A Checklist for Getting the Most Out of Your E-Discovery...
Transcript of A Checklist for Getting the Most Out of Your E-Discovery...
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A Checklist for Getting the Most Out of Your
E-Discovery Vendor Relationship
#LPSPG5
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Melissa Schiestel
Moderator:
Melissa Schiestel Litigation Support Manager, Lerners LLP, Toronto [email protected]
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Kristen Atteberry
Presenter:
Kristen Atteberry Litigation Support Analyst, Faegre Baker Daniels
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Brett Tarr
Presenter:
Brett Tarr Counsel, Litigation & E-Discovery; Caesars Entertainment
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• 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
Vendor Management Checklist Take a Project Management Approach #LPSPG5
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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-of-command?
#LPSPG5
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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
#LPSPG5
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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
#LPSPG5
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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 pre-
organized.
For Both Client and Vendor Teams
• 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 #LPSPG5
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Technology Choosing the right application and platform
Client and vendor teams
must work closely together
to establish the right tool
for each project phase
Collection
• Forensics vs Targeted Collections
• 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
#LPSPG5
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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
#LPSPG5
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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
#LPSPG5
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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
#LPSPG5
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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
#LPSPG5
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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
#LPSPG5
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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
#LPSPG5
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• 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 (email only communication) may not work best for everyone else
(interactive phone calls).
Things to Remember Continued Support
#LPSPG5
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War Stories Panel examples and Audience participation
Stories from the Trenches!
Challenges
What would you change?
Successes
What would you do again?
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Handouts
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.
#LPSPG5
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Handouts
#LPSPG5
• E-Discovery Vendor Checklist - Handout_LPSPG5-1.pdf • E-Discovery Vendor Checklist - Points of Contact_LPSPG5.pdf • E-Discovery Vendor Checklist - MeetingNotes_LPSPG5.pdf • E-Discovery Vendor Checklist - Handout_LPSPG5.pdf
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We’ll now open it up for questions
Questions
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Thank You