Early Case Procedures for Accelerated Review

Transcription

1 Early Case Prcedures fr Accelerated Review Leveraging technlgy t assess data, run de-duplicatin and perfrm prper early case analysis will speed review in the lng term Andrew Hansell Faegre Baker Daniel

2 ediscvery Webinar Series Abut Lexbe We are an Austin, TX based ediscvery sftware and services prvider, specializing in serving small & medium-sized law firms and rganizatins. We prvide: Clud-based DIY ediscvery prcessing & dcument review sftware High-speed ESI dcument prcessing and data cnversin services Experienced ediscvery specialists and expert cnsultants Cst-effective ediscvery Secure, easy-t-use and a great review tl fr cnsideratin A pwerful litigatin dcument management service Lexbe Sales sales@lexbe.cm (800) x22 Early Case Prcedures fr Accelerated Review

3 ediscvery Webinar Series Abut ur Webinars Webinars take place mnthly and cver a variety f relevant e-discvery tpics If yu have technical issues r questins, please webinars@lexbe.cm Lexbe webinars are available fr viewing (streaming vide), and dwnladable as a PDF Presentatin r an MP3 pdcast. This Webinar and a cmplete listing f ther ndemand webinars is part f the: Lexbe ediscvery Webinar Series Fr ntices f future live and n-demand webinars as part f this series please us at webinars@lexbe.cm r: Fllw us n LinkedIN Early Case Prcedures fr Accelerated Review

4 ediscvery Webinar Series Andrew Hansell Bi As a member f Faegre Baker Daniels' client technlgy slutins grup, Andy Hansell advises clients in all aspects f e-discvery best practices and services. He has mre than 10 years f experience as a litigatr in private practice and as in-huse cunsel. Educatin JD, Washingtn University Schl f Law BA, University f Minnesta Andrew Hansell andrew.hansell@faegrebd.cm Early Case Prcedures fr Accelerated Review

5 Early Case Prcedures fr Accelerated Review Andrew Hansell Faegre Baker Daniels 2017 Andrew Hansell-All Rights Reserved

6 Early Case Prcedures fr Accelerated Review Gal fr tday: High level lk at decisins yu can make early in a case t set up a successful ediscvery prject My backgrund: Practiced prduct liability & emplyment litigatin fr 8 years In-Huse Cunsel fr 2 years Wrked in ediscvery Managed Review fr 7 years Currently run Faegre Baker Daniels ediscvery prgram 2017 Andrew Hansell-All Rights Reserved 8/23/2017 6

7 Early Case Prcedures fr Accelerated Review Gals in ediscvery Cllectin Overview Transmitting Data Evaluating Platfrms Prcessing Specificatins Reducing the Data Set Technlgy Assisted Review (TAR) Tls 2017 Andrew Hansell-All Rights Reserved 8/23/2017 7

8 ediscvery Gals Gals in ediscvery: Find the relevant dcuments as quickly as pssible, as inexpensively as pssible, and cmply with bligatins. Eliminate Nn-Relevant Dcuments As Early as Pssible In Prcess Opprtunities t Eliminate Dcuments At cllectin At prcessing At review Earlier in Prcess = Expnential Cst Savings Avid Backtracking Delays and Csts Under Cllecting Incrrect Prcessing Incrrect Review Instructins Find and Elevate Mst Relevant Dcuments Search Techniques Technlgy Assisted Review (TAR) 2017 Andrew Hansell-All Rights Reserved 8/23/2017 8

9 Cllectin Overview Put Legal Hlds in Place Early and Bradly Ntices t Custdians Sftware Slutins Identify and Interview Custdians Map data lcatins Persnal s/devices Shared lcatins Filter at cllectin Can yu even d it? Certain f dates r terms Data prtected by hld Use Tls t Assure Defensibility Capture unindexed/unsearchable cntent Avid drag and drp 2017 Andrew Hansell-All Rights Reserved 8/23/2017 9

10 Transmitting Data Cncerns Transmitting Data Limits n vlumes that can be sent ver the internet Encryptin f data Keeping preservatin cpy Internet Data Transfers SFT/FTP Passwrd prtected Limits n size Direct Cllectin Office365, Ggle Takeut & Vault Requires system credential May be thrttled 3 rd Party cllectin tls Preservatin Cpy Create if pssible at cllectin Create befre prcessing 2017 Andrew Hansell-All Rights Reserved 8/23/

11 Evaluating Platfrms Relativity vs. Everything Else Relativity is largest platfrm in the market and ffered by numerus prviders Number f ther platfrms ut there with specific capabilities Features t cnsider Lgic cding rules Autmated wrkflws Integrated translatins/transcriptins Perfrmance Certificatins ISO GDPR ITAR Platfrm Prprietary Certificatins 2017 Andrew Hansell-All Rights Reserved 8/23/

12 Evaluating Platfrms: Pricing Cmparing Pricing Apples t Apples One time charges vs. recurrent charges Create mdel based n assumptins Expected data vlume Expected duratin Expected users One-Time Charges Prcessing charges Uplad charges Analytics charges Exprt/Prductin charges Recurrent Charges Hsting fees User fees Prject management 2017 Andrew Hansell-All Rights Reserved 8/23/

13 Evaluating Platfrms: Pricing Which Vendr is Cheaper May Depend n Case Vendr A Lwer prcessing charges Higher mnthly fees Vendr B - Higher prcessing charges Lwer mnthly fees Prject 1 Expect high vlume f data, shrt duratin Prject 2 Expect lw vlume f data, but extended duratin Vendr A may be less expensive fr Prject 1 Vendr B may be less expensive fr Prject Andrew Hansell-All Rights Reserved 8/23/

14 Prcessing Specificatins Chse Carefully Difficult t Und Time Zne lcatin f key custdians &/r events Dcument Specific Specificatins Wrd- display f change mark-ups PwerPint display f speaker ntes Excel expand hidden spreadsheet cells Embedded files Prblem/Exceptin Files Nn-User data files (De-NIST) Unsupprted frmats Audi/Vide files Encrypted files Crrupt files 2017 Andrew Hansell-All Rights Reserved 8/23/

15 Prcessing Specificatins: De-Duplicatin What s a duplicate? A duplicate dcument is an identical cpy f an electrnic file. Mst prcessing sftware determines if a dcument is a duplicated based n a hash value - a unique electrnic signature De-duplicatin shuld be applied at a family level and nt at a dcument level. This means that a dcument s family relatinship whether it is attached t anther dcument, such as an is cnsidered when determining if the dcument is a duplicate r nt Andrew Hansell-All Rights Reserved 8/23/

16 Prcessing Specificatins: De-Duplicatin De-duplicatin shuld nly cnsider a file a duplicate if it has (1) the same hash value AND (2) the same family relatinship. Fr example: A stand-alne wrd dcument and the same dcument attached t an have the same hash value but nt the same family relatinship. These are NOT cnsidered duplicates. An with an attachment exists in tw different lcatins. They have the same hash values and same family relatinship (message w/attachment). These are cnsidered duplicates. An Excel file frm a cmputer hard drive and an Excel file with the same name is fund n a server. The hard drive file has been mdified mre recently and has a different hash value. These are NOT cnsidered duplicates Andrew Hansell-All Rights Reserved 8/23/

17 Prcessing Specificatins: De-Duplicatin Once duplicates are identified, different ways t treat them: Glbal r Hrizntal De-Duplicatin: Only a single instance f each file - the ne prcessed first - is kept at a family level in the database. Biggest reductin T be effective, all data needs t be prcessed thrugh the same prcessr. Per custdian r Vertical De-Duplicatin: Remve duplicate dcuments within each custdian s cllectin. Multiple instances f that file wuld be kept in the database ne in each custdian. Preferred when data will be prcessed by different prcessrs/sftware N De-Duplicatin: All duplicate dcuments will be laded, Largest number f dcuments fr review and categrizatin in the database. This will result in multiple cpies f dcuments bth utside and within custdians Andrew Hansell-All Rights Reserved 8/23/

18 Reducing Data Sets Search Terms Develpment & Testing Avid result based selectins Be careful f expanders Pairing cmmn wrds if need Use cncept searches where available Review unique hit and ttal hit lists Negtiate with ppsitin? Apply at prcessing r in platfrm? Early Case Assessment (ECA) Tls Reviewing r preview dcuments withut full prcessing Limits ften extracted text nt full dcuments Limited Usefulness Cull at cllectin Lwer prcessing csts 2017 Andrew Hansell-All Rights Reserved 8/23/

19 Technlgy Assisted Review (TAR) Overview f Techniques t Reduce Data Quickly Categrizatin (Likely Respnsive r Nt) Cde seed sets, apply t dcument set Repeat until stabilizatin achieved Review dcuments identified as likely respnsive Dmain Parsing Categrize s based n sender/recipient dmain (xxxxxxx.cm) Remve junk dmains (amazn.cm, draftkings.cm) Identify law firm dmains t quickly identify privilege Cnversatin Threading Organizes s by cnversatin threads Allws review t be limited t inclusive s cutting number Desn t remve frm database 2017 Andrew Hansell-All Rights Reserved 8/23/

20 Thanks Fr Attending! Fter Text 8/23/

21 Lexbe Features Cre Cmpnents f the Lexbe Platfrm Include Lgic Cding Rules Autmated Wrkflws Integrated Translatin Capabilities Early Case Prcedures fr Accelerated Review

22 Lexbe Flexible Pricing Affrdable ediscvery Lexbe has cst effective and flexible pricing plans t fit the way yu d business and help yu cmpete fr mre cases. Zer User Fees- Yu can have an unlimited number f users in the platfrm at n additinal cst. Zer Set-Up Fees- Purpse-built t supprt butique law firms invlved in cmplex litigatin, the Lexbe e-discvery clud platfrm desn't require custm setup. Zer Case Fees- Yu can have an unlimited number f cases in the platfrm at n additinal cst. Yu simply pay fr the amunt f data in the platfrm. Early Case Prcedures fr Accelerated Review

23 Lexbe Flexible Pricing Affrdable ediscvery Lexbe has cst effective and flexible pricing plans t fit the way yu d business and help yu cmpete fr mre cases. Zer User Fees- Yu can have an unlimited number f users in the platfrm at n additinal cst. Zer Set-Up Fees- Purpse-built t supprt butique law firms invlved in cmplex litigatin, the Lexbe e-discvery clud platfrm desn't require custm setup. Zer Case Fees- Yu can have an unlimited number f cases in the platfrm at n additinal cst. Yu simply pay fr the amunt f data in the platfrm. Early Case Prcedures fr Accelerated Review

24 OnDemand ediscvery Prcessing Security Secure Prcessing Envirnment -- Lexbe On-Demand prcessing is pwered by Amazn S3 servers t facilitate redundancy and the high security standards. All data is strng encrypted (256-bit) in-transit and in-place. All Data centers are US based, and prvide SOC I and II reprts published under SSAE 16 and ISAE 3402 prfessinal standards and are ISO certified. Early Case Prcedures fr Accelerated Review

25 Thank Yu Thank Yu Fr Attending We ll be making the fllwing available t webinar attendees: A recrded streaming versin MP3 pdcast PDF Please let us knw if yu have any questins r cmments abut this webinar r suggestins fr future tpics. This webinar is part f the Lexbe ediscvery Webinar Series. Fr ntices f future live and n-demand webinars as part f this series please us at webinars@lexbe.cm r Fllw us n LinkedIN. Presenter: Mderatr: Webinar Questins: Andrew Hanselll andrew.hansell@faegrebd.cm (612) Jeff Fugitt jfugitt@lexbe.cm (512) webinars@lexbe.cm Early Case Prcedures fr Accelerated Review

26 Lexbe ediscvery Platfrm Learn Mre Abut Lexbe The Lexbe ediscvery Platfrm, is ur clud-based prcessing, review and prductin tl. Designed fr Attrneys/legal staff t be DIY and easy t use, with n users fees r case fees. Free standard lading with annual plans. Learn abut ur high-speed/high-capacity ediscvery services, and expert prfessinal services. Request a persnalized dem and expert cnsultatin tday! Cst-effective ediscvery Secure, easy-t-use and a great review tl fr cnsideratin A pwerful litigatin dcument management service Lexbe cst advantages, SaaS cnvenience and search capabilities appeal t many small firms Because f the Lexbe sftware, the entire playing field has been leveled fr my firm. Lexbe is the easiest ediscvery sftware I have ever used Lexbe Sales sales@lexbe.cm (800) x22 Early Case Prcedures fr Accelerated Review