Managing the Complexities 1 of Document Review Panelists Ms. - - PDF document

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Managing the Complexities 1 of Document Review Panelists Ms. - - PDF document

Aug 27, 2022 294 likes •545 views

Managing the Complexities 1 of Document Review Panelists Ms. Laney Altamar Regional Sales Vice President, Special Counsel, Inc. Mr. Wale Elegbe Manager, Legal Technology Services, Nixon Peabody LLP Ms. Cathleen Peterson Director Document

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1

Managing the Complexities

  • f Document Review
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2

Panelists

  • Ms. Laney Altamar

Regional Sales Vice President, Special Counsel, Inc.

  • Mr. Wale Elegbe

Manager, Legal Technology Services, Nixon Peabody LLP

  • Ms. Cathleen Peterson

Director Document Review, Orrick Herrington & Sutcliffe LLP

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3

Adding Value

$$$

Discovery

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4

The ESI Challenge

  • 90% of collected data is irrelevant
  • Identify ways to add strategic value by

finding key data quickly

  • Reduce costs -- reduce the data set before

review begins

  • Facts are evidence -- facilitate the

knowledge transfer effectively

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5

  • Understand collection methodology, scope

and timeline

  • Prioritize review -- know key custodians and

conduct early interviews

  • Search early and be prepared for “meet and

confer” -- document, explain and defend preservation, collection, search and review

  • Advocate for tiered discovery

Strategy and Planning

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6

Evaluating Discovery Vendors

  • Look for a proven track record and directly

relevant experience

– Speak with existing clients - references

  • Understand core competencies and real

capabilities

  • Assess the “fit” of direct point(s) of contact
  • Space and technology considerations
  • Reviewer screening

– Predictors of success and fit

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7

Data Reduction

  • DeNIST – Remove system files using the

latest National Institute of Standards and Technology (“NIST”) list

  • Target date range(s)
  • Deduplicate – dedupe across custodian with a

production field to identify all custodians

  • Eliminate junk domains and business spam
  • Search for specific file types
  • Use robust tools to cull data
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  • Simple keyword searching – exact matches of

words or groups of words

  • Sophisticated keyword searching – includes

features of simple keyword searches but add variations on the keywords themselves (fuzzy, stemming, proximity, concept, etc.)

  • Iterative keyword testing – test keywords to avoid

false positives and under-collection

  • Be willing to re-visit terms, even after initial

agreement

Culling by Keywords

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Uses search terms to identify word patterns and relationships Allows reviewers to find documents with similar conceptual terms even if they do not contain the exact search terms Seldom used for filtering; increasingly used for review Emerging as a technology alternative Concept Searching Uses search terms to retrieve documents that contain those exact terms Standard practice; generally accepted in the courts Keyword Searching

Culling Methods

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Baseball Search Search

Ball Base Glove

Culling Methods – Concept Searching

  • Use keyword or phrase and obtain conceptually related

items – Returns pertinent “hits” (associated terms and concepts) even if they do not share any words or phrases with the query

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Budgeting

  • Develop a realistic forecast
  • Offer options and cost implications for

each

  • Include management and QC costs
  • Update forecast frequently with new data

and productivity inputs

  • Avoid surprises
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12

Off-Site Reviews

  • Hosted reviews

– Pros and cons of off-site review teams – Dedicated project space vs. ad hoc

  • Technical needs and support

– Robust bandwidth – 24/7 technical support

  • Project management

– Establish and promote review efficiency – Scalable and customized structure – Eases burdens on firm personnel

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On-Shore v. Off-Shore

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Special Considerations in Off-Shore Reviews

  • Data and information security
  • Effective communications
  • Supervision – ABA Ethics Opinion
  • Privilege review
  • Quality control measures
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Managing the Review

  • Invest in Training

– Set framework, define goals & objectives of the review – Establish roles and responsibilities

  • Set measures for baseline expectations and success

for document review team

– Performance metrics: review pace and quality

  • QC

– Develop QC methodology and begin early; supplement QC resources as needed to ensure consistent QC

  • Hold vendors accountable for their roles

– Avoid issues related to co-employment for contract professionals and ease managerial burdens and time spent

  • n HR issues
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Review Aids and Start-Up

  • Background memo and requests
  • Search terms key
  • Privilege list
  • Org chart
  • Players list
  • Coding matrix
  • Effective training session(s)
  • Intelligent batching
  • Trial run
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Coding Templates

  • Avoid excessive tags
  • Rules-based coding
  • Conditional coding
  • Plan ahead for review and production QC
  • Reviewer comments box
  • Noteworthy documents
  • Privilege Log preparation
  • Technical defect documents
  • New attorney names
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Communications Flow

  • Review “Steering Committee”
  • Have defined escalation protocol
  • Privilege concerns and privilege committees
  • Back-out interim deadlines from production

dates

  • Keep all stakeholders aware of the big picture
  • Daily reviewer input and feedback sessions
  • Daily progress reports
  • Shared communications portals
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Documentation

  • Data flow
  • Search term validation
  • Exceptions handling
  • Reviewer coding
  • Coding instructions
  • Q&A guidance
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20

SightManager

Real-Time Review

  • Thumbnail view

permits supervisors to monitor all reviewers at once

  • Real-time view allows

supervisors to react to work during course of a review, rather than after

  • Monitoring reviewers

side-by-side permits quick comparisons

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SightManager

User Activity Report

  • Reviewer work

patterns can be easily viewed and compared

  • Thresholds for

triggering “active” vs. “inactive” time can be adjusted

  • Timeframe and

subjects of report are driven by the supervisor

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Quality Control

  • QC of initial review batch of each reviewer
  • Customized review feedback
  • Run searches for inconsistent coding
  • Ensure family integrity is maintained
  • QC redacted documents thoroughly
  • Consider producing excels in native
  • Run searches for commonly missed issues
  • Run searches for key privilege names
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Metrics

“If you can’t measure it, you can’t manage it!”

Peter Drucker

  • Leverage full scope of knowledge learned about a

case and the process

  • End of project assessment that drives best practices

and sets benchmarks for future matters

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Thank You

  • Laney Altamar

Special Counsel 202-478-4332 Laney.Altamar@SpecialCounsel.com

  • Wale Elegbe

Nixon Peabody LLP 212-940-3002 welegbe@nixonpeabody.com

  • Cathleen Peterson

Orrick Herrington & Sutcliffe LLP 304-231-2850 cpeterson@orrick.com