O365 AND EDISCOVERY: WHAT'S NEW? - O365 and eDiscovery.pdfNEW FEATURES AND FUNCTIONS Title Status...

O365 AND EDISCOVERY: WHAT'S

NEW?

SPEAKERS

Derek Nagel, Esq.

Consultant

Epiq

(770) 390-5928

[email protected]

John Collins

Director, Information

Governance

Options Clearing

Corporation

312-322-6275

[email protected]

AGENDA

• History

• What’s new in “Standard” eDiscovery

• Advanced eDiscovery

• What’s new in Advanced eDiscovery

• Resources

EXCHANGE TO SHAREPOINT TO OFFICE 365: HISTORICAL PERSPECTIVE ON EDISCOVERY IN

OFFICE 365

Exchange 5.5

ZERO eDiscovery Capabilities

Exchange 2000


Exchange 2003


Exchange 2007


Exchange 2010

eDiscovery out of the box!

Office 365

eDiscovery out of the box

Equivio Acquisition

Processing & Analytics

Security & Compliance Center

New eDiscovery architecture

10 years: no out-of-the box eDiscovery tools 2009 to present: out-of-the-box eDiscovery tools

2009 2011 2013 2016

PowerShell

Archiving

Backup Tapes

JournalingExMerge

Clearwell, EnCase

Enterprise, etc.

Security & Compliance Center

New eDiscovery architecture

20151998

HISTORY OF O365’S EDISCOVERY TOOLS

Office 365 available 3/2011

Exchange 2010

Exchange Control Panel (ECP)

• Discovery Search

• Discovery Mailbox

• Litigation Hold

2011

Exchange 2013

Exchange Admin Center (EAC)

• Introduce In-Place Hold

• Improved indexing

• New search syntax (KQL)

February 2013

SharePoint 2013

SharePoint eDiscovery Center

• SharePoint and Exchange content

• Case model

• Filtering

February 2013

Equivio Acquisition

• January 2015 acquisition date

• Structured analytics

• Technology Assisted Review

December 2015

Security & Compliance

Center*

• Built from ground up in O365

• More scalable, faster exports

Q1 2016

July

20

15

Compliance Center

De

ce

mb

er

20

15

Protection Center

SharePoint 2010

• VERY limited eDiscovery functionality

2011

LEGACY TOOLS

Exchange Admin Center (EAC) SharePoint eDiscovery Center

SECURITY & COMPLIANCE CENTER

EDISCOVERY IN OFFICE 365

Standard eDiscovery

• Search mailboxes, OneDrive for

Business, SharePoint sites, O365

Groups, Teamso Keywords, proximity, date range, metadata

• Preserve In-Place (hold)o No disruption to custodians—they don’t know

they are on hold

o No collect or copy to preserve

o No journaling

• “Preview” preserved contento Not a review tool!

• Collect and exporto Mailbox ESI PST or MSG

o ODB and SharePoint ESI Native

Advanced eDiscovery

• Processing o OCR

o Text extraction and indexing

o MD5 hashing

o Load file creation

• Advanced Analyticso Near-duplicate detection

o Thread analysis

o Predictive coding (“relevance”)

o Themes

WHAT’S NEW?

User InterfaceNew Features

and FunctionsEnhancements

USER INTERFACE

NEW FEATURES AND FUNCTIONS

NEW FEATURES AND FUNCTIONS

Title Status Tags Added to

Roadmap

Public Disclosure

Availability Date

eDiscovery Export to compressed folder (zip file) Launched O365 09/11/2017 Q3 CY2017

eDiscovery Case Holds, Search and Export

modernization Launched Windows Desktop 09/11/2017 Q1 CY2018

eDiscovery - Export all content to archive (zip) Launched O365 01/10/2018 Q1 CY2018

eDiscovery Compliance Boundaries Launched

Information

Protection 06/27/2017 Q1 CY2018

eDiscovery Legal Hold Notices In development 09/11/2017 Q4 CY2018

Advanced eDiscovery: Search & Tagging In development O365 05/11/2018 Q4 CY2018

Microsoft Teams- eDiscovery Enhancements (calling) In development Microsoft Teams 10/24/2017 Q4 CY2017

Microsoft Teams - eDiscovery Enhancements

(Meetings) In development Microsoft Teams 10/24/2017 June CY2018

Advanced eDiscovery: Analyze non-Office 365 data Previously released

Information


Office 365 Advanced eDiscovery Optical Character

Recognition (OCR) Previously released

Information


CONTINUAL EVOLUTION

• Improved indexing

• Improved assessment

(search statistics)

• Iterative searches

• Improved reporting

• Additional content

sources subject to

tools

2011

Exchange and SharePoint Specific Tools

July 2015

Consolidated Search Against Exchange and SharePoint

December 2015 Advanced Analytics

December 2017

Import Non-O365 for Advanced eDiscovery Analysis

August 2018

Advanced eDiscovery Search and Tagging

ADVANCED EDISCOVERY IN OFFICE 365

Data Volume Increases Every Year

The majority of discovery spend is review (Rand)

EXPORT FROM 0365 REDUCED BY 60% VIA

MACHINE LEARNING IN ADVANCED EDISCOVERY

AUTOMATED TEXT ANALYSIS IN OFFICE 365

18

THEMES (CLUSTERING)

19

Identifies the conceptual

themes in a document

collection. Quickly understand

the “types” of documents.

EMAIL THREADING, NEAR DUPLICATE ANALYSIS

• Useful on almost any volume of data

• Recommended standard final step before

attorney review

20

EMAIL THREADING -DETAILS

21

PREDICTIVE CODING IN OFFICE 365

PREDICTIVE CODING

• Predictive coding

A technology-enabled process that

employs an algorithm to classify

documents

23

RELEVANCE IN ADVANCED EDISCOVERY

• Support vector machine (SVM) active learning

• System identifies text features that indicate relevant & non-relevant

documents

• Documents ranked based on presence of text features

• Built-in statistical modeling to measure effectiveness

24

THE PROCESS IS SIMPLE, BUT TAKES A FEW DAYS TO COMPLETE

25

THE EXPERT MAKES A SERIES OF YES/NO

DECISIONS

26

Simple Yes/No,

Keep it/Lose it

choice for each

document

THE FIRST SET IS A RANDOMLY SELECTED

CONTROL SET

27

Identifies Richness

at start

THE EXPERT RECEIVES FEEDBACK AFTER EACH

SET OF 40 TRAINING DOCUMENTS

• 40 document training samples

• Documents selected by the system

• Results available after each round

• Expert driven – no delay between rounds

28

PROGRESS IS UPDATED AFTER EACH ROUND OF 40 DOCUMENTS

29

PROGRESS IS UPDATED AFTER EACH ROUND OF

40 DOCUMENTS

30

TYPICALLY FEWER THAN 2,000 TRAINING

DOCUMENTS ARE REQUIRED TO COMPLETE THE

PROCESS

• System stable when F-Measure no longer improving

• System not gaining value from additional rounds of training

• Next step is to batch rank or apply the algorithm to all documents in the collection

31

THIS IS THE BEST RESULT FOR THIS TOPIC AND THESE DOCUMENTS

32

FINAL RESULTS PROVIDE GUIDANCE ON WHERE TO SET THE CUTOFF SCORE BUT THE CASE TEAM DECIDES

33

REVIEW TO RELEVANCE RATIO

34

UNDERSTANDING THE RESULTS

• RichnessThe percentage of all the documents in the population that are relevant

• RecallOf all the relevant documents in the population, the percentage that are returned by the search

• PrecisionThe percentage of documents returned by a search that are relevant

35

OPTIONS FOR VALIDATION TESTING

• Test what’s left behind

Test random selection of documents

below the cutoff score

• Test a range

Test documents in slices – ranges of

scores

• Use existing review calls

Compare against existing review calls

from another source

36

ADVANCED EDISCOVERY WORKFLOW

GETTING

DOCUMENTS TO

ADVANCED

EDISCOVERY

• Create and run a search associated with a case

• Prepare search results for Advanced eDiscovery

• Go to the case in Advanced eDiscovery

PROCESS &

ANALYZE DATA

IN ADVANCED

EDISCOVERY

• Must process and run ‘Analyze’ before running predictive coding

• Express Analysis – quickly processes, analyzes (threading & near-duplicate) , and exports documents

• If doing predictive coding, a two step process:– Process – extracts text and OCR images to

supply text for analytics & can import non-Office 365 data

– Analyze – Processes the text through email threading/near-duplicate analysis/Themes clustering

PREDICTIVE CODING IN RELEVANCE

• Select document set for predictive coding

(Loads)

• Configure your issue(s) (e.g.

Responsiveness)

• Assign reviewer

• Create Relevance samples from Track page

• Make review decisions from Decide page

41

EXPORT RESULTS

• Download to Azure location (for loading

into an Azure based hosting tool)

• Download to local secure location (for

loading into a service provider’s review

platform or a local on-premise hosted

review solution)

• Downloaded content is “load ready”

• Lightweight Excel available for very small

sets

42

WHAT’S NEW IN ADVANCED EDISCOVERY

IMPORT NON-OFFICE 365 CONTENT FOR ADVANCED EDISCOVERY ANALYSIS

• Introduced November 2017

• Allows for import of documents

and files to Azure storage blob

– Does NOT include PST files

• Data uploaded must be

associated with licenses O365

user with E3 and E5 or stand-

alone AeD license

SEARCH & TAGGING IN ADVANCED EDISCOVERY

• Search content within your

existing Advanced eDiscovery

case, including:

– keywords

– metadata

– Themes

– Relevance scores & tags

• Tag search results for

organization or selecting export

content

• Available Q4 CY2018 (currently

beta)

SEARCH & TAGGING IN ADVANCED EDISCOVERY

REVIEWING SEARCH RESULTS

TAG RESULTS WITH CUSTOM LABEL

EXPORT TAGGED DOCUMENTS

• Limit export to documents that

are tagged with a particular label

• Further reduce content that is

exported from Advanced

eDiscovery

SEARCH & TAGGING -LIMITATIONS

• Only the first 10,000 documents

(according to sort order) from a

given search result can be

previewed at once

• When selecting documents, you

cannot select from multiple

preview pages – you can only

select documents from the same

page, or the entire query

RESOURCES

SUPPORT.OFFICE.COM

https://support.office.com/en-us/article/Security-and-Compliance-in-Office-365-for-business-Admin-Help-7fe448f7-49bd-4d3e-919d-0a6d1cf675bb?ui=en-US&rs=en-US&ad=US

DOCS.MICROSOFT.COM

https://docs.microsoft.com/en-us/MicrosoftTeams/teams-overview

TECHNET

https://technet.microsoft.com/en-us/library/dn532171.aspx

TRUST CENTER

https://products.office.com/en-us/business/office-365-trust-center-cloud-computing-security

EXCELLENT REFERENCE

https://gumroad.com/l/O365IT

VIDEO BLOG

https://www.youtube.com/playlist?list=PLXPr7gfUMmKwn422HmCx7b7D5qh9T6frb

ROADMAP

https://products.office.com/en-us/business/office-365-roadmap

MICROSOFT IGNITE

• Annual conference

• 20k+ attendees

• Major product announcements

• Roadmaps

• eDiscovery sessions with Microsoft experts, including E.J. Bastien and Rachi Messing

– Reduce legal fees and gain insight into your data leveraging Office 365 Advanced eDiscovery

– How Microsoft Legal drives down eDiscovery costs with machine learning in Office 365

– Quickly find what’s relevant and reduce risk with intelligent eDiscovery in Office 365

To access free recorded sessions go to:

https://www.microsoft.com/en-us/ignite/default.aspx

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