This document discusses migrating old review data to a new location. It evaluates how the existing data is stored and used, and whether it should be archived, migrated, or disposed of. The archive process involves removing data from the existing tool and documenting how it is stored. Validation is done to ensure all coding and metadata is correctly exported. Migration involves moving the archived data to a new review tool. Documentation of the entire process is important for ensuring it is defensible. Exceptions are noted and the legal team signs off before executing the archive and validating the migration.

1. Old Data Seeks Good Home
Migrating Review Data

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Overview
• Evaluate existing data
– Archive/Migrate, relocate, dispose?
• Why Archive and Migration?
• Archive
– Evaluate how data is stored today
– Is the destination known?
– Exceptions and validation
– Documentation
– Execute
• Migrate

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Evaluate Existing Data
• How is the data used today?
• How should the data be used?
• Who needs access?
• Is matter/repository living?
• What coding has been/will be done?

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Evaluate Existing Data
• Does data need to be in a review tool?
– File system or collaboration tool
may be better options
• Data may have outlived usefulness
Archive/Migrate, Relocate, Dispose?

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Why Archive and Migration?
• Two part process
• Archive
– Remove data from existing tool
– Data may not be immediately restored
• Migrate
– Moving of data to new tool

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Archive
Evaluate How Data is Stored Today
• What kind of database?
– Proprietary?
• What data is accessible?
– Redactions
• Are redacted documents produced?
– Queries
– Folders
• Is there production data?
• What format is coding in?
• Were analytics used?
• What roles and rights exist?

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Archive
Is the Destination Known?
YES
• What can new tool accept
– Folders?
– Redactions?
• Tailor archival to new tool
NO
• Over archive
– Break up data
• General archival
– Load files
– Native files
– Metadata/coding
– Etc.

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Archive
Exceptions and Validation
• How will issues be noted and tracked
– Does the legal team need to be notified?
• What counts need to be tracked?
– Native files
– Images
– Redactions
– Others?
• How will you determine if all coding and metadata exported
correctly?

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Archive
Documentation
• Document the archive process
– Ensures defensibility of process
• What is in and out of scope
– If you cannot archive something, note it!
• Include steps for each type of data
• Include validation process
• Get sign-off from legal team

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Archive
Execute
• Archive matter(s) based on documentation
• Create “read me” to track process
– Counts
– Exceptions
– Coding fields
– Rights
– Queries to be recreated
• Update documentation if necessary

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Migrate
• Review “read me”
• Create matter per notes in “read me”
• Load documents and data
• Validate
– Note exceptions
• Follow-up with legal team

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Thank you
Discussion &
Questions

13. Thank you for
joining us!