Within an enterprise, the importance of information governance (IG) is greater than ever as we soar towards a global economy equipped with rapidly evolving technology. Understanding how modern technologies and ediscovery practices apply to IG is integral.
Kroll Ontrack recently presented a webinar, Applying Technology to Information Governance, addressing just this. Panelists included:
- Bennett Borden, a Partner at Drinker Biddle in Washington DC
- Cathleen Peterson, Senior Vice President of Consulting, Client Services and Operations, Kroll Ontrack
Together, these two experts discussed the complexities of IG, along with how to develop and implement successful programs.
Defining Information Governance
The best place to start the conversation around information governance is to understand what it is and how it differs from information management.
- Information Management: HOW information flows through an enterprise. Activities include collection and distribution of information in an organization.
- Information Governance: WHY an organization has information in the first place. Activities involving information governance run the gamut from ediscovery and privacy to business intelligence and analytics.
Developing Information Governance Programs
There are multitudes of IG programs that a company could develop. What an organization chooses depends on its business needs and available resources. A successful program will leverage these key tenets, starting small and building momentum:
- Define organizational objectives
- Determine the information needed
- Organize the information
- Ascertain the value
- Dispose of the information when it is no longer valuable
Common IG projects companies are undertaking today include:
- Updating policies and procedures
- Data consolidation and cleanup
- Defensible data remediation
- Intelligent migration
- Legal hold
Information Governance Resources
Looking to learn more about what information governance (IG) is, how to develop IG programs, and what IG projects companies are undertaking today? Download this Kroll Ontrack webinar on-demand.
Further, don’t miss this new IG resource from the Information Governance Institute (IGI): Information Governance in 2020.
Fire is fast and can rage out of control in a matter of moments. Before you know it, everything around you is engulfed in flames. That’s why fire prevention strategies are so important. Nothing is more important than knowing how to recognize the dangers and what to do in the event of a fire emergency.
The same goes for document preservation in litigation and regulatory matters. These are most often reactive events. Once the embers are lit, the process and resultant document preservation can spiral out of control in the blink of an eye.
Don’t Get Burned in Litigation or Regulatory Matters
In a 2014 survey (Preservation Costs Survey – Final Report by William Hubbard), 100% of respondents reported issuing legal hold notices. However, out of that group, only 63% reported tracking those legal holds. With legal and technical revolutions taking place in the discovery landscape—much like a fire prevention or disaster recovery plan—organizations need to have an effective legal hold plan and process in place. Such a plan should consider established case law, civil procedure rules and industry best practices, and organizations should leverage legal hold resources to help them along the way.
Legal Hold: Case Law, Rules and Tips
Recent court decisions and procedural rule amendments reiterate the importance of the duty to preserve electronically stored information. The pending changes to the Federal Rules of Civil Procedure (FRCP) notwithstanding, sanctions may be imposed on parties for failing to effectuate a proper legal hold, resulting in loss of relevant information. In some instances, this may even lead to a default judgment. Recognizing your duty to preserve, when it begins, what it entails and when it ends are key strategies that can save your organization time, money and stress and essential to any information governance or ediscovery strategy.
Don’t get burned by unknown or neglected preservation duties, ineffective legal holds or faulty deletion strategies. By following current case law, procedural rules and best practices, you may prevent the legal hold wildfire. But in the world of information overload, how do you find these tools?
A Legal Hold Guide by Kroll Ontrack
Kroll Ontrack has developed a legal hold preparedness guide to give you the tools you need. From tips and case law to the anticipated FRCP amendments, this guide will help your organization establish or validate your legal hold processes and procedures. Additionally, Kroll Ontrack’s Consulting Group is available at any point to assist.
After all, preparedness is essential, and only you can prevent preservation and legal hold wildfires. Explore Kroll Ontrack’s Legal Hold Guide today.
Warmer weather, green grass, tulips and daisies, daylight savings – there are a few things this time of year that remind us of spring. But for those of us in the ediscovery industry, this time of year is also marked by a myriad of spring trade shows and conferences.
The Ediscovery Conference Connection
With Legal Tech, the Jolt Symposium, the ASU-Arkfeld Ediscovery and Digital Evidence Conference, Sedona Conference working group meetings, Ing3nious retreats, the University of Florida/EDRM Ediscovery Conference, IGI’s CIGO Summit and more, spring is a busy time of the year for ediscovery conferences! These conferences are a great opportunity to connect with other ediscovery professionals and get a feel for what is happening in the industry and around the world. Have you been to any ediscovery events recently? What are the ediscovery themes you have been noticing?
Download the ESI Report Podcast
On the ESI Report podcast, I recently sat down with James Sherer from BakerHostetler and my colleague, Eric Robinson. Listen to this podcast, 2015 Trade Shows and Trends in Ediscovery, which discusses prominent themes at various ediscovery conferences this spring. Also, be sure to watch for future editions of the ESI Report by subscribing to the Legal Talk Network.
After a long winter stuck inside with nothing to do but study up on the latest ediscovery issues, spring has finally arrived. It’s time to get outside and experience fresh air and nature once more! But before you flex your actual muscles, don’t miss this last chance to activate your ediscovery muscles.
Ediscovery Fitness Quiz
These days ediscovery is constantly changing, and we all have to keep up. Kroll Ontrack is here to help you with your ediscovery fitness goals and, in association with Above the Law, has developed a five minute quiz to help you gauge your level of ediscovery knowledge. Have you mastered the EDRM, or are you still catching up on the landmark ediscovery cases?
Take five minutes out of your day to take the ediscovery fitness quiz, and find out where you fall on the ediscovery spectrum. Whether you’re an ediscovery expert, or you’d like to know where you need to improve, the ediscovery fitness quiz is for you.
Take the Quiz and Enter to Win a FitBit from Kroll Ontrack
Complete the quiz and you’ll be entered for a chance to win a FitBit® Flex sponsored by Kroll Ontrack. The quiz takes just five minutes, and you’ll not only get the chance to flex your ediscovery muscles, you could also win a brand new gadget that will help you with your spring physical fitness goals. It only takes five minutes, so take the ediscovery fitness quiz today.
The quiz will only be available until April 10th, so hurry!
Judge Peck Again Endorses TAR Rio Tinto PLC v. Vale S.A., 2015 WL 872294 (S.D.N.Y. Mar. 2, 2015).
ESI Recovery and Restoration Costs Recoverable Under Rule 54 Comprehensive Addiction Treatment Ctr. v. Leslea, 2015 WL 638198 (D. Co. Feb. 13, 2015).
Ediscovery Costs Taxable Only as Copying Costs Bagwe v. Sedgwick Claims Mgmt. Servs., Inc., 2015 WL 351244 (N.D. Ill. Jan. 27, 2015).
Diligence and Defensible Deletion Prevent Sanctions United Corporation v. Tutu Park Ltd., Inc., 2015 WL 457853 (V.I. Super. Jan. 28, 2015).
Deceptive and Evasive Plaintiffs Hit With Sanctions Parsi v. Daioleslam, 2015 WL 525146 (D.C. Cir. Feb. 10, 2015).
Ediscovery is approached differently in almost every country around the world, and international ediscovery best practices are evolving quickly in response to global litigation and investigations. Knowing a country’s approach to ediscovery is integral to ensuring that a multi-national ediscovery project goes smoothly.
Kroll Ontrack recently presented a webinar, Delivering Successful Ediscovery Projects across the Globe, hosted by ACEDS. Panelists included:
- Emily Cobb an attorney in New York City at Ropes and Gray,
- Andrew Szczech a director at Kroll Ontrack, based in London, and
- Thomas Sely a manager at Kroll Ontrack, based in France.
Together, these experts discussed the current complexities of global ediscovery, and how to ensure that your next international ediscovery project is successful.
Data Protection, Privacy and Data Transfer Laws
Despite the global nature of ediscovery, national boundaries still play a major role. For example, different countries have different approaches to privacy, making international data transfers risky. As discussed by the webinar panelists, it’s best to check local laws before moving any data, to ensure compliance with whatever privacy or trade secret laws that might apply. Sometimes, legal and technology innovations can be leveraged to avoid much of the risk.
Cultural Considerations, Traditions and Customs
Next, the experts on this webinar stressed that it’s not enough to understand the local laws on ediscovery. Even in our modern data-centric world, various cultures around the world view legal obligations and privacy in very different ways. For example, employees in the US may be accustomed to a limited expectation of privacy in the workplace and broad legal discovery, but in many European and Asian countries, the customs and attitudes greatly differ.
Practicalities of International Ediscovery
In addition to a solid understanding of local laws and customs, the webinar panelists concluded the presentation with some techniques and best practices. Specifically, they addressed the following topics:
- Collecting data scattered in different countries
- Processing across various jurisdictions
- Reviewing documents in multiple languages
- Dealing with clients with different ediscovery experience levels in their countries
- Straddling cost models across countries
Kroll Ontrack – Global Reach, Local Expertise
From collecting data in hundreds of countries each year to hosting petabytes of information in US, UK, Europe, and Asia data centers – including a new data center in France – Kroll Ontrack is both local and global.
As an ediscovery specialist, if you have not yet become acquainted with predictive coding – carpe diem – there is no shortage of information to get you caught up. If you are already an avid predictive coding user, now is the time to hone your methods.
A New Approach: Ei-Recall
Astute legal teams seek ways to re-examine the metrics used to evaluate the effectiveness of predictive coding – precision, recall and f-measure. Recently, Ralph Losey went on a quest for the “Holy Grail” of recall calculations. After many hours and sleepless nights, he devised a new approach to recall methods, ei-Recall. You can see his in-depth discussion of ei-Recall in a three-part series on his blog.
Download the Podcast
To whet your appetite for all-things ei-Recall, Ralph joined my colleague, Michele Lange, on the February 2015 ESI Report podcast. Listen to this podcast, which includes a summary of ei-Recall, how it compares to other recall methods and some of the advantages of the new recall process. Also, be sure to watch for future editions of the ESI Report on the Legal Talk Network.
Conducting an effective and efficient legal document review requires a hybrid of rocket science, brain chemistry and hot coffee. With ediscovery technology and best practices constantly evolving, if your document review practices haven’t changed in the last five years, you are likely wasting time and money for your organization and/or your client. To ensure your practices meet today’s demands, bust these four document review myths on your next ediscovery project.
Myth #1: Document review just happens; you don’t really need a plan.
There is an outmoded notion that document review is a side-show to the main ediscovery attraction; however, that view could not be farther from the truth. Without question, document review is the most expensive aspect of discovery; accordingly, planning for the review should start at the same time the case team is thinking about preservation and collection. Failing to create a big picture plan and a thorough review manual can result in:
- Multiple “side reviews” for special issues or newly discovered documents
- Downtime for reviewers as they wait around for more work
- Documents being touched two or three times
Lesson #1: Don’t let any member of your case team procrastinate when it comes to planning for review.
Myth #2: Any old attorney can conduct (or manage) a document review.
With formidable technology at their fingertips and millions of documents to wrangle, today’s document reviewers are anything but humdrum lawyers. Today’s document reviewers are not only licensed and highly qualified attorneys, but they often have specific training and certifications in various document review platforms. They understand how to employ the strictest quality control protocols to maximize time and minimize the cost of a review. Further, sometimes a review requires expertise in a language other than English or substantive knowledge in the following areas: banking and financial services, pharmaceuticals, insurance, telecommunications, technology, agriculture, transportation, oil and gas, securities, and more.
Lesson #2: Make sure you are equipped with the right people resources for your next review.
Myth #3: All document review technology is equal.
While most major review platforms function in a generally-similar manner, there are significant differences in how the capabilities are executed by users – which impacts the expected results of a specific function. Rock star document review professionals understand and can articulate the features and benefits of multiple review tools and know how and when to leverage features such as workflow, predictive coding, near de-duplication, topic grouping, smart searching, machine translation (just to name a few of the vital technologies key to any modern review). Running searches, batching and assigning documents, categorizing, and performing QC should be second nature for experienced reviewers, and they should know the nuances of these functions in any specific technology platform. If they cannot answer a question, they should know how to get a hold of the technology provider’s technical support team to lend a hand.
Lesson #3: You should not settle for anything less than document review technology superstars.
Myth #4: It will be obvious when you can stop your review…when you run out of documents.
With the advent of predictive coding and other technology assisted review technologies, no longer do attorney’s eyes need to be placed on every document. As such, determining when to call the review “complete” is complex. Today’s document review professionals are skilled at interpreting metrics and reports generated by the document review technology and know when the numbers are showing a high-quality review versus an incomplete review.
Lesson #4: Dust off your math skills (or leverage a specialist) – it’s the only way a savvy document review professional knows when a review is finished.
Leverage Kroll Ontrack for Document Review
With Kroll Ontrack, your document review could not be in better hands, eyes or minds. For nearly a decade, Kroll Ontrack has offered advanced document review services in the US. Now, with a document review facility in London, England – newly opened in December 2014 – Kroll Ontrack’s document review expertise is global.