Lexbe eDiscovery Webinar- On-Demand eDiscovery Processing

On-Demand eDiscovery Processing

Stu Van DusenLexbe LC

Fast, Scalable Processing Capacity to Meet any Project Need

March 26, 2015

eDiscovery Webinar Series

○ Takes Place Monthly

○ Cover a Variety of Relevant eDiscovery Topics

○ Presentations Available for Download by Registrants.

Info & Future

OnDemand eDiscovery Processing| eDiscovery Webinar Series | March 26, 2015

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. Per GB hosting charges won’t break the bank and there are no user fees.

○ Lexbe eDiscovery Services Lexbe does 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.

○ Lexbe is recognized as a 'Top 100' eDiscovery Provider by ComplexDiscovery, a leading electronic discovery and information governance firm.

About Lexbe

Lexbe Sales [email protected]

(800) 401-7809 x22


mailto:[email protected]

If you have any questions or technical issues, please e-mail them to:

[email protected]

eDiscovery Webinar SeriesQuestions & Technical Issues



eDiscovery Webinar SeriesStu Van Dusen Bio

○ eDiscovery Solutions Consultant at Lexbe LC, advising legal professionals on cloud-based litigation data processing, review and document management software and litigation support services.

○ Prior business experience in financial services, software, and internet-based businesses.

○ EducationMS - Technology Commercialization, University of Texas McCombs School of Business (2013)BS - Management , Trinity University (2010)

Contact Stu Van Dusen512-843-7672

[email protected]


OnDemand eDiscovery Processing

● eDiscovery processing and the EDRM

● Fast, scalable processing: why it’s needed

● Traditional processing workflows

● Balancing processing demands with internal resources

● Cost-efficiently increasing capacity and speed

● Features & benefits of eProcessing+

● Integrated ECA, processing, and review to speed throughput and reduce total costs

● Summary

Agenda


More ESI Means More Processing Needed

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



EDRM



● What is eDiscovery Processing?

● Why is it needed?

● Why are speed and scalability important?

● Cost Considerations?

Key Questions



What is eDiscovery Processing?

Aim: Perform actions on ESI to allow for metadata preservation, itemization, normalization of format, and data reduction via selection for review.

Goal: Identify ESI items appropriate for review and production as per project requirements.

Source: http://www.edrm.net/resources/guides/edrm-framework-guides/processing



Why is eDiscovery Processing Needed?

○ Support ECA and data reduction

○ Standardize all documents into a review format

○ Allow load to a review platform

○ Create high quality search indexes

○ Prepare data for assisted review, text, and visual analytics



Speed, Scalability, and Cost Considerations


Benefits of Fast Processing:○ Meet tight deadlines○ More time for atty review (front and back)○ More time for QC

Benefits of Scalability: ○ Large collections can break non-scalable systems○ Allows large jobs to be completed quickly○ Lets managers match capacity with need

Underlying Cost Consideration:

Maintaining a large at rest capacity is very expensive in hardware, software, and human resources


Traditional Approaches


Benefits Drawbacks

Local Hardware and Software Installs

-Internal control-Known capacity

-Costly to maintain-Limited capacity and throughput-Litigation expense is a fixed capital cost

External Service Bureaus

-Outsourced capacity -Can be very slow-Often expensive-Minimal control (linear process)

Dedicated Hardware Terminals

-Convenience-Mobility

-Expensive-Not scalable-Fixed capacity-Still requires IT support


Peaks & Troughs of Demand

High

Low


Legend

➤ Internal Processing Need


Overspending on Internal Infrastructure

High

Low

Legend

➤ Internal Processing Need ➤ Internal Capacity ➤ Inactive Resources


○ Building internal capacity means purchasing hardware, software licenses, and increased staffing and management requirements.

○ When internal processing needs fall, these resources are dormant, but still expensive.


Staffing for Best Fit

High

Low

Legend

➤ Demand ➤ Internal Capacity


○ Developing internal capacity to meet a consistent need reduces inefficient spend on inactive hardware, software, and staffing.

○ Leverage scalable solutions to meet excess demand.


External Processing Requirements

Quality -- Processing needs to deliver usable, complete outputs and load files to support the following stages of discovery

Speed and Scalability -- Available capacity needs meet demand. The faster collections can begin processing the sooner review can begin

Price -- eDiscovery processing pricing needs to be predictable and within budget. Don’t pay for more than is needed!

Integration -- Output data should move smoothly into ECA and litigation review platforms to avoid additional time delays and expenses.



The Lexbe Engine○ ESI collections can be broken into

smaller pieces and processed simultaneously in parallel server environments

○ Scalable, proprietary architecture allows for instant access to near unlimited computing power.

○ This means faster processing, hours and days vs. weeks.

○ Supported by the AWS cloud, the best, most reliable, and most secure

Incoming ESI

Reviewable Documents



TIFFing Speed ExampleIncoming ESI

Reviewable or Producable Documents


Traditional In-House: 1TB to process to TIFF, 1 month to do it.

Internal Capacity: 10 dedicated servers operating @ 2GBs/day

10 servers x 2GBs/day x 30 days = 600GB

And with any problems the job will certainly not be finished

Lexbe Scalable Capacity:

Deploy 500 servers x 2GBs/day and finish processing in 1 day

Scalable processing allows for much improved throughput at less cost


Complementary Processing Options


eProcessing+ High Capacity Processing+

Service Type OnDemand Self-Service Service bureau model

Availability Continuous, 24x7 Access Scheduled for large jobs

Data Transfer Web interface HTTPS RAR & Secure FTP transfer

Throughput Most case needs Extraordinarily large cases or tight timelines

Server Scaling Reactive (queue managed) Reserved & deployed for job

Processing Culling, Native to PDF, Native to TIFF, Native Extracted, OCR, NearDup Groupings; Assisted Review

Ingestion • Processing support for hundreds of popular file types; unicode

Exports • File formats export as PDF, TIFF or Native Expanded• Multiple endorsing options• Load file support for major review systems (DAT, DII, XLSX, etc.)

QC & Reporting • Integrated pivot tables• Bi-directional Excel support

• Standard exception reporting• Custom reports available


eProcessing+ Workflow



Next Generation Technology Architecture

Scalable -- Systems architecture allows Lexbe to massively increase server instances as needed to apply more resources to an eDiscovery processing task

Fully Automated -- Eliminates the need for your ‘babysitting’ of processing jobs

Fault Tolerant -- Processing tasks are not ‘batch-centric’ and check-out/check-in procedures insure individual processing steps operate independently



Security

Secure Processing Environment -- Lexbe On-Demand processing is powered by Amazon S3 servers to facilitate redundancy and the high security standards. All data is strong encrypted (256-bit) in-transit and in-place. All Data centers are US based, and provide SOC I and II reports published under SSAE 16 and ISAE 3402 professional standards and are ISO 27001 certified.



Key Features○ Archive/Container Decompression

○ File Repair

○ Metadata extraction & fielding

○ MD5 hash code generation

○ System file identification & DeNIST

○ Email attachment extraction & parent email association

○ Native text extraction

○ OCR of image files

○ Full-text indexing

○ Bates stamping

○ PDF & TIFF creation

○ Placeholder creation

○ Native extracted, PDF and TIFF loadfile generation in multiple formats: XLSX (Lexbe), DAT/OPT (Case Logistix, Concordance, iPro Allegro, Ringtail, Kura Relativity) and DII (Summation), and quality control reports



Quality Control Tools and Features

○ Programmatic batching of processing to individual servers (reduces human error)

○ Custom QC flag creation and filtering○ Integration with Excel for reporting and analysis○ Pivot table analysis and charting○ Ability to view all documents including parent containers (email and

attachments) together○ Ability to verify image quality○ Filtering and reporting by any captured or calculated fields including

failed to convert, words in document, placeholders, etc.○ Native files are extracted and provided for linked load and review○ Statistical sampling and reporting



Benefits of eProcessing+

○ Access fastest on-demand processing available, anytime, anywhere to increase processing throughput

○ Increase responsiveness to changing business demands and deadlines while maintaining high quality

○ Grow capacity as demand increases without adding additional fixed hardware costs and support staff

○ Eliminate high overhead monitoring of processing jobs by using a fully automated system that notifies you when your jobs are done



Benefits Cont’d.

○ Pay one low flat fee per GB ingested with no additional license, user, or startup fees

○ Improve the quality of search and analytics through comprehensive dual-index methodology

○ Integrate Processing, ECA, and review tasks into a single platform; eliminate time, risk, and cost associated with migrating data between different modules.



○ With a Dual-Index approach the search engine indexes both text extracted from Native files (email, attachments, spreadsheets, etc.) and imaged file OCR text (TIFF, JPG or PDF).

○ Most comprehensive approach minimizes potential for lost and unsearchable data, finds more privileged documents, and improves the accuracy and quality of culling.

Dual Indexing

Index MethodCaptures

Embedded Text

Captures Text Excluded From

PrintCaptures

Hidden Text

Imaged/OCR Yes No No

Native Extraction No Yes Yes

Dual Index Yes Yes Yes

Benefits of Dual Index Approach



ECA Integration

○ Track incoming ESI using pivot charts and visual graphs.

○ Conduct ECA on fully extracted documents to avoid culling key docs.

○ Export Early Case Analysis data directly to Excel



Review Integration

Key Features

● Self-administration● 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



Summary

● Processing is an essential element of discovery and the foundation of high quality reviews

● Traditional processing workflows can be expensive and inefficient

● Complement internal capacity with scalable and granular solutions

● You can increase capacity on a per/GB level with eProcessing+ and HighCapacity Processing+

● eProcessing+ integrates with ECA and review systems to save time and money



Thank YouContact Info

Gene Albert: [email protected](512) 686-3382

Stu Van Dusen: [email protected](512) 843-7672

Lexbe Sales: [email protected](800) 401-7809 x22

Webinar Questions: [email protected]










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Lexbe eDiscovery Webinar- On-Demand eDiscovery Processing