300 gigabytes of data, 1 million documents, and a corporate fraud investigation …
As an ediscovery professional, you have probably found yourself in a scenario like this more than once. Knowing what to do and having a good set of tools is half the battle, but effectively and efficiently finding a shred of valuable evidence in a mountain of data can be just as challenging as finding a needle in haystack. Learn how one company, along with its counsel and ediscovery provider navigated this tricky terrain by reading this new Kroll Ontrack case study.
Finding the Needle in the Haystack
When a healthcare company discovered its intellectual property had been stolen, it faced the daunting task of reviewing a crippling amount of data with little or no guarantee that the evidence it needed would even be found. In preparing for this daunting fraud investigation, it enlisted an AmLaw 100 law firm as well as Kroll investigators and Kroll Ontrack document review experts to take on the arduous task of analyzing and reviewing 300 gigabytes of data and over one million documents. But what started as a monumental task of sifting through a myriad of data was alleviated by leveraging Kroll Ontrack’s Relativity platform, which includes a powerful Early Case Assessment workflow that can be customized to help review teams quickly organize, cull and prioritize docume prior to review. In a matter of days, the investigators found their “needles” in the sizable haystack: amongst the one million documents reviewed, they found 18 emails to support the corporation’s claims and initiate a formal lawsuit.
Searching through the Straw
What can you do to sift through a seemingly endless amount of data? When you come upon your next substantial data haystack, keep these tips in mind:
- Plan: Jumping into the data haystack headfirst may seem like a good way to quicken your search, but properly planning your investigation is the key to efficiency. An effective investigation requires strong communication, coordination, and goal setting to produce the best possible results.
- Focus: You want to find those “needles” and quickly cull the straw from your data haystack to focus your search. Kroll Ontrack’s Relativity lets you to do just that by importing, analyzing, and organizing all potentially relevant data in its unified database, allowing you to easily identify the most important documents.
- Assess: You may not find the “needle” you were looking for immediately, but assessing your findings and holding on to anything that stands out from the hay may save valuable time later. Keep the goals of the investigation in mind to ensure that critical or questionable data remains in the pool as the investigation progresses.
Pairing strong preparation with the powerful versatility of Kroll Ontrack’s unique technology and seasoned professionals enables investigation teams to locate valuable evidence in the most formidable of data haystacks. To learn more about how this healthcare company managed this data nightmare with Kroll Ontrack’s unique technology and services, check out the full case study today.
Happy Thursday! Have you posted a vintage and/or embarrassing photo of yourself for #throwbackthursday? “With the massive popularity of this hashtag on Instagram and Facebook, you might be feeling left out if you don’t partake in #tbt.”
Kroll Ontrack is joining the #tbt craze, with a throwback to a couple recent webinars:
- Bust These 4 Myths on Your Next Document Review
- Cybersecurity: Global Implications on Ediscovery, Litigation & Regulatory Compliance
If you missed one of these learning opportunities, take a few minutes to read the information below and listen to the recordings. Have a great #tbt!
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 and cybersecurity procedures haven’t changed in recent years, you are likely wasting time and money for your organization and/or your client. Listen as two experienced panelists bust four common document review myths.
Kara Kirkeby | Manager, Document Review Services | Kroll Ontrack
Beth Rauker| Principal Ediscovery Specialist | Medtronic
It is prudent to take every effort to vet organizational, law firm and vendor data security policies and make sure they are being proactive—before it is too late. Asking intelligent questions of the organizations, law firms and service providers you work with can save money and help your organization avoid being the next victim of a large-scale, highly publicized data breach.
Sheila FitzPatrick | Worldwide Legal Data Governance & Data Privacy Counsel | NetApp, Inc.
David Bateman | Partner | K&L Gates
Thomas Barce | Director, Consulting Services | Kroll Ontrack
The cut-throat, high stakes environment of a nail-biting poker tournament is oddly similar to the world of document preservation in litigation, investigations and regulatory events. Though the former tends to take place in a smoke-filled, lowly lit room, and the latter on computers (with less smoke, but perhaps the same amount of nail-biting), both pastimes involve the same motto. In litigation and poker, a savvy professional must know when to hold ‘em and when to fold ‘em.
Two seasoned ediscovery professionals, Cathleen Peterson from Kroll Ontrack and Brian Corbin from JP Morgan Chase, recently collaborated to publish an informative article in the ACC Docket, Document Preservation: Know When to Hold ‘Em. As continuing advances in technology have caused a massive shift to digital document retention and preservation, legal departments need to create clear policies when it comes to document preservation in order to keep abreast of (or ahead of) the curve.
Tip #1: Be Proactive
The duty to initiate preservation efforts arises when a litigation or regulatory event is reasonably foreseeable. For many corporations, this may mean that legal departments must issue legal holds quite frequently. Being proactive in issuing legal holds is necessary, as courts have little patience for preservation corner-cutting and are now more likely to impose costly alternatives or sanctions on parties that lose or alter information as a result of less sophisticated, or remissive, legal hold policies.
Tip #2: Know When to Take Action, and When Not to Take Action
ESI has a transient nature, so waiting until litigation has commenced can result in the inadvertent destruction of relevant emails or other documents. Recovery of these lost documents can be extremely costly or impossible. Thus, deciding when to issue an initial legal hold or when to refresh an existing hold should be done with the entire process in mind.
Tip #3: Leave a Good Paper Trail
Having a well-documented paper trail is the best way to avoid the pitfalls of a potential spoliation charge. With proper documentation, even if the relevant information is lost, documentation that shows right actions were taken at the right time could serve as a shield to prevent the imposition of sanctions.
Tip #4: Follow Up and Be a Team Player
Effective counsels take affirmative steps to periodically remind relevant parties of the ongoing nature of legal holds, and works with the IT department to ensure that regularly scheduled data purges do not occur. Legal teams must work with IT to ensure that IT understands that the duty to preserve extends beyond the length of employment, meaning that the company laptops or computers should not be wiped when a relevant employee leaves the company.
Tip #5: Repeat, Repeat, Repeat. Stop.
A key element of any successful legal hold and retention policy is its repeatability and consistency of implementation. Repeatability and consistency can clear confusion about the legal hold policies and automation of data, making compliance much easier to follow in the long run. However, just as legal holds come from a reasonable foreseeability of litigation, holds can end with when litigation is brought to a close (including expiration of an appeals period, if applicable), or when the reasonably foreseeable threat of litigation has gone away. Failure to release holds and apply normal retention policies in a timely manner is a risky proposition as the retained data remains in the organization’s custody and control, therefore subject to discovery in future matters.
Companies need to know that technology has evolved to a point where legal departments of any size can handle legal holds of any scope, so long as steps are taken to communicate with other key players in the process, including relevant custodians, IT departments, and executive teams. If the proper steps are not taken, or procedures are not followed according to the documented plan, litigation can result in high costs and sanctions.
The next time you face a legal hold, think of yourself as the consummate poker player and remember, “if you wanna play the game…you gotta play it right.” With these tips, you’ll be sure to play the game right to the end. Continue reading →
On April 29, 2015 amendments to the Federal Rules of Civil Procedure (FRCP) took another step forward in the process. In a letter to U.S. Senate and House of Representatives leadership, Chief Justice John Roberts submitted the proposed amendments to the FRCP for final congressional approval. Chief Justice Roberts stated that the amendments “[H]ave been adopted by the Supreme Court of the United States,” rendering them effective December 1, 2015 absent any legislation to reject or modify the rules. You can find a copy of the Supreme Court’s submission to Congress here.
FRCP Amendments: A Look Back
As I blogged previously in a multi-part series, these amendments have travelled a long and winding road spanning multiple years. After being approved by the Standing Committee in May 2014 and the Judicial Conference in September 2014, the Supreme Court’s blessing was the next major hurdle.
FRCP Amendments: Impacts on Ediscovery
Unless modified by an act of Congress, legal professionals should expect several new civil procedure rules coming soon, with changes to Rule 37(e) likely driving the most impact on ediscovery.
The amendments to FRCP 37(e) seek to impose a uniform standard relating to the remedies available by a court when ESI is not properly preserved. Rule 37(e) is applicable when three criteria are met:
- ESI is lost that “should have been preserved in the anticipation or conduct of litigation,”
- Because of a failure to take “reasonable steps,” and
- The loss cannot be remedied by “additional discovery” designed to replace or restore the ESI.
After this three part test is established, then a court—finding prejudice to the impacted party—can determine a remedy “no greater than necessary to cure the prejudice.” Only if the court finds intent to destroy ESI do the following grave remedies apply: adverse inference, jury instruction or dismissal.
In addition to these changes, other FRCP amendments emphasize the importance of cooperation, proportionality, and reasonableness in discovery. Make sure you subscribe to “Everything Ediscovery” by Kroll Ontrack for future posts about the new FRCP rules as December 1, 2015 draws near.
Court Untangles Dispute over Production Format, Orders Reasonably Usable Form
Wilson v. Conair Corp., 2015 WL 1994270 (E.D. Cal. Apr. 30, 2015).
Court Allows Deposition of Computer Forensics Specialist to Aid in Discovery
Procaps S.A. v. Patheon Inc., 2015 WL 1880346 (S.D. Fla. Apr. 24, 2015).
Court Requires the Calculation of Damages to Proportionally Resolve Discovery Dispute
Corning Optical Communs. Wireless v. Solid, Inc., 2015 WL 1726749 (N.D. Cal. April 14, 2015).
Appellate Court Rejects Reliance on Document Retention Policy; Justifies Harsh Sanctions
Crews v. Avco Corp.,2015 WL 1541179 (Wash. Ct. App. Apr. 6, 2015).
Court Compels Production of Metadata
Younes v. 7-Eleven, Inc., 2015 WL 126313 (D.N.J. Mar. 18, 2015).
With the growth of information subject to privilege review and the increased role of technology, protecting privileged documents is one of the most critical issues for lawyers and litigation teams. While technology has made document review easier than ever, effectively incorporating privilege considerations into the broader case strategy remains difficult. Knowing how to approach privilege review from both a strategic and tactical perspective is incredibly important and critical to ensuring that ediscovery costs, time, and risks are kept to a minimum.
Kroll Ontrack recently presented a webinar, Power-Up Your Privilege Review:
Protecting Privileged Materials in Ediscovery, addressing how to best incorporate privilege into your case strategy. Panelists included:
- Jeff Schomig, Attorney, WilmerHale
- Stuart Altman, Partner, Hogan Lovells
- Joe White, Application Support and Training Team Lead, Kroll Ontrack
- Sheldon Noel (Moderator), Account Executive, Kroll Ontrack
These experts discussed the following intricacies of document review, and how one can—and should—make the most of the Federal Rules and new technologies to perform effective and consistent privilege review.
Embrace Predictive Coding for Privilege Review
Predictive coding can be a litigant’s best friend during a privilege review. With the proper case planning and preparation, predictive coding can help you track down documents that require manual review. Further, predictive coding may even be used to locate and isolate potentially privileged documents in any language. Preventing the disclosure of privilege-protected documents is your first line of defense, and predictive coding is a powerful tool that will help you keep the data that you need to keep.
Consider Clawbacks to Remedy Inadvertent Disclosure
Litigants often fail to fully cooperate in the discovery process, even when cooperation would benefit both sides of a dispute. This is especially true when it comes to privilege review. Far too often, litigants overlook Rule 502(d)—which allows a court to enter a clawback agreement as an order.
Integrate Privilege in Your Case Strategy
In any matter, look at the bigger picture and incorporate strategic considerations into privilege discussions. Litigation teams frequently see the privilege log as a secondary exercise in the discovery process, rather than proactively addressing how they will handle privilege documents. To better prepare yourself for the inevitable privilege issue, download the webinar today!
Deep Web. Hidden Web. Invisible Web.
These are names for the underbelly of the Internet that most of us know nothing about. If you’re in that camp, below you will find a few deep Web facts that every legal professional should consider as the lines between security, privacy, data breach, fraud, computer forensics and ediscovery blur.
9 Deep Web Facts
- Underneath the World Wide Web lies a whole other Internet where sites are hidden unless you know how to use them and exactly what to look for.
- This underside of the web is known as the deep Web, and it contains many, many layers of content. (See an infographic explaining the layers of the deep Web.)
- Ninety-nine percent of all the data on the Internet is stored in the deep Web.
- The deep Web is a place on the Internet where search engines have not indexed the information.
- The deep Web is “invisible” to the mainstream public – especially sites behind private networks, archived sites or standalone pages that connect to nothing at all.
- The vast majority of the deep Web holds pages with valuable information – databases, internal corporate websites, government documents, academic journals, etc.
- Some parts of the deep Web are associated with illegal or black market transactions – drugs, fake identifications, stolen credit card numbers, counterfeit cash and weapons.
- The anonymous nature of the deep Web makes it a breeding ground for unconventional conduct, such as: geeky or esoteric forums, information sharing in censored or turbulent political environments and leakages of confidential documents by whistleblowers or intellectual property (IP) thieves.
- The deep Web holds future potential as a place to securely communicate, especially for individuals deeply concerned about privacy or security.
What do the Impacts of the Deep Web mean for Lawyers?
One of my Kroll Ontrack colleagues, Michele Lange, recently sat down with Inside Counsel to explain the deep Web and when it can be a valuable source of evidence in litigation. To learn more about the deep Web, read Michele’s full Inside Counsel interview, “The source that ESI lawyers need to stop overlooking.”
Court-Ordered Seizure of Defendants’ Records in Separate Case Enough to Avoid Sanctions
Perez v. Metro Dairy Corp., 2015 WL 1535296 (E.D.N.Y. Apr. 6, 2014).
Court Redefines the Legal Standard for Preservation Obligations
Blue Sky Travel & Tours, LLC v. Al Tayyar, 2015 WL 1451636 (4th Cir. Mar. 31, 2015).
Court Finds No Spoliation after Deletion of Emails during Routine Audit
Gladue v. Saint Francis Medical Center, 2015 WL 1359091 (E.D. Mo. Mar. 24, 2015).
Ediscovery Costs Affirmed in Termination Dispute
Colosi v. Jones Lang LaSalle Americas, Inc., 2015 WL 1186765 (6th Cir. Mar. 17, 2015).
U.S. Court’s Power to Compel Compliance with U.S. Discovery Arises Only with Jurisdiction
Lunkenheimer Co. v. Tyco Flow Control Pacific Party Ltd., 2015 WL 631045 (S.D. Ohio Feb. 12, 2015).
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.