How to Create Disposition Notes in IRM

iManage Records Manager (IRM) is records management software utilized by many law firm and professional services organizations. As a consultant with many years experience in designing, implementing and teaching IRM, I have found similar questions arise on how best to use it. I will periodically produce videos on IRM tips I think each user should know to get more out of their iManage Records Manager software.

I have had quite a few IRM users ask about how to use disposition notes and where they appear in IRM. See my video where I review just that.

As you can see from the video, it can be helpful to use disposition notes to record who authorized a destruction or maybe document a transfer of records.

Please feel free to contact me if you need further clarification on what I presented in the video.

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

Want to learn more about iManage Govern Records Manager from Nitza Medina-Garcia, CRM? Contact us today! Let us help you create a plan to meet your firm’s needs. To be notified of new blog posts and news, sign up for our email newsletter.

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New Webinar: what to consider BEFORE you move to iManage Records Manager

New to iManage Govern Records Manager? Want to know what you need to know before you move to a new records management software?

Join founder Nitza Medina-Garcia for our new webinar “What to consider BEFORE you move to iManage Records Manager 10”.  It will cover:

  • Main features of iManage Records Manager 10 ($250 value)
  • Typical software project plan ($500 value)
  • Top tips to make your software implementation a success ($1,000 value)

Total value of attending this webinar is $1,750.

This webinar will be beneficial for law firms and other professional service firms who are considering a new iManage Govern Records Manager software implementation.

If you will be implementing a brand new records management software or need to move from LegalKey, FileSurf, ARM, Accutrac, Elite or other records management software to iManage Records Manager, you will not want to miss this webinar where Nitza Medina-Garcia will be sharing what she has learned during her 10+ years of IRM software implementations.

Contact us today! Let us help you create a plan to meet your firm’s needs. To be notified of new blog posts and news, sign up for our email newsletter.

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iManage Releases New Standalone IRM Web Client

iManage has released its new stand alone iManage Govern Records Manager Web Client. The initial IRM 10 Web Client was a plug-in to the iManage Work Web Client. This required deploying iManage Work Web in order to utilize the plug-in. With this new release, the IRM Web Client is a stand alone client that features:

  • File Plan: the file plan shows the high level taxonomy of your files, such as clients and matters for a law firm.
  • Configurable Filters: filters help with refining displayed lists.
  • Relating Records: relationships help attorneys create two-way relationships with files.
  • Reporting: enables attorneys to generate multiple reports.

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

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Top 3 Things I Learned from iManage ConnectLive

iManage ConnectLive 2018

I attended iManage ConnectLive in Brooklyn, NY where iManage showcased its vision and roadmap of features to come. The conference is a great place to meet other users of iManage software, take a deep dive into case studies and best practices, and to directly speak to iManage product managers and developers to ask about your preferred features.

In this video live from iManage ConnectLive I discuss the top 3 things I learned at the conference:

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

Contact us today! Let us help you create a plan to meet your firm’s needs. To be notified of new blog posts and news, sign up for our email newsletter.

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Boutin Jones Recommends InfoCompass

Sacramento law firm Boutin Jones, Inc. hired  InfoCompass Business Solutions to advise on records management policies and procedures, vet records management software solutions and implement iManage Govern Records Manager. Learn why Boutin Jones chose InfoCompass to help them with their records management challenges and why they highly recommend us in their own words!

Contact us today to find out how we can help you solve your records and information management challenges!

iManage Govern Records Manager 10 File Share News

iManage has shared more exciting information about their upcoming iManage Govern Records Manager 10 release. iManage Govern Records Manager (also known as IRM) will now be able to manage electronic records retention on file share content. This is big for Records Managers!

IRM allowed Records Managers to “manage-in-place” electronic documents and records in the iManage Work document management software (DMS). Firms did not need to separately file their declared records into a records management software, but could leave it where it was in the DMS. Firms were advised to move other electronic content into the Work libraries to manage their security, collaboration and retention. This left a gap, because firms were not saving all electronic content into iManage Work. iManage’s expansion of the Policy Service to manage retention on file share content is exciting because it addresses this gap and indicates IRM is no longer confined to managing just iManage Work content. This is the beginning of IRM managing content in the many places firms create documents and records. So, you could say IRM’s “manage-in-place” will now be expanded to mean “manage-in-more-places” to include file shares.

Records Managers will be able to create an IRM File Part that represents a file share location. The File Part will need to specify the UNC path for the location (for example, \\\\servername\\sharename\\directory\\).  Records Managers will be able to destroy the File Part as per the specified Retention Schedule, similar to a Workspace in iManage Work. This allows Records Managers to track retention, perform destruction and have an audit history on file share content actions.

The set up for the file share File Part can be manual, or IRM will be able to leverage the Standards and Templates feature to automate the file share File Part creation. The Template File Part creation does require the file share naming convention to be standardized. I hope to learn more details about this once the software has been released.

iManage is targeting the release of IRM 10 for end of 2017.

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

Contact us today! Let us help you create a plan to meet your firm’s needs. To be notified of new blog posts and news, sign up for our email newsletter.

Looking to upgrade your version of IRM? Check out my free webinar to learn what you need to do to prepare: REGISTER FOR WEBINAR HERE

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iManage Govern Records Manager 10: Web Client News

I met with Ian Raine, Product Manager for iManage Govern, and asked him about what we can expect with their next major release of Records Manager ( also known as IRM). One of the first is that iManage will be skipping from Records Manager 6.5 past 7 right to version 10 (to be more in sync with the numbering of iManage Work that is currently on version 10). This will certainly simplify understanding which is the latest version of each product and shows iManage is working to more tightly integrate the two products (iManage Work is the document management software and iManage Govern Records Manager is the records management software).

One of the most anticipated new features is an updated IRM Web client. The current Web client has been available for several years, but had not been updated as regularly as the IRM desktop clients. It is my understanding it was used primarily to see what physical files existed, request delivery of files and create files using a default form only. In my experience, not many customers had deployed the Web client. I can see this changing really soon.

The IRM 10 Web client is easily accessible from iManage Work web. The Web client has a refreshed modern look that is very similar to Work 10 in icons and layout. This will help users navigate the file plan. Features iManage is targeting to include:

  • Browsing Clients, Matters and File Parts
  • Requesting physical File Part delivery
  • Checking in/out File Parts
  • Creating new File Parts from basic or template forms
  • Printing File Part labels
  • View Legal Holds and Matter Instructions
  • Print File Plan Summary Report

If you have not upgraded to iManage Work 10, you will still be able to use version 10 of the IRM Web client.

iManage is targeting the release of IRM 10 for end of 2017.

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

Contact us today! Let us help you create a plan to meet your firm’s needs. To be notified of new blog posts and news, sign up for our email newsletter.

Looking to upgrade your version of IRM? Check out my free webinar to learn what you need to do to prepare: REGISTER FOR WEBINAR HERE

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How to Create Retention Schedules in iManage Govern Records Manager: Part 3 (Electronic Records)

 

iManage Govern Records Manager (IRM) is records management software utilized by many law firm and professional services organizations. As a consultant with many years of experience in designing, implementing and teaching IRM, I have found similar questions arise on how best to use it. I will periodically produce posts on IRM topics I think each user should know to get more out of their iManage Govern Records Manager software.

Retention Schedules are one of the core functions of iManage Govern Records Manager. This post is Part 3 in the series “How to Create Retention Schedules in iManage Records Manager” where I will review how to configure a Retention Schedule in IRM.

In Part 1, I discussed gathering your retention information together, reviewing the information and how it applies to your current file plan.

In Part 2, I discussed how to configure a Retention Schedule and some typical Retention Events.

Let’s now take a look at the electronic Retention Events available to manage iManage Workspaces.

Electronic Retention Events

There are two types of Retention Events that are available to manage retention of iManage Workspaces:

  1. Workspace Clean Up
  2. Workspace Destruction

Workspace Clean Up

There are 4 Retention Event Types that can be utilized to do an iManage Workspace cleanup, which is typically done when the work for a Matter or Project related workspace has come to an end:

  1. Declare All Versions
  2. Declare Latest Version
  3. Declare Latest Version and then Destroy Undeclared Versions
  4. Destroy All Undeclared Versions

Declare All Versions: When a Workspace or Folder is selected in the IRM File Plan and this Event Type is selected during a Dispose Records action, the contents of the selected item will be declared as a record in the iManage Work DMS. Once the all versions of a document are declared as records, they will be filed in the IRM File Plan as individual declared records.

Declare Latest Version: When a Workspace or Folder is selected in the IRM File Plan and this Event Type is selected during a Dispose Records action, the last version of any documents contained within the selected item will be declared as a record in the iManage Work DMS. Once the last version of each document is declared as record, they will be filed in the IRM File Plan as individual declared records.

Declare Latest Version and the Destroy Undeclared Versions: When a Workspace or Folder is selected in the IRM File Plan and this Event Type is selected during a Dispose Records action, the last version of any documents contained within the selected item will be declared as a record. Any remaining versions will be destroyed from the Workspace or Folder in the iManage Work DMS. Once the last version of each document is declared as record, they will be filed in the IRM File Plan as individual declared records.

Destroy All Undeclared Versions: When a Workspace or Folder is selected in the IRM File Plan and this Event Type is selected during a Dispose Records action, any remaining undeclared document versions will be destroyed from the Workspace or Folder in the iManage Work DMS.

You can add variations on the retention events in order to more closely match your desired process for workspace cleanup. For example, if you want to first have a designated person review the workspace and manually perform records declarations in iManage Work they can do so. Then, a records administrator can perform a Destroy All Undeclared Versions event to clean up any lingering documents in one bulk action at an agreed upon time. Your IRM event list might look like this:

  • Destroy All Undeclared Versions 60 Days after Matter Close Date
  • Destroy 7 Years after Matter Close Date

If you want to add bulk records declaration as a records administrator duty instead, your IRM event list might look like:

  • Declare Latest Document Version and Destroy Undeclared Versions 60 Days after Matter Close Date
  • Destroy 7 Years after Matter Close Date

Workspace Destruction

If you are one of the many firms or companies who do not declare documents as records within iManage Work, you are not alone. Rest assured you do not need to declare a single record within an iManage Workspace for IRM to perform a destruction.

The Destroy Event Type can be used to destroy a selected Workspace or Folder.

Destroy: When a Workspace or Folder is selected in the IRM File Plan and this Event Type is selected during a Dispose Records action, the object and its contents will be destroyed in the iManage Work DMS.

Want to learn more about iManage Govern Records Manager from Nitza Medina-Garcia, CRM and like-minded IRM users? Join the next Records Manager Mastermind Group that is starting this January! Register here: http://www.icbsolutions.net/products.html  Space is limited!

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

Contact us today! Let us help you create a plan to meet your firm’s needs. To be notified of new blog posts and news, sign up for our email newsletter.

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How to Create Retention Schedules in iManage Govern Records Manager: Part 2

 

iManage Govern Records Manager (IRM) is records management software utilized by many law firm and professional services organizations. As a consultant with many years of experience in designing, implementing and teaching IRM, I have found similar questions arise on how best to use it. I will periodically produce posts on IRM topics I think each user should know to get more out of their iManage Govern Records Manager software.

Retention Schedules are one of the core functions of iManage Govern Records Manager. This post is Part 2 in the series “How to Create Retention Schedules in iManage Records Manager” where I will review how to configure a Retention Schedule in IRM.

In Part 1, I discussed gathering your retention information together, reviewing the information and how it applies to your current file plan.

Let’s take the example Retention Schedule from my last blog post to create a Retention Schedule:

LIT001 Litigation Matter Records (Matter Close + 7 Years)

Create Retention Schedule

There are two required pieces of information to create a Retention Schedule in IRM: the Retention Schedule ID and Name. Follow these steps to create a Retention Schedule:

  1. Navigate to Administration Dashboard > New > Retention Schedule
  2. Enter Retention Schedule ID (LIT001)
  3. Enter Retention Schedule Name (Litigation Matter Records)
  4. Click OK

If you are like many organizations, and you have not finished researching the official retention period for your records, you can STOP RIGHT HERE and use the Retention Schedule as a placeholder. At a later time, you can add the specific Retention Event(s) that record the retention period you require.

Note: you must have the Retention Management privilege to be able to create Retention Schedules and Events.

Create Retention Event

The next step is to create the Retention Event.

  1. Navigate to Administration Dashboard > New > Retention Event
  2. Enter Name (Matter Close Date + 7 Years)
  3. Select Event Type (Destroy)
  4. Select Record Status to apply (Destroyed)
  5. Enter Retention Period (7 Years)
  6.  File Part Retention Date (Matter Close Date)
  7. Select OK

In its simplest form, all you need is:

The Retention Schedule + Retention Event = your working retention rule.

You can add variations on the retention events in order to more closely match your desired business process. For example, if you want to first capture an approval before an item is destroyed you can create a review for destruction event. The review event can be used to update the status of files to Approved if they have been approved for destruction. Your event list might look like this:

  • Review for Destruction 7 Years after Matter Close Date
  • Destroy 7 Years after Matter Close Date

If you want to add tracking for physical files to be moved offsite, your event list might look like:

  • Archive offsite 30 Days after Matter Close Date
  • Review for Destruction 7 Years after Matter Close Date
  • Destroy 7 Years after Matter Close Date

If you want to add any electronic workspace clean up events, your event list might look like:

  • Declare latest electronic record and destroy undeclared 90 Days after Matter Close Date
  • Review for Destruction 7 Years after Matter Close Date
  • Destroy 7 Years after Matter Close Date

In “How to Create Retention Schedules in iManage Govern Records Manager: Part 3”, I will discuss the special electronic event types in IRM.

Want to learn more about iManage Govern Records Manager from Nitza Medina-Garcia and like-minded IRM users? Join the Records Manager Mastermind Group that is starting this July! Register here: http://www.icbsolutions.net/products.html  Space is limited!

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

Contact us today! Let us help you create a plan to meet your firm’s needs. To be notified of new blog posts and news, sign up for our email newsletter.

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How to Create Retention Schedules in iManage Govern Records Manager: Part 1

 

iManage Govern Records Manager (IRM) is records management software utilized by many law firm and professional services organizations. As a consultant with many years of experience in designing, implementing and teaching IRM, I have found similar questions arise on how best to use it. I will periodically produce posts on IRM topics I think each user should know to get more out of their iManage Govern Records Manager software.

Retention Schedules are one of the core functions of iManage Govern Records Manager. Retention Schedules tell IRM how long electronic or physical records should be retained. It can also help track the record lifecycle status (Active, Inactive, Archived, Destroyed). This post will review how to create a Retention Schedule in IRM.

Discovery

Before you create a retention schedule, you will need to do a bit of discovery.

  1. Gather documentation: such as a retention policy and schedule information
  2. Review documentation: to find record types, retention periods and retention trigger dates
  3. Review file plan: to analyze its groupings, file organization (how are you storing your files today?)

The Retention Schedule is typically a spreadsheet that contains the name of the records, a code and the approved retention period. An example for Litigation Matter Records is below:

IRM Mapping

Mapping

You will want to map this information to the IRM software.  Here we see the Code and the Name get mapped to the IRM Retention Schedule ID and Name. The Retention Date and Period get mapped to the IRM Retention Event.

The Retention Period typically consists of a Retention Date (that starts the clock) and a Retention Period. Here we have 7 Years after Matter Close.

So one of the key questions is to determine where is the Retention Date coming from?

  • Can this be automatically pulled from a matter management or project management database?
  • Or, will it need to be manually entered?
  • Or, can a known date be used (creation date, modification date, etc.)?

Understanding the answers to these questions will help you when configuring the Retention Events and determining who or what needs to enter the Retention Date into IRM.

In its simplest form, this is all you would need to create a functioning Retention Schedule in IRM:

The Retention Schedule + Retention Event = your working retention rule.

In How to Create Retention Schedules in iManage Govern Records Manager: Part 2, I will discuss entering this information into the Retention Schedule and Retention Event forms in IRM.

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

Contact us today! Let us help you create a plan to meet your firm’s needs. To be notified of new blog posts and news, sign up for our email newsletter.

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