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Best Practices: Litigation Document Management

Stu Van DusenMarketing Manager, Lexbe LC

Applying The Latest Lexbe eDiscovery Platform Features and Functionality for Fast and Collaborative Reviews and Productions

September 18, 2014

eDiscovery Webinar Series

○ Takes Place Monthly

○ Cover a Variety of Relevant eDiscovery Topics

○ Presentations Available for Download by Registrants.

Info

Best Practices: Litigation Document Management | eDiscovery Webinar Series | September 18, 2014

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.

○ 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.

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]

Questions will be forwarded to Stu and answered during the webinar or via e-mail if we run out of time.

eDiscovery Webinar SeriesQuestions & Technical Issues



Best Practices: Litigation Doc ManagementToday’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

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


Best Practices: Litigation Doc Management

N. Pace and L. Zakaras, “Where the Money Goes: Understanding Litigant Expenditures for Producing Electronic Discovery” (RAND Institute for Civil Justice 2012)

Review Costs Dominate Total Costs

CASE STAGECollection 8%

Processing 19%

Review 73%

Total 100%

SOURCEInternal 4%

eDisc Providers 26%

Outside Counsel 70%

Total 100%

Best opportunities for further cost savings will be technologies and process improvements that increase attorney review efficiencies.



Stages of Document Management and Review


Decreasing Document Volume

Increasing Document Relevance


Litigation Lifecycle - Planning & Collection

LEP Features

⃝ 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

Goals

⃝ Identify ESI Repository & Custodians

⃝ Collect ESI

⃝ Quality Control Collections

ESI Electronically Stored Information



Litigation Lifecycle - Planning & Collection



Litigation Lifecycle - Culling & ECA

Goals

⃝ Quickly, inexpensively and defensibly reduce ESI to potentially relevant documents

⃝ Cull ESI by date, custodian, metadata and keywords

⃝ Analyze data to identify collection gaps

LEP Features

⃝ Expansion, extension repair, deNIST, deduplication, metadata extraction and fielding

⃝ Dynamic culling/filtering by Custodian, Date, Document Type, and other metadata fields

⃝ ECA reporting, pivot tables & graphing of ECA collected by custodian, date range, document type, etc.

⃝ One click Excel download for further data and collection analysis

deNIST Remove system and other files with low relevancy potentialECA Early Case AnalysisDeduplication Remove exact duplicates of files



Lexbe eDiscovery Platform

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

Goals

⃝ Accurately and quickly process ESI collected to prepare for review and production

⃝ Extract text from natives and OCR images for optimal searchability

⃝ Organize data for optimal review process

LEP Features

⃝ Hundreds of common Native file types supported

⃝ Searchable PDF created for best document viewer experience

⃝ Multi-server scalability for fast load, processing and index for review



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

Goals

⃝ Code documents accurately, quickly & cost effectively

⃝ Identify responsive, privileged & attorney’s eyes only (AEO) ESI

⃝ Search, ID, & issue code key documents

⃝ Utilize TAR to speed review and include review accuracy

LEP Features

⃝ Fast, dual-index search

⃝ Dynamic release review sets for reviewer load-balancing and quality control

⃝ Near duplicate groupings for batched review

AEO Attorneys’ Eyes OnlyTAR Technology Assisted Review



Litigation Lifecycle - Doc Review: Search


Index Method

Captures Embedded

Text

Captures Text

Excluded From Print

Captures Hidden Text

Imaged/OCR Yes No No

Native Extraction No Yes Yes

Lexbe Dual Index Yes Yes Yes

○ Dual Search Index ensures that all of the contents of a document are searchable and viewable


exbe eDiscovery Platform

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




○ Near duplicate detection can elso enable email threading for streamlined review of electronic conversations.


Litigation Lifecycle - Production

LEP Features

⃝ Fast production throughput rate with scalable back-end architecture

⃝ Blended productions (Native, PDF & TIFF)

⃝ Loadfiles for all popular review platforms: DAT (Concordance, Ringtail) , DII (Summation), XLSX (Lexbe)

⃝ NearDup identification of undiscovered privileged documents

Goals

⃝ Fast production to maximize review time

⃝ Flexible production options

⃝ Safeguards against inadvertent production of privileged documents



Litigation Lifecycle - Production



Litigation Lifecycle - Depos & Motions

Goals

⃝ Organize key case issues and facts by linking to supporting case documents

⃝ Workflow tools to support deposition preparation

⃝ Workflow tools to support motion practice

LEP Features

⃝ Dynamic fact & issue timelining

⃝ Reports by Deponent, date range, issue

⃝ Transcript, key document highlighting and annotation

⃝ Reports for motion preparation




Litigation Lifecycle - Depos/Motions: Timelines



Litigation Lifecycle - Depos/Motions: Transcripts



Litigation Lifecycle - 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

LEP Features

⃝ Searchable repository at trial

⃝ Timelines dynamically update with new testimony or other evidence added

⃝ Nearline access of all case documents throughout the trial and appeal process

⃝ Case participant information retained for later conflict checking




● 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

Critical Elements of a Litigation Document Management Solution


Summary

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 YouContact Info

Gene Albert:Lexbe Principal

[email protected](512) 686-3382

Stu Van Dusen:Marketing Manager

[email protected](512) 843-7672

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

Webinar Questions: [email protected]








