Best Practices: Litigation Document Management Applying The Latest Lexbe ediscovery Platform Features and Functionality for Fast and Collaborative Reviews and Productions September 18, 2014 Stu Van Dusen Marketing Manager, Lexbe LC
ediscovery Webinar Series Info Takes Place Monthly Cover a Variety of Relevant ediscovery Topics Presentations Available for Download by Registrants.
ediscovery Webinar Series About Lexbe Lexbe is an Austin, TX based ediscovery software and services provider. Lexbe ediscovery Platform Lexbe 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. Lexbe Sales sales@lexbe.com (800) 401-7809 x22
ediscovery Webinar Series Questions & Technical Issues If you have any questions or technical issues, please e-mail them to: webinars@lexbe.com Questions will be forwarded to Stu and answered during the webinar or via e-mail if we run out of time.
Today s Agenda 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 Zettabytes* 4 3 2 1 Digital Information Created, Captured, Replicated Worldwide Voip Email iphones Peer-to-Peer 2.8 zettabytes of information were created Online Storage and replicated during 2012, a 56% increase Digital Cameras from 2011 (IDC) Facebook LinkedIn DropBox Backup Devices Elastic Storage SaaS Google Streets Personal Blogs Skype World Satellite Images Personal Scanners Customer Service Recordings Public Webcams Google Goggles Netbooks Cloud Instance Servers PaaS 2005 2010 Source: IDC Digital Universe Study (2012) * 1 Zettabyte = 1 Trillion Gigabytes 2015
Review Costs Dominate Total Costs CASE STAGE SOURCE Collection 8% Processing 19% edisc Providers 26% Review 73% Outside Counsel 70% Total 100% Internal Total 4% 100% Best opportunities for further cost savings will be technologies and process improvements that increase attorney review efficiencies. N. Pace and L. Zakaras, Where the Money Goes: Understanding Litigant Expenditures for Producing Electronic Discovery (RAND Institute for Civil Justice 2012)
Stages of Document Management and Review Decreasing Document Volume Increasing Document Relevance
Litigation Lifecycle - Planning & Collection LEP Features Goals Identify ESI Repository & Custodians Collect ESI Quality Control Collections 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 ESI Electronically Stored Information
Litigation Lifecycle - Planning & Collection
Litigation Lifecycle - Culling & ECA LEP Features Goals Expansion, extension repair, denist, deduplication, metadata extraction and fielding Quickly, inexpensively and defensibly reduce ESI to potentially relevant documents Dynamic culling/filtering by Custodian, Date, Document Type, and other metadata fields Cull ESI by date, custodian, metadata and keywords ECA reporting, pivot tables & graphing of ECA collected by custodian, date range, document type, etc. Analyze data to identify collection gaps denist Remove system and other files with low relevancy potential ECA Early Case Analysis One click Excel download for further data and collection analysis Deduplication Remove exact duplicates of files
Lexbe ediscovery Platform Best Practices: Litigation Doc Management Litigation Lifecycle - Culling & ECA Track incoming ESI using pivot charts and visual graphs. Export Early Case Analysis data directly to Excel
Litigation Lifecycle - ESI Processing LEP Features Goals Hundreds of common Native file types supported Accurately and quickly process ESI collected to prepare for review and production Searchable PDF created for best document viewer experience Extract text from natives and OCR images for optimal searchability Multi-server scalability for fast load, processing and index for review Organize data for optimal review process
Litigation Lifecycle - ESI Processing Securely Upload and Process Native Documents Directly in Your Browser Assign Case Participants and automatically perform optical character recognition (OCR) on all incoming documents
Litigation Lifecycle - Document Review LEP Features Goals Fast, dual-index search Code documents accurately, quickly & cost effectively Dynamic release review sets for reviewer loadbalancing and quality control Identify responsive, privileged & attorney s eyes only (AEO) ESI Near duplicate groupings for batched review Search, ID, & issue code key documents Utilize TAR to speed review and include review accuracy AEO Attorneys Eyes Only TAR Technology Assisted Review
Litigation Lifecycle - Doc Review: Search Dual Search Index ensures that all of the contents of a document are searchable and viewable Captures Embedded Text Captures Text Excluded From Print Captures Hidden Text Imaged/OCR Yes No No Native Extraction No Yes Yes Yes Yes Yes Index Method Lexbe Dual Index
exbe ediscovery Platform Best Practices: Litigation Doc Management Litigation Lifecycle - Doc Review: Workflows Dynamically create, assign, and release review sets to maximize reviewer efficiency and eliminate dependencies.
Litigation Lifecycle - Doc Review: NearDup Apply near duplicate detection to identify inconsistent coding and prevent the inadvertent disclosure of privileged case information
Litigation Lifecycle - Doc Review: NearDup Near duplicate detection can elso enable email threading for streamlined review of electronic conversations.
Litigation Lifecycle - Doc Review: NearDup
Litigation Lifecycle - Production LEP Features Goals Fast production to maximize review time Flexible production options Fast production throughput rate with scalable back-end architecture Blended productions (Native, PDF & TIFF) Safeguards against inadvertent production of privileged documents Loadfiles for all popular review platforms: DAT (Concordance, Ringtail), DII (Summation), XLSX (Lexbe) NearDup identification of undiscovered privileged documents
Litigation Lifecycle - Production
Litigation Lifecycle - Depos & Motions Goals LEP Features Dynamic fact & issue timelining Reports by Deponent, date range, issue Organize key case issues and facts by linking to supporting case documents Workflow tools to support deposition preparation Transcript, key document highlighting and annotation Workflow tools to support motion practice Reports for motion preparation
Lexbe ediscovery Platform Best Practices: Litigation Doc Management Litigation Lifecycle - Depos/Motions: Timelines
Litigation Lifecycle - Depos/Motions: Transcripts
Litigation Lifecycle - Trial & Appeal LEP Features Goals Searchable repository at trial Maintain access to case documents that may be brought up by opposing counsel Timelines dynamically update with new testimony or other evidence added Allow rapid timeline updating for live case testimony Maintain case data and documents throughout the trial and appeal process Nearline access of all case documents throughout the trial and appeal process Case participant information retained for later conflict checking
Lexbe ediscovery Platform Summary Critical Elements of a Litigation Document Management Solution 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
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
Thank You Contact Info Gene Albert: Lexbe Principal gene@lexbe.com (512) 686-3382 Stu Van Dusen: Marketing Manager svandusen@lexbe.com (512) 843-7672 Lexbe Sales: sales@lexbe.com (800) 401-7809 x22 Webinar Questions: webinars@lexbe.com