How Multi-Matter Repositories Control Costs in Corporate E-Discovery
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March 20, 2014 Multi-Matter Repositories Control Costs in Corporate E-Discovery Greg Buckles Adam Barr
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For corporations seeking to bring litigation spending under control, multi-matter repositories offer the promise of dramatically reducing e-discovery costs. With a multi-matter repository, a corporation is able to eliminate duplication and repetition by storing documents just once for use in multiple cases. Multi-matter repositories also give corporations greater control over their legal matters and reduce the likelihood of mistakes and inadvertent disclosures. Now, a new survey by the eDJ Group Inc. sheds light on the use of multi-matter repositories by corporations and their outside counsel. The survey examines how, why and to what extent corporations are using multi-matter repositories. Notably, the survey found that 40% of corporations now require multi-matter capability in an e-discovery provider and another 33% say it is an important consideration. These slides are from a recent Catalyst-sponsored seminar that provided an in-depth look at the growing use of multi-matter repositories, demonstrated how they can help corporations reduce legal costs, and considered the challenges they present. The seminar included detailed results and findings from the recent eDJ survey.
Transcript of How Multi-Matter Repositories Control Costs in Corporate E-Discovery
March 20, 2014
Multi-Matter Repositories Control Costs in Corporate E-Discovery
Greg Buckles Adam Barr
Presenters
Greg Buckles
Adam Barr
Co-Founder of eDJ Group [email protected]
Vice President, Professional Services, Catalyst [email protected]
Agenda
Industry overview—eDJ survey Design and architecture Key functionality Benefits and challenges Q&A
Multi-Matter Repositories
Industry Overview
Responding to the big data challenge Increasing number and size of discovery events Corporations taking control of discovery spend Decreasing number of providers/firms across litigation portfolio o Fixed fee models o Managed service models
Greater diversity and overlap between corporate and cloud data sources
Corporate E-Discovery Landscape
Industry Overview
Traditional matter-based approach to e-discovery Each goes through EDRM model independently Reactive and linear process Fire and forget budgets Objective: Manage entire discovery process as a proactive unified, interactive, iterative lifecycle.
Corporate E-Discovery Landscape
Industry Overview
30-minute interviews with a 5-question poll 12 global corporations, 3 Am Law 100 firms
eDJ Multi-Matter Survey
eDJ Survey
Not every matter will have overlap Concentration on high risk/liability cases Class action, MDL, specific dockets and business units
Leveraging Prior Review?
Still uncommon Respondents said they would if their providers/ systems could
The Discovery Model Reality vs. aspirational Selective sharing vs. global platform
Purchasing Impact Important to all Only driving decisions on specific types of cases with clear overlap
Multi-Matter Facing the Corporate Challenges Data volume
Limited time Complexities of EDRM Multiple parties Silo environments Unpredictable costs Reactionary (fire-drill)
Collections
A Burden of Costs and Risks +
=
Multi-Matter Repository What is it?
Centralized cross-functional environment Manage global collections and cases Single-instance Reduce and reuse Intelligent synchronization and feedback
Single Instance Repository
Collections
Multi-Matter Architecture Processing
Single Instance Repository
Case Sites
Collections
Universal IDs assigned Deduplication Exception/spam filters Append existing documents with new associations Global searches, pre-tag updates Categorize and filter Automated case promotion
Ingestion
Multi-Matter Architecture Data Organization Source—custodians, collections, business units
Threads and families Duplicates and near duplicates Conceptual clustering and topics Filters and pre-tags History—cases, productions, coding decisions
Multi-Matter Architecture Review and Feedback
Single Instance Repository
Dec
isio
n Fe
edba
ck L
oop
Collections
Share and reuse decisions Privileged, redactions, spam, technical problems translations, global privilege log
TAR seeding feedback Cross-matter history
Retain work product and production history Reference for reviewers
Review
Global Administration Functionality
Collection management—track legal hold expirations Create new matters Global security groups Search and distribute Manage global and case workflows
Global Administration Information and Visibility Centralized reporting
Global and case metrics Custom dashboard Dynamic reports Ad-hoc analysis
Active Cases TotalDocs Reviewed NotReviewed Responsive Produced LastActivity Case A 175,832 6,137 164,477 816 690 9/13/2013 Case C 30,954 3,376 27,578 1,788 1,068 11/6/2013 Case D 2,206 1,763 443 1,001 954 10/2/2013 Case F 715 683 32 520 246 11/1/2013
Custodian DocCount Cases Collection Range Cases Produced Barr, Stan 596,023 Case B; Case D; Case R 06/02/2008 - 09/07/2013 Case D; Case R Doe, John 6 Case A 09/30/2012 - 10/01/2012 Gore, Ty 31,173 Case G 01/04/2013 - 03/02/2013 Case G
Custodian Allen, Michael Barr, Stan Coal, Ron Doe, John Gore, Ty Johnson, Tom
[Global] Case List Case Case A Case B Case C Case D Case E Case F
[Global] Custodian Summary
ReviewTeam First Pass SecondPass AvgDocs_UserHour Responsive % Produced Contract Team 18,239 15,141 104 26% 3,256 OutsideCounsel 496 0 27 41% 111
[Case] Review Team Case
Case A Case B Case C Case D Case E Case F
Early Case Assessment New Matter—Gather Better Intelligence Early Available data—start review immediately
Precise targeting for incremental collections Forecasting risk and resources Reuse prior productions
Valuable insight without the expense of re-collecting
Key Benefits Reduce Costs, Save Time and Improve Quality
One-time processing Single-instance savings and efficiency Leverage prior work-product for review and quality control Get new matters started quickly—turnkey design Cross-matter standardization Retain document history
Getting Started… Considerations
Big-data architecture Flexibility and control Intuitive interface—simplicity Intelligent automation Value-based pricing
Q & A
Greg Buckles
Adam Barr
Co-founder of eDJ Group [email protected]
Vice President, Professional Services, Catalyst [email protected]
