Conduent Legal and Compliance Solutions Viewpoint ediscovery Platform. Viewpoint Data Workflow & Management

Transcription

1 Conduent Legal and Compliance Solutions Viewpoint ediscovery Platform Viewpoint Data Workflow & Management Application Version: 6.3 April 13, 2018

2 2018 Conduent Business Services, LLC. All rights reserved. Conduent and Conduent Agile Star are trademarks of Conduent Business Services, LLC in the United States and/or other countries. Document Version: 3.0 (Feb. 2018).

3 1. Data Workflow The Viewpoint TM e-discovery Platform consists of two software modules that are fully integrated for complete functionality across the following key stages of the EDRM: Viewpoint TM Viewpoint TM Review Viewpoint TM Analysis Viewpoint TM Production Listed below is a summary of the primary stages of the data workflow throughout the system. Typical Viewpoint Workflow 1. Client Data Data is received on a hard drive, DVD, FTP site, etc. 2. Staging Server - Data is copied to interim storage server to consolidate data and speed file transfer. This step may be skipped if client data may be write-protected to ensure no spoliation. 3. The Project Manager accesses the specific project from the Application which functions as a master console for all functions. Data is mapped from the staging server and directed to the Production File Server (PFS). The PFS will function as the primary location for all files to reside throughout the project. 4. When executing the Staging function, Viewpoint begins creating numerous jobs which are managed through the SQL Server. Each job is made available through workflow processes to enable the Worker stations to begin. Each Worker is notified that jobs are available and each are assigned tasks that they pick up dynamically. The first primary function is to copy the data from the Staging Server to the user-selected project folder located on the PFS. The copy-process is fully distributed to all Workers allowing the file transfer to happen in parallel at very high-speeds. The SQL database is automatically updated with path/file information to access each data object in the future. In this manner, numerous steps are managed systematically, efficiently and at maximum speeds. 5. Once the data is staged, of the files may begin. Numerous workflows are launched simultaneously from the Application and the workers pick up their job assignments (managed by SQL workflows). For example, if a PST is being processed, a worker is assigned the file in which it copies the PST file from PFS to the worker. As the PST begins to extract various data objects (msg files, attachments, etc.) each object is registered in the SQL database and written out to the PFS. At this point, another workflow is created for each object so they may be independently processed on another worker. In this manner, all Workers are fully utilized at every juncture and bottlenecks are avoided. 6. Once completes the data is de-duplicated, then indexed. Indexing of all textual content is fully distributed across all allocated Workers through dtsearch allowing indexing to occur in parallel across available resources. Viewpoint Data Workflow & Management 1-1

4 7. Upon completion of all functions, data may then be Posted to the Viewpoint Review SQL server to allow users to begin review of documents. The Posting process creates a duplicated SQL table on the Review SQL Server and transfers the relevant metadata for review. There is no need to copy files or import/export as the SQL environment as the Viewpoint application was developed with fully integrated processes between and Review. Each SQL table simply points to the same files on the PFS. 8. Reviewers can access the Review Platform by 2 methods a. Access from the Internet Terminal Server Terminal Server access to the Review SQL DB and Production File Server b. Access internally from the LAN Personal Computer (or Laptop) Reviewer access to the Review SQL Server and Production File Server Client Data Copy To Staging Server (SS) Staging server Share (SS) Data is copied from SS to PS Production File Server Share (PS) Terminal Server Reviewers Access Point SQL Server () SQL Server (Review) Worker 1 Worker 2 Worker 3 Worker 4 Worker 5 Worker 6 Worker 7 Worker 8 If Client Data is connected directly to the PMC or Worker you can Stage directly from the machine to the Production File Server Project Management Console (PMC) Viewpoint GUI where you manage projects Viewpoint Data Workflow & Management 1-2

5 File Lifecycle Worker System Posting Process Client Data Received via mail, FTP, field collection, ect. PMC/Reviewer Desktop PMC Desktop Staging File Share Data Transfer Data Transfer Via Worker Machines Acts as a temporary storage location. Job Submited Users submit tasks (stage, extract, indexing, ect) to be completed by worker machines through the PMC. Additional tasks such as searching can also be launched to the workers through the review application. SQL Server After data completes, users submit records for transfer to the review database. SQL Server File Share Data Transfer Via Worker Machines Files stored for additional (extracting, tiffing, ect) and accessed by document reviewers. Files copied to local worker machine for faster. Files are deleted from the local drive when completes. Tasks Worker Machines server evenly distributes data tasks to workers. Workers complete tasks, copy any newly detected files to the file share and inform user about task status through the PMC and review modules. Review SQL Server All submitted records are copied from the database to the review database. No files are moved from the file server during this process. Data Management & Reduction Opportunities Viewpoint provides multiple opportunities to reduce data volumes throughout a project lifecycle. Data may either be deleted or moved to archival/low cost storage as required. Typical opportunities to reduce hosted data volumes are illustrated in the following flow chart: Viewpoint Data Workflow & Management 1-3

6 Likely Not Relevant Not Relevant Potentially Relevant Relevant Source Data Early Case Assessment / Analytics Network Staging Location Viewpoint Cataloguing/Import & Staging Viewpoint Deduplication, Indexing & Posting to Review Metadata / Keyword Filtering Linear or Viewpoint Assisted Review Delivery (Production) Early Filter Final Disposition Nearline or Low Cost Storage Critical Path Optional Path Restore Path Viewpoint Data Workflow & Management 1-4

7 Reduction Opportunities Temporary Data Staging: Once data has been catalogued and staged into Viewpoint, it is not necessary for data to remain in the temporary staging location. Early Filter: Viewpoint allows data culling within based on file metadata and keyword searching. Files filtered during Early Filtering will be marked ignored and can either be moved or deleted using the provided Maintenance Scripts. View Manager Culling & Filtering: Data volumes may be further reduced through the application of various search criteria in the Viewpoint Review View Manager module. Files identified as likely not relevant may be added to a View for further migration or removal, as required. Review Culling: Documents identified as not relevant during ECA, Linear, or Assisted Review may be added to a View for further migration or removal, as required. Please refer to the Viewpoint Manual for further information on the data migration and removal Maintenance Scripts. Viewpoint Data Workflow & Management 1-5