Tips for Successfully Adopting EDiscovery Technology Within Your

Tips for Successfully Adopting E-Discovery Technology Within Your Organization or Firm 23 August 2016 11: 20 – 12: 20 CAROLE CARRION CHERYL WILSON GRIFFIN TINA GARBARINO SUSAN KAVANAGH(MODERATOR)

Moderator Susan Kavanagh Panelists Carole Carrion Tina Garbarino Director of Client & Member Services Manager of Litigation Support Services Manager of e-Discovery Services Team ACEDS, a BARBRI Professional Association Stroock & Lavan LLP NBCUniversal Cheryl Wilson Griffin Trial Technology Services Manager Mayer Brown

Adopting E-Discovery: Considerations ⧫ Deciding to go ahead ⧫ Buying v. building ⧫ Identifying resources ⧫ Picking / building platform ⧫ Implementing ⧫ Using existing internal resources ⧫ Building workflows ⧫ Maintaining the system

Deciding to Go Ahead Challenges Solutions Identifying the need for technology Where are the inefficiencies, gaps and pain points in workflow Process or Technology Are the inefficiencies technology driven or process driven? Consensus among Stakeholders Technology does not meet current standards Create a clearly defined Goal Communicate the goals/benefits Evaluate your products every 3 years

Buying vs. Building Challenges Solutions Factors to consider on Building versus Buy ⧫ Cost ⧫ Time ⧫ Resources What resources would I need to Build versus Buy ⧫ Iterative process related to the Who, What, When, Where, How ⧫ Conduct analysis of how each option would satisfy the Goal (Scorecard) ⧫ Internal expertise of existing process to adequately build and maintain tool

Identifying Resources Challenges Solutions Involving all the right people At a minimum: ⧫ Procurement / Sourcing ⧫ Legal ⧫ Infrastructure ⧫ Database Team ⧫ Client Services (IT Support) ⧫ Stakeholders ⧫ Users of technology

Picking / Building Platform Challenges Which technology should be evaluated Solutions ⧫ Look for market leaders in the What areas to focus on when evaluating ⧫ Agreement– engage Legal/Sourcing early ⧫ How the technology will be implemented into your environment ⧫ Use familiar data to test functionality ⧫ Engage users to participate in POC ⧫ Utilize scorecards to compare technologies industry ⧫ Review industry reports (Gartner) ⧫ Ask colleagues in the industry

Implementing Challenges Identifying implementation team Solutions Cross functional Team: ⧫ Infrastructure ⧫ Network Operations ⧫ Security ⧫ Programmers ⧫ Q/C - Testers Staying on Track ⧫ Use a Project based approach ⧫ Identify requirements from all team members ⧫ Develop communication and training plan

Using Existing Internal Resources Challenges Solutions No budget for new technology Leverage existing technologies within your organization (i. e. Sharepoint, IT Ticketing System)

Building Workflows Challenges Identify the appropriate workflow Solutions ⧫ Know who will be using the system ⧫ Know the functionality of the system ⧫ Utilize other technologies to bridge gaps in workflows (i. e. Sharepoint) ⧫ Create documentation ⧫ Consistently review process to identify areas of improvement

Maintaining the System Challenges Who supports the technology Solutions ⧫ Define resources ⧫ Assign roles/responsibilities (RACI) ⧫ Create plan for routine patching, upgrades and maintenance ⧫ Establish relationship with vendor

Questions?

Tips for Successfully Adopting E-Discovery Technology Within Your Organization or Firm Susan Kavanagh ACEDS Tina Garbarino NBCUniversal Susan. Kavanagh@barbripa. com Tina. Garbarino@nbcuni. com Director of Client & Member Services Manager of e-Discovery Services Team Carole Carrion Stroock & Lavan LLP Cheryl Wilson Griffin Mayer Brown LLP ccarrion@stroock. com CWilson. Griffin@mayerbrown. com Manager of Litigation Support Services Trial Technology Services Manager

Task Media Tracking Existing Internal Resources

Production Request Existing Internal Resources

Production Request (cont. ) Existing Internal Resources

Print Request Existing Internal Resources

Building Workflows

Building Workflows

RACI Form Maintaining the System

Scorecard Buying vs. Building