eDiscoveryNews – RVM Newsletter, February 2020

February 18, 2020

SHRINKING REVIEW TIME WITH RVM’s SNAPSHOT™

By Arthur Strollo, Strategy Consultant

Through its outside counsel, a large corporation involved in a class action lawsuit engaged RVM to help create a workflow to minimize the documents requiring review. RVM applied a variety of analytics technology and techniques to defensibly shrink the review population by nearly 90 percent, while organizing the remaining documents for an efficient review.

Although the documents of interest covered a narrow substantive scope, the original search terms pulled in a significant volume of documents, including many that were not relevant to the matter. The fact pattern also necessitated identification, review, and production of certain images, which do not lend themselves to traditional text-based searching or analytics.

To address the broad search terms, RVM conducted search term validation through its Analyze and Verify process to defensibly test and modify the proposed search terms to narrow the volume of non-relevant material entering the potential review population. Through sample reviews, assessment, and testing, the end result was not necessarily a perfect set of terms, but terms better-suited to capture the relevant material, with a focus on reducing potential review costs.

To aid review of the multitude of images in the population, RVM employed its proprietary tool, RVM Snapshot™. Developed with this case in mind, Snapshot groups duplicate images together and allows a user to quickly scroll through thumbnails of the images to flag potential documents of interest, while efficiently identifying junk documents such as logos and clip art.

With a defined review population in place, RVM setup a review workflow driven by active learning, using counsel’s relevancy decisions to score the documents in the population. Through active learning, RVM was able to prioritize the team’s review to get the documents more likely to be relevant to the front of the review queue. Review prioritization helped the case team support an ambitious rolling production workflow, pulling relevant documents to the front of the review queue. As the matter progressed, through the generated active learning scores as well observations and active learning scores, outside counsel was able to suspend review about halfway through, conducting a validation review to ensure nothing was left behind.

Through the combination of custom workflows and available technology RVM supported outside counsel through their review, saving over 90 percent of their potential review population, ensuring the case team was efficiently able to review the right set of documents.

Key Takeaways:

      1. Reduction in review population of 90 percent.
      2. Solution for images.
      3. Prioritized and efficient review organization.

PROVIDING COLLECTION OF DATA WITH A MOMENT’S NOTICE

By Gregory Cancilla, Director of Forensics

RVM’s client, a top 10 Law Firm listed in the AM LAW 100 Law Firm list, was burdened with the need to urgently produce e-mails from 26 custodians’ utilizing Office 365 as its e-mail platform. RVM experts received an urgent call on a Friday afternoon after the Law Firm’s attempt to utilize a larger discovery company, not as flexible as RVM, proved to be unsuccessful. The larger discovery company, unlikely to meet the urgent collection requirements, provided too many roadblocks to the client.

RVM employed a solution whereby leveraging advanced eDiscovery within Office 365 Security and Compliance Center in conjunction with experience in recovering terabytes of O365 data over the years to begin rolling e-mail data from the custodians within 24 hours of the project kick off. From the administrative (reporting, chain of custody, etc.) discovery through the technical collection of the data RVM was transparent at every level of the collection keeping the client up-to-date with each phase of the collection.

Key Takeaways:

      1. Urgent collection request satisfied within 24 hours of request.
      2. 0365 collection protocol, including strict chain of custody policies and search protocols employed.
      3. 26 custodians’ e-mail data collection initiated on a Friday with rolling deliveries beginning on Saturday.
      4. Saved AM LAW 100 Law Firm time and money through nimble approach to defensible O365 collections.

ELIMINATING RISKS WHILE CUTTING COSTS

By Dean Felicetti, Partner/VP Information Governance

The Oliver Group’s (an RVM Company) client is one of the top hospitals in the North East, but was burdened with the need to maintain over 14,500+ backup tapes used to store sensitive financial as well as patient-related information. Healthcare providers, such as this hospital, have a particular onus to meet strict legal and compliance demands regarding any patient documentation.

The rigorous maintenance, licensing, support and storage costs had become prohibitive for the hospital. Its administration was seeking a solution that would enable them to reduce its costs while continuing to meet its data retention, restoration and management obligations. The problem was further complicated because of the age of some of the data and the varied intended audiences, which caused the hospital to use multiple platforms, tape standards, and technologies. As a result, multiple hardware and software solutions would need to come into play.

The Oliver Group (TOG) offered the hospital a solution whereby the existing backup tapes would be inventoried and through restoration certification, proven they could decommission the hospital’s environments while having TOG assume all risks related to storage and recovery of data. Through this process, the physical tapes could be safely managed, end-of-life technologies supported and data-center space saved. The data contained would be cataloged and recovered as needed by TOG. Just as important for the hospital, was knowing that the entire process followed accepted guidelines for defensibility.

Key Takeaways:

      1. 14,500 legacy backup tapes vaulted as part of a Healthcare Provider’s (HP) Retention Policy.
      2. Strict legal, privacy and compliance demands that must be met.
      3. Multiple backup and tape storage systems in place for replication.
      4. Cost savings realized of $2.5 million per year.

COMPLEX MOBILE DATA CASES ARE A BREEZE WITH RVM’s ConTXT™ 

By Geoffrey Sherman, Chief Technology Officer

Mobile Data is an ever emerging data source that needs to be treated with a sophisticated, well-designed, and organized process. Focusing on the challenges that our clients face, RVM developed ConTXT™, RVM’s Mobile Review Solution. Since inception the adoption of this solution has seen 600 percent growth and continues to receive accolades.

On a recent matter, the solution was put to the test with over 20 mobile devices from various custodians. The team at RVM was tasked with searching for over 1,000 phone numbers. By normalizing all phone numbers to a standard format, a key feature of ConTXT™, the task was quickly completed. Allowing time to also associate full names, titles, and organizations with the records to allow for a more prioritized review process. This enabled our client to segregate internal and external communication and focus on various aspects of the matter efficiently.

Mobile Messages were able to be logically grouped into Chat Summaries that span several mobile technologies such as iMessage, MMS and SMS. This allows for the review of messages as they were transmitted on the mobile device. Subtle details aid review such as color coding of messages based on the mobile technology used. Even the orientation of the messages based on device ownership are a welcome familiarity.

In conclusion with Mobile Data being prevalent and pivotal in complex legal matters, you need an organization that is experienced in these areas and has the right tools for the project at hand.

Key Takeaways:

      1. RVM enabled our client to review over 20 mobile devices simultaneously.
      2. Logical grouping of Mobile Technologies such as iMessage, MMS, and SMS.
      3. Complex searching needs including a number search for over 1,000 phone numbers.
      4. Normalization of phone numbers, names, and company information.
      5. Production to The Antitrust Division of the Department of Justice.