Tag Archives: eDiscovery managed services

The eDiscovery Impostor and How to Spot Them

eDiscovery impostor

The eDiscovery Impostor and How to Spot Them

“To err is human,” but in an industry as seemingly driven by precision as eDiscovery, errors are all too common. Yes, mistakes are going to happen. Which is why we can fall back on processes and procedures to ensure that even when those mistakes happen, there are controls in place to catch and correct them.

Technology can go a long way in helping with Quality Control, especially when you’re dealing with large document and data sets, which increase the chances of missing something. But technology is only as good as its users, and according to some in eDiscovery, you have to be on the lookout for impostors.

What is an eDiscovery impostor? It’s simply a vendor or service provider that doesn’t deliver up to the standard expected or demanded by the requirements of the industry and the law. If you find the pickles were left off of a hamburger after you pull out of the drive thru, sure, it’s frustrating, and depending on how much you love them, you may even turn the car around to get what you had coming. But in the legal space, meeting deadlines with accurately processed and produced evidence is literally the law, and there are very real consequences for not meeting expectations.

Technology Impostors

Sometimes it’s an issue with the technology itself. Tom O’Connor, director of the Gulf Coast Legal Technology Center and well-known industry thought-leader noted in an earlier article that errors loading data into many eDiscovery tools “Is still a mess. I (and people I work with) still get up to two-thirds of their load files with errors.” And then on the backend of that process, many solution-platforms lack reporting to help with QC. “This is absolutely crucial,” O’Connor stated. “And it’s astonishing to me how many programs don’t do it or do it in an incomplete manner.”

Service Provider Impostors

There are other types of eDiscovery impostors on the vendor and service provider side of things. Sal Llanera, who has over 25 years of experience in Forensic Technology, has held executive positions with Ernst & Young and other top accounting/consulting firms in New York supporting law firms in complex fraud and litigation assignments, and is the Founder and Principal of SL Data Management, shared some stories of his personal experiences with eDiscovery Impostors.

No QC on production deliverables:  One time an e-Discovery outfit approached me through a friend and offered me $20/gig for processing. So I sent them some personal emails (gmail accessed via Outlook) as a PST for a processing test. About 30% came back as junk, most likely due to rendering issues. I asked them what happened, and they blamed my emails, then had the audacity to ask if I’d give them another chance. 

People disappear when there are issues: With one particular vendor, we had some issues with the data over the weekend. No call back till a weekday. Come-on, we work with lawyers in a reactive environment. No weekend support?  Subpar work-ethic. This situation actually hurt my business.

Did not process data: A few years ago, I asked a friend in the business to handle a processing job for me. I handed over the drive, and in return he bought me a cup of coffee. Great, right? Two weeks later, I found out he never processed the data. It was such a large dataset, he figured I wouldn’t notice. I no longer talk to him. And like the second example, this directly hurt my business.

How to Avoid eDiscovery Impostors

Like anything else where you need to check veracity, simply do your due diligence. Ask providers for references. And then ask those references questions like:

  • How many projects they’ve done with them?
  • Are they responsive to emails/communication 24/7?
  • Are they problem solvers?
  • Were there any other issues?
  • Were they resolved quickly and professionally?

Even when you think you know someone, a little bit of research in the beginning can make a world of difference with the outcomes.

 

Written by Jim Gill
Content Writer, Ipro

Having Trouble Navigating the Unpredictable Waters of eDiscovery?

eDiscovery adventure guide

Ipro’s eDiscovery Adventure Guide

Find out how 5 legal teams overcame their challenges, utilizing Ipro’s Hybrid approach to eDiscovery.

There are a lot of stakeholders and processes involved in eDiscovery, which makes it an extremely complex adventure. For many years, people said that with the right software, you could handle everything. But software alone isn’t enough. That’s why you need a technology partner to help navigate the unpredictable waters of eDiscovery.

When software isn’t enough: Data continues to grow in size and complexity, and the need for that data in investigations and litigation is now a daily occurrence. For an agile response, innovative approaches to eDiscovery are necessary, and rather than trying to go at it alone, forward-thinking legal teams will look toward a hybrid approach.

Download the eDiscovery Adventure Guide Today!

Ipro eDiscovery Adventure Guide

How Case Managers Bridge the Gap Between eDiscovery Software & Services: An Interview with Lori Bregenzer

eDiscovery case managers

Ipro’s hybrid approach to eDiscovery means we’re more than just a software producer: we bring a true partnership to the table via our Case Managers, whose ultimate goal is to become an extension of your team – to know the details of your data, the deadlines that are looming, and provide options for the most efficient and stress-free experience as possible.

As a way of highlighting this partnership, we’re featuring our Case Managers here in the Ipro Newsroom.

Lori Bregenzer brings over 20 years of litigation technology experience to the Ipro Services Team. Her background as the Litigation Technology Manager for a large law firm and subsequently as the owner of a boutique litigation software training and consulting company has built a solid foundation of both technical and customer-focused skills which she leverages in her role as Case Manager for Ipro.

Here are the highlights of our conversation:

What makes Ipro Case Managers unique in the eDiscovery industry?

“Decades of industry experience using, training, supporting, and consulting on litigation technology. In my positions prior to joining the Ipro team, I struggled to find a service provider who took the time to learn the intricacies of my projects. Quite often, my project was treated as ‘just business’. It’s very rare in this industry to find a provider who strives to becomes a true partner.

“We know the Ipro solutions better than anyone else. We also know our competitor’s software, because we’ve actually used it in the past. Our goal is to become an extension of your case team, bringing value by building in efficiencies, custom workflows, and unparalleled technical skills.”

How does an Ipro Case Manager help clients?

“We take time to learn the details of your project so that we can suggest ways to simplify the complex discovery tasks you face every day. Our goal is to ease the many pain points of processing, document review, and production.”

What are some of the biggest challenges / trends you’re seeing in the eDiscovery industry?

“Collecting, organizing, and managing the ever-expanding volume of data involved in litigation today.”

How does Ipro generally and Ipro’s Case Managers specifically solve these eDiscovery issues?

“Ipro is completely scalable in our solutions. No project is too big or too small. Ipro’s Case Managers have years of experience dealing with all levels of projects and the many difficult processing and production requests that invariably come up.

“This personalized approach to eDiscovery services is what draws me to the Case Manager position. As your Case Manager, I make it my business to build a relationship with your legal team. We’ll discuss your data processing requirements up front and develop a game plan to get your review off to a quick and successful start. I’ll point out ways to conduct document review more efficiently, and thus more cost effectively. Additionally, I’ll know when the deadlines are coming and proactively work with you to not only meet them but beat them.”

To Learn more about Ipro’s Managed eDiscovery Services, visit us here!

Salt Lake Legal Takes on Bigger Cases, Expands Market Share with Ipro Technology Partnership

Salt Lake Legal and Ipro

Salt Lake Legal Takes on Bigger Cases, Expands Market Share with Ipro Technology Partnership

A Proven Partnership

Since 2001, Salt Lake Legal has provided legal support services to law firms and businesses in Utah and throughout the West. From document production, scanning, or electronic discovery, Salt Lake Legal has supported corporate legal teams, large law firms, and solo-practitioners with exceptional legal services.
Salt Lake Legal has used Ipro products for more than a decade, most recently moving to Ipro’s advanced cloud review technology for enterprise clients, giving them the power to take on larger, more complex cases.

Flexibility and Consistency

Even with these changes, Salt Lake Legal’s workflow didn’t change at all. The flexibility of Ipro allowed them to keep their current processes while giving them the confidence that they could easily handle the largest datasets. This eDiscovery power coupled with Ipro’s stellar back office support proved invaluable.

Advanced Analytics and AI

In one instance, Ipro’s advanced analytics and machine learning capabilities helped Salt Lake Legal land a particular case with millions of documents, because Ipro’s TAR functionality helped them quickly cull the data.

“Now more than ever, clients are asking about the TAR feature. Its ability to cull huge data sets really makes a difference in our ability to land bigger cases. Clients also really like the Ipro interface. It’s intuitive and user-friendly, and users can be up and running with it after one run-through on a one-hour web training.”

Shane Bawden, Salt Lake Legal                 Salt Lake Legal and Ipro

A Technology Partner to Grow With

Ipro’s ability to handle growth in the industry, both with technological advances and their ability to support clients, is the reason Salt Lake Legal continues their technology partnership with Ipro year after year.

 

Find out more about how Ipro can partner with your organization to simplify the process from Discovery to Trial.

Why are Managed Services on the Rise in eDiscovery? 4 Scenarios to Shed Some Light on the Matter

eDiscovery managed services

Why are Managed Services on the Rise in eDiscovery? 4 Scenarios to Shed Some Light on the Matter

A few years ago (and maybe still) a lot of people in legaltech spoke of the idea of a single legal team doing everything in-house – end to end – with the help of technology. And this is definitely possible. But only a tiny percentage are able to do this. Because let’s face it – even with the latest technology, eDiscovery is a complicated endeavor, and it would take a very mature legal team, including an eDiscovery-savvy IT department to handle every situation. That’s why managed services are on the rise, with law firms and corporations utilizing them as part of their eDiscovery process.

In a recent article on his blog eDiscovery Strategy, Chuck Kellner laid out a really great overview of some of the reasons why this is happening.

To expand on that, here are some (but certainly not all) situations where eDiscovery services could come into play.

  1. eDiscovery On-Demand

Many law firms (particularly smaller or boutique firms) don’t want to invest in eDiscovery software, infrastructure, or personnel, but it doesn’t mean they aren’t having to deal with Electronically Stored Information (ESI). If the document count stays relatively low, they can usually find a work-around using manual processes (which has its own problems). But when something comes in like an Intellectual Property suit involving a large quantity of documents, manual processes or even legacy technology doesn’t cut it when you have a short turnaround time required to process, review, and produce the ESI needed to deliver a favorable result in the case.

This is where managed services come in. You’re assigned a dedicated case manager who can assist with strategy and planning on how to execute everything including the initial data collection, processing, review, and production. They can reduce your document universe headed to review (which is the largest area of cost in eDiscovery) by leveraging ECA and advanced analytics. They can even help you set up proven review workflows to help your team get the facts as quickly as possible. And after the matter is concluded, the law firm now has a relationship with this case manager, who already understands their firm’s unique needs should another case arise where they need help.

  1. Complex and Specialty Discovery

Just because a firm has eDiscovery processes and technology in place, doesn’t mean they’re prepared to handle every scenario. Custom and complex discovery requests are one example. Let’s say a law firm had a request from an attorney that would only review documents in consolidated PDFs. The attorney provided 4 PSTs, one for each custodian, and in return wanted all emails and their attachments in a single pdf, and all documents within a PST placed in a single pdf portfolio. The final deliverable is essentially 4 giant PDFs. Some may label this an overly complex request and reject it. But a managed services team that specializes in these things can leverage their processing engine to convert PSTs into single files and repackage them into single layered PDFs.

  1. Corporate Legal Teams

As I said before, it takes a mature legal team to deal with complex eDiscovery, particularly when you have large datasets and start moving to the right-side of the EDRM (processing, review, and production). Corporate teams often deal with legal holds, data preservation and collection, but will call in an assist from managed services for help after that.

One thing that is of value to corporate teams when it comes to managed services is having a dedicated eDiscovery Project Manager to assist with building a workflow that is comprehensive and cost-effective. When it comes to processing your collected ESI, most in-house corporate teams don’t have an automated and scalable solution. Today, datasets can become unwieldy and with the ever-growing number of filetypes, things can get tricky. Managed Services can quickly and accurately get things moved into Early Case Assessment (ECA), so that data can be culled and streamlined and only the most relevant documents are sent to review. And then there are production deadlines. Services teams can build production templates ahead of time, image relevant documents proactively as they become available, and do a thorough QC of the production to ensure the job is done right and on time.

Besides all of these things, corporations who may regularly face litigation can reuse ESI processing, review, and production histories. They simply pay a flat fee to host the data and can use it again without having to go through (and pay for) the process should it become relevant in another case.

  1. Predictable Pricing

This aspect of managed services applies to both law firms and corporate legal teams. The cost of eDiscovery, particularly the review stage, can be both expensive and hard to predict. Managed services often are billed based on the amount of data rather than an hourly basis, which provides much more insight into costs at the beginning rather than having to wait until the job is completed. This allows you to process your data, weed out irrelevant ESI, and get a look at the facts of your case before review, while only paying for data processed. If you decide to keep this data hosted for future use or reference, then a flat-fee for hosting applies, which is a much more cost-effective approach than sending your entire collection through review and having to pick your jaw up off the floor when you get the bill.

Conclusion:

There are many other scenarios that may come into play when it comes to applying managed services to eDiscovery, but it’s clear why legal teams use them. Technology alone can make a difference, but having the support, expertise, and experience of a technology partner can allow you to handle cases of any size and complexity without the stress of having to do everything on your own.

 

Find Out How Ipro’s Services Team Can Help You with Your Next eDiscovery Dilemma!

 

Written by Jim Gill
Ipro Content Writer

It’s Trial Season and Presentation is Everything

Trial Presentation Software

We all know the difference visuals can make in a presentation. We’ve sat in audiences and struggled connecting with a speaker, because their slides were strings of black bullet points and good old Times New Roman. Their content and expertise may have been world class, but their slide deck might as well have been a pocket watch dangled from a hypnotist’s hand, his voice whispering Sleep, sleep in our ears.

When you’re an attorney preparing for trial, that’s the last thing you want to happen when you present your case. Trial presentation software (like TrialDirector 360 by Ipro) definitely makes a difference. Gone are the days of fumbling with an ELMO or shuffling through binders with thousands of pages to prove your case. TrialDirector allows you to bring in your pre-trial exhibits, pretreat documents, and organize them into workbooks. You can even create and edit video depositions when a witness is unable to attend trial. And even if you don’t go to trial, TrialDirector can still be used for hearings and arbitrations.

Trial Services

This all sounds great. The problem is, you went to law school instead of studying graphic design. Sure, having TrialDirector would help, but if you’re not an expert at using it, you may as well go back to your flip chart. That’s where Ipro Trial Services comes in and saves the day.

We have the largest number of certified Trial Consultants in the industry and bring years of experience in the courtroom to your litigation team. With our assistance, your team can focus on case theory, strategy, and the law, rather than how, where, and when the exhibits will be displayed in court.

There are many additional advantages to having lpro trial consultants with you in the courtroom. lpro’s on-site trial team can “free-up” your litigation staff, while the consultants work with the trial attorneys to pre­pare a witness, create demonstrative graphics, and provide document imaging and management services. Additionally, our trial consultants will maintain presentation and war room system integrity throughout the trial.

And our graphic designers know what demonstrative types work for each situation in the courtroom. This experience allows them to collaborate alongside experts and team members, recommending and creating stunning visuals that drive home the principle themes in your case.

We’ll even come to the courtroom with you! Every one of our trial consultants is required to master TrialDirector360 and other cutting-edge technology, to maximize the impact of your presentation, so you can focus on presenting the facts to the jury.

Find out more about how Ipro can help you make an impact during trial!

What is Hybrid eDiscovery and How Will it Shape the Future of Legaltech?

hybrid eDiscovery

In Gartner’s 2019 Market Guide for E-Discovery Solutions, they say a future trend in eDiscovery will be people moving to a Hybrid eDiscovery deployment where “organizations are looking for greater cloud flexibility where capabilities can be ‘dialed up’ and ‘dialed down’ as needed. Established processes, methods and technologies may not be enough. Indexing and classification services, for example, will work better and be less bandwidth-and resource-intensive if they are located closer to the data source.”

This really shouldn’t come as a surprise. For many years, people have touted end-to-end solutions, with the notion that an in-house legal team can handle everything that comes their way with the right software. But there are a lot of stakeholders involved in the eDiscovery process, which makes the idea of a single team doing everything extremely complex:

  • Attorneys need electronic evidence to make their case
  • Litigation Support, Paralegals, and Case Managers have to actually get that data and put it into a usable form so attorneys can review it
  • IT has to work with all parties, collecting, managing, and hosting that data in a secure way, while the legal team does their work

In the same way, there are a lot of components to ensure eDiscovery happens.

  • Software is needed to process, cull, search, review, and produce electronic information
  • Services are needed to do the work of eDiscovery, either though utilizing in-house personnel or looking to outside service providers
  • IT Infrastructure is needed to host the software and all of the case data in a secure and accessible way.

What is hybrid eDiscovery and how does it deal with these issues differently than the current models?

As a concept, it combines the best aspects of powerful in-house software, an outside service-provider, and a dedicated cloud environment and IT department specialized to eDiscovery, bundled into a solution with a single technology partner. Hybrid eDiscovery gives you the confidence, that no matter what type of case falls in your organization’s lap, you have the flexibility, scalability, and support to handle it, either in-house or utilizing your technology partner’s services.

Software:

Obviously, it’s a non-starter if you don’t have access a robust eDiscovery tool that can process any type of data, while utilizing the latest innovations in ECA, Advanced Analytics, and AI in order to speed up the review process and accurately produce ESI. Some software claims to be “easier to use” than others. But what really matters is if the software can handle the needs of high-volume complex eDiscovery. A drag and drop, single-click process doesn’t mean anything if you’re constantly having to send work out to someone else when things get heavy. It also gets costly. Add that with the ability to flexibly deploy software in whatever way works best for you – on prem or in the cloud for enterprise level clients, or a modern desktop deployment for smaller law firms and government agencies – and you have the foundation for a Hybrid eDiscovery solution.

Services:

Having a technology partner to help out when you need it allows your organization to surge or dial back resources depending on workload and data needs. And unlike an outside service provider, a Hybrid eDiscovery technology partner is the creator and owner, as well as the user of the technology, so they can adapt quickly to better support your organization. From helping with case and user creation, strategy, processing, data imports, setting up Review Passes and custom searches, exports and/or productions, they can be as hands on or hands off as you’d like. And because you’ll work with the same case managers, they’ll come to know you’re your workflow, acting more as an extension of your case team, oftentimes giving around-the-clock support in order to meet tight deadlines. Long-story-short, they are prepared to handle the technical aspects of a matter, thus allowing attorneys to focus on the practice of law.

Hybrid eDiscovery in the Cloud

A lot of people think of “The Cloud” as a singular place, but there are many types of clouds. Here are the three types of cloud hosting most used in eDiscovery.

Public Cloud (AWS, MS Azure):

  • All infrastructure exists in the data centers of the provider
  • Users have a private environment within larger ecosystem
  • Cloud host responsible for data security, IT management & support

Sounds good right? Except these public clouds aren’t just used for eDiscovery, so case data is in the same cloud as the data of large corporations and financial enterprises (which may be high-profile targets for hacking). Public cloud providers are experts in data security & IT management, but they aren’t specialists in eDiscovery.

Private Cloud (AKA, On-Prem):

  • More control over data and environment
  • Dedicated private network located either on-premise or at a remote site
  • “On-Prem” eDiscovery deployment often means a private cloud

Control of eDiscovery data is fully with the user, which is an added benefit from a security and control standpoint. But the burden of maintaining an in-house system is heavy: managing hardware and software upgrades, maintaining an IT team that understands the needs of the legal department, securing against hacks and data breaches, while trying to recover costs and scale in the face of ever-growing datasets.

Hybrid eDiscovery:

  • The scalability of a public cloud with the data control of a private cloud
  • Hosting team speaks the same language as your legal team and acts as your dedicated eDiscovery IT department
  • State-of-the-art data center, with limited employee access to sensitive data & a lower profile for targeted hacks
  • Hosting fees are a fraction of those on public clouds. And because you’re changed flat rates for data processed and hosted only, cost is not only reasonable but predictable
  • Regardless of the software deployment you’re using (desktop, on-prem, or cloud hosted), you can scale up using your Hybrid eDiscovery partner’s cloud at any time

Conclusion

As Gartner stated, Hybrid eDiscovery is something that will continue to trend in legaltech. Software alone isn’t enough. Data continues to grow in size and complexity, and the need for that data in investigations and litigation is now a daily occurrence. For an agile response, innovative approaches to eDiscovery are necessary, and rather than trying to go it alone, forward-thinking legal teams will look toward a hybrid approach.

Find out more about Hybrid eDiscovery with Ipro

 

Written by Jim Gill
Content Manager, Ipro

eDiscovery Doesn’t Have to be Hard: Ipro’s Hosting and Processing Team Has Your Back

hosting and processing

eDiscovery Hosting and Processing Services

There’s a lot of talk in the legal tech world about how more and more corporate legal teams are bringing eDiscovery in-house. And there’s no doubt, doing so has many benefits. But unless your legal team has a mature workflow managed by eDiscovery specialists, open lines of communication and a clear understanding with the IT department, and a robust software solution that not only handles the more straightforward left side of the EDRM (legal hold, preservation, and collection) but also the complex and cost-intensive right side (processing, review, and production), then things can get difficult in a hurry. That’s where Ipro’s eDiscovery hosting and processing services come in. We have many models for services centered around the Ipro Cloud, and we can be as hands-on or hands-off as needed.

How Does Ipro help with eDiscovery?

Our project managers, consultants, and services team are here to assist you with building an eDiscovery workflow that is comprehensive and cost-effective.

  • Best-in-Class Processing:

Ipro is here to assist you with all your ESI processing needs. Using our completely automated and scalable solution, our team of experts can quickly process thousands of filetypes and stream it automatically into review. No job is too large!

  • Early Case Assessment (ECA):

Using our Timeline, Visual Search, Clustering, and Keyword Management features, we can help you cull down or prioritize your data for a more focused review. Our consultants can also review workflows and keyword search syntax and assist with prioritizing your Concept Clusters.

  • Technology Assisted Review (TAR):

Utilizing Ipro Analytics and our TAR workflow, we can help you identify responsive and non-responsive documents to either prioritize your review or reduce the number of records for linear review.

  • Production:

Our project managers can help stay ahead of production deadlines! We can build production templates ahead of time, image relevant documents proactively as they become available, and do a thorough QC of the production to ensure the job is done right and on time.

Will we have to change our processes?

Ipro can follow your workflows and processes, suggest best practices to accomplish what you need, or we can be your primary technicians for day-to-day activity while giving you visibility into the entire process. Our Project Managers and Services Team will collaborate with you in whatever way works best for your needs.

Will our data be safe?

Ipro’s services are hosted in an SSAE 16 Type 2 Data Center (SOC I / SOC II / SOC III / HIPPA / Safe Harbor Compliant) with biometric security scans and 24/7/365 onsite operational & security staff.

 

When the stakes are high and deadlines are looming, Ipro has your back. For a full listing of all our service offerings, visit us here.