eDiscovery A-Z - June 2011

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eDiscovery A-Z - June 2011

  1. 1. June 2011<br />eDiscovery A-Z<br />
  2. 2. Agenda<br />Introductions<br />Expectations?<br />ESI<br />Methods and techniques for dealing with ESI<br />Trends<br />Questions<br />
  3. 3. What is eDiscovery?<br />Discovery in a litigation which deals with the exchange of information in an electronic format<br />Referred to as Electronically Stored Information or ESI in the Federal Rules of Civil Procedure<br />Amendments to the FRCP took effect in December, 2006<br />Certain mandatory requirements under Rule 26(f)<br />Explicit class of discoverable materials named “Electronically Stored Information” (ESI)<br />Some states beginning to follow the FRCP (39 states adopted similar requirements, including CA)<br />
  4. 4. How much data?<br />“Every two days we create as much information as we did from the dawn of civilization up until 2003.”<br />Eric Schmidt, Google CEO <br />Sept. 2010<br />
  5. 5. How much data?<br />April 2010 estimate: around 29.4 billion emails sent per day<br />Approx. 350,000 emails per second<br />
  6. 6. For example … <br />Types:<br />“Loose files”: Word, Excel, PDFs<br />Email: Outlook PSTs, Lotus Notes, NSF (Lotus Notes), Gmail<br />Databases<br />Shared data: SharePoint, Wikis, Google docs<br />Social Media: LinkedIn, Twitter, Facebook<br />Where is it found?<br />Computers, servers, the “cloud,” back-up tapes<br />Smartphone, ipad, external HDs, flash drives <br />
  7. 7. Concept: EDRM – one way of thinking about ESI<br />
  8. 8. Preservation<br />Litigation “holds”<br />Why?<br />Legal duty to preserve any potentially relevant or discoverable data<br />Sanctions: Spoliation<br />Qualcomm<br />Zubulake v. UBS Warburg<br />Identification and preservation<br />ESI sources<br />Computers, servers, cloud, smartphones, Back-up tapes: (FRCP vs. California Rules)<br />“Accessible” or “inaccessible” sources<br />
  9. 9. Another way to consider ESI<br />Setup & Planning<br />Collection<br />Culling & <br />Analysis<br />Review<br /> Production<br /> Processing<br />
  10. 10. Setup and Planning – set up for success<br />Setup & Planning<br /><ul><li>Preparing for the meet and confer conference (FRCP 26(f))
  11. 11. Negotiating ESI protocols and terms
  12. 12. Data source identification and preservation
  13. 13. Document retention policies
  14. 14. ESI sources at client
  15. 15. Litigation holds
  16. 16. Litigation plan
  17. 17. What are the long-term goals?
  18. 18. Different goals for different litigations
  19. 19. Different docs for different litigations
  20. 20. Tracking sources
  21. 21. Methods and tools</li></li></ul><li>Collections – get data defensibly<br />Collection<br /><ul><li>Collection “form”
  22. 22. Forensic images
  23. 23. Targeted collections
  24. 24. Remote or on-site collections
  25. 25. Considerations:
  26. 26. Imposition on client’s personnel and resources
  27. 27. Defensibility
  28. 28. Volume
  29. 29. Custodian mobility
  30. 30. Cost expectations</li></li></ul><li>Culling and Analysis – remove excess and prepare for review<br />Culling & <br />Analysis<br /> Processing<br /><ul><li>Filtering
  31. 31. De-duplication
  32. 32. Date filtering
  33. 33. File type
  34. 34. Data culling
  35. 35. Keyword searches
  36. 36. Concept search tools
  37. 37. Budgetary issues
  38. 38. Process
  39. 39. Ethical
  40. 40. Defensible
  41. 41. Repeatable
  42. 42. Affects biggest line item cost: decreased document review cost
  43. 43. Each document culled = $1 savings
  44. 44. 1GB = 10,000 docs or more!</li></li></ul><li>Review – find the nuggets<br />Review<br /><ul><li>Great technology
  45. 45. Native versus processed
  46. 46. Cost
  47. 47. Review processes
  48. 48. Efficient workflow
  49. 49. Contract attorneys for “first-pass”
  50. 50. Special Case: Privilege
  51. 51. Enhanced review tools
  52. 52. Near-dupes
  53. 53. Email threading
  54. 54. Concept searching</li></li></ul><li>Production – exchange production sets and track them<br /> Production<br /><ul><li>ESI Protocols
  55. 55. Form
  56. 56. TIFF, PDF, native
  57. 57. Control numbering (doc or page level)
  58. 58. Databases, reporting, and on-site inspections
  59. 59. Cost
  60. 60. Incoming productions
  61. 61. Consistent with ESI protocol
  62. 62. Review tool
  63. 63. Tracking Mechanisms</li></li></ul><li>Overall considerations<br /><ul><li>Cost control: create an ediscovery budget
  64. 64. Manage to that budget
  65. 65. Scope Creep
  66. 66. Process Participation:
  67. 67. End to end
  68. 68. Be included from beginning
  69. 69. Collections
  70. 70. Culling and review
  71. 71. Productions
  72. 72. Visibility Reporting
  73. 73. Information is king</li></li></ul><li>eDiscovery trends<br /><ul><li>Cost constraint the number one concern
  74. 74. Proportional discovery
  75. 75. Cost predictability and alternative fee structures
  76. 76. Control review and ediscovery costs
  77. 77. Pre-litigation and up-front case planning
  78. 78. Effective data culling
  79. 79. Efficient review
  80. 80. Cost governance
  81. 81. Manage internal information systems effectively through good policies and compliance</li></li></ul><li>eDiscovery trends (cont. …)<br /><ul><li>Clients selecting vendors
  82. 82. Data culling techniques and processes advancing
  83. 83. Effective sampling and iteration for search terms
  84. 84. Optimized workflows leading to review efficiency
  85. 85. Predictive tagging, coding and automated review
  86. 86. Risk mitigation critical
  87. 87. Rapid technology developments
  88. 88. Increased out-sourcing through managed services</li></li></ul><li>eDiscovery trends (cont. …)<br /><ul><li>Increased number of self-collecting clients
  89. 89. Targeted collections from email tools with basic culling abilities
  90. 90. Remote collections
  91. 91. Increasing importance and prevalence of cloud based apps
  92. 92. Social media
  93. 93. Lack of understanding of scope
  94. 94. Lack of tools</li></li></ul><li>Collaboration-Excellent Client Service<br />Client<br />Law Firm LLP<br />
  95. 95. Collaboration-Excellent Client Service<br />Client<br />Law Firm LLP<br />
  96. 96. Questions<br />
  97. 97. Eamonn Markham, Esq.<br />Eamonn is the General Counsel and a Discovery Consultant at SFL Data.<br />About SFL Data: SFL Data is the first e-discovery service provider to deliver a fixed-price managed service that enables Fortune 500 corporate legal departments and law firms to gain a world-class e-discovery function without building it. The outcome – dramatically reduced litigation costs (over 50%), better control and visibility, and defensible results. SFL Data’s clients include Oracle, multiple other leading corporations, and more than 100 AmLaw 250 law firms. Proprietary processes, domain experts who’ve led IT and discovery at 7 law firms, testifying collections experts, best-in-class software, attorney-driven project management and an infrastructure for Fortune 50 corporations lead to clients sleeping at night and returning to us repeatedly.  <br />

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