All posts tagged Early Data Assessment

Common Oversights in Ediscovery

DontPanic

 

If you’re getting married, buying a house, or doing anything you have little or no experience in, then consulting with people who have already travelled that road and have experience to share is a good idea. In a similar way, we turn to experts for legal or business advice. When it comes to ediscovery, there are many benefits in talking to technical experts.

My knowledge of ediscovery was low 3 weeks ago when I joined Kroll Ontrack as a summer intern. On a quest to learn as much as I could, I thought it would be useful to ask the experts around me at Kroll Ontrack for some advice on ediscovery best practices and how to avoid mistakes. So here are their technical tips on how to manage ediscovery projects slickly and efficiently in the future. In this first post I will focus on what not to do. In a follow up post I will offer some additional best practices.

 Digging blindly for data

Don’t underestimate the importance of carefully considering which data sources and custodians you need to collect from and process. Ediscovery providers can provide great technology and services to reduce the amount of data that needs to be reviewed (for example, by providing Early Data Assessment services or by using keyword filters). They can also optimise the review process (by offering, for example, predictive coding technologies) BUT it is very likely that the more data you collect, the more documents you will need to review. You therefore need to make careful selections based on what you need to prove the case and meet your disclosure obligations, and always with the case budget in mind.

Cutting costs with data collection

While thinking carefully about where to gather your data from, at the same time you do you need to be as inclusive as possible when collecting data and avoid the temptation to exclude custodians simply to save money. It can be time consuming and expensive to go back and collect data that really is needed later on.

Focusing on reducing the review set at any cost

When preparing to process large volumes of data from multiple custodians, it might seem appealing to choose global deduplication over custodian deduplication simply because this usually results in a smaller document review set.

Choosing global deduplication means that some custodians’ data sets will be incomplete as duplicates from one custodian set are removed because they already appear in the set of another custodian.

It is important that the right approach is carefully considered based on anticipation of the needs of the case and future production requirements, and not simply on a desire to keep the review set to a minimal size.

Relying on Assumptions

Keep things clear! Everyone only knows what they are told so don’t cut corners. Lawyers or companies engaging with an external expert should make sure they provide all the necessary details of the case (case deadlines, procedural milestones, key facts and issues, important document / data types, what is at stake financially or otherwise) as soon as they are known.

Similarly, experts need to be clear about the assumptions used to assess data volumes and the cost of processing it. No-one should under- or overestimate expectations about data volumes and cost. As far as possible work with real metrics taken from the data itself.

Over complicating the review process

When designing your document review process, keep your category tree (the list of topics or issues than can be assigned to a particular document) as simple as possible. This directly affects the success, speed and quality of the review.

Tagging whole families consistently

When categorising families of documents it might seem sensible to categorise all members of the family in the same way – it makes sense that if an email is relevant, all the attachments should be relevant too, right?   Wrong. The chances are that only some members of the family will have relevant content and that may only be relevant to a particular issue. When you tag all members of the same family consistently you lose clarity as to the content of each individual document. It becomes difficult to collate precisely those documents relevant to a specific issue without re-reviewing documents.

 

I don’t think ediscovery is effortless – but with the right help you will be able to navigate its maze of complexities with much more ease! Like most relationships, the success of an ediscovery project and a case as a whole lies in good communication and trust between all parties involved.

Edisclosure – Art or Science?

Congratulations to Kroll Ontrack for being placed in the Leader section of Gartner’s Magic Quadrant for e-discovery software.  It has been a long road and we are pleased to have made it.  You can read more about this by following this link – http://online.wsj.com/article/PR-CO-20130613-908336.html and download a full copy of the Gartner Report at the following site http://www.krollontrack.com/ediscovery-magic-quadrant.

Given my background in U.S, ediscovery and my current role as a Discovery Services Consultant in the U.K. it was my original intent to write my first blog on some of the similarities and differences between U.K. edisclosure and U.S. ediscovery.  However, following the Gartner announcement my thoughts turned towards the definition of a leader in an industry, where what we do on a daily basis is sometimes difficult to define. Add to this a friendly debate with one of my colleagues on whether our discipline falls into the school of art or science and I believe I have my first post.

I am conceding to my colleague, partially at least, because edislosure is both. At the core of both science and art are tried and tested methods that inform good decision making, whether that’s using the correct statistical model for a data sample or the proper method for the shading of scenery.  Similarly, our industry requires defensible methods that draw on both technological expertise and its artful application when it comes to using disclosure / discovery strategies and the technology available to comply with duties and win a case.

So with the recent changes to the Civil Procedure Rules (CPR) in England and Wales and the proposed amendments to the Federal Rules of Civil Procedure (FRCP) in the U.S. it is good to recognize the fundamentals of ediscovery / edisclosure and brush up on a few of them:

Start Early:  Early Data Assessment (EDA) and Early Case Assessment (ECA) are more than buzzwords. Understanding the relevant data custodians and the data types they work with early on in a case will not only help you prepare a more accurate budget for the Case Management Conference, but will help eliminate surprises. Our industry is full of scenarios such as the dreaded “closet full of back-up tapes,” or the ramshackle room full of paper the CEO keeps because he “never trusted computers.”

Start Even Earlier:  Instead of only Early Case Assessment consider Early Client Assessment. Partner with a consultative provider who can ask the right questions of your client before a case is commenced.  Does your client have a data retention policy? Equally as important: do they follow it (question IT as to whether they really do follow it)? If your client doesn’t know where their data is, help them undertake a data mapping exercise. I once discovered an entire database of relevant materials in a custom designed database because someone in the department liked to “dabble in MS Access.”

Malleability: Change is inevitable. It seems intuitive enough but planning for malleability and choosing the right technology to assist you can save time and money, potentially allowing you to stay within budget.  Whether change occurs at the beginning of an investigation when five more data custodians are added, or in the middle of productions to a regulator when a related, but previously not considered, product is now at issue, make sure you’ve asked the “what if,” questions and received the right answers early enough to plan for contingencies.

About Orion Wisness

Orion provides consultancy and training to assist clients with the identification, preservation, collection and analysis of potential evidence in document intensive cases. He advises clients on strategies and techniques to help lawyers and corporate clients deploy technology efficiently and cost effectively, as well as assisting them in the fundamentals of document reviews, the design of practical workflow processes and the selection of the technical solutions required to fulfill these goals. He is frequently called on to comment on best practices and new developments in the electronic disclosure and discovery industries.