Managed Review vs. Staffing Model

There are two standing industry models for outsourcing e-discovery document review projects – the managed review and the staffing model. While selecting a review solution – either staffing of managed, the solution should reflect an approach suffused in an understanding of applied best practices. Having said that, the following sets forth a minimal, standardized, framework which can and should be adapted to meet the needs of specific cases.

Project management

· Ensure a project plan is specifically designed and crafted to the specifications and requirements of counsel

· consistent with best practices

· Deliver a key set of documents or review protocol that govern the execution and project

· management of the review process along with workflow design

Team selection and training

· Staff personnel with expertise in specific area of laws relating to project. Develop specific job descriptions and define a detailed protocol for recruiting, testing, and selection

· Ensure conducive environment as well as conduct reference and background checks

· Preferably engage experienced personnel

· Ensure the review team receives comprehensive substantive and platform training

Workflow

· Design processes, assignments and quality assurance steps specifically tailored to the project’s requirements

· Demonstrate compliance with key security and quality standards while maintaining acceptable pace

Quality control

· Adhere to six sigma principles

· Develop effective quality control processes to achieve key project goals

· Test first review work product using sampling method, targeted re-review, and validations searches

· Conduct statistics to ensure the highest quality end result

· Maintain auditing and track performance of reviewers

Communication

· Develop a formal schedule of communications with counsel adhering to laid down schedules

· Calibrate initial review results, seeking counsel’s guidance to confirm or correct results and to conform review protocol and training materials to insights gained

Reporting

· Deliver regular, comprehensive reports to monitor progress and quality and to assist counsel in managing the review process

Productions and Privilege Logs

· Prepare privilege logs in accordance with specifications set by counsel

e-Discovery | cloud computing
New Jersey, USA | Lahore, PAK | Dubai, UAE
www.claydesk.com
(855) – 833 – 7775
(703) – 646 – 3043

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Outsourcing – Offshoring e-Discovery: Data Security Concerns

Data security concerns remain prevalent today with many law firms and corporate department. The technological advancements in the field of e-Discovery can be seen frequently, especially in the predictive coding arena. While attorneys may not be tech savvy, there are platforms available that provide the highest level of data security. For instance, a customized version of think client architecture only allows images to be sent to a terminal client, without transferring any data. Perhaps, only a handful companies are using this type of technology, but I managed to find OrangeLT – according to them, “Orange Legal Technologies’ software architecture approach alleviates the challenges typically associated with a web-based approach by leveraging a custom implementation of aterminal services architecture. Simply stated, this approach does not require entire documents to be transferred over the web, as only images of the documents need to be transferred”

One of the key concerns in offshore based E-discovery processing is about data security, and whether it leaves the US shores? The answer to this is an emphatic “No” – data does not leave US shores at any point in time. The offshore team logs into the servers in the US through a 128 bit encrypted VPN channel & processes the information as required (Native extraction, review, coding, tiffing etc.)

Secondly, we leverage upon state of the art technologies, adhering to highest standards pertaining to data security.

Some of the common question asked by us are:

1. Is my data encrypted?

Yes. We ensure your connection to the application using 256 bit AES SSL encryption, which is the same kind of encryption banks use. Your data is backed up twice to ensure safety and potential loss. This ensures that your data is safe with us and cannot be read by an unauthorized person.

2. Where are my documents stored?

The data you provide are stored in a highly secure enterprise SSAE16 SOC-1 Type II certified data center located in the United States. No transferring of data takes place to any offshore facility or server. Data centers are equipped with a minimum of N+1 power redundancy along with facilities such as Uninterruptible Power Supply (UPS) systems to cater to power spikes and surges. Additionally, data centers are monitored and recorded using CCTV 24×365, staffed with 24-hour security officers to augment physical security features, providing financial-grade protection of your mission-critical data.

3. What about data security?

Following the ISO/IEC 27001:2005 standards which are internationally recognized as the definitive best practice on information security management, incorporates development, implementation and maintenance of stringent privacy, confidentiality and IT/infrastructure controls, ClayDesk takes security and protection of your data very seriously. We deploy certified security and forensic specialists as watchdogs over your data. ClayDesk ensures that federally regulated security standards, including Sarbanes-Oxley and HIPAA compliance standards, as well as meeting the Statement on Auditing Standards No. 70: Service Organizations, Type II (SAS70 Type II) are met.

About Claydesk:

Korporate Solutions, Inc. d/b/a ClayDesk is a leading provider of e-Discovery and cloud computing solutions worldwide with its registered office located in Lahore, Pakistan, with branch offices in Piscataway, NJ and Dubai, UAE. Our e-Discovery services cover the entire EDRM cycle including information governance and compliance. Having JD’s as part of our core team, our onshore and offshore document review capabilities are unmatched in the industry.

e-Discovery | cloud computing

New Jersey, USA | Lahore, PAK | Dubai, UAE

info www.claydesk.com

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Why Collect Metrics in the Review Stage?

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Document review, generally acknowledged as the costliest component of e-discovery also involves the greatest coordination among a number of participants (in-house counsel, the outside law firm, the review platform vendor, and the staffing vendor).  As the collected ESI has been processed and uploaded into the review system, LitSpecialists will start the review.  Documents will be reviewed for their relevancy and coded as to responsiveness or reasons for being withheld entirely or in part from production.  The client and Eagan & Escher are eager to assess the number and content of documents to be produced.  The review is also under a complex schedule and a closely-watched budget.  LitSpecialists will provide progress reports monitoring review rates, to manage expectations and to keep the review team on target, and document statistics, to project the time and cost of production.

The use of metrics in the Review Stage ensures deadlines are met, tracks the cost of the review and helps prepare for production.  But beyond those short-term goals, consistent capture and use of review metrics can establish baselines for projecting timeframes and budgets, as well as preferred review platforms and review team composition.

What Needs to be Measured in the Review Stage?

The metrics for Review are derived from both the review platform and the reviewers.

  • Pre-Review Metrics: Describe the size and composition of the dataset to be reviewed, including foreign languages, image files, media type, and spreadsheets, the size and composition of the review team, and the timeframe of the review;
  • Ongoing Review Metrics: (during a review) Include: the hours worked (billed) by the reviewers; the hours logged on the review platform by the reviewers; average hours worked and logged; number, type and average number of documents/pages coded ; the number/percentage of documents checked for accuracy (QC); the documents unable to be reviewed; any non-viewable documents/pages; error rates; review exceptions; and any system downtime;
  • Post Review Metrics: Describe the aggregate of documents loaded (the original dataset, plus additional files loaded during the course of the review); total hours necessary for the review; average review rates for the team/reviewers; total documents/pages reviewed; totals of categories (e.g., Responsive, Non-Responsive, Privileged, Confidential, Further Review, Not Viewable); total downtime.

Source: EDRM

ClayDesk adopts strict quality controls procedures while fully adopting the guidelines, rules, and procedures. Our goal is to bring review costs to a minimum without compromising on quality – making outsourcing simple! Contact us at info@claydesk.com or call us at (855)-833-7775 for your next offshore we based review by our US licensed attorneys and LLM’s.

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e-Discovery | cloud computing
New Jersey, USA | Lahore, PAK | Dubai, UAE
info@claydesk.com       www.claydesk.com

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