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Tech Tips
2003 Tech Tips Highlights
Applied Discovery frequently assists clients with technical advice. These questions vary in technical complexity and come from all kinds of people: attorneys, litigation support managers, government officials, corporate counsel, IT staff, etc. Applied Discovery addresses the most frequently asked questions in the Tech Tips column in each issue of the newsletter. Below is a recap of some of the highlights from Tech Tips columns in 2003.
Options for Storing and Accessing Data
The three most common options for storing and accessing electronic data for review are housing data locally, accessing data through a Terminal Services environment, or utilizing the Internet to access data in a web-based repository. To establish an effective electronic discovery plan, consider the risks and benefits of each option.
- Housing Data Locally: Some believe that data is more secure if stored within the confines of the law firm or corporation. In reality, data housed locally is quite vulnerable to breaches of security. Also, many firms are not able to provide the significant resources required to maintain the data.
- Terminal Services Environment: Although a Terminal Services environment works well for one physical location, it is not optimized to support multiple users. Difficulties also arise with administrative tasks such as permissions, account settings, and configuring and tracking other options to allow remote users access without jeopardizing system security.
- Web-Based Access: The virtual security measures in place for data stored remotely and accessed via a secure Internet connection are far superior to security measures in local data housing environments or Terminal Services environments.
Developing an Export Strategy
The export phase of the electronic discovery process is arguably the most delicate. The trick is to develop a strategy that outlines the export requirements before the review process begins.
- Define Data Set: Identify types of data such as all documents in the database, responsive documents, non-privileged responsive documents, etc.
- Set Production Criteria: Establish and enforce criteria to properly code documents for production during the review process.
- Define Document Export Rules: Set up rules for document groups and privileged documents
- Bates Numbering and Document Branding: Create a Bates number and branding format scheme.
- File Output: Choose your file output options such as PDF, ASCII text, or TIFF.
- Document Reference Data: Define criteria for reference data such as meta data, privilege logs and cross reference files, if required.
- Output Media: Choose media for export data such as CD, DVD, FTP, or hard drive.
Choosing Media to Transport Data
When electronic documents are identified as potentially responsive to a legal document request, a company must decide how to capture the original data and transport the copies for use in the case. Important considerations include the amount of data to be transferred, the ease of use for each option, and the costs associated with each media type.
- Hard Drives: Hard drives can hold in excess of 200 GB of data, are easy to use, and are inexpensive. USB and FireWire hard drives are an excellent choice for projects of every size.
- Backup Tape Systems: Backup tape systems offer the highest capacity, but can be technically complex and expensive. While backup tapes are the most common choice for storage of data for disaster recovery, they are not optimal for data transfer and should be used only if the data to be transferred exists in no other media type.
- CDs: CDs are very inexpensive and easy to use. However, with a low capacity of up to only 700 MB, CDs are best suited for small amounts of data only.
- DVDs: The capacity (4.7GB), convenience, and low cost of using DVDs make them a practical option for small to medium amounts of data.
Leveraging Meta Data
Probably the most valuable benefit of electronic document review is the ability to search millions of pages of data quickly and with precision. The best way to pinpoint critical documents quickly and accurately is to harness the power of meta data. Some useful meta data tips are as follows:
- SMTP Address: Search email fields using the SMTP address to ensure finding all emails for a particular user.
- Subject: Search for keywords contained in an email "subject" field.
- Date Received/Sent: Search by dates in the "received" and "sent" fields to quickly find documents relevant to particular dates.
- File Path: Search for all documents stored in a particular electronic folder using the "file path" field.
- File Extension: Use the "file extension" field (e.g. .xls or .pst) to find only a particular type of document such as spreadsheets or emails.
In-House and Outside Counsel Working Together
Use of web-based electronic discovery technology can improve the workflow between in-house and outside counsel by managing costs, facilitating communication, and improving efficiency. The following are examples of how to leverage electronic discovery tools to improve that relationship.
- Manage Costs: Processing electronic documents for review nearly eliminates the expenses of copying, scanning, and coding paper documents.
- Facilitate Communications: With assistance from an electronic discovery service provider, in-house and outside counsel can improve communications in many ways, using features that allow both in-house and outside counsel to see a real-time snapshot of the progress of the review, share notes about particular documents, etc.
- Improve Efficiency: By categorizing documents in standard and user-defined collections, electronic discovery technology enables a new level of collaboration between in-house and outside counsel that dramatically increases the efficiency of the review process.
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Law Technology News Award
Applied Discovery recognized as Product of the Year and Best Electronic Data Discovery System by the readers of Law Technology News... 
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Newsletter
 Applied Discovery offers free subscriptions to The E-Discovery Standard™, our quarterly electronic discovery newsletter.
Click here to view past newsletters... |
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New ABA E-Discovery Resource on FRCP Amendments
The Discovery Revolution: E-Discovery Amendments to the Federal Rules of Civil Procedure, by Lewis and Roca LLP partner George L. Paul, Esq. and J.H. Cohn LLP director of IT security auditing Bruce H. Nearon, CPA. Order your copy from the ABA today...
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