter opening workflow.
• Automate the designation of matter owners and matter managers.
• Create folders on demand beginning with simple workspaces.
• Tailor the workspace to fit the matter without sacrificing firm standards.

• Establish security controls
• Let matter managers restrict or grant access to a workspace or single folder.
• Give the matter team secure access to client-matter content wherever it lives.
• Establish policies for ethical walls to determine standards without constraining effective management.
• Streamline change processes to minimize security breaches and accidental failure to follow firm policy.

• Streamline legal processes
• Eliminate wait time for re-filing and minimize delays with real-time processing of changes.
• Stage deleted files in a Recycle Bin* to keep workspaces current while avoiding the consequences of premature actions.  *iManage WorkSite only
• Move and archive content between repositories.
• Organize and reorganize workspace and site shortcuts across multiple systems.

Transfer administrative functions to the help desk

Milan Help Desk makes it easy to manage documents, workspaces, users, and groups without compromising security by allowing users to search on metadata and by giving them the latitude to perform a broad range of pragmatic functions, including importing and exporting documents in bulk.  In addition, Milan Help Desk plugs a number of frustrating functionality “holes,” such as remote check-in of documents.

• Automate provisioning
• Automate provisioning of multiple system into the firm’s matter opening workflow
• Automatically create matter metadata as well as workspace / site shortcuts.
• Grant specific rights to different classes of users

• Manage documents
• Locate and manage documents, workspaces, sites, and users
• Perform a variety of functions, including unlocking documents, creating and deleting folders in workspaces and sites, and creating external users.
• Remotely check in documents on behalf of users when a user has left the office or didn’t close out of Citrix properly.
• Import and export documents in bulk or even entire workspaces with the complete structure intact.
• Manage workspaces and sites
• Independently create workspaces and sites as a function separate from the provisioning process.
• Modify workspaces and sites in bulk, adding and removing them and changing their security parameters.

• Manage users
• Track every action of every user with an audit trail, prompting users to justify any action they take on a document.
• Automatically compile a list of custodians associated with a matter across multiple systems, including document management systems and Time & Billing systems
• Sending notifications (what and why) and documenting acknowledgements (read and received) to ensure that the firm has policy-driven audit trails that track communications related to a matter.

Easily execute legal holds in WorkSite

Milan Legal Hold enables law firms to support a legal hold in iManage WorkSite.* Milan Legal Hold minimizes the risk of losing information relevant to an anticipated legal proceeding and satisfies the three primary requirements of the legal hold process: hold notification, segregated repository, and ongoing preservation. Now, with Milan Legal Hold, law firms can easily execute legal holds with automated processes and audit trails.

• Declare a hold
  Automatically create an audit trail for every document that matches the metadata associated with the client matter.
• Preserve ongoing holds
  Search WorkSite on a scheduled basis for any document that matches legal-hold criteria and declares the record uneditable.
• Infuse the Recycle Bin with hold awareness
  Prevent users from deleting documents that were staged for deletion once a hold is declared.
• Track document movements
  Send automatic notifications when records declared on hold are moved or their metadata is changed.
• Export holds
  Give administrators the ability to export all of the metadata and documents for which a hold has been declared from WorkSite.
• Report on legal holds
  Give administrators the ability to generate a CSV (comma separated value) file of all documents that have been declared on hold.

Monitor activity without affecting system performance

The Milan Activity Monitor enables firms to continuously monitor activity in Autonomy iManage without affecting system performance.