Legal doc overview is usually saw as the most costly a part of eDiscovery, and lots of attorneys consider that there’s no manner round it. If you maintain that perception too, then i’ve excellent news for you: Document overview doesn’t have to return with such a excessive price ticket. It’s doubtless that lots of the prices in your present “document review” course of stem from prices that may be vastly decreased and even prevented fully.
Inefficient processes have a tendency so as to add up and enhance eDiscovery payments. For instance, we’ve seen instances what place the search time period negotiations value greater than the precise doc overview. Costly however pointless actions are extra widespread than you may count on. Unfortunately, they usually go unnoticed — or seen, however ignored.
To considerably cut back your doc overview prices, listed here are three widespread inefficiency traps, with ideas for eradicate them.
Spending Too Much Time on Search Term Negotiations
A standard objective in eDiscovery is to overview as few paperwork as doable, which cuts internet hosting prices and the hours attorneys spend on and invoice for overview. For a few years, it has been completely regular for events to trip (usually for a lot of, many rounds) to work out search phrases. However, these negotiations don’t present the ROI that they used to. Today’s machine studying know-how can work by the information sooner and extra successfully than search time period negotiations ever may.
Advanced analytics instruments can shortly weed out non-responsive paperwork, so it is sensible to make use of the know-how originally of the overview course of — even earlier than a human places eyes on something. These instruments make the method dynamic and cut back doc overview prices drastically, even when considering the prices related to internet hosting, machine studying and different overview instruments.
Another avoidable end result of prolonged search negotiations is that the remainder of the eDiscovery course of turns into unnecessarily rushed, growing prices. That could be a drawback, particularly when there’s a onerous deadline looming. In a latest case, a company’s attorneys spent two months negotiating search terms with the opposing counsel, leading to eight completely different search time period iterations — every of which took up legal professional and technician time. The crew couldn’t start its overview till search phrases had been finalized. So, as a substitute of the highly anticipated six weeks to finish the overview, they’d solely two weeks. The crew was compelled to hurry the job, working time beyond regulation and on weekends, racking up further prices alongside the best way.
Solution: Rather than getting slowed down by nit-picky search phrases, opposing events can comply with some primary search phrases and run them by a sophisticated analytics platform to cut back the quantity of knowledge and hold issues shifting in line with schedule. Thanks to the know-how’s energy, you’ll be able to even begin with a bigger information number living than you usually use and nonetheless get monetary savings.
Many within the eDiscovery/authorized business are under the belief that you need to extract each single electronic mail ingredient and produce doc “families” (together with embedded objects as well as attachments) collectively, regardless of the quantity or sorts of information intertwined. However, doing that throughout the board can clog up your database. Consider an electronic mail that comprises an hooked up spreadsheet and, within the signature, the corporate’s emblem and social media icons. All of that data could also be collected for the authorized matter, however the emblem and icons is not going to be wanted for overview. Those sorts of “junk” information inflate your database unnecessarily and complicate the workflow. They enhance doc overview counts, and thereby overview and even manufacturing prices.
Solution: Many information processing techniques can exclude issues like irrelevant logos and icons in order that these meaningless information are by no means promoted to overview. Alternatively, the ineffective information can simply be eliminated throughout the overview platform. Regardless of the way it’s carried out, these junk “attachments” must be recognized and eradicated as early within the course of as is possible.
Excessive Issue Coding
Issue coding is the method of organizing paperwork in order that they’re straightforward to seek out later in a case. However, it’s usually taken to the intense, with counsel requesting upwards of 50 codes on a single doc. While it’s actually doable to make use of that many tags, we’ve discovered that 8-10 tags are greater than sufficient. For problem codes to be efficient, they have to be coded in a constant method in order that they’re searchable all through the course of litigation. This can imply loads of added work on the entrance finish to get it proper. Anything greater than 8-10 tags considerably slows down the tempo of overview and will increase prices whereas providing little or no return worth.
Solution: Analytics tools (TAR and others) and overview platforms have change into so refined that it’s straightforward to seek for paperwork throughout the platform. With at present’s know-how, overview platforms are sometimes more practical than problem codes ever had been.
Recognizing the widespread inefficiency traps plaguing your doc overview course of – and understanding fight them – is one large step towards decreasing authorized doc overview prices. Consider partnering with an experienced review team that’s powered by analytics, trendy know-how, and efficient workflows. Your overview crew ought to work along with the shopper, counsel, and eDiscovery vendor to make sure that your doc overview is environment friendly, correct, and defensible each time.