e-Discovery Processing

e-Discovery Processing

The selection of an effective e-Discovery processing vendor is critical to the success of any litigation-related project. The right vendor will provide the following to help your project succeed:

  • The ability to process large quantities of data in a quick and efficient manner
  • Years of experience related to data processing, conversion, handling, and analysis
  • Successful processing of data using proven, supported and accurate methods
  • A full array of processing capabilities that go beyond the basics
  • Technology that is tried, tested and intended for use in THIS industry
  • The production of accurate, responsive data sets that facilitate a streamlined review process
  • Expertise in processing unstructured “big data” into manageable and usable data
  • Exceptional support with managing the processing stages
  • Quality, customizable reports related to hits, exceptions, data breakdown, document types and more

Understanding client needs and in an effort to respond to them accordingly, The Oliver Group (TOG) has invested a significant amount of time, effort and funding into the area of e-Discovery processing.

TOG has helped numerous clients achieve their goals through their use of the Mindseye Discovery Platform. This best-of-breed product provides an advanced feature set that yields highly accurate, repeatable, high-performance, and efficient results for diverse quantities and types of data. The product selection process, resulting in the integration of Mindseye solutions into our existing workflow, involved a lengthy, structured and careful evaluation of multiple high-quality, industry standard products. The evaluation process examined development practices, responsiveness to client requests, overall customer service, long range company planning/vision, technical support capabilities, defensibility, organizational history, industry knowledge, system performance, technical capabilities, and product stability. At the end the evaluation, the Mindseye solution stuck out as the clear front runner.

The use of a single, thoroughly vetted solution for all data processing projects differentiates TOG from other e-Discovery companies. Some vendors attempt to provide e-Discovery services using one-off utilities that only address individual components of the cumulative process. One product may be used for de-NISTing operations, another for de-duplication, and a different utility for searching. The transitions that take place from one product to another can waste time, result in less scientific results, unnecessarily complicate a project, and could open-up a matter to greater risk of error and inaccuracies due to many manual steps throughout this type of process. The use of a single, well-developed, industry-specific solution streamlines processing and provides a more consolidated, unified, intuitive and defensible approach to e-Discovery processing and early stage data analysis.

Another exciting capability that has been yielded as a result of the relationship between Mindseye and TOG is the ability to offer on-site processing capabilities using the same Mindseye technology employed in TOG data centers. TOG has the ability to facilitate on-site processing requests on a global scale by employing the same technology in a portable form factor. This helps to ensure that the same results are achievable across the full spectrum of more dynamic, multi-location, international projects regardless of where the data is processed.

After all is said and done, what good is technology without qualified operators? TOG has multiple Systems Engineers who have been provided with quality, vendor-developed training and have earned their Mindseye Certified Administrator certification. This helps to add certain assurances not seen with some organizations. It is one thing to buy a piece of technology, but an entirely different matter to run it properly. TOG has Certified Experts with full knowledge and experience of the appliance capabilities and complexities.

We invite you to continue reading about the finer details associated with TOG’s eDiscovery processing capabilities. This is by no means an exhaustive list of all capabilities, but is instead designed to provide higher level summary of the most common features used to serve our clients. Please feel free to reach out to our sales team and subject matter experts with any specific questions.


Supported Data Types/Sources and Data Conversion


The Mindseye Discovery Platform used by TOG offers extensive and continuously expanding support for hundreds of file types and data formats. In the event unsupported file types are encountered, TOG has the ability to convert less-common formats into supported data types using tested and defensible methods that hold true to industry standards.

 

Pre-Processing – OCR and Indexing


During the data ingestion process associated with the initial phases of project set-up within Mindseye, the data set is indexed and optical character recognition (OCR) processes are run against applicable data types. This process facilitates the quick and thorough processing of information during later phases of the project.

 

De-NIST Processing


The De-NISTing process utilizes a set of industry standard hash value tables to remove items that are generally accepted as being of no practical value during the data review process. The files and hash values listed in the NIST hash tables are typically associated with files tied to applications (Microsoft Office, Adobe Reader, Adobe Flash Player, etc.) or operating system files (Microsoft Windows, Mac OS X, etc.) that do not provide any form of unique information that would contribute to an investigation or legal matter. This process identifies these files for exclusion from the final production data set.

 

Deduplication


The process of de-duplication involves the generation of hash values for all files, followed by a comparison of hash values in an effort to identify identical items in a data set. Files identified as exact matches are flagged as such so the duplicate files can be excluded from the final production data set, thereby reducing overall review time and cost.

 

Keyword Searching and Hit Reports


The keyword search process uses a number of matter-specific words and any necessary operators (proximity, Boolean, wildcards, etc.) to identify responsive data within a larger data set. TOG uses a comprehensive process to instill an element of accuracy, quality, and suitability into keyword searching. This process involves working with the client to carefully select, test, and tune a set of keywords that provide a suitable level of responsiveness. The use of fairly generic words, such as “is”, “car”, or a company name, in conjunction with poor keyword formatting, could result in an excessive amount of data being produced. TOG staff are trained to root-out potentially problematic keywords and properly format search terms in a manner that results in highly accurate results. This entire process is executed with full involvement and approval of the client, with coordination taking place with skilled project managers.

Once an appropriate set of keywords is settled upon, the high performance search capabilities of the Mindseye Discovery Platform can be used to quickly identify responsive data. The information yielded by the actual searches can then be identified as part of the production data set.

Valuable hit reports can also be provided to give the client an understanding of the volume of data produced by specific search terms, the nature of the responsive data set and also identify potential issues with search terms. These reports are highly customizable and can be tuned to meet specific client needs.

 

Reporting


The reporting capabilities offered by the Mindseye solution are dynamic, extensive in scope and highly customizable. Reports can be generated that provide information related to search term hits, email domains, file types, file listings, document authors, hash values, document names, processing exceptions, and more. Some of the more commonly requested reports include the ESI Summary Report, Search Hit Report, Exception Report, and File Listing Report. Each of these can be quickly generated and provided to the client for review. Any necessary content adjustments can be made quickly upon request.

 

Bates Stamping/Endorsing


The Mindseye solution employed by TOG allows for documents to be stamped and endorsed to meet the custom needs of clients. Unique labelling formats can be applied to full data sets as part of the normal processing workflow. Documents can also be endorsed with “Confidential”, “Privileged”, or any other text requested by the client.

 

TIFF and PDF Creation


TOG has the ability to provide production data sets in TIFF or PDF file format. Both grayscale and color TIFFing/PDFing options are available. This universal file format makes the review process much easier and guarantees an element of compatibility with modern review platforms.

 

Load File Creation


Once a data set has been processed and is prepared for production, the use of load files helps to ease the transition into the review platform. TOG supports the export of flat file data sets with an accompanying load file such as DAT, OPT, LFP, DII (multiple image formats), and Delimited Text, along with EDRM, Ringtail, Trial Director, and iConect (export formats).

 

TOG is well positioned to provide an expansive, reliable, and properly engineered data processing solution for any engagement. Both on-site and off-site data processing options are available to meet client needs on a global scale. For additional information related to our e-Discovery processing options, please reach out to our Sales Team for a free consultation.