Phillip HearnLexbe
December 7, 2016
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House
Best practices to plan, staff, project manage and complete your next 'project from hell'
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eDiscovery Webinar Series
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
About our Webinars
eDiscovery Webinar Series
We are an Austin, TX based eDiscovery software and services provider, specializing in serving small & medium-sized law firms and organizations. We provide:
● Cloud-based DIY eDiscovery processing & document review software
● High-speed ESI document processing and data conversion services
● Experienced eDiscovery specialists and expert consultants
Lexbe Sales [email protected]
(800) 401-7809 x22
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
‘Cost-effective eDiscovery’ “A powerful litigation document management service”
‘Secure, easy-to-use and a great review tool for consideration’
About Lexbe
○ Over 10 years of litigation knowledge, managing document heavy litigation in state and federal courts
○ He manages the professional services and technical staff at Lexbe and is certified in ediscovery.
○ Certified by the Association of Certified E-Discovery Specialists (ACEDS)
○ Education: Liberty University, BS, Education
Phillip Hearn
800-401-7809
(512) 956-5594 [email protected]
eDiscovery Webinar SeriesPhillip Hearn bio
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
● Data Growth and the Changing Landscape
● Preparing your Firm for eDiscovery Projects
● Assessing the Scope Of Your Project
● Creating your Collection Plan
● In-house Review
● Determining your Best Production Options
● Key Take-Aways
● Conclusion
Agenda
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
Large Doc. Collection, Review & Production
Large Doc. Collection, Review & Production
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
The Explosion of Data
The data volumes are
exploding, more data has
been created in the past
two years than in the
entire previous history of
the human race.*
Over the next 4 years
data will grow
exponentially
* Forbes Article: http://www.forbes.com/sites/bernardmarr/2015/09/30/big-data-20-mind-boggling-facts-everyone-must-read/#1c32899c6c1d
Large Doc. Collection, Review & Production
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
Options
● Outsourcing (Managed Review)
● Technology Assisted Review (TAR)
● In-house Document Review
eDiscovery Data Management
Large Document Preparation
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
What are the things a firm can do today to get ready for potential eDiscovery projects?
● Server Processing Power○ Most firms can upload 10GB/ Day. What does the math look
like when you get a big project?
● Vet vendors ahead of time
● Determine what type of formats you will likely work with
● Review and organize your templates
Preparing your Firm for eDiscovery Projects
Large Document Collection
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
What are the first steps to take once a production request is received (the Triggering Event)?
Start Working on your Written Plan“Reduce your plan to writing. The moment you complete this, you will
have definitely given concrete form to the intangible desire.” -Napoleon Hill
Creating your Collection Plan
Large Document Collection
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
What are the first steps to take once a production request is received (the Triggering Event)?
Assess the Scope Of Your Project● Amount of data in GB● Tools● Timeline● Ask Yourself:
■ what is needed ■ when is it needed and ■ how is it needed
Start Working on your Written Plan
Creating your Collection Plan
Large Document Collection
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
Nuts and Bolts of Your Written Plan● The Plan (creating the net)
○ The 30,000 foot view ■ Date ranges■ The Sources (Custodians) ■ Locations■ Venue
● Time limits
● The Point of Contact (identifying the funnel)○ The person(s) responsible for the flow of information and
data
Creating your Collection Plan
Large Document Collection
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
The Power of the Written Plan
A Discovery Plan will allow you to determine what you need to line up ahead of time :● Specialized Expertise
○ Forensics○ eDiscovery Specialists○ Technical Expert (IT support) for Collection
● Scalable Server Processing
Creating your Collection Plan
Large Document Review
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
How To Cull To a Manageable Set
How can a firm cull hundreds of thousands of documents into a manageable set?
● It’s all in the written plan. ○ Who (Custodians)
○ When (Dates/ Parameters)
○ What (Type of data, format of native data)
○ Where (Logistical methods of retrieval- their office?)
○ How (Keywords/ Search)
Large Document Review
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
Digging into Review
Breaking large data loads into review sets gives the reviewer a manageable amount of ESI to work with
Large Document Review
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
Digging into Review Referring to the Discovery Management Plan the reviewer can apply the predetermined parameters such as the Who (custodian) and When (date ranges)
Large Document Review
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
Digging into Review Applying the parameters written out in your Discovery Management Plan yields a workable subset of documents ready for review
Large Document Review
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
What does a firm need to do in order to “project manage” the review in-house?
● Processing power must be up to task. Consider a scalable cloud solution
● Let technology do the heavy lifting○ Ensure that software can assign review sets○ Use reports to find under and “over” performers
● Coding is your workhorse. Ensure that your written plan establishes the coding framework
Proactive Approach- Review
Large Document Production
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
As review is completed what are production options for a large document case?
2 options
● All-In
● Rolling
○ Create an “assembly line”
○ Several small productions allows for better time
management and quality control
Proactive Approach- Production
Large Doc. Collection, Review & Production
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
● Be proactive, firms do not have to wait until a production request is received to get started.
● The Discovery Management Plan provides the structure needed to move through collection, review and production in an efficient manner.
● The plan should outline all of the “Who, When, Where, What and How” questions.
● A Project Manager can keep things moving efficiently by monitoring progress.
● A Rolling Production allows your team to hit multiple small deadlines, alerting you early on if review is falling behind.
Key Take-Aways
Large Doc. Collection, Review & Production
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
● With ever increasing amounts of ESI, firms need to have a strategy for managing large document eDiscovery cases.
● Complex discovery does not have to mean complicated. Large document review can be managed in-house with proper planning.
● Look for a scalable cloud solution that will allow you to increase server processing at upload, access project management tools and take advantage of advanced search and indexing tools.
Conclusion
We’ll be making the following available to webinar attendees:
● A recorded streaming version● MP3 podcast● PDF
Please let us know if you have any questions or comments about this webinar or suggestions for future topics. This webinar is part of the Lexbe eDiscovery Webinar Series. For notices of future live and on-Demand webinars as part of this series please email us at [email protected] or Follow us on LinkedIN.
Thank You For Attending
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
Thank You
Presenter: Phillip [email protected](512)843-7672
Moderator: Jeff [email protected](512) 554-5714
Webinar Questions: [email protected]
Lexbe Sales [email protected]
(800) 401-7809 x22
‘Cost-effective eDiscovery’ “A powerful litigation document management service”
“Because of the Lexbe software, the entire playing field has been leveled for my firm.”
‘Lexbe cost advantages, SaaS convenience and search capabilities appeal to many small firms
“Lexbe is the easiest eDiscovery software I have ever used’
‘Secure, easy-to-use and a great review tool for consideration’
A Law Firm’s Guide to Handling Large Document Collection, Review & Production In-House| December 7th 2016
Lexbe eDiscovery PlatformLearn More About Lexbe
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