Automation has taken the workflow process to all new levels, allowing businesses to achieve things they never would have been able to achieve otherwise. Specialized software is available in a variety of industries to assist workers in creating just the right set of processes to fit their needs.
For legal discovery teams, ediscovery software must allow them to manage multiple discoveries at once. Since more than one person generally works on a case, this software allow can document which team member will work on which part of a case.
To be effective, however, ediscovery software should meet a few basics. To help legal teams and businesses determine the best electronic discovery software, below are some of the most important features of ediscovery automation.
Managing, storing, and retrieving electronic data for discovery costs businesses large sums of money in employee downtime and I.T. costs. Those costs skyrocket if a business is fined for non-compliance. Legal firms must dedicate resources to issuing discovery requests and sorting through information as it arrives. Automation can take some of that drudgework away from staff, allowing resources to be dedicated to more important matters.
Software can keep staff on track, allowing each team member to know what phases of the process have been completed. ediscovery software can also help teams calculate costs up front to set aside dollars for discovery responses.
We live in era where we’re surrounded by unlimited amounts of data, culled daily from a variety of sources. The challenge now becomes finding the exact data that is needed. For businesses working to comply with legal discovery requests, that process can be grueling, forcing team members to devote hours to sorting through data.
For legal teams, the volumes of data presented can present an even more profound set of challenges. ediscovery software can create an orderly, well-managed process to sort that data and present it in the format necessary to be effective during litigation.
By automating the process, businesses and legal firms can sort volumes of data in mere minutes. Rather than forcing employees to rifle through paper files or scan terabytes of electronic data, staff can let the software do the work, reducing workforces to save money or simply assigning them to other tasks.
Defensibility is a business’s priority in litigation preparedness. When faced with legal action, a business’s processes will often come under scrutiny. Having well-documented processes are key to defensibility in front of counsel, who will ask detailed questions about those procedures.
Ediscovery software provides a comprehensive view of a business’s ediscovery response process, demonstrating in detail the steps a business will take to ensure data is preserved, collected, and presented in the event of litigation. This information can be presented to each employee in an organization to make sure everyone is aware of the company’s ediscovery procedures.
However, businesses should note that multiple software solutions can cause problems. Team members may be required to enter data in multiple places, decreasing productivity and increasing the risk of errors. During the discovery process, data can become lost and steps can be missed, leading to delays in returning requested information. Choosing one comprehensive, all-inclusive solution can help reduce these risks.
Lack of awareness puts businesses at risk every day, but failure to know the law does not absolve businesses from penalties for failing to comply with it. The right ediscovery software can automate the process to make sure a business follows the required phases.
Timeliness, for instance, is a requirement of ediscovery. ediscovery software can set up reminders to ensure responses are provided within the required timeframe. Checklists can ensure required items are included in the requested format. This reduces the risk of penalties, while also giving even inexperience staff the guidance they need to respond productively.
As your business grows, your ediscovery preparedness needs will grow, as well. Because the amount of data is ever-changing, it’s important that businesses find a piece of software that grows with them. But scalability goes beyond simply being able to accommodate growing amounts of data. Lack of scalability could result in data loss if a business outgrows its servers before realizing it.
A business or legal team should also make sure an automation solution fits their own specific needs when it comes to data search and file cataloging. Data searches might require a search by keyword, while audio file searches have their own specific search needs. These search methods can vary by industry and litigation type.
Reporting and Testing
Even the best ediscovery plan needs accountability. Software can help facilitate this process, providing the ability to regularly test for flaws in a business’s processes. Even randomly pulling samples can make a big difference in catching costly errors before it’s too late.
Reporting can give businesses an overview of ediscovery preparedness. Metrics can be applied to server backups and e-mail preservation processes to make sure a business is protected at all times. Data topology maps give those businesses an overall look at the data being analyzed. And businesses and legal teams can ensure metadata is preserved on each file by instructing the system on how and when to save that information.
Technology has allowed businesses to automate some of the most grueling tasks, reducing the need to hire clerks and other administrative staff to spend hours sifting through data. The right software can analyze an unfathomable amount of data at lightning speeds, it can do so without needing to take a smoke break or complaining about being bored. This is of great value to today’s businesses, who are faced with being more diligent than ever.
However, although ediscovery software has eased the process, it’s important that legal professionals and businesses have a thorough understanding of the basics. Software can only serve as a tool to keep things on track. Additionally, the right software solution gives businesses transparency in their ediscovery procedures, demonstrating that they are not only willing to comply with requests, but that they are willing to share how they’ll comply.
With so much new information being created each day and being stored not only in your company or client’s cloud and elsewhere you need to quickly find relevant information to comply with the requirements for litigation hold; to meet ediscovery requirements and to successfully monitor activities for regulatory compliance. We realize that your time is limited. So, we created a video that shows how Technology Assisted Review, Conceptual Searching, Redaction and Predictive Coding for eDiscovery will make your life easier and allow you to find relevant data faster and at lower cost than only employing human review for whatever case and/or issue is at hand.