E-Discovery Think Tank PowerPoint Presentation Think Tank A roundtable discussion on moving forward in Records Management within Legal Services . 4/6/2016 . 2 . Introductions • …
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E-Discovery Think Tank A roundtable discussion on moving forward in Records Management within Legal Services 4/6/2016
A roundtable discussion on moving forward in Records Management within Legal Services
4/6/2016
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Introductions
• Raquel Tamez, Senior Vice President, Legal
• LaTrecia Frieson, Sr. Program Manager, Records
Management
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Agenda
Innovation & Expanding Service Lines- Dennis McBride & Diane Murray
Legal Services & Technology in E-Discovery Patrick Oot (SHB) & Douglas
Moore (Ricoh)
Next Steps LaTrecia Frieson
Roundtable Q & A (Tables for all presenters & NPA)
Innovation & Expanding Service Lines
Dennis McBride & Diane Murray
4/6/2016
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INTRODUCTION GROWTH MATURITY DECLINE
E F G D
C
B A
H
Degree of Innovation hi lo
• Strong portfolios are balanced and use mature products (E, F, and G) to fund introduction (A) and growth initiatives (B, C, and D). As time passes, all products shift to the right. A constant supply of new initiatives is required in Introduction and Growth phases to ensure sustainable growth.
portfolio view tool
HOW PRODUCTS & SERVICES TRAVEL FROM BIRTH TO DEATH
Presenter
Presentation Notes
TRAD DELIVERY – BANK, WESTERN UNION, ATMS TRAD PROD SERVICES – CHECKING, SAVING,S EQUITYLINES, MORTGAGES, ETC.
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A ROLL-UP VIEW OF ABILITY ONE AND NON ABILITY ONE PROGRAMS
Degree of Innovation hi lo
INDUSTRY GROWTH SA-INDUSTRY STATUS 1 - AbilityOne (aggregate) 2 - Non-AbilityOne (aggregate)
PRODUCTS/ PROGRAMS Low Moderate
Me-too Me-too
INTRODUCTION GROWTH MATURITY DECLINE
EXISTING NEW
SOURCE AMERICA
EXISTING NEW
INDUSTRY
1
2
19% of Mission 75% of Mission 6% of Mission 0% of Mission
1
2
level one – all A1 and non A1 programs
Presenter
Presentation Notes
THE BLACK CIRCLES INDICATE OUR EXISTING PROGRAMS, WHILE BLACK DIAMONDS INDICATE OUR NEW PROGRAMS NOTICE THAT #1 ABILITY ONE PROGRAMS ARE VERY MATURE MOVING TOWARDS DECLINE, HOWEVER OUR NEWER SERVICES HAVE MORE ROOM FOR GROWTH OUR GROWTH OUTLOOK IS LOW TO MODERATE, AND THE MAJORITY OF OUR MISSION IS BEING ACCOMPLISHED WITH PROGRAMS THAT ARE MATURE AND BECOMING LESS RELEVANT EVERY DAY.
Legal Services and Litigation Support including eDiscovery
Patrick Oot, SHB & Douglas Moore, Ricoh
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What is e-discovery and litigation support?
• Electronic Discovery = e-discovery. • Usually the result of an investigation or lawsuit. • Based on the concept of parties exchanging
document requests and producing documents in response to document requests.
• Early 1990s – this was mostly in paper. • Documents – more than paper now. • Data volume grows steadily. • Process is more expensive than in paper days. • Complexity creates risks to clients
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Why is e-discovery complicated?
• Challenge is to produce documents in a document review that are responsive to requests.
• Instead of reviewing boxes of paper – new e-discovery tools have emerged
• Attorney document review • Must protect and cull out “privileged documents” • The technical background about documents also
may be important (forensics, metadata, etc.) • As a result new lines of business and expertise
requirements have developed.
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Where do we look for e-discovery talent?
• Information Governance Specialist • Data Management Coordinator • Project Management
Independent and secured network in each facility Stand-alone mobile infrastructures
Scan and print capacity of over 50 million pages each per month
Trained in HIPAA and (PII)
Employee background checks, drug testing and confidentiality agreements
SFTP using AES 256-bit encryption
Documented chain of custody
1-to-1 scan operator to QC operator ratio
Service Organization Controls (SOC) Type 2 audit
Safe Harbor certified for all processing centers
Presenter
Presentation Notes
(Note to the Presenter: If offsite services, are not applicable for the specific agency or department you are presenting to, please remove this slide) In some instances, where applicable, we can also offer off-site managed services through our BIS (Business Information Services) Source Centers. These centers offer imaging services with the focus on security, confidentiality, quality control, and continuity of operations. Ricoh BIS Source Centers features include a long list of mission critical support capabilities: 26 BIS Source Centers nationally 26 years of market leading off-site work experience 24/7, 365 availability 900 employees an independent and secured network in each facility stand-alone mobile infrastructures that can be deployed anywhere for onsite work options Current scan and print capacity of over 50 million pages each per month across the country Employees trained in HIPAA and Personal Identification Information (PII) document confidentiality Employees go through background checks, drug testing and are required to sign non-disclosure and confidentiality agreements Secure File Transfer Protocol (SFTP) is utilized for electronic data transfers using AES 256-bit encryption Documented chain of custody through Ricoh employees and company owned vehicles Quality Control Process utilizes 1-to-1 scan operator to QC operator ratio for a higher degree of accuracy Ricoh has undergone the Service Organization Controls (SOC) Type 2 audit. A copy of the report issued by PricewaterhouseCoopers can be obtained upon request. Safe Harbor certified for all processing centers
Onsite through Ricoh electronic discovery insight (REDI)
Offsite via ECA Portal
Hosted Review Platform
Managed review by contract attorneys
Cull, search & review documents
Translate complex information
Incorporate visual aids Expert opinion on forensic content Data collection with
documented chain of custody
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Presenter
Presentation Notes
When an organization has a need to manage electronically stored information (ESI) in response to litigation, regulatory, FOIA or investigative requests, Ricoh’s eDiscovery and Forensic Services can provide an efficient way to collect and reduce data for those situations. Our team of certified forensic examiners performs forensically sound and defensible processes with document our strict Ricoh chain of custody. By digitizing paper documents, organizing existing electronic documents and creating a sustainable day forward document workflow Ricoh can capture an agency’s data into and easily accessible document management system which can make regulatory, FOIA or investigative requests less intrusive and disruptive to employees. Truly making the documents more valuable to the agency. <Start a Dialog with the customer by asking the following questions:> Do you currently have a way to easily access ALL records and documents electronically for a response to regulatory, FOIA or investigative requests? Do employees spend a lot of time collecting data for regulatory, FOIA or investigative requests? ADDITIONAL RICOH FORENSIC SERVICES INFORMATION: Forensics data collection can be performed using remote collection tools such as Remlox or remote access into agency’s environment: Onsite, where our team goes to agency’s designated location(s) In-lab collection, where devices are sent to our Forensic lab with ASCLD/LAB accreditation After data is collected, Ricoh offers multiple ways to get an early look at the data and reduce the data set through advanced search, clustering and analytics along with a variety of reporting options. Whether onsite through Ricoh Electronic Discovery Insight (REDI) or offsite via our Early Case Assessment (ECA) portal, we can take control and reduce your data set before moving it to the review platform. If Managed Review is done improperly, evidence can be missed, rendered inadmissible, or lead to court imposed sanctions and can jeopardize the outcome of the cases. Ricoh Managed Review Services, offered with our partner, Hudson Legal, leverages contract attorneys, project and review managers, and the latest technology and methodologies in dedicated review centers across the U.S. We also offer a team of forensic experts that can provide you with searching expertise and data analysis. With multiple locations across the country, Ricoh can process ESI and create load-ready files for use in our review platforms or your in-house review platform. Leveraging Ricoh’s scalable hosting and review platforms, agency’s legal teams can cull, search and review documents. Data culling refers to the process of reducing a large document population to a more manageable set. It's estimated that about 90 percent of collected electronic materials can be insignificant, resulting in hours of unnecessary attorney review time. Many case documents involve multiple exhibits and addenda, which are often a combination of different file types and formats. Ricoh has solutions to help prepare documents from multiple source files and convert them to the file format of your choice. Meanwhile, traditional discovery still involves physical paper documents as well as other file formats — documents the agency/department must process upon receipt or prior to releasing them to opposing parties. Ricoh has established and maintains one of the industry’s leading portfolio of scanning and imaging solutions — including those for numbering, endorsing, redacting and coding files — quickly and cost effectively. The Federal courts have announced a mandate requiring text-searchable Portable Document Format/Archive (PDF/A) files for court submissions. In addition to requiring submission of filings in this format, the PDF/A files must also adhere to new file-size limits. Ricoh has the legal workflow expertise and technology necessary to help prepare size-compliant documents for electronic court filing — identifying the optimal solution for agency/department’s infrastructure and processes. With Ricoh’s partnership, agencies and departments can get the exact imaging services they need and avoid capital expenditures on equipment, software and dedicated personnel.
Ricoh Discovery
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LAW FIRM
IT & SUPPORT CORP
DOJ SEC FDIC FTC CFPB
Ricoh Legal
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Objectives
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Phase 1 – Onsite project coordinator Job description provided Minimum skill set requirements Training, development & continuous support
Phase 2 – Evaluate Mega 5 Proposal - 2018 Supporting role as sub
contractor Partnered as a Prime Vendor
Presenter
Presentation Notes
Tools available: Ricoh Portal and Ricoh On Demand Ricoh Hosted Platforms Relativity – MS Azure Cloud Xera Catalyst
Highly skilled consultative professionals.
Utilizes technology and automation to reduce costs and increase revenues.
Partnership with a company that makes your ROI our priority, our collaborative business conversation for years to come.
Ricoh Legal:
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NEXT STEPS
LaTrecia C. Frieson, Sr. Program Manager, SourceAmerica
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Round Table Discussion
4/6/2016
Non Profit Agencies: Goodwill San Antonio Gulf Coast Enterprises
