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Best Practices: Litigation Document Management
Stu Van DusenMarketing Manager, Lexbe LC
Applying The Latest Lexbe eDiscovery Platform Features and Functionality for Fast and Collaborative Reviews and Productions
September 18, 2014
eDiscovery Webinar Series
○ Takes Place Monthly
○ Cover a Variety of Relevant eDiscovery Topics
○ Presentations Available for Download by Registrants.
Info
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
eDiscovery Webinar Series
Lexbe is an Austin, TX based eDiscovery software and services provider.
○ Lexbe eDiscovery PlatformLexbe eDiscovery Platform is a hosted eDiscovery processing and review tool. Users can load a variety of file types, process for review, OCR for search, and conduct document reviews, productions, prepare for depos & analyze transcripts, conduct case analytics, prepare for dispositive motions, and provide litigation support during trial.
○ Lexbe eDiscovery Services Lexbe performs large volume document culling, processing from native to PDF or TIFF, load file creation, high-volume OCR of image files, Rule 26 and project management consulting, and related eDiscovery Services.
About Lexbe
Lexbe Sales [email protected]
(800) 401-7809 x22
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
If you have any questions or technical issues, please e-mail them to:
Questions will be forwarded to Stu and answered during the webinar or via e-mail if we run out of time.
eDiscovery Webinar SeriesQuestions & Technical Issues
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc ManagementToday’s Agenda
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
○ Why is litigation document management needed?○ Identify 7 distinct stages of litigation document management○ Planning & Collection○ Culling & Early Case Analysis○ ESI Processing○ Document Review○ Document Production○ Depositions & Motion Practice○ Trial & Appeal○ Summary○ Additional Resources
Data Types and Volume Keep Growing
Digital Information Created, Captured, Replicated Worldwide4
3
2
1
2005 2010 2015Source: IDC Digital Universe Study (2012)* 1 Zettabyte = 1 Trillion Gigabytes
Zettabytes*
2.8 zettabytes of information were created and replicated during 2012, a 56% increase from 2011 (IDC)
VoipEmail
iPhones Peer-to-Peer
Online StorageDigital Cameras
Facebook | LinkedIn DropBox | Backup Devices
Elastic Storage | SaaS | Google StreetsPersonal Blogs | Skype | World Satellite Images
Personal Scanners | Customer Service Recordings Public Webcams | Google Goggles | Netbooks | Cloud Instance Servers | PaaS
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
N. Pace and L. Zakaras, “Where the Money Goes: Understanding Litigant Expenditures for Producing Electronic Discovery” (RAND Institute for Civil Justice 2012)
Review Costs Dominate Total Costs
CASE STAGECollection 8%
Processing 19%
Review 73%
Total 100%
SOURCEInternal 4%
eDisc Providers 26%
Outside Counsel 70%
Total 100%
Best opportunities for further cost savings will be technologies and process improvements that increase attorney review efficiencies.
Best Practices: Litigation Doc Management
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Stages of Document Management and Review
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Decreasing Document Volume
Increasing Document Relevance
Best Practices: Litigation Doc Management
Litigation Lifecycle - Planning & Collection
LEP Features
⃝ Custodian & ESI Tracking/Searching
⃝ Conflict Checks
⃝ Data pivot analysis and reporting of collected data by custodian, location, file type, date, etc.
⃝ Integrated Excel reporting for more detailed analysis
Goals
⃝ Identify ESI Repository & Custodians
⃝ Collect ESI
⃝ Quality Control Collections
ESI Electronically Stored Information
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Litigation Lifecycle - Planning & Collection
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Litigation Lifecycle - Culling & ECA
Goals
⃝ Quickly, inexpensively and defensibly reduce ESI to potentially relevant documents
⃝ Cull ESI by date, custodian, metadata and keywords
⃝ Analyze data to identify collection gaps
LEP Features
⃝ Expansion, extension repair, deNIST, deduplication, metadata extraction and fielding
⃝ Dynamic culling/filtering by Custodian, Date, Document Type, and other metadata fields
⃝ ECA reporting, pivot tables & graphing of ECA collected by custodian, date range, document type, etc.
⃝ One click Excel download for further data and collection analysis
deNIST Remove system and other files with low relevancy potentialECA Early Case AnalysisDeduplication Remove exact duplicates of files
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Lexbe eDiscovery Platform
Litigation Lifecycle - Culling & ECA
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
○ Track incoming ESI using pivot charts and visual graphs.
○ Export Early Case Analysis data directly to Excel
Best Practices: Litigation Doc Management
Litigation Lifecycle - ESI Processing
Goals
⃝ Accurately and quickly process ESI collected to prepare for review and production
⃝ Extract text from natives and OCR images for optimal searchability
⃝ Organize data for optimal review process
LEP Features
⃝ Hundreds of common Native file types supported
⃝ Searchable PDF created for best document viewer experience
⃝ Multi-server scalability for fast load, processing and index for review
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Litigation Lifecycle - ESI Processing
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
○ Securely Upload and Process Native Documents Directly in Your Browser
○ Assign Case Participants and automatically perform optical character recognition (OCR) on all incoming documents
Best Practices: Litigation Doc Management
Litigation Lifecycle - Document Review
Goals
⃝ Code documents accurately, quickly & cost effectively
⃝ Identify responsive, privileged & attorney’s eyes only (AEO) ESI
⃝ Search, ID, & issue code key documents
⃝ Utilize TAR to speed review and include review accuracy
LEP Features
⃝ Fast, dual-index search
⃝ Dynamic release review sets for reviewer load-balancing and quality control
⃝ Near duplicate groupings for batched review
AEO Attorneys’ Eyes OnlyTAR Technology Assisted Review
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Litigation Lifecycle - Doc Review: Search
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Index Method
Captures Embedded
Text
Captures Text
Excluded From Print
Captures Hidden Text
Imaged/OCR Yes No No
Native Extraction No Yes Yes
Lexbe Dual Index Yes Yes Yes
○ Dual Search Index ensures that all of the contents of a document are searchable and viewable
Best Practices: Litigation Doc Management
exbe eDiscovery Platform
Litigation Lifecycle - Doc Review: Workflows
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
○ Dynamically create, assign, and release review sets to maximize reviewer efficiency and eliminate dependencies.
Best Practices: Litigation Doc Management
Litigation Lifecycle - Doc Review: NearDup
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
○ Apply near duplicate detection to identify inconsistent coding and prevent the inadvertent disclosure of privileged case information
Best Practices: Litigation Doc Management
Litigation Lifecycle - Doc Review: NearDup
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
○ Near duplicate detection can elso enable email threading for streamlined review of electronic conversations.
Best Practices: Litigation Doc Management
Litigation Lifecycle - Doc Review: NearDup
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Litigation Lifecycle - Production
LEP Features
⃝ Fast production throughput rate with scalable back-end architecture
⃝ Blended productions (Native, PDF & TIFF)
⃝ Loadfiles for all popular review platforms: DAT (Concordance, Ringtail) , DII (Summation), XLSX (Lexbe)
⃝ NearDup identification of undiscovered privileged documents
Goals
⃝ Fast production to maximize review time
⃝ Flexible production options
⃝ Safeguards against inadvertent production of privileged documents
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Litigation Lifecycle - Production
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Litigation Lifecycle - Depos & Motions
Goals
⃝ Organize key case issues and facts by linking to supporting case documents
⃝ Workflow tools to support deposition preparation
⃝ Workflow tools to support motion practice
LEP Features
⃝ Dynamic fact & issue timelining
⃝ Reports by Deponent, date range, issue
⃝ Transcript, key document highlighting and annotation
⃝ Reports for motion preparation
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Lexbe eDiscovery Platform
Litigation Lifecycle - Depos/Motions: Timelines
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Litigation Lifecycle - Depos/Motions: Transcripts
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Litigation Lifecycle - Trial & Appeal
Goals
⃝ Maintain access to case documents that may be brought up by opposing counsel
⃝ Allow rapid timeline updating for live case testimony
⃝ Maintain case data and documents throughout the trial and appeal process
LEP Features
⃝ Searchable repository at trial
⃝ Timelines dynamically update with new testimony or other evidence added
⃝ Nearline access of all case documents throughout the trial and appeal process
⃝ Case participant information retained for later conflict checking
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Lexbe eDiscovery Platform
● Self-administration● In-browser native (Office, etc.)
processing● Automatic OCR● Early case analysis● Dual-index search● Exact & near-dup ID● Comprehensive doc review &
issue tagging functionality● Blended productions● Transcript management● Timelining, depo prep● Dispositive motion management● Trial document management
Critical Elements of a Litigation Document Management Solution
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Summary
Education & Best Practices New Website Resources○ eDiscovery 101 Pages○ Webinars○ Monthly Lexbe Tips and Best Practices Newsletter
Recent eDiscovery Webinars○ Leveraging Cloud Based Document and Review Platforms for Discovery○ 10 Things You Need to Know about Email ○ 10 Best Practices: Forms of Production ○ 10 Best Practices: Advanced Search ○ Affordable Hosting Alternatives for Concordance/Summation Productions○ $0 Processing Cost with LEP Hosting○ Best Practices for Using Near Duplicate Groupings○ High Speed Processing & Production Demonstration○ Best Practices: Litigation Timelining
Past webinars available on Lexbe website; new webinars each month
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014
Best Practices: Litigation Doc Management
Thank YouContact Info
Gene Albert:Lexbe Principal
[email protected](512) 686-3382
Stu Van Dusen:Marketing Manager
[email protected](512) 843-7672
Lexbe Sales: [email protected](800) 401-7809 x22
Webinar Questions: [email protected]
Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014