DocReview - Your Questions Answered

Why DocReview?

'Unknown’ and ‘forgotten’ documents and communications pose the biggest risk to modern organisations

In simple terms, electronically stored information (ESI) is stored in one of two ways; either in a specific format within a pre-defined database or, secondly, in a ‘container’ of some sort that has the ability to store various types and sizes of files. Information that is organised and stored in a database is organised, categorised and very easy to search for – customer records, finance transactions and HR information to name but a few, are all typically stored in databases. However, emails, commercial contracts, policy documents and the like all contain unstructured data – that is to say, words, sentences and paragraphs containing information, agreements, decisions, arbitrary facts and even sentiment that have been handcrafted at some point by an individual. These containers appear in many different guises within an organisation – individual user email accounts; user folders on a file share; SharePoint collaboration spaces; local drives on computers and laptops and Macs to name but a few of the more common ones. The ‘unknown’ and ‘forgotten’ documents and communications container within ESI containers are one of the biggest risks to modern businesses and hence why being able to review the content quickly is important for legal advisors.

Civil disputes, regulatory investigations or employment cases all benefit from DocReview

Ever since corporate use of information technology started in earnest in the 1970s, irrefutable data and information was being created and stored. The present day collaboration and communication systems used by modern organisations provide a plethora of business advantages, but also hide a multitude of risks. The advantages of such mechanisms still outweigh the risks, but being able to quickly and acutely manage the risks when they are realised is key to preventing significant financial loss. Whether those risks are commercial, regulatory or employment based, being able to quickly and accurately scan large volumes of unstructured data is key to minimising the impact of any potential issue.

Use DocReview to get started with reviewing 4GB of unstructured data

DocReview is provided on the world-leading Relativity document review platform so it is able to handle an unlimited amount of your client’s unstructured data . However in most cases, your client will be in their very early stages of their investigation and the important data that you will be asked to review is probably limited to a few key user email or file-share accounts, so perhaps just a couple of gigabytes (GBs). These will usually be delivered to you on a DVD or a USB ‘dongle’. With that in mind, the standard DocReview service is configured to help you review as much data as can be squeezed onto a single-sided DVD – which is a little over 4GB.

Maybe up to 2 million pages of content to review in 4GB of data

People all use email in slightly different ways. Some email users save everything, some delete everything. Some only use email for short messages; some executives manage large commercial contracts in email, making the most of document attachments, pdf scans and other sometimes large file types. Because of this, every email folder we receive contains a widely different number of pages to review. 7Safe research has shown that the ‘average’ number of readable pages in 1GB of email is about ½ million pages – if this was printed, it would create a pile of A4 paper 50 meters high. So 4GB of email is likely to be the equivalent of about 2 million A4 pages.

Technology is essential to help you review 2 million pages of information

With so much unstructured information and data being produced, today’s leading lawyers and paralegals now rely on advanced search technology and artificial intelligence to help them with their early case assessment. Using simple but effective techniques like keyword searching, and date filtering, large information sets can be reduced quite quickly to more manageable sizes. More experienced users then adopt more advanced search techniques such as proximity searches, email threading and near-deduplication, all designed so that they can quickly identify documents of potential relevance and review them.

Has your client given you data on a disc or a stick?

Q: How many pages typically represent 4Gb of data?

A: 4GB of email is likely to be the equivalent of about 2 million A4 pages

Q: I have a number of DVD’s and USB sticks and I’m not sure how big the data is, what should I do?

A: You can send the data over to us and we will take a look for you.  As most email is compressed, we expect the data to ‘expand’ when processed, so we allow for up to 8GB of un-compressed data within the DocReview fixed price. 


Do you need to review the contents?

Q: What is Relativity?

A: Relativity is an easy to use software package which provides you with the tools for analysing, reviewing and producing documents and emails during the stages of eDiscovery. Vast amounts of data can be quickly prepared, searched, reviewed and coded.  The software is used by more than 10,000 unique organisations for everything from litigation to internal investigations to responding to government requests. 

Q: I haven’t used Relativity before, will you train me? How long will it take?

A: Relativity is really easy to use but like all software you will need a bit of help to get you going. A quick start guide will be provided giving the basics of how to use Relativity, this will explain how to undertake a basic review. We would be happy to provide additional training, this usually takes about 1 hour.

Q: Does DocReview use all the Relativity features?

A: Yes, all the features are available to you.  The DocReview service includes a standard 1st and 2nd pass review coding layout and you will have the ability to fully filter, search and review your documents.

Q: Do I need to load the software on my computer?

A: No, you will be given access to your data via a secure portal via the internet.  You will only need internet access to conduct your review.

Q: Why can’t I just load emails into Outlook and do the search myself?

A: Searching in Outlook is clumsy with limited functionality.  Loading emails into an active Outlook account also runs the risk of sending data to the outside world (for example, read receipts can be sent by accident) and there is a risk of emails being tampered with, destroying any forensic integrity of the data.


Do you need to identify the key documents quickly?

Q: How do I use DocReview to reduce the number of documents to review?

A: The technology uses your initial key word and date range search criteria to disregard irrelevant documents, reducing the volume to review.  The documents that hit your criteria are loaded into Relativity. We can show you how to build more searches in Relativity to further refine your data as your review progresses.

Q: What is a Boolean search?

A: It’s a type of search allowing users to combine key words with operators such as AND, NOT and OR to further produce more relevant and refined results. For example, a Boolean search could be "hotel" AND "New York". This would limit the search results to only those documents containing the two key words.

Q: What is dtSearch?

A: The dtSearch engine allows additional search functionality on top of Boolean searching such as proximity, stemming, fuzzy searching as well as allowing noise word lists to be applied.

Q: What is proximity searching?

A: Proximity searching returns documents within a certain number of words from each other E.g. "apple NOT W/20 pear" returns documents that contain "apple" when it's separated from "pear" by at least 20 words

Q: What is stemming?

A: Stemming returns documents containing grammatical variations of a root word. E.g. apply returns documents containing the words “apply”, “applying”, “applies” and “applied”.

Q: What is fuzzy searching?

A: Fuzzy searches return documents containing spelling variations of a specified term. E.g. a search for "appl%" may return documents containing "apple" or "apply", since these terms have the stem "appl" and differ by one character. In Relativity the fuzziness level can be increased so a search for "apple" with a fuzziness level of 3 may return "app", "applied", "apply", and so on, since these terms have the stem "appl" and differ by up to 3 characters.

Q: What are noise words?

A: Noise words are commonly used words which are ignored by the system to improve query performance.



Just courier your data to 7Safe or ask us about our secure file transfer details

Q: How do I to prepare the data for sending?

A: Ensure that the disk or stick is encrypted and send it to us via courier or registered Royal Mail post or speak to the team about sending securely over the internet. Give us a call on +44(0)207 881 3333

Q: How do I encrypt my data?

A: Give us a call on +44(0)207 881 3333 and we’ll be happy to talk you through the process.

Q: Where do I send the data?

A: Please address to the 7Safe eDiscovery team, 123 Buckingham Palace Road, London SW1W 9SR. Please drop us an email at to say it’s on its way.

Q: I have a number of DVD’s and USB sticks and I’m not sure how big the data is, what should I do?

A: You can send the data over to us and we will take a look for you.  As most email is compressed, we expect the data to ‘expand’ when processed, so we allow for up to 8GB of un-compressed data within this price. 

Q:  What will you do when you receive the data?

A:  We will let you know it has arrived safely and begin to prepare the data to get it ready for you to review, we hope this will be available to you within 4 hours of us receiving the data.


Within 24 hours you will be searching and reviewing

Q: 24 hours seems a while to sit and wait to start looking at data?

A: In these 24 hours a lot happens behind the scenes, this time is used to prepare your original data, apply your key words and date range criteria and setup your review platform.  The early preparation stage will help shorten your actual review time in the long run. Typically this process does not take a full 24 hours, we aim to get you set up as quickly as possible.

Q: How can I identify key documents?

A: We will ask you to provide us with a list of key words and date range criteria, we will then use the technology to search every document really quickly for your criteria, anything that meets your criteria will be loaded into Relativity for you to review.

Q: Can the key words and date range searches run over all email attachments too?

A: Attachments (also known as family items) are searched too and are kept with all items in their group ready for your review.

Q: I can review 1000’s of documents for key words in a day, how will this technology help me?

A: The service we offer finds tens of thousands of documents with your search criteria in minutes to save you time reading through each and every one.

Q: Will the searches using my criteria include Pdf documents?

A: Yes, some Pdf documents will already be searchable, if the Pdf is a scan/image we will run an optical character recognition (OCR) tool over the text to make it searchable.

Q: How secure is my data?

A: Very, we keep your data in our secure London datacentre managed to international security standards.

Q: Is my data stored in servers in the UK?

A: Yes, your data is kept in our London datacentre.


What happens next?

Extending your review

Q: What if I need to add additional users, can I do this?

A; Yes you can add as many users as you need.

Q: What if I need to add additional data during the month (i.e. if the data we receive expands to over 4GB)?

A: As most email is compressed, we expect the data to ‘expand’ when processed, so we allow for up to 8GB of un-compressed data within this price.  If the data set is likely to grow, we always advise that you switch to our standard price list

Q: What happens if my review needs to extend beyond one month?

A: DocReview is charged at a fixed monthly price.  You can continue to renew each month if the data size and user stays the same.  If circumstances change you can transfer to our standard Review service at any time.

 Completing your review

Q: What happens at the end of my case?

A: Most DocReview cases only last a month or so, just before the end of each month we will email you with various case closure options (eg. Deletion, archive) alternatively cases can expand and a new pricing structure can be agreed with you at this time.

Our contact details

 Call +44 (0) 1763 285 510