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Christian DetrudeLexbe
February 17, 2016
A Litigator’s Guide to Cloud-Based eDiscovery and Document Review
Best Practices to Speed Production and Lower Costs
○ Webinars take place monthly
○ Cover a variety of relevant eDiscovery topics
○ If you have technical issues or questions, please email webinars@lexbe.com
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Info & Future
eDiscovery Webinar Series
We are an Austin, TX based eDiscovery software and services provider, specializing in serving small & medium-sized law firms and organizations. We provide:
● Cloud-based DIY eDiscovery processing & document review software
● High-speed ESI document processing and data conversion services
● Experienced eDiscovery specialists and expert consultants
Lexbe Sales sales@lexbe.com
(800) 401-7809 x22
‘Cost-effective eDiscovery’ “A powerful litigation document management service”
‘Secure, easy-to-use and a great review tool for consideration’
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
About Lexbe
eDiscovery Webinar Series
This webinar is available for viewing (streaming video), and is downloadable as a PDF Presentation, or an MP3 podcast. This Webinar and a complete listing of other onDemand webinars is part of the:
Lexbe eDiscovery Webinar Series
For notices of future live and on-Demand webinars as part of this series please email us at webinars@lexbe.com or:
Follow us on LinkedIN
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Downloadable Resources
eDiscovery Webinar Series
○ eDiscovery Solutions Consultant of Lexbe LC, a provider of cloud-based litigation processing, review and document management software & eDiscovery services.
○ Certified eDiscovery Specialist, by the Association of Certified E-Discovery Specialists (ACEDS).
○ Specializes in working with firms without a full in-house department handling eDiscovery which are involved in the type of complex litigation that requires a high level of precision and eDiscovery expertise to gain the advantage in the discovery phase of trial.
Christian Detrude800-401-7809 x55
cdetrude@lexbe.com
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Christian Detrude Bio
eDiscovery Webinar Series
● The Challenge of Big Data in Litigation
● What is the Cloud?
● How does Cloud Technology Apply to eDiscovery?
● Cloud Best Practices & Advantages By Case Stage
● Summary
Cloud eDiscovery and Document Review
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Agenda
Cloud eDiscovery and Document Review
Digital Information Created, Captured, Replicated Worldwide5
3
1
2005 2010 2015 2020Source: IDC Digital Universe Study* 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 Drive | Netbooks | Cloud Instance Servers | PaaS
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewThe Big Data Challenge
● People are creating more digitally stored and accessible discoverable material than ever before.
● Cases that used to have limited amounts of data collected in discovery may now have many GBs.
● Not only is there more data, but there is a growing variety of data types.
● Discovery is becoming increasingly technical and complex.
● It is very difficult for small and medium-sized firms to internally staff and manage the technical expertise and massive hardware needed to keep up.
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewThe Big Data Challenge
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
Case Data + Access to eDiscovery Tools & Experts
Professionally maintained, encrypted remote servers
Secure, encrypted internet connection
Cloud eDiscovery and Document Review
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
What is the Cloud?
Cloud eDiscovery and Document Review
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
What is the Cloud?
Cloud eDiscovery and Document Review
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
What is the Cloud?
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewHow Does Cloud Technology Apply to eDiscovery?
Accessibility -- Litigation teams can access case data and discovery functions from anywhere with an internet connection.
Scalability -- Instantly deploy the resources necessary to complete your discovery task. Bring capacity up and down as needed.
Speed -- More computers applied to your task results in faster throughput. Move on to the next stage of discovery earlier.
Security -- Cloud infrastructure providers are the world’s foremost experts in computer security.
Reduced Costs -- SaaS models help align costs with revenues; pay for actual rather than estimated usage.
Streamlined Workflows -- Cloud eDiscovery solutions are often integrated across case stages where traditional software solutions are not. The risk of transferring data from program to program is alleviated in the cloud.
Advanced Technology Available -- Predictive coding, near duplicate detection, concept searching, and integrated foreign language translation is available within cloud platforms.
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewHow Does Cloud Technology Apply to eDiscovery?
● Cloud infrastructure allows authorized users to access case documents and discovery functions from anywhere in the world with a secure internet connection.
● Case teams can collaborate in real time with co-counsel and experts.
● Many cloud systems offer greater flexibility in choice of operating systems and browsers.
● Progress made by any one person will be instantly available to any other case team.
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewAccessibility
Systems architecture allows cloud providers to increase server instances to apply more resources to your discovery task
Traditional In-House Set-Up: 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 not be finished on time
Scalable Cloud Capacity:
Deploy 500 servers x 2GBs/day and finish processing in 1 day
Scalable cloud discovery tools allow for much improved throughput at less cost and risk
Incoming ESI
Reviewable or Production Ready Documents
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewScalability & Speed
● Cloud infrastructure providers are the world’s foremost computer security experts.
● All data is strongly encrypted in place and in transit.
● ISO security standards for cloud providers are incredibly strict, thorough, and specialized. Much more stringent standards than unregulated local machines.
● Cloud data centers also undergo grueling audits at very regular frequencies.
● Redundant configurations make it very difficult to lose data.
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewSecurity
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewData Center Certifications
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewData Center Certifications
● AICPA SOC 1 - Attests that control objectives are appropriately designed and the controls safeguarding client data are operating effectively.
● AICPA SOC 3 - A public facing report demonstrating AWS has met the AICPA Trust Services Security Principle and Criteria.
● PCI DSS Level 1 - Specifies best practices and various security controls are in place regarding customer payment data.
● FIPS 140-2 - US government standard that specifies security requirements for protecting sensitive information.
● ISO 27001 - Internationally recognized, third-party audited confirmation that the security management program is comprehensive and follows leading practices.
Excerpt From AWS Release (https://aws.amazon.com/resources/forrester-pc-learn-more/):The Forrester Wave™: Public Cloud Platform Service Providers’ Security, Q4 2014
● Lexbe eDiscovery software and services are supported by AWS cloud infrastructure, recently named a “Leader” in cloud security by Forrester Research
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewSecurity
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
Option Potential Issues
Increasing Internal Capacity:
● More resources dedicated to hiring, configuring, and managing complex IT resources.
● Moves operational focus away from litigating. ● When discovery volumes decrease, there are
costly and inactive resources.
Purchasing Fixed Volume External Capacities:
● Doesn’t align firm costs with revenues. ● Requires litigators to “see the future” in order
to make accurate/cost-efficient buying decisions.
● Often involve “user fees”, “start-up fees”, “case fees”, etc.
● Associated with top-dollar processing charges.● Prevents self-admin of simple, iterative tasks.
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewReduced Costs
● In every month, this firm has active cases < 100GB
● But, there are demand spikes throughout the year as a result of new data intensive cases.
● How can you cost-efficiently address massive changes in discovery volumes?
Legend
Internal Processing Need
Best Practices: Cloud eDiscovery | eDiscovery Webinar Series | June 11, 2015
Cloud eDiscovery and Document ReviewReduced Costs
● Building internal capacity or buying fixed external capacities means purchasing hardware, software licenses, and increased staffing and management requirements.
● When internal discovery needs fall, these resources are dormant, but still expensive.
Legend
Internal Discovery Needs Fixed Discovery Capacity Inactive Discovery Capacity
Best Practices: Cloud eDiscovery | eDiscovery Webinar Series | June 11, 2015
Cloud eDiscovery and Document ReviewReduced Costs
Legend
Internal Discovery Needs Internal Discovery Capacity Scalable Discovery Capacity
● Developing internal capacity to meet the lowest consistent needs reduces inefficient spending on non-scalable solutions like local hardware, software, and staffing.
● Scalable/cloud solutions allow you to cost-efficiently meet demand in excess of your firm’s consistent need.
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewReduced Costs
Collected/Received Documents
Send ESI to IT department/external vendor
Load into ECA platform
Perform cull based on simple metadata extraction
Download culled collection
Process ESI into review format
Load Processed Data into Review Platform
Review
Analytics?
Load into analytics system
Apply Analytics
Load Analytics Results
Process to agreed upon production format
Download Production
Deliver Production to Opposing Counsel
More Data?
Vendor sets up case, users in review platform
More Users?
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewTraditional Workflow
Collected/Received Documents
Upload into eDiscovery Platform; self-administer case, users
Cull based on full content extraction
Process and fully extract ESI for culling and review
Review (Integrated Analytics Tools)
Process to agreed upon production format
Deliver Shared Production link to Opposing Counsel
More Data?
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewStreamlined Workflow
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
Planning &
Collection
ECA&
CullingProcessing Review Production
Processing & Collection
Trial &
Appeal
Goals
● Identify ESI Repository & Custodians in a central database
● Remotely and Defensibly Collect ESI
● Upload to Cloud Database,Conduct Quality Control On Collections
● Be prepared for discovery conferences and for discovery to proceed in the case
Cloud Benefits
● Case teams can access planning and organizational tools from any web capable device while preparing for legal holds and discovery conferences
● Data collections are completed quickly
● ESI collections are securely and defensibly conducted by e-Discovery specialists
● Data can be immediately uploaded to the case database
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewPlanning & Collection
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
Planning &
Collection
ECA&
CullingProcessing Review Production
Processing & Collection
Trial &
Appeal
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewPlanning & Collection
Planning &
Collection
ECA&
CullingProcessing Review Production
Processing & Collection
Trial &
Appeal
Cloud Benefits
● Integrated ECA reporting, pivot tables & graphing of ECA collected by custodian, date range, document type, etc.
● Cull faster by applying scaled server resources
● Cull based on full document contents rather than just metadata
● Develop timelines, facts & issues early in the case
● Reduce expenses by eliminating the need for a separate ECA/culling module
Goals
● Analyze collected data to identify potential collection gaps
● Evaluate the risks associated with the case
● Continue developing initial case facts & issues, timelines
● Defensibly remove irrelevant documents from the case database
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewECA & Culling
ECA & CullingPlanning
& Collection
ECA&
CullingProcessing Review Production
Processing & Collection
Trial &
Appeal
● Instantly generate incoming ESI pivot charts and visual graphs
● Export Early Case Analysis data directly to Excel
● Cull using scaled server resources
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document Review
Planning &
Collection
ECA&
CullingProcessing Review Production
Processing & Collection
Trial &
Appeal
Goals
● Accurately and quickly process ESI collected to prepare for review and production
● Extract text from natives and OCR images for optimal searchability (Dual Index)
● Organize data for optimal review process
Cloud Benefits
● Self-administer ESI processing with expert assistance available; process in the cloud
● Apply massively scalable server resources to increase throughput and move on to review faster
● Avoid paying too much per GB processing
● Eliminate loading delays; documents are available for search and review once processed
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewProcessing
Planning &
Collection
ECA&
CullingProcessing Review Production
Processing & Collection
Trial &
Appeal
● Assign Case Participants and automatically perform optical character recognition (OCR) on all incoming documents
● Securely upload and process native documents directly from your browser
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewProcessing
Planning &
Collection
ECA&
CullingProcessing Review Production
Processing & Collection
Trial &
Appeal
Cloud Benefits
● Scalable server environment supports hyper-fast multi-language search results
● Move quickly from document to document and apply multi-doc updates instantly
● Apply near-duplicate detection, and predictive coding across massive collections within an integrated environment
● Self-administer new users and cases; reduce expenses through leaner pricing often associated with cloud SaaS
Goals
● Code documents accurately, quickly & cost effectively
● Identify responsive, privileged & attorney’s eyes only (AEO) ESI
● Search, ID, & issue code key documents
● Utilize advanced eDiscovery technologies to speed review, improve accuracy, and reduce risk of inadvertent privilege waiver
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewReview: Fast, Comprehensive Search
Planning &
Collection
ECA&
CullingProcessing Review Production
Processing & Collection
Trial &
Appeal
● Dual Search Index ensures that all of the contents of a document are searchable and viewable
● Cloud infrastructure supports fast and thorough search results
Index MethodImaged/OCR Native
ExtractionDual Index
Captures Embedded Text
Yes No Yes
Captures Text Excluded From Print
No Yes Yes
Captures Hidden Text No Yes Yes
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewReview: Fast, Comprehensive Search
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
Planning &
Collection
ECA&
CullingProcessing Review Production
Processing & Collection
Trial &
Appeal
Goals
● Quickly convert documents into production format
● Prevent inadvertent production of privileged documents
● Defensibly produce all responsive documents to opposing counsel on time and in agreed upon production format
Cloud Benefits
● Apply scalable cloud resources to quickly convert ESI into relevant production format
● Integrated analytics and production functions reduce the risk of inadvertent privilege waiver
● Deliver shared secure production link to speed delivery and maximize review time
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewProduction
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
Planning &
Collection
ECA&
CullingProcessing Review Production
Depos &
Motions
Trial &
Appeal
Goals
● Organize key case issues and facts by linking to supporting case documents
● Create annotated and highlighted document versions to support deposition preparation and analysis
● Update Facts & Issues and Case Timelines based on depositions and motion outcomes
Cloud Benefits
● Integrated case management functionality maintains single database connection between documents and case facts & issues
● Rapidly create, edit, and download annotated/highlighted versions of documents
● Collaborate in real time with co-counsel, independent of their location
● Dynamically update Fact & Issue timelines based on deposition information
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewDepos & Motion Practice
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
Planning &
Collection
ECA&
CullingProcessing Review Production
Depos&
Motions
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
Cloud Benefits
● Accessible and searchable document repository is available at trial
● Timelines can be dynamically updated with new testimony as it becomes available
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Cloud eDiscovery and Document ReviewTrial & Appeal
● Growing case ESI volumes present a major challenge to litigators.
● Traditional solutions lack the scalability needed to get in front of this trend.
● For firms to maintain and expand their competitive presence they need to be able to take on ESI intensive cases.
● Cloud technology and infrastructures have creative attractive, secure, and scalable solutions that let litigators cost-effectively handle ESI intensive cases.
● Cloud eDiscovery solutions should be flexible, integrated, and feature-rich. They should also allow for self-administration, but also provide access to technical and eDiscovery experts.
Cloud eDiscovery and Document Review | Best Practices to Speed Production and Lower Costs | February 17, 2016
Summary
Cloud eDiscovery and Document Review
Christian DeTrude: cdetrude@lexbe.com(512) 554-5714
Stu Van Dusen: svandusen@lexbe.com(512) 686-3469
Webinar Questions: webinars@lexbe.com
Cloud eDiscovery & Document Review | Best Practices to Speed Review/Production & Lower Costs | February 17, 2016
Contact Info
Thank You
We’ll be making the following available to webinar attendees:
● A recorded streaming version● MP3 podcast● Webinar slide-deck● Transcript
Please let us know if you have any questions or comments about this webinar or suggestions for future topics. This webinar is part of the Lexbe eDiscovery
Webinar Series. For notices of future live and on-Demand webinars as part of this
series please email us at webinars@lexbe.com or Follow us on LinkedIN.
For further information about Lexbe, a demo or a consultation, please contact us at 800-401-7809 x22 or via email at sales@lexbe.com.
Cloud eDiscovery & Document Review | Best Practices to Speed Review/Production & Lower Costs | February 17, 2016
Thank You For Attending
Thank You
Lexbe Sales sales@lexbe.com
(800) 401-7809 x22
‘Cost-effective eDiscovery’ “A powerful litigation document management service”
“Because of the Lexbe software, the entire playing field has been leveled for my firm.”
‘Lexbe cost advantages, SaaS convenience and search capabilities appeal to many small firms
“Lexbe is the easiest eDiscovery software I have ever used’
‘Secure, easy-to-use and a great review tool for consideration’
Cloud eDiscovery & Document Review | Best Practices to Speed Review/Production & Lower Costs | February 17, 2016
What Reviewers Are Saying
Lexbe eDiscovery Platform
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