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5 Must-Follow Best Practices for Implementing New eDiscovery Technology

new ediscovery technology

There’s no question any organization can benefit from new eDiscovery technology. However, it’s still important to keep in mind this requires more than just making a purchase. To fully reap all the benefits (and avoid disrupted productivity), there are best practices that an organization should keep in mind when bringing in the latest technology.

Because organizations today vary so much in size and scope, we will discuss a few of these best practices from a high level. There might be one or more practices specific to your own organization, but the following concepts are universal.

1. Outline Your Objectives

For starters, simply replacing your old products is not an adequate objective. Similarly, it’s not sufficient to implement new eDiscovery technology, then send out a company-wide email to announce it, and then hope your team adopts the new software. Instead, apply a project-management approach. Set tangible goals to define your success, e.g.:

  • Check Workflow Compatibility
  • Deploy Role-Specific Training
  • Perform Comprehensive Testing
  • Ensure Proper Migration

When you’re measuring concrete objectives against tangible metrics, determining success is less of a mystery. It also makes setting future objectives, which might depend on technology integration, much easier.

2. Check Workflow Compatibility

Most organizations are unique in the way individuals go about doing their jobs. New eDiscovery technology is usually deigned to mirror, from somewhat of a high level, these workflows. But don’t assume the technology on your short list will line up perfectly with your own workflow.

Many customer-focused providers — Ipro Tech, for example — will deploy professional teams to your location to ensure a successful integration. This can save you countless hours and resources, as it’s obviously a disruptive process to re-define current roles in order to accommodate new technology.

3. Deploy Role-Specific Training

Your team is made up of individuals with different responsibilities, and their day-to-day experiences with your new technology will vary greatly. It’s important to tailor training specifically to the objectives and challenges these individuals will face.

For example, it’s very unlikely someone in your administrative group will need to troubleshoot database connectivity. Conversely, nobody on your IT staff is going to be responsible for syncing up Bates numbers. Don’t dedicate too much time to training individuals beyond their day-to-day responsibilities, and don’t leave anyone with a knowledge gap that will hamper their productivity.

4. Perform Comprehensive Testing

Just like sending that companywide email to announce your technology launch, it’s not adequate to simply open up access to users and ask them to hunt for bugs. Instead you should employ a comprehensive search for specific shortcomings by applying established testing methods:

  • Organizational Testing — Audit your organization to ensure necessary resources are available, such as online training and technical manuals, people well versed in the new technology, and a forum or wiki for sharing information.
  • Feature Testing — Before you add to or modify your new technology, run features through likely scenarios to ensure users are prepared to have them in workflows.
  • Performance Testing — It’s important to be aware of your technology’s limitations, so deliberately attempt to max out its performance to discover those limits.

Testing, obviously, prepares your organization for any missteps that might occur once your technology is fully implemented. I can’t overstate how important it is to clear these obstacles in testing environment, rather than having them stumble through them during your real-world operations.

5. Ensure Proper Migration

Once your previous technology is completely phased out, it’s going to be very difficult (if not impossible) to recover any data phased out with it. Gain peace of mind you’re retaining any data you’ll eventually need by performing a full-scope migration for new eDiscovery technology. Think of this as a checklist reminding you to gather up important items like:

  • Historical Data — This often-archived data, when re-examined, can guide future efforts through insights into activity, contextual factors and trends.
  • User Information — Avoid duplicating setup tasks by checking information related to how individuals work within an environment.
  • Work Product — Perhaps most importantly, protect that critical data prepared specifically ahead of litigation.

With these data sources checked off, you can more confidently sunset the technology you’ve been using without worrying that critical resources are vanishing alongside it.

Get Answers Today

If you have any questions about the material in this post, please don’t hesitate to contact Ipro Tech. An experienced eDiscovery professional is standing by ready to deliver the answers you need.

3 Ways to Control eDiscovery Costs

Control eDiscovery Costs

eDiscovery Costs: The Big Picture

There’s no “magic bullet” that will fractionalize eDiscovery costs, but that’s not to downplay the importance of chipping away at them. According to Norton Rose Fulbright’s 2016 Litigation Trends Annual Survey, on average litigation spend can account for at least 0.1 percent of revenue for companies worldwide. And because discovery can eat up more than 50 percent of the cost of litigation, it’s understandable that respondents were wary of eDiscovery spending:

“A significant proportion of respondents talked about the costs and resource implications of eDiscovery and how it was growing out of proportion to the benefits gained.”

—Norton Rose Fulbright’s 2016 Litigation Trends Annual Survey

But rather than considering this a negative, it’s important to see the big opportunity: you can become a hero to your organization by leaning out expenditures on eDiscovery. Empowering you to seize that opportunity is what drives innovation here at Ipro Tech. Let’s take a look at three ways you can save eDiscovery dollars by spending wisely and reducing the amount of time, people and errors involved in the process.

Understand the Scope of Your Data

In the book E-Discovery: An Introduction to Digital Evidence, you’ll find an important (if not common-sense) assertion: “E-discovery costs can inflate rapidly when investigators haven’t planned the discovery’s scope carefully…”

Be fully aware of what it’s going to take to get through your data, and then make sure you have the right resources in place to handle the job. It’s incredibly stressful — not to mention expensive — when you’re left at a standstill because your technology or personnel aren’t enough to get it done.

You can save a substantial amount of money simply by shopping around, rather than scrambling to add resources at the last minute.

stressful ediscovery costs

Automate Key Steps of Your Workflow

With the advent of new eDiscovery technology, such as Ipro’s ADD Automated Digital Discovery® platform, it’s becoming possible to get more done with fewer touches. For example, you no longer need staff dedicated to pushing batches through your workflow. Streaming technology can automatically move data, for example, between processing and review applications — creating a dynamic feed of documents without long waits for each batch.

Fewer human touches not only saves you time, it can drastically cut down those errors which are, frankly, unavoidable with people handling data. To further simplify the process, some of the newest eDiscovery technology includes an easy-to use interface that lets anyone with user permissions upload data to your workflow. You can also find features that help you establish chain of custody, and create numerous types of reports.

Leverage Cloud-based Resources

As we’ve discussed before, leveraging cloud-based resources for eDiscovery can provide a huge competitive advantage. For starters, you avoid the significant expenses involved with IT personnel and infrastructure. Many of today’s most customer-centric technology providers stay on the leading edge with offerings such as software (SaaS) and infrastructure (IaaS) as services.

Savings aren’t the only advantages of moving to the cloud. Because you can add resources as needed, without long-term commitments, you can take on larger (and more lucrative) matters without maintaining the resources needed to handle them. The cloud also removes many technological headaches, leaving you free to focus on litigation.

The Ipro Cloud is one option here, and Ipro has developed a network of more than 400 service providers who offer our software via their own hosting platforms.

Get Answers Today

If you have any questions about the material in this post, please don’t hesitate to contact Ipro Tech. An experienced eDiscovery professional is standing by ready to deliver the answers you need.

Top 4 Reasons for Moving to Cloud eDiscovery

move cloud ediscovery

The first time I saw someone with a netbook, I have to admit thinking, “Who in the world would want a computer that can only connect to the Internet? What about all your files and applications?” That skepticism didn’t last long, though, especially after I saw the price of netbooks — and spent an entire day lugging my 2000s-era laptop around various airport terminals. It’s fair to say experiences like mine helped cloud computing catch on as quickly as it has.

But in some industries folks aren’t so quick to fall in love with the latest technology, and law is certainly one of them. That means early adopters of new legal technology — when it eventually proves essential — will hold significant advantages over those who maintain wait-and-see attitudes. Cloud eDiscovery is a perfect example. With that in mind, I’d like to present what are (in my humble opinion) four of the biggest reasons for moving to a solution like the Ipro Cloud.

1. Cloud eDiscovery Saves You Big Money

Technical resources like servers and IT personnel are expensive, but you entirely avoid those costly outlays when they’re the responsibility of your cloud provider. In fact, many of today’s most customer-centric technology providers are also creating new pricing models — usually tailored to your business needs, as an enticement — that allow you to avoid paying for something you don’t use.

2. Cloud eDiscovery Lets You Focus on Litigation

Let’s be honest: you can only get so much done in a day, and it takes lots of time to learn new stuff. If you’ve put decades toward becoming one of the best in your field, why learn how to be an IT guy? Cloud eDiscovery removes not only much of the cost of technology, but also most of the headaches that come with configuring and maintaining it. You just focus on what you do best… litigation.

3. Cloud eDiscovery Makes You More Nimble

With the ability to add software and infrastructure as needed, you’re free to grow your business in real time, without being handcuffed to projected growth. This business model, which effectively levels the playing field, is quickly catching on. In fact, Forbes estimates that worldwide spending on cloud services will have grown nearly 20 percent — to more than $141 billion — between 2015 and 2019.

4. Cloud eDiscovery Can Give You a Competitive Advantage

Let’s look at competition in the legal sphere like a foot race: If your competitor maintains that wait-and-see attitude while you confidently move forward, it’s like taking off at a dead sprint while your opponent has yet to get past the starting line. If I haven’t convinced you by now, perhaps it’d be best to leave you with some thoughts from the Harvard Business Review:

As cloud services have matured and adoption has increased, research has consistently shown that using cloud has enabled companies to act more quickly and to collaborate more easily. This has conferred competitive advantage on early adopters.

Get Answers Today

If you have any questions about the material in this post, please don’t hesitate to contact Ipro Tech. An experienced eDiscovery professional is standing by ready to deliver the answers you need.