'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.
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