eDiscovery Perspective


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eDiscovery 101 - eDiscovery Putting It Into Perspective

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eDiscovery Perspective

  1. 1. eDiscovery Putting It Into Perspective - eDiscovery 101<br />Russ Gould<br />Director of Marketing<br />Electronic Evidence Discovery<br />April 2008<br />
  2. 2. 2<br />This Session<br />eDiscovery Drivers and Challenges<br />eDiscovery Overview<br /> Process… Collections… Processing… Review<br />Planning for a Solution<br />Keys to Success<br />
  3. 3. 3<br />What is Electronic Discovery?<br />. . . everything surrounding the collection of electronically stored information and processing through to its delivery to the requesting party<br />. . . requires having a process in place that allows you to produce all electronically stored information that meets the definition of evidence as dictated by the request or order<br />
  4. 4.
  5. 5. Digital Information is Exploding<br />Percent of all new business information that is created in electronic form: <br />97%<br />What percent of corporate data resides in or is attached to e-mails:<br />60-70%<br />How many email messages per day are sent?<br />183 Billion <br />Means more than 2 million emails are sent every second<br />
  6. 6. Rising Pressure to Perform<br />The amendments to the FRCP, require corporations to incorporate a comprehensive and defensible strategy, process and plan for handling preservation, collection and production of ESI right from the start – and then actively manage the timelines and milestones associated with the plan.<br />Electronically stored information (ESI) is at the forefront of any federal litigation<br />“Federal Rules of Civil Procedure are Y2K for corporate Legal - we must respond” VP Litigation, F500 Corporation<br />
  7. 7. High Risk Litigation<br /> Threat of Court Sanctions<br /> Tight deadlines<br /> Legal expertise<br /> eDiscovery expertise <br /> Technology expertise <br />eDiscovery Challenges<br />
  8. 8. GC<br />Case<br />Attorney<br />IT Legal <br />Support<br />VP Litigation<br />eDiscovery <br />Manager<br />Complex, Matrix Relationship<br />Law Firm<br />Law Firm<br />EED( eDiscovery Vendor ) <br />EED (eDiscovery vendor)<br />Paralegal<br />Client/Revenue <br />Partner<br />Senior Associate<br />Lit Support<br />Manager<br />Associate<br />Attorney<br />eDiscoveryPartner<br />Corporation<br />Corporation <br />
  9. 9. The Vendor Confusion Factor <br />Big 4 Audit Firm <br />eDiscovery Practices <br />Full Service eDiscovery <br />Specialist eDiscovery <br />Providers Who offer eDiscovery <br />Services & Technology <br />Global Technology/ <br />Consulting firms <br />Who MAY move into <br />eDiscoveryServices<br />Local eDiscovery <br />Single Service<br />Specialists <br />4 Large Legal Consulting firms <br />Who offer <br />eDiscovery Services <br />Small eDiscovery <br />Technology Tool <br />Specialists <br />Who work through<br />Service partners<br />Large ECM /Search <br />Technology Vendors<br />
  10. 10. eDiscovery Process<br />
  11. 11. eDiscovery - A Process<br />
  12. 12. Using the EDRM Model<br />
  13. 13. eDiscovery Process - Collections<br />
  14. 14. Upfront Planning with the end in mind<br />Map the matter, not the world<br />Don’t ask people to do something for the 1st time in at-need situations<br />Everything you do should be auditable, maintain chain of custody<br />Focus on the people and the data<br />Thoughtful and reasonable approach to backups “Only back into backups”<br />Collections<br />Guidelines<br />
  15. 15. Do the tools I have capture everything required?<br />What metadata do I need?<br />What do we do about the hundreds of archive tapes on the matter?<br />There is more to it than crawling and grabbing files. This is why expertise is needed.<br />Do we want company personnel on the stand defending our process?<br />What does the court expect?<br />Can your company afford the risk?<br />Collections<br />Be Aware<br />
  16. 16. Why Collection Skill is Important<br /> Collection has an impact on Legal Document Review <br />Legal Document Review <br />$1.5m <br />(without optimization) <br />eDiscovery Strategy Planning<br />$25K<br />Expert Witness <br />$100K <br />Data Processing <br />$300K <br />Collection<br />$75K<br />Production <br />$100K <br />Project Management $50K <br />Time – on average – 7 months to 2 years <br />
  17. 17. eDiscovery Process – Processing and Review<br />
  18. 18.
  19. 19. People – Process - Technology<br />RM plan can help reduce size of cloud<br />
  20. 20. Why Optimize the Review<br />Legal Document Review is 70% of the cost of eDiscovery & Review <br />Legal Document Review <br />$1.5m <br />(without optimization) <br />eDiscovery Strategy Planning<br />$25K<br />Expert Witness <br />$100K <br />Data Processing <br />$300K <br />Collection<br />$75K<br />Production <br />$100K <br />Project Management $50K <br />Time – on average – 7 months to 2 years <br />
  21. 21. Clustering Documents<br />Two types of clusters<br />Documents about the same subject or topic<br />Documents that are revisions or continuations of each other<br />Objectives<br />Create easy to understand groupings…<br />That are very likely to receive the same annotation…<br />Presented in a manner that facilitates review efficiency.<br />Improve review efficiency and effectiveness<br />
  22. 22. Review Workflow<br />Linear workflow<br />
  23. 23. Reviewing Relationship Clusters<br />Related document workflow<br />Exact Dupes<br />Exact Dupes<br />Exact Dupes<br />Exact Dupes<br />Near Dupes<br />Near Dupes<br />Near Dupes<br />Near Dupes<br />Threads<br />Threads<br />Threads<br />Threads<br />
  24. 24. CompareVue – Relationship Clusters<br />
  25. 25. CompareVue – Review Only Differences<br />Item View<br />
  26. 26. Review - An Iterative Workflow<br />Exploration, Selection & Organization<br />Validation Review<br />Review<br />Cluster Folders<br />Work Folders<br />Review Assignments<br />Work Product Folders<br />Test Results<br />
  27. 27. Relationship Cluster Benefits<br />Linear Review<br />Related Document Review<br />Documents to Review<br />Time<br />
  28. 28. Case Studies<br />
  29. 29. Extensive Planning<br />Client<br />Law firm with a multi-national client<br />Problem<br />Collection and processing of more than 1,000 personal computers and years of back-up tapes widely distributed across the globe<br />Solution<br />Deploy collection specialists and execute global effort to image, log, and control the chain of custody for users’ computers and backup media<br />
  30. 30. Client<br />Law firm with a global pharmaceutical manufacturer and distributor client<br />Problem<br />Need to process, review & annotate data from Warsaw without transferring data from Poland or sending an “army” of personnel to manage the process<br />Solution<br />Dispatch a small team to set up a data processing facility and hosted review using Discovery® software system<br />Review in Poland<br />
  31. 31. Client<br />One of the world’s largest food producers.<br />Problem<br />Aggressive deadline of 45 days to find and produce all responsive documents in a 3.7M item data set<br />Data located in seven different countries<br />Solution<br />Apply advanced culling and de-duplication procedures resulting in a greatly reduced data set<br />Excellent pre-collection and pre-processing planning proved invaluable in this effort<br />Project Management<br />
  32. 32. Planning for a Solution<br />
  33. 33. Electronic Evidence Discovery- EED<br />A History of Leadership<br />Most experienced provider of eDiscovery Processing and Review services. <br />1st company to offer eDiscovery project management and technology<br />More than a decade of eDiscovery and Review Expertise<br />Trusted partner in litigations and regulatory actions<br />1,300 lawsuits in the last 8 years<br />Relied upon experts<br />Exclusive Advisor of the Sedona Conference Working Group on Electronic Discovery and Electronic Record Retention<br />Trainers of federal and state judiciary<br />EED experts have testified in over 60 matters<br />
  34. 34. A joint value proposition to provide corporations with a single source for legal compliance solutions<br />
  35. 35. In-sourced Collection withOutsourced Services<br />Corporations will strive to use ECM competence in combination with <br />an eDiscovery expert service provider who understands ECM<br />
  36. 36. Design eDiscovery Processes<br />Defensible eDiscovery and litigation response programs<br />Analyze, advise, design and document the critical elements of consistent and credible program <br />Identify, preserve, search, cull, review,annotate and produce litigation data<br />Get Help - Process Must be Defensible !<br />
  37. 37. A Defensible eDiscovery Model<br />Consistent process across all participating organizations<br />Ability to schedule activities and milestones<br />Pre-process vetting and validation<br />Scalable to meet any matter size or deadline<br />Ability to integrate 3rd party products and services in a planned way<br />Defensible — Tested and Proven<br />
  38. 38. Software<br />IBM eDiscovery. . . EED is a partner<br />
  39. 39. Legal Content Management<br />Altien For Corporate Legal (A4CL)<br /> - UI designed specifically for Corporate Legal<br /> - Precursor to eDiscovery collection<br /> - Sits on Corporate Legal desktops in a simple, user friendly way<br /> - Allows CL and IT to better manage unstructured data for the purposes of litigation<br />Enable attorneys to create efficient legal content management leveraging the power of current ECM investment<br />
  40. 40. CM: Altien for Corporate Legal<br />
  41. 41. Legal Process Management<br />
  42. 42. BPM: eDiscovery Process Manger<br />
  43. 43. Keys to Success<br />
  44. 44. Project Management<br />
  45. 45. Communications Portal<br />Create and track support tickets, review known issues, find solutions<br />Request work online and track progress through the EED system<br />Get real-time access to project and work order status<br />
  46. 46. Keys for eDiscovery Success<br />Automate existing legal dept. processes<br />Custodian Notification<br />Dedicate internal resources<br />Need specific expertise<br />Partner<br />Outside Counsel<br />IBM (ECM supplier)<br />eDiscovery vendor<br />Establish enterprise protocol for eDiscovery<br />Sync IT, RM, Legal<br />Must be defensible<br />Not Just Technology<br />People<br />Process<br />Technology<br />Leverage ECM platform<br />Content Management<br />Business Process management<br />
  47. 47. Leave Your Business Card<br />Excellent white paper resources<br />eDiscovery and ECM Natural Partners<br />Email Retention in 2008<br />Collections Best Practices<br />Copy of presentation<br />A Key resources <br />Sedona Conference www.sedonaconference.org<br />
  48. 48. Thank You for Your Time!<br />Russ Gould<br />Director of Marketing<br />Electronic Evidence Discovery, Inc.<br />rgould@eedinc.com<br />206-343-0131<br />