Assist Legal Technologies will work with your case team's needs to create an efficient plan of attack. We can easily remove irrelevant and duplicate documents, and strategically search and organize them for native review before performing a costly conversion. The resulting documents can be delivered with load files for one of many supported formats.
Upon collecting all necessary data, proper deduplication and filtering technologies can dramatically save time and costs associated with Electronic Discovery. By deleting all duplicate documents and e-mails, you are reducing your data set for a more manageable review process. After deduplication, further culling techniques can be applied towards metadata properties such as document?s date or particular file-type restrictions. Finally, and in some cases, most importantly, complex search queries can be derived to group and identify targeted information. Objectively eliminating these documents not only reduces costly review time, but also lessens the amount of data for conversion or hosting services, providing added savings. In fact, simply deduplicating and culling a data set reduces it by an average of thirty percent (30%).
Near Duplicate Processing
Group Similar Documents for an Effective Review
Do you ever feel like you are reviewing the same files over and over again? To address this, Assist Legal Technologies has partnered with Equivio to bring our clients "near duplicate" technology. Near duplicates are simply files that have minor differences, such as contract revisions containing a few different words. Equivio is able to identify and group these like-documents and provide the end-user additional database fields to sort and organize their collection.
Using Near-Duplicate Sets
How does it work?
By analyzing the text content of each record, Equivio first determines a "pivot" document or the file it deems the most representative in the near duplicate set. From here, other documents with similar content are identified and grouped with that pivot document. The derivation rate at which documents are deemed 'near duplicates' of one another can be pre-specified. Since this analysis is performed on the text content of a file, and not the file block level, Equivio can be run on scanned images just as well as an MS Office document.
Why group near duplicates?
This process brings new light to the document review process. Without Equivio, near duplicates would normally be dispersed randomly through the document collection. With Equivio, the near-duplicates are clustered into groups enabling a coherent, systematic review process. In most cases, 20-50% of documents are determined to be near duplicates.
- Reduced Costs
By grouping near-duplicates, Equivio provides savings in the form of cost, time and risk of error involved in handling large document repositories.
- Consistent treatment
Near Duplicate groupings ensure consistent preservation, coding and annotation of documents that are very similar in content.
- Locate data faster
Through virtual suppression of redundant data, Equivio helps users cut directly to the information they need, right away.
E-mail Thread Identification
Simplify your review through intelligent organization
Traditional email management techniques have taught us to focus our attention on the number of messages within a given collection. A better strategy would be to focus on the unique conversations that transpired between people of interest. Assist Legal Technologies has partnered with Equivio to bring you email threading technology that was designed with this idea in mind.
By performing analysis on an email set, Equivio is able to cluster emails from an existing pool of scattered messages to a structured group of conversations between parties. In the process, ?inclusive? emails are identified, drastically reducing the amount of messages to review.
The underlying technology
Unfortunately, it is not safe to rely solely on the email subject, sender, or even internal metadata to relate messages. Equivio's underlying technology works by parsing the full text of an email, identifying relevant author information and focusing on changes within the body, therefore working independent of the message type.
Using Email Threads
Native File Processing
Performing native processing on a set of documents is an essential step in electronic discovery. Processing extracts an extensive set of metadata, along with each document?s full text, and a link to its native file. Emails are saved with their attachments, maintaining formatting and all parent / child relationships. With the information in a structured database, we are able to further filter and search the information and produce it to a format suitable for your review team.
Unless both parties agree otherwise, rule 34 of the Federal Rules of Civil Procedure requires that responsive documents are produced "as they are kept in the usual course of business", i.e. their native format. Because it is impossible to bates label, redact or place designations on every native file formats, most court systems will only accept evidence produced in TIFF format.
Initially performing native processing not only minimizes the cost of conversion to an image format, it also enables your team to begin their review much sooner. Another important consideration is that not all ESI was meant to be paginated. For example, MS Excel files may contain formulas and/or links to other documents that cannot be displayed accurately in image format. Rather than converting your entire collection to an image format, reviewing natively and tagging only the responsive documents for conversion is without question the most economical route. Because of the sheer volume that today's large cases can produce, this practice of hybrid image review is becoming more and more commonplace with law firms today.
The process of converting electronically stored information (ESI) to a single format, namely TIFF, is necessary for many reasons. By converting to a paginated format, each document can easily be bates labeled, electronically branded, or redacted, and produced as an acceptable format to call upon in court. In addition, it alleviates the need for multiple viewers to be installed on machines used for review, and guarantees that each document is being reviewed correctly. This process supplements a native review production, giving you all of its benefits and more. The conversion process can be performed initially on the entire data set, or after your documents have been reviewed and tagged natively.
While converting your entire document set to TIFF upfront can be extremely cost prohibitive, it is sometimes considered the only option when short deadlines are enforced and there is little time for a document production post-review. Alternatively, conversion to TIFF upfront may actually save money if the licensing of a particular piece of software for all review machines becomes excessive. Regardless of cost, TIFF images can be redacted and endorsed while native files cannot without modifying critical metadata. Also, once in TIFF format, your review team can easily perform productions without additional vendor consultation.