6 Vendor Management Checklist Take a Project Management Approach Organize Internal Project Team Vendor Selection Vendor Data Security Kick-off Meeting Choice of Technology Reporting Billing Management Database Management Training Quality Assurance / Quality Control Lessons Learned / Project Post Mortem
7 Internal Team Law Department / Law Firm Client A well organized client team extracts the greatest benefit from the vendor relationship Who is responsible for each area/task? Project Manager Attorney Legal Asst/Paralegal EDD Team/Litigation Support Consultant Co-Counsel Identify the Single Point of Communication (SPOC) What is the escalation chain-ofcommand?
8 Vendor Selection Overview Project-Managing vendor selection is the necessary first step in a successful vendor relationship Methods RFP (Handouts available) SOW / Engagement Letter Other Resources to Identify Vendors Previous RFPs Requests for Information (RFIs) Peer Recommendations Industry Groups
9 Vendor Data Security Is ultimately the client s responsibility Include security vetting and planning from the beginning of the selection process Targeted Areas Physical Security Network Security Secure/encrypted communications Client Infrastructure Security HIPAA, Confidential, and other special data categories
10 For Both Client and Vendor Teams Kick-off Meeting Start off on the right foot Get as many people to the table as possible, but make sure your client team is preorganized. Set Expectations Communicate Deadlines Set Communication Protocol Keep Written Records of all Communications i.e. Phone Call Recaps Requests for Information (RFIs) Identify Roles / Responsibilities Industry Groups Narrate Facts of the Matter Designate Priorities Data Sources Custodians Tasks
11 Collection Forensics vs Targeted Collections Technology Choosing the right application and platform Client and vendor teams must work closely together to establish the right tool for each project phase Automated Collection Remote Collection Client Resources Onsite Consultants Culling/Processing Filtering Searching Using Complex Search Terms Processing Specifications Review Review Platform Options Outsourced/Managed Review TAR / Predictive Coding Defensibility
12 Review Platform Management Avoid Confusion Roles and Responsibilities Who is the Database Manager Law firm Client Vendor Confirm Formats Load Redactions Production Reports / Logs Workflow Availability / Support Delivery Method Load Files Encryption
13 Training Support Empower the team with early training Roles and Responsibilities Who is Training Users Client Vendor Levels of Training User Team Leader Power User Admin Available Materials
14 Reporting Formats and Procedures Ask for report format samples in RFP Codify Early Report Formats Reporting Schedule Who sends and receives Need for custom reports
15 Billing Formats and Procedures Create billing procedures at outset to avoid confusion Establish at Kick-off Invoice Formats Client/matter numbers Recipients Law firm Client Consultant Approval / Review Timeline Scope-change, SOW-changes Establish Process Early to Avoid Surprises/Delays
16 Quality Assurance and Control Defensibility is supported by attention to and documentation of quality processes. Plan Ahead What Phases need QC Who is Performing QC tasks Client Law Firm Vendor Consultant Documentation Checklists of QC tasks
17 Lessons Learned Project Post Mortem Perform a project review with the vendor as soon as possible at the completion of a project or phase. Take a Positive Approach Remediation Process Review Vendor Review Documentation
18 Vendors are people they have lives, families don t make unreasonable demands unless absolutely necessary. A project is only going to have a finite number of people trained for that project at a given time. Additional participants can be added and brought up to speed, however, people cannot work 24 hours a day like machines. Everyone communicates using different methods and styles; what works best for you ( only communication) may not work best for everyone else (interactive phone calls). Things to Remember Continued Support
19 War Stories Panel examples and Audience participation Stories from the Trenches! Successes What would you do again? Challenges What would you change?
20 Experienced Litigators and ediscovery professionals are well versed in the best practices supporting vendor selection through RFP-fueled selection processes. The following phase, beginning the project, can equally benefit from policies and procedures such in the form of checklists. Handouts
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