The EDiscovery ProcessOverview PHASE 1 COLLECTION Preservation Collection

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The E-Discovery Process-Overview PHASE 1 COLLECTION Preservation Collection Analysis Meet Rule 16 & Scheduling

The E-Discovery Process-Overview PHASE 1 COLLECTION Preservation Collection Analysis Meet Rule 16 & Scheduling Conference & SCOPE PHASE 2 PLANNING & NEGOTIATING PHASE 3 EXECUTION Discovery Plan ESI Legal Processing Review Production

PHASE 1 Actions & Decisions Preservation Collection 1. Identify Key Players 1. 2. Publish

PHASE 1 Actions & Decisions Preservation Collection 1. Identify Key Players 1. 2. Publish Lit Hold 2. 3. Interview Key Players 4. Determine Relevant ESI Locations with Data Map 5. Identify Vulnerable ESI 6. Determine Privacy or Confidentiality Issues 7. Determine Need for Forensics 8. Notify Opposing Counsel? 3. Collect Coordinate with Custodians Maintain Chain of Custody Records Analysis 1. 2. 3. 4. Generate ESI Collection Inventory Report Identify File Types of Interest Identify Files where Native is Necessary Identify non-standard File Types 1. Non-Indexable 2. Non-Commercially usable 3. Internal Proprietary

Preservation Cost Mgmt Opportunities Preservation 1. Identify Key Players 2. Publish Lit Hold 3.

Preservation Cost Mgmt Opportunities Preservation 1. Identify Key Players 2. Publish Lit Hold 3. Interview Key Players 4. Determine Relevant ESI Locations with Data Map 5. Identify Vulnerable ESI 6. Determine Privacy or Confidentiality Issues 7. Determine Need for Forensics 8. Notify Opposing Counsel? Consider tiered KP list with different [less rigorous] search criteria for lower tiers. Technology tools exist to automate much of this process. Use of questionnaires in advance of personal interviews Develop a detailed Data Map internally which can be edited for each matter If forensic collections are deemed appropriate, consider whether outside collectors are needed. If you intend to exclude any significant ESI from preservation, consider notifying OSC to limit later spoliation risk.

Collection Cost Mgmt Opportunities Collection Decide if making collection as a means for preservation

Collection Cost Mgmt Opportunities Collection Decide if making collection as a means for preservation is costeffective. 1. 2. 3. Consider internal collections. Will necessitate software, hardware, and people. Collect Coordinate with Custodians Maintain Chain of Custody Records Establish protocol for collections from PC’s which is subject to interruption and can be very time-consuming. Consider whether to do this over the network or locally in user’s office[s]. Perform collections internally with enterprise applications that track Co. C automatically.

Analysis Cost Mgmt Opportunities Confirm the availability of applications or resources that can generate

Analysis Cost Mgmt Opportunities Confirm the availability of applications or resources that can generate these reports quickly. These can be desktop apps, or provided by ED vendors. Consider using “inclusive” rather than “exclusive” approach. Identify hi-qty file types that can be excluded [e. g. html] Quantity of these file types can present significant cost challenges Non-indexable file types cannot be electronically searched, so special process [e. g. OCR], or costly human review is necessary Consider the means to produce these in “reasonably usable” forms. Analysis 1. 2. 3. 4. Generate ESI Collection Inventory Report Identify File Types of Interest Identify Files where Native is Necessary Identify non-standard File Types 1. Non-Indexable 2. Non-Commercially usable 3. Internal Proprietary

PHASE 2 Actions & Decisions Meet & Confer Discovery Plan 1. 2. 3. 4.

PHASE 2 Actions & Decisions Meet & Confer Discovery Plan 1. 2. 3. 4. 5. Identify File Types & Search Criteria Develop Plan(s) for Non. Index-able and other File Types to be Searched Develop Plan for Backup and other Media Establish Burden Arguments for Excluded [NRA] File Types Identify 30[B]6 Deponent[s] 1. 2. 3. 4. 5. 6. Who Attends? Present Proposed Discovery Plan Negotiate Terms for Search Criteria [Keyword List Sizes, etc. ] Negotiate Privilege Issues Negotiate Form of Production & Timing [Rolling? ] Negotiate Authentication Issues Rule 16 Scheduling Conference 1. 2. 3. 4. 5. Who Attends? Negotiate Differences in Discovery Plan Present/Defend Burden Arguments for NRA ESI Argue Cost-Shifting Negotiate Schedule

Discovery Planning Cost Mgmt Opportunities Discovery Plan It is essential that a file type

Discovery Planning Cost Mgmt Opportunities Discovery Plan It is essential that a file type listing [both number and size of each file type] is available to do this. Not all ED vendors can generate this information easily. 1. Identify File Types & Search Criteria 2. Develop Plan(s) for Non. Index-able and other File Types to be Searched 3. Develop Plan for Backup and other Media 4. Establish Burden Arguments for Excluded [NRA] File Types 5. Identify 30[B]6 Deponent[s] 6. Decide privilege issues Parties will usually accept a date range filter [i. e. file creation date]. The range must be negotiated This can be complex, but is extremely important, as non-indexable files [e. g images] cannot be electronically searched, so expensive human review is needed. Quantify these file types and if a significant number exist, either argue to eliminate them from further review if possible or propose an alternate, limited, processing scheme [e. g. sampling, OCR & E -search, narrow date range, etc. ]. Also address files that should be produced native. & discuss authentication thereof. After identifying whatever backup media exists that might contain discoverable ESI, determine if it [largely] exists elsewhere and decide whether it can be argued that it is NRA [Not Reasonably Accessible]. Develop argument to include Undue Cost, Business Disruption, and Disproportionality. Be prepared to defend the numbers at the Rule 16 hearing, or arrange for ED vendors to do so. Decide who will be the 30[b]6 wtiness[es] to testify to collection methods and actions, and to defend burden arguments. Does a Clawback Agreement make sense ?

Meet & Confer Cost Mgmt Opportunities In addition to outside counsel, consider having the

Meet & Confer Cost Mgmt Opportunities In addition to outside counsel, consider having the E-Discovery coordinator[s] present, to consult with counsel on ED issues, and to discuss with opposing party, if so directed. Meet & Confer 1. 2. Discuss date ranges and file types first, as these are not normally rigorously contested. For Keywords, agree to a procedure, but not specific keywords at this time. 3. 4. Subject to the court’s likely interest in expediency, negotiate enough time to deal with the keyword process, and subsequent review. Try to agree on a rolling production. 5. 6. Who Attends? Present Proposed Discovery Plan Negotiate Terms for Search Criteria [Keyword List Sizes, etc. ] Negotiate Privilege Issues Negotiate Form of Production & Timing [Rolling? ] Negotiate Authentication Issues Present a detailed, proposed E -Discovery Plan, as developed in the previous steps. Leave room for negotiation. Negotiate a “Clawback” if deemed appropriate. Negotiate Authentication methodology for any files to be produced in native format.

Rule 16 Conf Cost Mgmt Opportunities Rule 16 Scheduling Conference Consider having E-D specialist[s]

Rule 16 Conf Cost Mgmt Opportunities Rule 16 Scheduling Conference Consider having E-D specialist[s] attend, or at least be available outside the meeting for consultation or testimony, or at a minimum. by phone. Be prepared to present the arguments for areas where agreement could not be reached in the Meet and Confer. Be prepared to defend any burden arguments for the exclusion of ESI, even if agreed to by opposing counsel in the meet and confer. Consider having ED vendors present or on call if deemed appropriate. If arguments to exclude NRA ESI are unsuccessful, be prepared to argue for cost-shifting. Endeavor to get enough time to execute the Discovery Plan, and be mindful of the keyword process and review time. Try to agree on a rolling production. 1. 2. 3. 4. 5. Who Attends? Negotiate Differences in Discovery Plan Present/Defend Burden Arguments for NRA ESI Argue Cost-Shifting Negotiate Schedule

PHASE 3 Actions & Decisions 1. 2. 3. 4. 5. 6. ESI Legal Processing

PHASE 3 Actions & Decisions 1. 2. 3. 4. 5. 6. ESI Legal Processing Review Selection of EDiscovery Vendor(s) Management of Vendor(s) Analysis of Vendor Reports during Processing Decisions on Filtering Criteria Negotiate Keyword List & Processing Coordination of any Vendor Testimony 1. 2. 3. 4. 5. 6. 7. Develop Review Plan Single or Multi. Phase? Contract Attys? Review Platform[s] Limited Review due to Clawback? Prioritize Review per Rolling Production Agreement Develop Privilege Log[s] Production 1. Coordinate Productions per “Rolling” Agreement 2. Confirm Authentication 3. Oversee and Log Productions Audit E-Discovery Vendor QA/QC Processes 4.

ESI Processing Cost Mgmt Opportunities ESI Processing 1. 2. 3. 4. 5. 6. Selection

ESI Processing Cost Mgmt Opportunities ESI Processing 1. 2. 3. 4. 5. 6. Selection of EDiscovery Vendor(s) Management of Vendor(s) Analysis of Vendor Reports during Processing Decisions on Filtering Criteria Negotiate Keyword List & Processing Coordination of any Vendor Testimony Based on the Discovery Plan, vendor selection should consider amount and type[s] of ESI, the type[s] of processing planned, the time allowed to process it, and the amount of it that is expected to pass the filters to legal review. To facilitate the process, it is best to have standing Master Agreements with the vendor[s] of choice. The decision of who will manage the ED process is essentially important. Client-management is always best from a cost management perspective. The ability of the vendor to generate reports on the ESI as it is processed [the earlier the better], is essential. Always select vendors who can meet your needs in this regard. Of special importance is keyword “hit reports” that quantify the number and total volume of “hits” for each keyword. Once quantitative reports are generated by the EDVendor, decisions on filtering criteria can be made. Start with highly selective criteria and expand as needed, to assure hi responsive rates early to allow production to begin. This is especially important with keywords, which is why this was negotiated earlier in Phase 2. To the extent that burden or other arguments to limit processing of ESI are relevant, identify the responsible party early so preparation can begin.

Legal Review Cost Mgmt Opportunities As soon as it becomes apparent what kind of

Legal Review Cost Mgmt Opportunities As soon as it becomes apparent what kind of volume of data will make it to legal review, decide how to proceed: Single review with Trial Counsel, or multireview with initial review performed by lower cost alternatives. Based on the perceived sensitivity of the document collection, consider producing without legal review, subject to a privilege claw-back agreement. Many EDV hosting platforms can autoproduce privilege logs for files so-coded during review. Legal Review 1. 2. 3. 4. 5. 6. 7. Develop Review Plan Single or Multi. Phase? Contract Attys? Review Platform[s] Limited Review due to Clawback? Prioritize Review per Rolling Production Agreement Develop Privilege Log[s] If contract attys are selected, several options exist: 1] Self-contracted, hourly 2] Specialty firm, hourly or unit rate 3] All-inclusive fixed price Selection of review platform is critical. If the file count is high [tens of thousands], conceptual-grouping platforms are proven to reduce cost significantly. Focus initial review on the “low-hanging fruit” so production can begin early, minimizing complaint from the requesting party. This gives more time to cull subsequent productions.

Production Cost Mgmt Opportunities Having negotiated the form of production in the Meet and

Production Cost Mgmt Opportunities Having negotiated the form of production in the Meet and Confer, the ED vendor can generate the production[s] during normal hours, and not the usual weekend 24/7 panic blitzkrieg, for which premiun charges apply. This also allows time for proper QA to confirm redactions, privileges, etc. Having negotiated a protocol for production of native files, the EDV can generate the production accordingly, along with the cross-reference file with the authentication code [e. g hash values]. Depending on the size and schedule of the productions, stay vigilant as to the schedule to avoid last-minute surcharges. Be sure your EDV is maintaining timely QA on the process. This tends to get behind and can create delays and last-minute problems. Production 1. Coordinate Productions per “Rolling” Agreement 2. Confirm Authentication 3. Oversee and Log Productions Audit E-Discovery Vendor QA/QC Processes 4.