Tag Archives: eDiscovery Best Practices

Ipro Case Study with Chamberlain Hrdlicka

Challenge:

With a thriving practice, the burden of growing discovery volumes was challenging to manage. Chamberlain Hrdlicka had adopted litigation document review, processing, and transcript management software years earlier; however, with exponential growth in client data volumes, the limitations of that software became glaringly evident. They experienced performance and workflow issues on many cases, resulting in a great deal of stress on human resources. As a result, they set out to optimize the firm’s litigation software technology.

Their goals when searching for a new e-discovery solution for the firm and their 125 attorneys were to:

  • Increase ingestion speed by utilizing a distributed computing
  • Improve reviewer efficiency and precision for their legal
  • Reduce stress on their eDiscovery team

Prior to the implementation of the Ipro eDiscovery Suite, they found themselves working nights and weekends waiting for documents to upload into review. Their eDiscovery group could only take on so much work due to the time it took to prepare for review and prepare productions.

Solution

The Ipro eDiscovery Suite provided their firm with powerful processing, review and production capabilities “unlike any we’ve had before,” which allows them to give clients the relevant data they need at quicker speeds. “We’re able to maximize the integrated platform to quickly ingest, cull and search data collections, taking advantage of the advanced analytics features for e-mail threading, deduping, automated clustering and converting relevant documents to TIFF while the review is still in progress.” Chamberlain Hrdlicka

Prior to using Ipro, the process to review a current caseload would require a much larger team of reviewers; now, they can accomplish the same task in less time with significant cost savings. They can conduct a high-level ECA (Early Case Assessment) once the documents are into the review platform to know if there are gaps and whether they have everything they need for the case. The Ipro eDiscovery Suite has allowed them to handle large, intricate cases on a routine basis while mitigating significant impact to their attorneys’ workload. Despite the relatively small team, Chamberlain Hrdlicka can now optimize efficiency and productivity through the use of state-of-the-art technology, setting themselves apart from other firms—both large and small.

Benefits

“The addition of Ipro revolutionized how we work, what services we provide, and the number of resources required to get the work done. Upon implementation, Ipro led us to create a service provider model within our firm, allowing us to save time, resources and money and serve our clients in a more meaningful way.” Chamberlain Hrdlicka

The Ipro eDiscovery Suite ultimately improved the firm’s ability to produce higher quality, streamlined reviews and provided the flexibility to handle cases of any size. Using Ipro, they were able to increase their caseload by hosting over 330 cases and 40TB of data, while still working fewer hours and maintaining a small team. “The workflows are well thought out and the system is intuitive to use, which minimized the learning curve for our technical staff, support personnel and attorneys as they adopted the system.” Chamberlain Hrdlicka

They can offer their clients confidence in what the review process will cost. There won’t be any surprise expenses associated with using a third-party vendor or data hosting fees. They continue to leverage Ipro’s advanced technology to provide innovative, defensible and cost-effective eDiscovery and litigation support services. They can reduce client costs through increased productivity and reduced complexity, rather than by discounting rates.

To learn more about Ipro’s eDiscovery suite and how it can work for you, contact us or visit our website for more information.

 

About Chamberlain Hrdlicka

Chamberlain Hrdlicka is a diversified business law firm with offices in Atlanta, Houston, Philadelphia and San Antonio. The firm represents both public and private companies, as well as individuals and family-owned businesses across the nation. The firm offers counsel in tax planning and tax controversy, corporate, securities and finance, employment law and employee benefits, energy law, estate  planning and administration, intellectual property, international and immigration law, commercial and business litigation, real estate and construction law.

https://www.chamberlainlaw.com/

 

About Ipro Tech, LLC

Simplifying the Process from Discovery to Trial

Ipro is a global leader in eDiscovery technology used by legal professionals to streamline discovery of electronic data through presentation at trial. Ipro draws upon decades of innovation to deliver high-performance software solutions and services that significantly reduce the cost and complexity of eDiscovery.

https://iprotech.com

 

A Day in the Life of an Ipro Trainer/Consultant

Ipro Trainers

Ipro’s Trainers and Consultants are a division of the Professional Services group. Our team is comprised of professionals from a variety of backgrounds in the legal industry. Together, we’ve worked in just about every space within the legal, Litigation Support, and eDiscovery business including law firms, corporate legal departments, service providers, independent business owners and trial consultants. Every member of the team brings their expertise and insight to assist you. You’ll find that we’re a talented group who share a common passion for problem-solving and a deep commitment to client satisfaction.

Day to day, we’re tackling any number of tasks that could include creating customized workflows for specific clients, troubleshooting, building templates, conducting deployment and training sessions, administering certification exams, advising our users of best practices for taking advantage of our software and working with our product development team to deliver feedback on new products and features.

Of course, collaborating with our clients is priority number one. However, we also work on a variety of projects that range from the design of training and deployment agendas to software testing for our product development team to development and documentation of workflow solutions. And we especially love to get our hands ‘dirty’ and assist clients with software implementations as well as data and server migrations. Our software is very powerful and can be utilized in many different ways. Our job is to ensure our clients understand the best workflows to help them win their cases!

We take great pride in the fact that we are often advocates for you, our clients. We know the challenges you face because we’ve been in your shoes and have the tools to research and provide customized solutions using Ipro products.

To learn more about our services and products, visit our website.

How to Get the Most Out of Product Training

Ipro Training and Certification

You or your company just purchased a new software product, and it’s now your task to learn how to use it. To tackle the training, first decide which one of these learning styles are you?

The button pusher: I don’t have time for training, so I just jump in, push buttons and see what happens, clicking around until hopefully, I get the desired result.

Instructions exist for a reason: Everything I need to know is in this fifty-page manual, so I’ll spend the next several days (or weeks!) reading every page and hope by the end it all makes sense.

Sign me up! I want the visuals and ability to ask my questions from an expert, so an in-person or web-delivered training class is my speed.

Hope for the best: Ignore the new software and hope no one asks me how to use it.

Now, depending on what you’re doing, any of those (except the last one, let’s be honest) could be an effective method, but when it comes to discovery and trial software, is it really a time saver to guess your way through a new product? Or spends hours plowing through manuals with no applicable knowledge? Are you maximizing the technology’s full capabilities? Is it more frustrating than helpful?

Of course, not all software providers offer training, but here at Ipro, we want our customers to be efficient, confident, and satisfied, to get the most out of their product investment.

If you want to be the Sign me up! person (and you should), here are a few tips to getting the most out of your product training session.

Come prepared to learn. Sounds obvious, but very often it can be challenging to tune out the work waiting for us and clear the mental space to absorb new information. Time to turn off those email notifications for a few hours.

Share your knowledge and business usage. Being able to discuss how you use or will use the software in your business can help the trainer ensure you get the information you need. As an added bonus, you may be helping someone else in the room think about their own application of the product. Win-win.

Consider how you learn best. At Ipro, we offer several methods to get the training you need from our online Ipro Community to webinars to in-person training both at our location or yours. Take a moment to assess the best way for you to get the training. Maybe it’s coming to an Ipro location to remove office distractions. Or maybe it’s better to schedule training at your location to include more key players. Maybe you learn well using online tools and a webinar would suit your needs. Setting yourself up on the right platform is one sure way to succeed.

Take notes. In addition to the material a trainer may provide, be sure you are taking specific notes on how the product or solution works in your environment. Keep track during the training to be sure to ask how a section may be applicable to your work. Never be afraid to ask questions. That’s what training is all about.

Following these simple but important tips can help ensure you get the most out of your time investment when attending product training.

To find the right Ipro product training for you, including the all-new TrialDirector 360, click here.

Tech Tip Tuesday: Pausing Jobs and How This Could Affect Deduplication in eCapture

Here’s a common situation that could cause problems when pausing jobs and a tip to prevent it.

When it comes to pausing jobs you should know the possible impact this could create with deduplication. In general, pausing a job will not impact anything with the job, but this can change depending on other jobs that are running or will be run. Here is an example of something that can happen:

We start a job called Job A. Then we pause Job A and start another job (Job B) in the same custodian.

We are de-duplicating at the custodian level.

Let’s say Job A has processed 10 files before it was paused, one of those files was found in Job B > Job B will list the item as a duplicate of the item in Job A.

Let’s let Job B finish and unpause Job A and let it finish

The last item in Job A was a duplicate of an item in Job B > Job A will deduplicate it out, keeping the item from Job B

In this case, both jobs have an item that was deduplicated from the other. Whichever job discovers the item first will be the reference, and all other jobs will mark their items as duplicates, even if one job finishes before the other or if a job is paused.

Starting jobs

 

Let’s go over another scenario:

Let’s start Job A and let it get through the same 10 documents again, then pause it

Now we will start Job B and let it finish. One of Job B’s items is a duplicate of one of the items in Job A that is done with processing and gets deduplicated

Now we delete Job A. What happens to the item in Job B? It still is marked as a duplicate, and will still be deduplicated.

Now we are in a problem where an item is getting marked as a duplicate despite the original job being deleted. Normally if we delete Job A before starting Job B, this wouldn’t cause a problem, but because the jobs were active at the same time, the jobs are now “linked” by their duplicate items, and deleting one job means potentially re-running the other.

Knowing this ahead of time in the event you need to pause a job will ensure nothing important to your review gets missed.

For more tips be sure to check out the Ipro Community page or visit Iprotech.com.

Tech Tip Tuesday: Moving your Authorization Server

Today’s Tech Tip comes from a most asked question received on our Ipro Community.

Moving your Authorization Server

From time to time we get requests on assisting with moving an authorization server. There are many reasons why someone might want to do this, but if you forget to do some small steps, it will result in having to call Ipro Support to clear everything for you before you can reauthorize. This also affects moving serial numbers for Classic products between machines as well. So to help make things easier the next time you need to move your authorization, here is how to do it without needing to call in.

Online Authorizations
On the ORIGINAL authorization machine, open the Ipro Auth Manager. Note for eScan-IT and Copy+ this can be accessed manually by going to the install location
Click on Authorization Management > Remote Management > Deactivate
Install the Ipro Auth Manager on your NEW authorization machine and input your ClientID and Serial number from the other machine.
If it is already installed, click on Authorization Management > Remote Management > Activate
Ensure you get a Valid status in your Auth Manager

Offline Authorizations
Install the Ipro Auth Manager on your NEW authorization machine and input your ClientID and Serial number from the other machine.
Open the Ipro Auth Manager on the NEW machine
Click on Authorization Management > DAT Management > Export
Save the DAT file somewhere on your computer
Email CSR@Iprotech.com with that DAT file and request for it to be authorized. You should receive a new DAT file from them
Go back to the Ipro Auth Manager and click Authorization Management > DAT Management > Import
Select the new DAT file you received from CSR@iprotech.com
Ensure you see the Valid status in your Auth Manager

For dongle users, the only thing to remember is to move the dongle from the old machine to the new machine. If you for whatever reason can no longer access the Ipro Auth Manager from the ORIGINAL machine and you are using an online authorization, please contact Ipro Technical Support to have us clear your account manually on our end so you can reauthorize on the new machine.

For more tips, be sure to join our Ipro Community.

Tech Tip Tuesday: eCapture

eCapture

We polled our Support team and Ipro Community to find some common questions our product users had and the best resolution. Check back on Tuesdays for more tech tips to help you make the most of your Ipro investment.

Pausing Jobs and How This Could Affect Deduplication: eCapture

If you are ever in the situation where you need to pause a job in eCapture for some reason, then you should know the possible impact this could create with deduplication. In general, pausing a job will not impact anything with the job, but this can change depending on other jobs that are running or will be run. Here is an example of something that can happen:

We start a job called Job A. Then we pause Job A and start another job (Job B) in the same custodian.
We are de-duplicating at the custodian level.
Let’s say Job A has processed 10 files before it was paused, one of those files was found in Job B > Job B will list the item as a duplicate of the item in Job A.
Let’s let Job B finish and unpause Job A and let it finish
The last item in Job A was a duplicate of an item in Job B > Job A will deduplicate it out, keeping the item from Job B

In this case both jobs have an item that was deduplicated from the other. Whichever job discovers the item first will be the reference, and all other jobs will mark their items as duplicates, even if one job finishes before the other or if a job is paused. Let’s go over another scenario:

Let’s start Job A and let it get though the same 10 documents again, then pause it
Now we will start Job B and let it finish. One of Job B’s items is a duplicate of one of the items in Job A that is done with processing, and gets deduplicated
Now we delete Job A. What happens to the item in Job B? It still is marked as a duplicate and will still be deduplicated.

Now we are in a problem where an item is getting marked as a duplicate despite the original job being deleted. Normally if we delete Job A before starting Job B, this wouldn’t cause a problem, but because the jobs were active at the same time, the jobs are now “linked” by their duplicate items and deleting one job means potentially re-running the other.

For more tips, be sure to join our Ipro Community.

Video File Formats – What is best?

One of the many powerful tools available for use in litigation is video. Video can be used to tell a story, depict a day in the life of someone, see the actual event happening, see a witness’s demeanor during examination, substitute for a witness who cannot attend the trial in person, impeachment and the list goes on. From the early days of 8mm film, followed by VHS tapes to today’s digital video, this tool is an essential part of almost every trial.

When an attorney used 8mm film, VHS tapes or LaserDisc, the setup and use was straightforward. Someone would hook up the player to a projector or TV and when they needed it, they pressed the play button. Pretty easy. Once digital video came into the mix, things started to get complicated. While you still hook up to a projector or TV and press the play button, digital video has some potential complications that can add a degree of difficulty you really don’t need at trial.

Digital Formats:
One of the most common digital formats and the focus of this blog is MPEG. MPEG is an acronym for Moving Pictures Experts Group. This group of authorities set the standards for audio/video compression and transmission of the digital files that everyone “abides” by. These standards set the compressed data format to a standard video compression specification. Creation of these digital files requires software known as a “video codec” that includes an encoder that can compress the video into a smaller file size and a decoder that will decompress the files for playback. More on video codecs later.
The original MPEG standard that was first developed and released in 1993 was called MPEG-1. This standard is still very much in use today and has continuously been recommended, especially in litigation, because MPEG-1 doesn’t require anything special to make it work. Using an MPEG-1 video compression algorithm, a 120-minute video would be compressed to about 1.2 GB. MPEG-2 is a standard that has been adopted by most of the movie producing companies because of the higher visual quality of video available during playback. The compression algorithm of MPEG-2 would take a 120-minute video and compress it to about 4GB – 8GB, but with a much higher quality than MPEG-1. With the eruption of the internet, MPEG-4 has steadily become the standard of choice thanks to its high level of compression while maintaining a high level of quality during playback. One of the many reasons that MPEG-4 has become popular is that its compression algorithm will compress a 120-minute video to about 300MB and maintain a very high quality. Choosing a video format essentially becomes a comparison between power, speed, storage capacity and fidelity or quality of the video and the requirements to play the video, i.e. video codecs.

Issues:
When it comes to working with digital video files, the number one culprit that causes issues is the video codec. If you have ever had audio play, but not the video or had some MPEG files play but not others, it is because the video codec is incompatible. Video playback software that came pre-installed or was installed after the fact may install their own codec and you can have multiple codecs installed on the same computer. When this happens there are potential conflicts and it is unknown what codec will be used with what video. The problem is consistently found when dealing with MPEG-2 video files and less of an issue with the other MPEG formats. There are several packages commercially available that can be used to determine what codecs are installed and what may or may not be conflicting.
A secondary issue when dealing with digital video that may be encountered is that not all digital video is created equally. Just because the format is MPEG-1 or MPEG-2 doesn’t mean that it is compliant or compatible with the player. One thing to verify is if the video was created using a constant bit rate or a variable bit rate. Another possible area to check is if within the file format, standards or “parts” have been included. For example, MPEG-4 Part 8, is video formatted using a method to carry the content on IP networks. Another would be MPEG-4 – H.264 or Part 10 that supports video resolutions up to 4096×2304 or 4K UHD. Making sure that your video codec supports constant or variable bit rates and parts or variants to a format will help alleviate some of the potential issues you may encounter.

Conclusion:
When it comes to working with video files and having issues, find out who/what created the video, if there are any non-standard or non-compliant issues and what video codecs are installed on the computer. Taking these steps to resolve any issues beforehand is critical to a smooth presentation and keeping your focus where it needs to be at trial.

Do Your Numbers Survive the Tank?

With almost all marketing associated with eDiscovery, Law Firms, Providers and Software companies alike tout that an advantage of using Acme Company is “Efficiency,” but how are people measuring efficiency? A year ago, at our Ipro Innovations conference, we had a breakout session where we posed the question “Do you know your cost per GB?” Of the 40 or so attendees at that session, not a single person raised their hand. Unfortunately, I don’t think anyone was surprised by that non-reaction. Yet here we are claiming “I am the most efficient person in all the land”.

For those who know me, I am an avid fan of the show Shark Tank. I am always impressed by how well prepared the “Pitchers” are with being able to regurgitate their numbers- cost per unit, cost to ship, if we can get a bigger Purchase Order we can use a manufacturer that will drop the price per unit by $0.32. Why can’t our industry do the same? Do we care? Is the pricing model too convoluted? Is it impossible to calculate all the factors? Project Management, Software, Hardware, Storage, Technicians, to name a few. Everyone states that pricing is a “Race to the Bottom,” so there is more pressure on companies involved with hosting to be as aggressive as possible on pricing.

But if efficiency is truly important and a market differentiator, shouldn’t it be emphasized from the top down? When speaking with Chief Officers, Directors and others involved with the bottom line they are interested in how to become efficient. Experience tells us, that’s where the discussion stops. When a company is looking to evaluate a new solution, tool or workflow, the details are usually handed off to an analyst of some sort to go through a spreadsheet of some “374” line items of features they must test. Rarely in my experience have I seen a spreadsheet like this contain something associated with “efficiency.” More importantly, if the analyst decrees that the solution they are evaluating doesn’t have “27” items they want then that solution is deemed a non-solution. But wait, what if a solution allowed you to gain 32% more efficiency overall and those items deemed as non-starters only pertain to 6% of your projects. Does the 32% efficiency on the 94% outweigh the 6%? Do you have a way to calculate that information? Shouldn’t it be weighed? Does the analyst have any guidance as to how to measure that?

I was talking to a CTO just a few weeks back after Legal Week in New York, and we were both lamenting the perception that our industry is so unique we can’t treat our businesses like others outside our industry. Business is business is business, and if you don’t know your numbers, how can you make decisions on pricing, staffing, ROI, TCO? How do you teach your staff about the importance of efficiency? Data sizes are not going down, but pricing is. Wouldn’t the ultimate goal be to do more with the same? With outsiders starting to take an active interest in the direction of eDiscovery maybe it’s time to start paying attention to more than the top line revenue and EBITDA alone. And for some, how do you get an offer from one of the Sharks?

How Secure is your (Technology) World?

We’ve all seen the headlines of breach after breach of big corporations, such as Target and Yahoo. Perhaps the most alarming was the Equifax breach in late 2017 affecting 145M customers, the full impact of which is still yet to be determined. Rightfully so, cyber attacks like this keep our personal and professional security top of mind.

As legal industry professionals, the security of sensitive data is critical. We all know the confidentiality of document review for eDiscovery. A breach of information could potentially cause irreparable damage. Imagine hundreds of privileged documents for a high-profile client suddenly becoming public fodder (think, Sony’s epic email breach). Or the juicy details of a divorce proceeding, ahem, Tiger Woods, or even the strategy email exchanges between you and your client. Needless to say, these scenarios would produce a devastating outcome.

So, what can we do to protect data in this age of cyber hackers? One major consideration is to move to the Cloud. Cloud-based technology offers a variety of defenses against electronic breaches of information primarily by utilizing robust auditing and encryption for sensitive data. In the eDiscovery world, using a cloud-based review tool not only gives you flexibility and contributes to a more efficient review, but it provides the necessary security to ensure the data in your care is safe.

Now that 2018 is under way and the looming compliance deadline of the General Data Protection Regulation (GDPR) approaches, the responsibility to ensure adequate privacy and security has never been more critical than now, especially if your needs require data-sharing with large corporations at risk for security breaches.

On a personal level, consider storing important and sensitive documents in the Cloud. Avoid the hacker hangout of public WiFi. Use complex password conventions. Be leery of unsolicited emails asking for private information or links to click. Use two-factor authentication whenever available. Keep your computer systems updated. Finally, monitor, monitor, monitor- your bank accounts, credit accounts, and credit reports. Vigilance, both personally and professionally, is the best defense against a cyber attack.

For more information about Ipro’s cloud-based technology, click here.

Should Small Firms Adopt eDiscovery?

To a small law firm, perhaps one of the most anxiety-inducing aspects of eDiscovery is the uncertainty. There is a starting point and an endpoint, but the in-between can be a walk through a minefield. The most significant question of all can be, “Can we do our eDiscovery in-house?”

To help you safely navigate eDiscovery, let’s look at the most common pitfalls you’re likely to encounter and how to get past them.

You Don’t Have a Lit-Support Staff

When people think about discovery, it’s usually teams of attorneys burning the midnight oil, sifting through data to find that smoking gun. It can take an entire supporting staff to manage the technology that gets ESI in front of reviewers. These are the folks whose responsibilities include:

  • Loading data into review systems
  • Keeping the pipeline moving by batching data
  • Handling technical issues that might arise

However, the cost of maintaining or outsourcing work quickly becomes prohibitive, limiting the size of cases you can manage. Fortunately, as eDiscovery has become more common, related technology is making leaps and bounds.

For example, Ipro Tech’s Automated Digital Discovery platform lets organizations of any size implement a workflow where discovery data is automatically copied, processed, filtered and loaded with minimal human interaction. Systems like these can quickly pay for themselves; time and staffing requirements are reduced while more extensive and lucrative cases become feasible.

Your Current Solutions Can’t Scale to Your Projects

The phone rings. It’s the case of a lifetime. You eagerly agree. But fast forward a few months; megabytes become terabytes, and your eDiscovery platform is redlining trying to keep up.

It’s critical to remain aware of any thresholds your technology might have, and plan accordingly. If you’re expecting to take on bulkier cases, choose an eDiscovery platform for the future. Knowing the options for swappable and burstable licensing is a must before committing to a solution. Does the provider offer both; In the Cloud or Behind the Firewall options?

Make sure you find a veteran provider, like Ipro Tech, who offers live support, training and consulting to ensure clients are never stuck while deadlines loom. Client-focused providers often have service teams, like Ipro’s Professional Services, which are deployed to provide clients with any necessary support from implementation to project management.