Leveraging the Cloud for a Force Multiplier v. Goliath

Transcription

1 A Field Guide for the Boutique Firm: Utilizing On-Demand Technology and Workflows to Gain a Competitive Advantage with Limited Resources

2 About our Webinars Webinars take place monthly and cover a variety of relevant ediscovery topics If you have technical issues or questions, please webinars@lexbe.com Lexbe webinars are available for viewing (streaming video), and downloadable as a PDF Presentation or an MP3 podcast. This Webinar and a complete listing of other ondemand webinars is part of the: Lexbe ediscovery Webinar Series For notices of future live and on-demand webinars as part of this series please us at webinars@lexbe.com or: Follow us on LinkedIN

3 About Lexbe We re an Austin, TX based provider of highly affordable cloud-based ediscovery software and services provider, specializing in serving boutique law firms and organizations. We provide: The Industry s Most Affordable and Full-Featured DIY ediscovery Platform The Industry s Fastest ediscovery Processing & Document Review Software Delivers the Industry s Fastest ROI Experienced ediscovery Specialists and Expert Consultants Gartner Customer Reviews Cost-effective ediscovery Secure, easy-to-use and a great review tool for consideration A powerful litigation document management service

4 What Are You Up Against? Deep Pockets Dedicated IT Staff Limited Timeframe ediscovery Consultants Dedicated IT Infrastructure Litigation Support Personnel Massive Document Productions Financially Motivated Opposition

5 Force Multiplication In military science, force multiplication or a force multiplier refers to a factor or a combination of factors that dramatically increases (hence "multiplies") the effectiveness of an item or group, giving a given number of troops (or other personnel) or weapons (or other hardware) the ability to accomplish greater things than without it. Source: wikipedia

6 The Growth of the Boutique Firm Source: Thompson Reuters Legal Executive Institute 2017

7 Guest Speaker Christian DeTrude Senior ediscovery Solutions Director at Lexbe Certified ediscovery Specialist, by the Association of Certified E-Discovery Specialists (ACEDS) Specializes in working with firms without a full in-house department handling ediscovery which are involved in the type of complex litigation that requires a high level of precision and ediscovery expertise to gain the advantage in the discovery phase of trial. Christian DeTrude x55 cdetrude@lexbe.com

8 Agenda The Challenge of Big Data in Litigation What is the Cloud? How does Cloud Technology Apply to e-discovery? Cloud Best Practices & Advantages By Case Stage Summary: How to Leverage the Cloud to Beat Goliath

9 The Challenge of Big Data Massive Growth of Electronically Stored Information

10 The Challenge of Big Data People are creating more digitally stored and accessible discoverable material than ever before and through established and new channels Cases that used to have limited amounts of data collected in discovery may now have many GBs or TBs Not only is there more data, but there is a growing variety of data types Discovery is becoming more complex and technical It is very difficult for small and medium sized firms to internally staff and manage the technical expertise and massive hardware needed to keep up

11 What is the Cloud? Case Data + Access to Advanced ediscovery Tools and Unlimited Compute Capabilities Professionally maintained, encrypted remote servers Secure, encrypted internet connection

12 What is the Cloud?

13 What is the Cloud?

14 What is the Cloud?

15 How Does Cloud Technology Apply to ediscovery? Scalability -- Instantly deploy the resources necessary to complete your discovery task. Bring capacity up and down as needed Accessibility -- Litigation teams can access case data and discovery functions from anywhere with an internet connection Speed -- More computers applied to your task results in faster throughput. Move on to the next stage of discovery earlier Security -- Cloud infrastructure providers are the world s foremost experts in computer security Affordability -- On-demand cloud infrastructure is a fraction of the price and exponentially more powerful than dedicated on premise computing

16 How Does Cloud Technology Apply to ediscovery? DIY -- Intelligent cloud technology enables the boutique firm to perform ediscovery in-house versus outsourcing to expensive third parties. Streamlined Workflows -- Cloud ediscovery solutions are often integrated across case stages where traditional software solutions are not. This enables you to get your productions done faster and without the risks of transferring data from program to program. Advanced Technology Available -- Predictive coding, near duplicate detection, concept searching, and integrated translation viewing is available within cloud platforms.

17 Speed and Scalability Systems architecture allows cloud providers to auto-scale server instances to apply more resources to your discovery task Traditional In-House Set-Up: 1TB to process to TIFF, 1 month to do it. Incoming ESI Internal Capacity: 10 dedicated servers 2GBs/day 10 servers x 2GBs/day x 30 days = 600GB And with any problems the job will not be finished on time Scalable Cloud Capacity: Deploy 500 servers x 2GBs/day and finish processing in 1 day Scalable cloud discovery tools allow for much improved throughput at less cost and risk Reviewable or Production Ready Documents

18 Accessibility Cloud infrastructure allows authorized users to access case documents and discovery functions from virtually any device, at any time and anywhere in the world with an internet connection Case teams can collaborate in real time with inside counsel and experts Many cloud systems offer greater flexibility in operating systems and browsers that can be used to access Progress made by any one person will be instantly available to any other case team member

19 Security Cloud infrastructure providers are the world s foremost computer security experts All data is strong encrypted in place and in transit ISO security standards for cloud providers are incredibly strict, thorough, and specialized. Much more stringent standards than unregulated local machines Cloud data centers also undergo grueling audits at very regular frequencies High availability and redundant configuration of cloud resources eliminates the risks of data loss due to a single failure

20 Not All Clouds are Created Equal Gartner: Magic Quadrant for Cloud Infrastructure as a Service, Worldwide Lexbe e-discovery software and services are supported by AWS cloud infrastructure, named the Leader in Cloud Infrastructure as a Service for the seventh year in a row by Gartner.

21 The Optimized Cloud Cost Benefits Active Cases in Discovery Over 12 Months (GBs) In every month, this firm has active cases < 1TB But, there are demand spikes throughout the year as a result of new data intensive cases. How can you cost-efficiently address massive changes in discovery volumes?

22 The Optimized Cloud Cost Benefits Unnecessary Expenditure from Internally Staffing for Peak Discovery Demand (GBs) Internal Discovery Needs Fixed Discovery Capacity Building internal capacity or buying fixed external capacities means purchasing hardware, software licenses, and increased staffing and management requirements. When internal discovery needs fall, these resources are dormant, but still expensive. Inactive Discovery Capacity

23 The Optimized Cloud Cost Benefits Applying Scalable Cloud Solutions to Maximize Discovery Cost Efficiency Scalable cloud solutions allow you to cost-efficiently fulfill the steady-state demand for ediscovery software as well as provide instant burstable and cost effective capacity during periods of higher demand without the burden of adding costly IT equipment and staff.

24 The Paralegal Advantage The Cloud Enables You to Keep ediscovery In-House and Leverage Your Paralegal Team Intuitive User Interfaces and Workflows Enable Paralegals to Become Expert ediscovery Project Managers Maintain Full Control of Your Cases Free Weekly Training and Expert Support OnDemand Eliminates Risks

25 Traditional Workflow Collected/ Received Documents Apply Analytics Load Analytics Results Process to agreed upon production format Send ESI to IT department/ external vendor Load into analytics system Load into ECA platform Perform cull based on simple metadata extraction Process ESI into review format More Data? More Users? Analytics? Review Download Production Download culled collection Deliver Production to Opposing Counsel Load Processed Data into Review Platform Vendor sets up case, users in review platform

26 The Streamlined Cloud Workflow Collected/ Received Documents Upload into ediscovery Platform; self-administer case, users Handle document intensive cases in-house Add more data without re-indexing the entire data set Get to document review faster Get productions out faster Process and fully extract ESI for culling and review More Data? Review (Integrated Analytics Tools) Process to agreed upon production format Deliver Shared Production link to Opposing Counsel Cull based on full content extraction

27 Planning & Collection Planning & Collection ECA & Culling Processing Review Identify ESI Repository & Custodians in a central database Remotely and Defensibly Collect ESI Upload to Cloud Database Conduct Quality Control On Collections Be prepared for discovery conferences and for discovery to proceed in the case Trial & Appeal Case teams can access planning and organizational tools from any web capable device while preparing for legal holds and discovery conferences. Data collections are completed quickly ESI collections are securely and defensibly conducted by e-discovery specialists Depos & Motions Cloud Benefits Goals Production Data can be immediately uploaded to the case database

28 ECA & Culling Planning & Collection ECA & Culling Review Processing Goals Analyze collected data to identify potential collection gaps Evaluate the risks associated with the case Continue developing initial case facts & issues, timelines Defensibly remove irrelevant documents from the case database Production Depos & Motions Trial & Appeal Cloud Benefits Integrated ECA reporting, pivot tables & graphing of ECA collected by custodian, date range, document type, etc. Cull faster by applying scaled server resources Cull based on full document contents rather than just metadata Develop timelines, facts & issues early in the case Reduce expenses by eliminating the need for a separate ECA/culling module

29 Processing Planning & Collection ECA & Culling Review Processing Goals Accurately and quickly process ESI collected to prepare for review and production Extract text from natives and OCR images for optimal searchability (Dual Index) Organize data for optimal review process Production Depos & Motions Trial & Appeal Cloud Benefits Self-administer ESI processing with expert assistance available; process in the cloud Apply massively scalable server resources to increase throughput and move on to review faster Avoid paying high per GB processing Eliminate loading delays; documents are available for search and review once processed.

30 Review Planning & Collection ECA & Culling Review Processing Goals Production Depos & Motions Trial & Appeal Cloud Benefits Code documents accurately, quickly & cost effectively Scalable server environment supports hyper-fast multi-language search results Identify responsive, privileged & attorney s eyes only (AEO) ESI Move quickly from document to document and apply multi-doc updates instantly Search, ID, & issue code key documents Utilize advanced ediscovery technologies to speed review, improve accuracy, and reduce risk of inadvertent privilege waiver Apply near-duplicate detection, and predictive coding across massive collections within an integrated environment Self-administer new users and cases; reduce expenses through leaner pricing often associated with cloud SaaS.

31 Production Planning & Collection ECA & Culling Processing Review Goals Production Depos & Motions Trial & Appeal Cloud Benefits Quickly convert documents into production format Apply scalable cloud resources to quickly convert ESI into relevant production format Prevent inadvertent production of privileged documents Integrated analytics and production functions reduce the risk of inadvertent privilege waiver Defensibly produce all responsive documents to opposing counsel on time and in agreed upon production format Deliver shared secure production link to speed delivery and maximize review time

32 Depos & Motions Planning & Collection ECA & Culling Processing Review Goals Production Depos & Motions Trial & Appeal Cloud Benefits Organize key case issues and facts by linking to supporting case documents Integrated case management functionality maintains single database connection between documents and case facts & issues Create annotated and highlighted document versions to support deposition preparation and analysis Rapidly create, edit, and download annotated/highlighted versions of documents Collaborate in real time with co-counsel, independent of their location Update Facts & Issues and Case Timelines based on depositions and motion outcomes. Dynamically update Fact & Issue timelines based on deposition information

33 The Optimized Cloud Cost Benefits Planning & Collection ECA & Culling Processing Review Goals Maintain access to case documents that may be brought up by opposing counsel Allow rapid timeline updating for live case testimony Maintain case data and documents throughout the trial and appeal process Production Depos & Motions Trial & Appeal Cloud Benefits Accessible and searchable document repository is available at trial Timelines can be dynamically updated with new testimony as it becomes available

34 Winning with the Cloud Cost Advantage The Paralegal Advantage Speed of Review Advantage Advanced Search Advantage Speed of Productions Advantage TAR and Near Dupe Advantage IT Performance Advantage

35 The Lexbe Solution Affordable a. Process to a normalized PDF - eliminates the TIFF Tax b. No User Fees c. No Case Fees d. Plans start at just $25 per month Lightning Fast a. Cloud-based and auto-scales to get you from ingestion to review faster than any other platform b. Review faster with intelligent review sets and high speed coding and tagging Simple to Use Advanced Technologies a. Advanced NearDupe b. Technology Assisted Review

36 File Processing

37 The Uber Index Upon Ingestion, the Lexbe ediscovery Platform Processes Documents with Four Critical Data Sources that Feed the Lexbe Uber Index Resulting in the Industry s Most Complete Index and Search Platform.

38 Learn 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! x22 sales@lexbe.com Lexbe cost advantages, SaaS convenience and search capabilities appeal to many small firms Cost-effective ediscovery Secure, easy-to-use and a great review tool for consideration A powerful litigation document management service Because of the Lexbe software, the entire playing field has been leveled for my firm. Lexbe is the easiest ediscovery software I have ever used

39 Thank You for Attending 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 us at webinars@lexbe.com or Follow us on LinkedIN. Presenter: Christian Detrude cdetrude@lexbe.com (512) Moderator: Jeff Fugitt jfugitt@lexbe.com (512) Webinar Questions: webinars@lexbe.com