collection, review & production in-house a law ... - lexbe€¦ · phillip hearn lexbe december...

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

mailto:[email protected]


http://lexbe.com/resources/ediscovery-webinars/?LEX=Webinar-PDF-15010-28-eDiscProcs

https://www.linkedin.com/company/lexbe

https://www.linkedin.com/company/lexbe

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


‘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




● 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


Large Doc. Collection, Review & Production



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

http://www.sintef.no/home/Press-Room/Research-News/Big-Data--for-better-or-worse/



Options

● Outsourcing (Managed Review)

● Technology Assisted Review (TAR)

● In-house Document Review

eDiscovery Data Management

Large Document Preparation


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


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



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




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




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


Large Document Review


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)



Digging into Review

Breaking large data loads into review sets gives the reviewer a manageable amount of ESI to work with



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)



Digging into Review Applying the parameters written out in your Discovery Management Plan yields a workable subset of documents ready for review



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


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



● 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



● 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


Thank You

Presenter: Phillip [email protected](512)843-7672

Moderator: Jeff [email protected](512) 554-5714

Webinar Questions: [email protected]

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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’


Lexbe eDiscovery PlatformLearn More About Lexbe

● The Lexbe eDiscovery Platform, is our cloud-based processing, review and production tool. Designed for Attorneys/legal staff to be DIY and easy to use, with no users fees or case fees. Free standard loading with annual plans.

● Learn about our high-speed/high-capacity eDiscovery services, and expert professional services.

● Request a personalized demo and expert consultation today!


collection, review & production in-house a law ... - lexbe€¦ · phillip hearn lexbe december...

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