Led global document management system selection and implementation

Led global document management system selection and implementation

Our team led the system selection and implementation of a global document management system for the law department of a Fortune 500 technology company. 

Our team interviewed over 25 members of the law department representing seven practice groups dispersed across North America, Europe, and Asia. Historical documents located on various shared drives and other document repositories exceeded 10 terabytes of data. 

During the implementation, our team worked collaboratively with the users to design standard folder structures and define supporting business processes to govern where, how, and when documents should be filed and managed within the system. We facilitated discussions regarding security best practices and proposed restrictions at the matter, folder, and document level. 

We assisted the client in:

  • Gathering and prioritizing system requirements
  • Crafting RFP questions, scoring vendor responses, and advising on system selection
  • Designing metadata, folder structure, and process workflows for each law department practice group
  • Advising on the migration strategy, security model, and integrations with client-specific records retention policies

The implementation of a document management system allowed the department to converge disparate storage of documents in multiple systems and locations to a centralized repository, with enforced standards for folder and document classifications and enhanced searching capabilities.

Note: This work was performed prior to joining Stout.