Enterprise Search in Law Firms

December 31, 2008

This Beyond Search post caught my attention.  Steve Arnold does an excellent job of pointing out the deficiency’s in SharePoint  when it is used to solve full scale search problems in law firms.

Information management and even more important, finding information has become a critical business process for law firms.  Gone are the days of working files and going down the hall to Joe’s office to get the case file.  The discrepancies in discovery and the aftermath that follows can wreak havoc years after a case is settled.

Steve is correct in his assessment that firms like to buy matching bags and shoes when it comes to information solutions.  Microsoft offers SharePoint because people use Microsoft applications.  The problem is that no system perfectly renders enterprise search and experts way smarter than I have pointed out Sharepoint deficiencies beyond my comprehension.

What I do understand is that users get frustrated when a solution has been implemented and they still have to find a work around to get what they need.  If attorneys and paralegals could devote as much time to reading, analyzing and writing as they do in searching for relevant work-product firms would be well on their way to making GC’s and other clients happy.

Just because the bag matches the shoes doesn’t mean it’s going to help you find your keys in the dark.  Choose solutions for enterprise search and knowledge management that solve problems and return results.  Look beyond brand names and test the functions to be sure you can find the keys.  When it comes to search don’t suffer to be beautiful because functionality is way more important.

Constance Ard December 31, 2008


Deep Web

December 30, 2008

Tuesday, December 30, 2008 8:00 p.m. EST

This LLX.com article by Marcus P. Zillman offers a wealth of information.  Most librarians will have already learned about this summary through their own sources.   For those of you who are not librarians I think you will find this of great value.

The invisible or deep web is the place to look beyond Google.  These are the pages with research reports,  grey literature and people finders.  The wealth of information available on the web is beyond my ability to comprehend  Google indexes over 1 trillion pages and they don’t index everything.

Don’t let the term scare you.  You may not even realize that you use the Deep Web.  For instance your public library catalog, the GPO search engine, and the Internet Archive all make up a part of the deeper web.

The Library of Congress collects information to support the work of Congress on every imaginable topic.  You can publish something useful on the Internet that will provide valuable information to someone but can they find it?  This collection of studies and guides into the deep web give you an advantage.  Use it to deepen your research returns.


Classification – Ever Important

December 27, 2008

Saturday, December 27, 2008 7:30 am EST

In follow up to my post “Wikis Add to Information Overload” I want to talk a bit more about classification and structure.

Portals, Intranets, KM systems, Wiki”s and other information tools often are out-of-control before a problem is noticed.  (I define information tool as any item used to create data i.e. Word documents on a home computer.)  Soon users are asking themselves, where is that grocery list?  I can’t find it.

File folders are the natural order enforcer for those Word files on the home computer.  Classification is natural but my classification is not the same as yours.  So you search and you don’t find, so you recreate.

In a company this can lead to information explosion.  Of course it’s better to deal with this problem before the explosion, but that is rare.  The business of doing business always takes precedence to classification.  Even on this blog, my tags were getting out of control and I had too few categories.  Recently, I realized the importance of expanding my categories and limiting my tags.  The themes of my musings are generally the same so my tags should be consistent.

Similarly, in any information tool used to control data classification is important.  The possibilities seem infinite but principles of classification apply.  Business purpose of the tool being organized governs the work.  Then the work begins based upon business unit, information purpose, and/or subject matter.

Cross-references and upper-level categorizations are important.  Granularity in classification can defeat the purpose.  What you might ask is the purpose?  The purpose is to make information findable so that it can be used and re-used.


Wikis Add to Information Overload

December 19, 2008

This Information Week article has a quote that stopped me in my tracks.

And the biggest problem: wiki sprawl. SocialText has a search function, but it’s so easy to create a new wiki page, people do that rather than look for one that exists to build on.

At first I was intrigued and impressed by the innovation of Angel.com and then I realized instead of cluttering up their own hard drives these employees were cluttering up the world wide web by doing what people do.

The Angels.com wiki has people recreating the wheel rather than searching for blueprint so that they can improve the design.  Why is it so easy to just create a new file?  Is it because the keywords/taxonomy are so inaccurate that they just don’t trigger recognition for the normal user?

I applaud Angel.com for their encouragement of creativity, on-demand training and instant customer service provided by the wiki.  This is truly innovative but will information overload kill the innovation?   Would Angel.com benefit from a strong structure of information categories so that the blueprints could be accessed for ultimate design perfection?

Planning with top-down structure is beneficial.  Searching through too many tags and not finding just the right one results in yet another tag and the benefit of collaboration is in danger.

Note:  This post is a thought essay based upon a quick review of the first page of Angel.com and the Information Week article, specifically the quote included.  Any inaccuracies in what Angel.com truly has in place are unintended and I welcome corrections to this post in the comments field.


E-Discovery and Arbitration

December 18, 2008

This is an interesting essay about how e-discovery is threatening the benefits of arbitration that made it so popular back in the day.

So what is really happening?

  • Privacy is threatened
  • e-discovery is driving up costs and time to settle disputes

How did e-discovery become a part of the process?  The Federal Arbitration Act did not specify discovery rules and usage for the process until the 2000 Uniform Arbitration was passed.  This act offers guidelines on limited discovery in order to contain costs and time that are in-line with the spirit of arbitration.

Still, arbitrators are reluctant to place strong limits on the process and thus a move to mediation is underway.  Is it time to strengthen the rules for discovery in Arbitration?  Thomas Aldrich’s article discusses several institutes that are taking a closer look at the issue and offering guidelines for e-discovery in arbitration.

As with most things in the legal field this will take time and many drafts before it becomes a reality.  In the meantime, companies will work to make the process of e-discovery easier and more affordable and attorneys and their clients will still feel the pinch of the time, effort and cost related to discovery.

My advise is to take the big picture view. Begin instituting policy that not only keeps in mind litigation holds but arbitration processes.  This will help you be true to the spirit of Ben Franklin’s wisdom, “prepare for the worst and be pleasantly surprised when it doesn’t happen.”


Twitter, I thee Wed

December 16, 2008

Finally, Robert Ambrogi has sold me on Twitter.  I’ve been on the fence for many moons.  This post offers 16 tips that finally pushed me into the field rather than leaving me riding the rail.

Now this does not mean that I will Twitter my days away but it does mean that I will start using Twitter as a tool in my research, marketing and networking arsenals.

If you are sitting on the fence, perhaps knowing what sold me can help you too.

  • Promotion Value:  Yourself, Your Writing, Your Events
  • Quick Messaging without Email Clutter

Several of Ambrogi’s tips seem to me to be duplicates but I guess they have their distinctions for others.  I think if you are “driving traffic” and “molding your image” you are “promoting” sure the specifics are different but the purpose is the same.

As a librarian, often in conflict with those around me, I embrace the “simple is better” philosophy.  Why have 10 subheadings if your average user is going to enter one or two keywords?

However, that’s a post for a different day.


“Can’t Get No Satisfaction”

December 16, 2008

Unlike the Rolling Stones, your clients can get satisfaction if you take the time and effort to honestly assess their needs.

There is a lot of literature out there telling us what law firms are doing wrong when it comes to relationships with in-house counsel, but this article provides some great tips on getting it right.

A few key take-aways to keep in mind for universal client service.

Communication is critical.

  • Providing the why behind an unusually large charge, or an unexpected answer goes a long way to keeping your client.
  • Communicating in the client’s preferred method saves frustration.

Relationships matter.

  • Continual service and quality interactions build loyalty.
  • Personal builds business.

Sure these are simple mantras but simplicity works when you are working on complicated matters.  Knowing your client’s needs and preferences and responding appropriately, satisfies the client.


Veterinary Services in the Economic Crunch – Industry Profile

December 10, 2008

As promised, although a bit later than planned, I want to give you a brief overview of Veterinary Services and discuss some of the factors that may affect this industry during the economic downturn.

For those of us who own multiple pets, veterinarians who offer bulk discounts are a dream. In the absence of bulk discounts, a veterinarian dedicated to the cause of providing “affordable” vaccinations and spay/neuter services are a godsend.

Unfortunately, most veterinarians can’t afford to do business in that manner. According to the Hoover’s industry overview, large companies account for only 10% of the market. The majority of the market is comprised of small business clinics that earn revenues under $1M per year.

So how is the economic crisis going to affect this industry? Pet owners are already reducing their ownership; shelters are seeing an increase in owner surrenders. This article indicates that severe abuse and neglect cases are on the increase as well. This in turn increases the veterinary costs for shelters and indicates that veterinarians who provide in-kind services will be taking a greater loss on their donations.

Pet owners are also taking measures that mean fewer visits to a professional. With the advent of at-home vaccinations, owners increasingly are buying maintenance medicines such as heartworm and flea meds from suppliers and in states that do not restrict vaccination administration are pushing the needle themselves.

Along with decreased visits to the local veterinarian, specialists are feeling the effects of the economy. There has been a decrease in recent years of veterinarians whose practice concentrates on large-animals and the news is not bereft of horrific stories about the state of horses who have been neglected and abused because of the costs involved in caring for these animals.

Since the success of a veterinary practice is tied with demographics as pet owners decrease their own number of animals, the industry must rely on economy of scale in marketing practices and business practices to remain profitable.

SWOT

  • Strengths: Referrals and repeat business are critical for success.
  • Weaknesses: Cost of providing care and supplies increases. Number of abused and neglected animals increased.
  • Opportunities: Bulk discounts for routine care of multi-pet families ensures business in the door and referrals.
  • Threats: Internet and mail veterinary suppliers.

In conclusion, veterinarians will be tightening their belt just as much as the rest of America and possibly more so since the majority of them are small-business owners themselves. The good news is they will survive because of their professionalism and care; owners will provide repeat business and referrals and that is the path to success for any small business.


The Importance of Brand

December 8, 2008

As a law librarian, I was very proud of the cover sheet I created for the Library & Research Service Team to use for our projects.  This provided credit to the appropriate staff member and gave the library client a quick overview of the findings.  It was a valuable part of our service and allowed clients to ask follow-up questions to the staff member who did the work.

Last week, I realized that I really had not done an equivalent for Answer Maven.  I am in the process of getting a Trademark and I work hard to brand my emails but something was missing.

In working with a new potential client last week I realized that due to the nature of previous client projects, Answer Maven had not created an identifiable cover sheet.  So yesterday morning, I took my logo and started the process.

Marketers everywhere will tell you how important brand is.  Information users will tell you how important an Executive Brief is for a project.  I believe in the value of the Executive Brie.  Thanks to my work yesterday I now I feel confident that my clients will associate the Answer Maven brand with accurate actionable Answers.

If you are an information provider, don’t underestimate the power of an internal Information Center brand.  Create it and use it, the benefits will abound.


Veterinarians – Industry Safe from Economic Crunch?

December 1, 2008

It seems that the news is thinking a long lines that my mind followed last week.  Due to family visits I didn’t quite get the work done I had hoped for over the holiday weekend but as a teaser while I work on my brief industry profile this week, check out this article about jobs considered safe from outsourcing.

Seems Vet Techs and Pet Groomers are safe from outsourcing but are they safe from economic cut-backs?


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