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Slide Deck for 2-13-14 ACEDS-Nuance Webcast
 

Slide Deck for 2-13-14 ACEDS-Nuance Webcast

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Slide deck for 2-13-14 ACEDS-Nuance webcast.

Slide deck for 2-13-14 ACEDS-Nuance webcast.

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  • Hello and welcome to this ACEDS webcast, “Warning: This PDF May Not Be As It Appears: Uncovering eDiscovery Pitfalls of PDF Files and How to Avoid Them,” presented by Nuance. I’m your host Robert Hilson of ACEDS.org, and I’m joined today by a great speaker from Nuance who’ll introduce in a moment. But first I have a couple of quick announcements.
  • For those of you who aren’t familiar with us, We are a members-only association that provides training, resources, and networking to the e-discovery community. We also offer the Certified E-Discovery Specialist credential, which is held by hundreds of professional across the Americas, Europe and Asia. You can join today and start receiving a number of benefits exclusive to our members, including news content, on-demand web seminars, our bits+bytes newsletter and discounts on certification and our annual e-discovery conference in April.
  • Speaking of… The ACEDS 2014 E-Discovery Conference and Exhibition will be held at the beautiful Westin Diplomat in Hollywood, Florida. The conference features 13 panels, 35 top speakers and beachside networking events. Among the presenters is Steven Levy, the former head of legal operations at Microsoft and a pioneer of legal project management, and Judge David Waxse, who has authored several groundbreaking e-discovery decisions. Two federal judges from the US Court in the Southern District of Florida will also speak, along with the head of eDiscovery at Siemens, a member of the federal rules advisory committee, the E-Discovery Director at UnitedHealth Group and many more more. You can register or get more information at eDiscoveryConference.com. And, as a thank you for being here, if you enter the code PDF2014, you will receive 20% off. Again that’s PDF2014.
  • As I mentioned, we have a terrific speaker for you today. Greg Gies leads go-to-market planning for Nuance document imaging solutions for the legal industry. With more than 15 years of industry experience, Greg has held positions in sales, product management and marketing. Prior to joining Nuance, Greg was the director of product marketing for eCopy. He holds an MBA from the Olin Graduate School of Management at Babson College and a degree in Economics from Indiana University. Greg, thanks for being here. Just a reminder before we get started. If you would like to ask Greg a question, just type it into the question box you see on the right of your screen, and we’ll field it at the end of the presentation. Okay, Greg, thanks for being here. It’s all yours.
  • Introduce topic…
  • The root of the problem.When combined with the other properties, it can make reviewing these documents within an eDiscovery system challenging….
  • Presenter Notes— Put simply, we advocate everything that’s second-nature by simplifying the way people interact with machines— We humanize technology so that doing your job and finding what you need feels natural and effortless— We invent amazing technology that makes everyone easier to understand— We convert burdensome tasks and workflows into seamless experiences
  • Presenter NotesNuance by the numbers— The best way to measure our incredible growth is through the success of our customers— Our cloud-based systems are now processing over 4.5 billion mobile transactions annually.— Nuance technology is now deployed on over 6 billion mobile handsets.— There are over 70 million Nuance powered cars on the market today.— We now have well over 10,000 mobile application partners.— There are over 500,000 clinicians documenting patient interactions with Nuance.— We process over 10 billion customer service transactions with our automated self-service solutions.— Our solutions are supported in over 70 languages.— It’s no wonder why leading global brands have chosen to partner with Nuance to power their products, their services and even their healthcare delivery.— Nuance has 3,900 patents and applications for technology-enabled software & solutions
  • Presenter NotesHigh-level— Content management is complicated, costly, disrupts workflow and takes time away from important work.— We understand the obvious friction that imaging creates in different industries. — Only Nuance brings together a fully integrated set of compatible and interoperable solutions for document: Capture, Conversion and Print Management.— With productivity at the heart of every one of solutions, we help businesses improve their operational excellence, be more environmentally friendly—with the added benefit of keeping employees focused on meaningful work.Value prop for channel partners and resellers— For you, our channel partners and resellers, the Nuance Imaging and MPS Suite is an integral part of your service offering, with first-to-market solutions like cloud printing and editing.— You enjoy a halo effect from the Nuance’s reputation of service and innovation.Value prop for enterprise customers— For you, our enterprise customers, Nuance Imaging Solutions help you optimize operations and workflows with frontrunner technology.Deep Dive: Cloud capabilities and next-generation security— Cloud capabilities have become a cornerstone of the imaging business with the success of our Paperport anywhere and Omnipage cloud service.— As the need for document capture and conversion migrates to the cloud, we’re ready across our entire portfolio— In 2013 you’ll see ECopy Scan-to-Cloud deployed across the world.— Security and compliance are fundamental elements of our value proposition and we are leading the way with voice biometrics, approaching a when you’ll use your voice to authenticate at the copier. Deep Dive: MPS— Intelligent systems and devices are accelerating the adoption of our technology— This has led to another significant market trend that is shaping the future of our industry – managed print services or MPS.— MPS is more than simply managing copiers and printers, it adds intelligence to the document workflow.— It is all about document creation, print management, capture and conversion – the entire document life cycle.

Slide Deck for 2-13-14 ACEDS-Nuance Webcast Slide Deck for 2-13-14 ACEDS-Nuance Webcast Presentation Transcript

  • WARNING: THIS PDF MAY NOT BE AS IT APPEARS Uncovering eDiscovery Pitfalls of PDF Files and How to Avoid Them © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 1
  • ACEDS Membership Benefits Training, Resources and Networking for the E-Discovery Community Exclusive News and Analysis Weekly Web Seminars Podcasts On-Demand Training Networking Resources Jobs Board & Career Center bits + bytes Newsletter CEDS Certification And Much More! “ACEDS provides an excellent, much needed forum… to train, network and stay current on critical information.” Kimarie Stratos, General Counsel, Memorial Health Systems, Ft. Lauderdale Join Today! aceds.org/join or Call ACEDS Member Services 786-517-2701
  • 13 panels, 35 speakers, 14 networking events Federal Rules amendments, judicial guidance, legal holds & more! Presenters include: Hon. Richard Levie, US magistrate judges, Rules Advisory Committee members, top law firm and corporate lawyers Register or learn more at EDiscoveryConference.com Use code “PDF2014” to save 20%
  • Speaker Introduction Greg Gies Director, Product Marketing, Imaging Nuance Communications Leads go-to-market planning for Nuance‟s print, capture & PDF solutions. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 4
  • WARNING: THIS PDF MAY NOT BE AS IT APPEARS. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 5
  • Summary – The PDF file format has unique properties that can create challenges for electronic discovery. – Special handling of PDF files is recommended to avoid inadvertently destroying data. – The problem is big and growing, which increases the likelihood of destruction. – Accidental destruction increases risk and liability. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 6
  • Four Important Ways PDF is Different 1. PDF files can be assembled from multiple files. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 7
  • Four Important Ways PDF is Different 2. PDF elements can be rearranged. User copied snip of scanned document. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 8
  • Four Important Ways PDF is Different 3. PDF files can have multiple layers. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 9
  • Four Important Ways PDF is Different 4. PDF files can be “born digitally” or created by a scanner. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 10
  • Why These Differences Matter When these properties converge with scanned text eDiscovery pitfalls arise that can lead to inadvertent data loss due to processing errors. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 11
  • PDF Files Created by Scanners Aren’t Searchable Unlike PDF Files that were “born digital”, a PDF file from a scanner is an image of a paper document. – While the text in an image may appear similar or the same as text in a “born digital” PDF, it‟s invisible as far as search algorithms are concerned. – Images aren‟t searchable until processed with OCR – “Searchable PDF” contains OCR text within its metadata. – © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 12
  • Single PDF Page Can Contain Both “Born Digital” and Scanned Content This PDF contains 2 scanned pages. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 13
  • Notes, Text Boxes, Callouts, Stamps, Etc…Can Be Overlaid On Images © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 14
  • How Data Gets Inadvertently Destroyed OCR may „flatten‟ objects overlaid on text, making the text underneath unreadable and metadata unsearchable © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 15
  • Why Is Data Destruction A Problem? “Spoliation is the destruction or significant alteration of evidence, or the failure to preserve property for another's use as evidence in pending or reasonably foreseeable litigation.” Source: http://www.gwblawfirm.com/ap-spoliation-a-trap-for-the-unwary.php © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 16
  • What If The Data Was Destroyed Unintentionally? I’m Okay Right? “The intent to alter or destroy electronic data is not required for spoliation to occur.” Source: http://www.gwblawfirm.com/ap-spoliation-a-trap-for-the-unwary.php © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 17
  • Penalties for Spoliation $2,750,000 United States v. Philip Morris USA, Inc. Source: http://www.gwblawfirm.com/ap-spoliation-a-trap-for-the-unwary.php © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 18
  • How Will They Know If Data Has Been Destroyed? – Forensic investigators are able to view history of changes to PDF documents. – PDF documents contain metadata streams that provide an audit trail of all changes a document has undergone. – Metadata streams are stored in an XML format called, Extensible Metadata Platform, XMP. – There are many tools available that can be used to view PDF metadata. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 19
  • Other Reasons Data Loss is Bad Spoliation isn‟t the only concern Destruction of supporting evidence – affect case outcome. – Time wasted recreating lost data – reduced profitability. – Client relations – loss of credibility and future business. – © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 20
  • Selectively Processing PDF Files Isn’t a Viable Strategy – Client delivers a disk with millions of files, how do you know which PDF are “compound” that require special handling? – It‟s kind of like looking for needles in a haystack. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 21
  • How Common Are Compound PDF Documents? Two important technology trends are driving the prevalence of compound documents 1. Knowledge worker access to scanning is pervasive in key industries and their use is rising 2. Access to tools for manipulating PDF is growing © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 22
  • What Percentage Of The Knowledge Workers Have Access To Scanners? 100% 80% 72.8% 66.7% Workers 78.6% 75.2% 80.9% 64.5% 60% 40% 20% 0% Total Education Financial Healthcare Insurance Legal © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 23
  • The Use Of Scanning Within Organizations Percentage of Respondents 100% 80% 60% Decreasing Stay the same Increasing 40% 20% 0% Total © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 24
  • Increase In Scanning Percentage of Respondents 100% 80% More people have been given access to scanning 60% Mix of more documents being scanned and more people gaining access to scanning 40% Individuals are scanning more documents 20% 0% Total N= 158 Respondents who have seen an increase in scanning © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 25
  • Firms With Corporate Initiatives To Convert Paper Documents And Process To Digital Percentage of Respondents 100% 80% Don’t know No 60% Yes 40% 20% 0% Total © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 26
  • % of scans are processed in these ways Image based documents are pervasive in corporate file systems. Back-file/ stored files document conversion 34.2% Forms processing 32.1% Scan for collaboration processes 30.9% Scan to print 33.8% 30.9% Scan to fax Scan to e-mail 32.7% Scan to shared folder 30.9% Scan to file for personal use, not shared 30.4% 0% N = 302 20% 40% 60% 80% 100% Percentage of Documents © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 27
  • More Workers Are Able To Edit PDF – Last week 6 of the top 10 business software downloads on CNET‟s Download.com were PDF creation and editing utilities – Search for “free PDF editor” on Internet turns up 164 million pages with that phrase – Companies increasingly are deploying lower cost alternative PDF solutions for knowledge workers (not publishing professionals that typically use Adobe) © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 28
  • What You Can Do About It There isn‟t a step in the EDRM that specifically addresses this. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 29
  • Segregate All PDF Files Before Conversion – After collecting documents – Before processing, review and analysis – Identify all PDF documents – Move them to a separate directory to be run through OCR © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 30
  • Pre-process PDF Files with Intelligent OCR – Text images are potentially hidden within files – Intelligent OCR will make image text searchable, without disturbing the rest of the data within the document – Ensures all text within every PDF document can be searched by eDiscovery system – Should also convert to PDF/A at the same time so files are ready for court filing © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 31
  • Summary – – – – – The PDF file format has unique properties that can create unique challenges for electronic discovery. Special handling of PDF files is recommended to avoid inadvertently destroying data in compound PDF files. The problem is big and growing, which increases the likelihood of destruction. Accidental destruction poses risk, most notably spoliation. Data loss can be avoided by taking appropriate precautions when processing. © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 32
  • Reinventing the relationship between people and technology – Defining the next generation of humancomputer interaction: Intelligent Systems – Deeply invested in creating effortless and natural user experiences – Best known for rapidly advancing voice-recognition technology © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 33
  • 7 billion 4,100 65+ 14+ billion mobile cloud transactions annually patents & applications countries customer engagements per year 12,000 80+ 800 million 15,000 employees languages mobile keyboards shipped annually mobile app developers 1,200 5 billion 25 million 6,500+ voice and language scientists and engineers lines of medical data transcribed annually voice-enabled cars sold annually companies use Nuance Enterprise solutions © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 34
  • Imaging + Managed Print Services Take control of your content More intuitive, powerful and meaningful interactions between people and the technology they use for creating and managing documents. A fully integrated set of compatible and interoperable solutions Upsides – Smooth workflows – Powerful security features – Waste reduction – Strong foundation in automating document processes – Access from any source, on any device – A complete portfolio of Capture, Convert and Print Management solutions – Collaboration, sharing, editing, printing – Deep industry and OEM expertise – Rapid growth fueled by cloud and scan-to-enterprise services – Instantly convertible formats © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 35
  • By the Numbers: Nuance Document Workflow Solutions in Legal Over 80 of the Am Law 100 Over 150 of the Am Law 200 Over 90 of the 100 Most Profitable Law Firms © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 36
  • Recent Recognition Buyer‟s Laboratory International Legal Technology Association • Nuance PDF Converter Enterprise 8 - 2013 • Nuance eCopy ShareScan 5.1 - 2013 • OmniPage Professional 18 - 2011 • # 1 Cost Recovery Solution 2012 • # 1 MFP Scanning Solution 2012 • # 1 Speech-to-Text Solution 2012 © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 37
  • Q&A © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 38
  • Next Steps • A recording of today‟s Webinar will be available shortly for you to review at your leisure • Contact Nuance with any questions you may have: 781-565-5000 or imaging@nuance.com • For more information visit: http://www.nuance.com/for-business/byindustry/legal/legal-solution • Try our 30-Day free trial of PDF Converter Enterprise at http://www.betterpdf.com © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 39
  • Thank you © 2002-2013 Nuance Communications, Inc. All rights reserved. Page 40