Top Tips for Building Your Case for Text Analytics

| | Analytics, Assisted Review

You’ve heard the buzz about text analytics, and you know the technology can help your team realize big savings on e-discovery time and costs. Still, you’re feeling like the sole champion of analytics in your office. Maybe it’s not on your team’s radar yet, or they’re squeamish about straying from linear review—or they’re just not sure where to begin.

If you’re on board but not sure how to get the rest of your team to join you, try following these five tips, starting where we left off with yesterday’s post: 5 Email Threading Facts That May Surprise You.

1.    Define what’s available—and start with email threading.

One of the quickest wins among text analytics tools also turns out to be one of the simplest to explain. Begin the conversation with email threading, then help your team understand their other options. Your team may hear “analytics” and think only technology-assisted review, but you know there’s a lot more to it than that.

2.    Set the precedent.

You can showcase the defensibility of these tools by referencing well-known court cases so your team knows they don’t have to worry about judicial approval. It’s also helpful to support these decisions with technical validation of the software you have in mind, so dig up some white papers that discuss its reliability.… Read More »


5 Email Threading Facts That May Surprise You

| | Analytics

Of all the text analytics tools available for e-discovery today, email threading is one of the quickest wins. Simply by organizing emails in their data by conversation, case teams can significantly reduce the reviewable set—saving thousands of review hours and dollars.

When you’re facing a review of a data set with a considerable number of emails, threading the conversations contributes even more organizational and time-saving benefits than you might think. Here’s how.

1.    It’s a powerful complement to near-duplicate detection.

When you combine the duplicate analysis you’re already doing with email threading, you can organize and identify duplicate emails in your data in one motion. Depending on the use case, it may also be most efficient to run near-duplicate detection together with email threading—that way, in one swoop you can quickly streamline both the emails and other data types in your set.

2.    It’s a way to batch out emails to reviewers consistently.

Once your emails are threaded, you’ll have a much easier time giving reviewers logical batches of documents to review, and your review will go faster. Use your email threads to send whole conversations instead of parsed, random emails. By following full conversations instead of reading bits and pieces, your reviewers can code their batches more confidently and consistently—saving you QC work down the road.… Read More »


6 Ways to Bring Legal and IT Departments Closer Together

| | Information Governance, Seen in the Field

Though their missions often intersect, IT and legal departments sometimes have trouble getting on the same wavelength. In discussions on information governance policies, IT teams may think about data retention from a cost standpoint, while legal may approach it from a regulatory compliance standpoint. Whatever their starting points, the two teams must come together in the end.

If the two departments are unable to bridge the gap, the time and cost consequences on litigation are significant—and failing to identify relevant information during e-discovery could lead to sanctions. But, if IT and legal can build policies together, the benefits unfold quickly.

Here are six tips for bringing these groups together for more effective e-discovery.

1. Create and test data maps.

In advance of e-discovery, develop a data map accounting for all the data repositories within the organization. This will help legal teams quickly find business records—particularly important in the event of litigation. Once the map is created, analyze your repositories to ensure they follow the standard it sets—and share that map with the company to encourage compliance.

2. Build and implement a data retention policy.

Throughout litigation, clearly defined data retention policies are critical for ensuring your preservation and identification processes are defensible.… Read More »


Is Your Glass Half Full of Information Governance?

| | Information Governance, New Resources, Seen in the Field

As electronically stored information continues to accumulate faster and in more formats than ever before, we’ve all recognized the growing challenges and risks involved in managing it. However, as current studies suggest, information governance (IG) is still not on most corporations’ lists of priorities.

The Information Governance Initiative (IGI), dedicated to advancing IG as a priority among today’s corporations, set out to answer a burning question in their annual research report for 2015: “Are the experts optimistic or pessimistic about the state of information governance in 2020?”

Hearing what today’s practitioners have to say about tomorrow’s potential for IG is a strong indicator of whether our industry is on the right path. Take a look at IGI’s “tension pair” and decide which statement resonates most with you.

Statement 1
By 2020 information governance will help drive relatively minor improvements in the way organizations manage information, but on the whole, the problem will be the same or worse than it is today. This will manifest itself in multiple ways, such as growing e-discovery costs and ongoing e-discovery battles over information, continued growth in outdated and useless information stored by organizations, and a struggle to contain data breaches.

 VS.

Read More »

3 Things I Learned Setting Processing Standards with the EDRM

| | New Resources, Processing, Seen in the Field

This year, I was lucky enough to help with the first draft of the Processing Standards Guide, published by the EDRM on March 10. The document aims to set basic standards for processing in our industry. While writing it, the EDRM Processing Standards Group took pains to achieve the goal of enabling those responsible for processing data for e-discovery to ask the right questions and make good choices.

As the principal author of this document, I was enlightened not only by the content we published but by the experience of drafting it. Here are a few of those insights.

1) Our industry can do better in providing guidance on processing data.

As our group put this document together and read through the many responses to the draft, this became more apparent than ever. Inconsistency in this stage of e-discovery could lead to incorrect or incomplete information influencing cases. Even some of the earliest decisions—such as which time zone to set, or how to de-duplicate records—may seem simple enough when you’re first processing your data, but it pays to be thoughtful about them. The definitions and guidelines the EDRM is drafting will help clarify processing workflows and, as a result, streamline review and improve analysis of electronic data.… Read More »


Relativity Innovation Awards Spotlight: New Flavors for Managed Services

| | Platform Story, Seen in the Field

Iris Data ServicesRelativity Fest 2014 introduced the first annual Relativity Innovation Awards, which recognize exceptional custom applications built by Relativity users. One of our inaugural year’s winners, Arc—built by Iris Data Services—enables the Relativity Premium Hosting Partner to offer diverse managed services and deployment options to their customers.

Adi Elliott, vice president of marketing at Iris, recently sat down with me to provide his perspective on Arc, discuss how it’s affected their business and customers, and provide some tips for others looking to apply for the award.

Shana: What was the problem you needed to solve with this application?

Adi: Arc really came about because e-discovery managed services is our core business and previous to Arc, we had to go to market by offering straightforward infrastructure-as-a-service (IaaS) setups. Every time a prospect came to us, we had to tell them they’d need their own license of Relativity to get started—and then come to us to spin up in the infrastructure and help them get up and running.

So we saw this segment in smaller firms that wanted access to the technology and our services, but we couldn’t offer them a solution that met their specific needs. We had to take a step back and figure out how to solve that problem.… Read More »


Introducing the Relativity Board Game

| | New Resources
This satirical blog post and product announcement were created for kCura’s April Fools’ Day 2015 celebration. (We wish it were real, too!)

Glass harmonica inventor Benjamin Franklin once said, “Tell me and I forget. Teach me and I remember. Involve me and I learn.”

Ben Franklin knew what he was talking about, and this adage is one we take to heart. e-Discovery is a collaborative space, but not a lot of folks realize it. We often hear stories of customers working closely with their own clients, while involving multiple members of their own teams—and sometimes even bringing us into the mix—to solve complex cases with tight timelines. We see groups like our most recent Relativity Innovation Award finalists collaborating internally to create really killer custom apps built on the platform. And when we launch new products, we love to involve our customers, hear their feedback, and figure out how to best solve their problems with technology.

But there’s still a pain point related to collaboration that legal and e-discovery professionals ask us about frequently, which we haven’t yet figured out: getting their families involved with e-discovery. In fact, recent studies show that most children don’t learn what e-discovery is until sometime between third grade and law school graduation—and it’s not for lack of trying.… Read More »


Beyond Rio Tinto: Real-world Proof Points for Analytics

| | Analytics, Assisted Review, Seen in the Field

Earlier this month, we posted a two-part series on our exciting—albeit rocky at first—journey with analytics in e-discovery, as well as some takeaways from Judge Peck’s recent Rio Tinto opinion. As we’ve mentioned around this topic, there’s been a lot of growth in analytics usage over the last couple of years.

But how has all this translated to tangible benefits? We’ll break it down into our three goals for analytics in e-discovery: making e-discovery faster, easier, and more insightful. Check out a few real-world stories below, and visit our Customer Wins page for more.

Speed

InventusLaw firm Thompson & Knight recently approached Inventus, an e-discovery service provider, for support on an internal investigation that required an immediate start to review—and by “immediate” we mean they collected data on a Friday and needed prioritization done by Monday.

Thompson and Knight Law FirmThough initially wary of the timeline, the Inventus team set up a computer-assisted review project to prioritize the 86,000 documents a keyword search returned from the initial 1.8 million-record set. After only one training and two QC rounds, the team achieved an overturn rate of just 9 percent.

With this analytics workflow, the case team managed to review just 2,100 documents and immediately prioritize a responsive set of about 12,000 records—all in a single weekend.… Read More »


5 Principles to Guide Your Internal Learning Program

| | New Resources, Seen in the Field

Last month, my colleague Stan Pierson posted an article about building your team’s e-discovery IQ, outlining five steps for helping in-house legal teams be successful with their end-to-end litigation strategy. As he points out, building a training program tailored to your team’s needs is one of the most important steps for success—but it’s not always clear where to start, so I thought I’d add a bit to the discussion.

In the past, I’ve shared key tips for developing an internal training platform and discussed these principles at Relativity Fest, but I thought I’d dive a little deeper into what to keep in mind when building a training program—and how to get started.

1.    Adults are autonomous and self-directed.

Involve your team in choosing interactive trainings. A good start is gathering your team’s perspective about what topics to cover and inviting them to identify opportunities that reflect their interests. For example, would they prefer an introduction to collection best practices? A deep dive into recent court cases influencing e-discovery? A hands-on training on text analytics?

Get Started: Before formalizing a learning schedule, gather your team for a brainstorming session on what they’d like to learn. Get consensus to establish topics to prioritize for the team and invite suggestions for content or trainings of interest.

Read More »

How to Review Text Messages Most Efficiently

| | New Resources, Review & Productions, Seen in the Field

Our team sometimes gets asked about reviewing text messages, and one of our Premium Hosting Partners, D4, recently put together an awesome blog post that addresses the issue.  We wanted to share it with all of you. The post was originally published on D4’s Discover More blog in January.

D4 - Powered by PeopleThere are very few people today who don’t thumb text messages on their phones. We tend to treat text messages as if they can’t be retrieved once we hit send. “Nobody will find this” one may tell themselves. Oh really? What happens when opposing counsel requests that text messages are included from one of your key custodians? At first, you object in that your client’s text messages are not “reasonably accessible,” but that argument isn’t as easy to win as it used to be. Once you’ve accepted the fact that review of the text messages is going to happen, the question hits you“How can text messages most efficiently be reviewed?”

The answer may surprise you. Think of each individual text message as a record (like an email or Word document). If properly collected, each text message record has metadata associated with it that can be used to stitch together the bigger story.… Read More »