Legal Hold Software Buyer's Guide 2014: 7 Step Checklist

575 views

Published on

If you’re new to buying software systems, we understand the process can feel a bit daunting. By knowing what to expect, you will be better prepared to navigate the internal processes and set realistic timelines – which will mean a lot less frustration.


This Buyer's Guide walks you through the process, including:

developing requirements

budgeting

building a sound business case for management

gaining approval from IT

Take the first step in taming your legal preservation and have peace of mind from knowing you have a rock-solid, defensible process that you can execute flawlessly.

Published in: Software, Technology, Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
575
On SlideShare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
0
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Legal Hold Software Buyer's Guide 2014: 7 Step Checklist

  1. 1. This Guide walks you through the process, from developing requirements and budgeting, to building a sound business case for management and gaining approval from IT. Every step can be daunting, but we will show you what has worked for many who have come before you. Now take the first step in taming your legal preservation so that you can have the peace of mind from knowing you have a rock-solid, defensible process that frees you up to focus on the important stuff. Let’s get started. If you’re new to buying software systems, we understand the process can feel a bit daunting. This 7-Step Guide is built from our many experiences of working with people just like you. By knowing what to expect, you will be better prepared to navigate the internal processes and set realistic timelines – which will mean a lot less frustration for you. YOUR GUIDE TO BUYING LEGAL HOLD MANAGEMENT SOFTWARE A roadmap to getting your lit hold process under control.
  2. 2. BUYING LEGAL HOLD MANAGEMENT SOFTWARE | 2© 2014 by Zapproved Inc. 1 Define your legal hold needs and requirements How does your legal hold process work today? Do you know where your efforts fall short? What would you do if you had to defend your process before a judge? How much staff time does your existing process really consume? Do you know the status of your holds right now – and what would it take to produce a defensible report if requested? Is your custodian acknowledgment rate adequate? Do your custodians need to be able to acknowledge hold notices from Mac or mobile devices? How often do you send reminders? When and how do you release legal holds? As the courts have demanded a higher standard with legal holds, many organizations are re-evaluating their process. After reviewing the list of questions above, do you have confidence that you can answer them all adequately? If not, then it is time to audit your process and identify the gaps that are contributing to your organization’s data preservation costs and risks. For more information, see Intelligent Preservation. 2 Establish your budget How many legal holds do you have? How many do you anticipate? How many custodians need to be notified? What is your exposure of using your current process? What’s it going to cost? Do you need it to integrate with other systems? With this data, it is possible to understand your existing costs, even if they are ‘soft’ costs of staff salaries. With the knowl- edge of what you spend in dollars and time, you can rationally model the benefits of having an automated legal hold man- agement system in place. Checklist for Buying Legal Hold Management Software Plan to finish the process in 60 days or less. 1 Define your legal hold needs and requirements 2 Establish your budget 3 Evaluate your legal hold options 4 Make a business case to management 5 Get IT buy-in 6 Finalize the contract 7 Roll out legal hold management system
  3. 3. BUYING LEGAL HOLD MANAGEMENT SOFTWARE | 3© 2014 by Zapproved Inc. 3 Evaluate your legal hold management software options What are various approaches of each software package – standalone, part of a larger software package, installed on-premise, or hosted? How much does it cost in license and maintenance fees? Is it easy to learn and use? What IT resources would be needed to deploy and maintain it? Would you need to purchase additional equipment? Are there hidden charges such as training, support, maintenance and upgrade costs? Time to do your due diligence. Look at what software tools are available and educate yourself about what they can do for you. Ask your outside counsel. Check with others in your professional network. Schedule a product demonstration. Doing your research now will enable you to proceed with confidence. 4 Make a business case to management Why do you need this system? How will it help you? How will it help the organization? At some point, the person who oversees spending is going to ask those questions. It’s inevitable, so be ready. Prepare a complete assessment of risks and inefficiencies, and be sure to fully articulate what you would do today if your data preser- vation practices were called into question or a motion for spoliation sanctions was filed against your company. Software-as-a-Service (SaaS) (aka Cloud, Hosted) Installed Software (aka Traditional, On-Premise) Simply put, this is software that you use through a Web browser. Data is securely hosted on an external server via the Internet. Gaining in popularity due to lower costs. Overview Software that is installed on a corporate network. Requires installation on servers and regular maintenance. Difficult to access for custodians. Subscription model – lower commitment, pay what you consume Finance Capital expenditure involves longer buying cycle, bigger commitment Product constantly evolves and improves Updates Customer pays for enhancements, upgrades require attention Shared infrastructure, part of the product Equipment Customer provides the infrastructure Provider supports and maintains Maintenance Customer supports and maintains Deployment is immediate and easy Timeliness and Cost Deployment takes A VERY, VERY SHORT PRIMER ON SAAS VS. INSTALLED SOFTWARE
  4. 4. BUYING LEGAL HOLD MANAGEMENT SOFTWARE | 4© 2014 by Zapproved Inc. Next, you need to present a detailed estimate of the costs of a new legal hold management system. Evaluate the Total Cost of Ownership (TCO) which factors in IT infrastructure costs, opportunity costs associated with managing and maintaining hardware and software, and the productivity loss of dealing with a poorly designed or manual process. It takes a little effort to be ready, but getting executive buy-in and budgetary approval can be a short conversation if you’ve done your home- work. 5 Get IT buy-in How is the software delivered? What installation is required and how many IT resources will be needed to support it? Will your data be safe and secure? Having your IT team do its due diligence is a necessary and important step. We have worked with many IT teams to provide the information they need to be confident. Our team can provide security documentation and the results of testing by some of the most demanding clients in the industry. We frequently have a special meeting with our technical team to answer any concerns. 6 Finalize the contract Who is responsible for reviewing contracts and executing purchase orders? How long is the term of the subscription? What are the expectations around payment? It’s easy to get lost in the details of a multi-page contract. Our standard agreement has been updated in order to expedite the purchasing process. We work with lawyers and procurement staff to help them understand our product and some of the aspects of “software-as-a-service” with which they may not be familiar. 7 Roll out the legal hold management system Who will be using the legal hold management system and need admin rights and training? How do we import our contacts and set up our templates? Will our custodians know what to do? Now it is time to ensure a successful implementation so that you can realize the benefits of automating the litigation hold process. Fortunately our system is intuitive so training is simple and can often be conducted with one online session. Our support team will assist with navigating a couple of technical issues, including working to ensure email deliverability and importing contact lists. We can also share with you ways to inform your custodians so that they know what to do when they receive their next hold notification.

×