Reuse and Rationalise

reusing data

In the landscape of Big Data the challenge of understanding what is stored in large quantities of corporate data, and more importantly finding what you need within it, can often be time consuming and expensive.  If you have to trawl through the same dataset multiple times for a number of different reasons this just adds to the burden. This is where reusing data can be of great benefit.

Gain Efficiencies

A recent development in the leading review platform Relativity, is the ability to spin-out multiple subset workspaces from one central Master Workspace. By doing so there a number of advantages that ultimately reduce the costs of legal review. Some of these benefits include:

  • Data processing: Data only needs to be processed once. If the same data is required for multiple matters there is no need for it to be re-processed, it can be reused across all matters.
  • Data volume: Multiple copies of the processed data are not required saving hosting costs.
  • Legal review coding: If documents have already been reviewed for one matter, the work product can be reused on other matters. There may be certain privilege calls or documents tagged as confidential, these determinations can be replicated between the multiple workspaces saving time and cost involved with reviewing the documents again for the same purpose.
  • Security: In the past, sharing data for multiple purposes could be achieved through security groups but this adds an element of risk due the virtual division rather than physical division. By spinning out a new database there is a physical division of data.

Reuse and Rationalise

Real World Scenario

Here is an illustration of how this can benefit an organisation that is involved with a number of disputes and investigations: An organisation has been served a notice by a regulator to investigate whether or not they have been involved in anti-competitive behaviour. Data is collected from some corporate mailboxes and folders on the company network. This data is processed into a central Master Workspace. It is then filtered by date and keywords and pushed out to a review workspace.  The documents in the review workspace are then reviewed and eventually the required documents are exported and sent to the regulators.  The regulator doesn’t find anything untoward and the organisation continues to operate as usual.  The organisation is probably a little annoyed they had to fork out quite a substantial sum to undertake the exercise, but that effort doesn’t need to be completely wasted… Sometime later, a claim is made against an organisation and litigation proceedings commence. The scope of disclosure will include some of the documents already processed and reviewed for the regulatory enquiry. For this litigation the date range is slightly later but there is a large amount of overlap.  So additional data which was out of scope in the regulatory enquiry is collected, processed and added to the Master Workspace.  The data in the Master Workspace is then searched and filtered for the purposes of the litigation and pushed to a new review workspace ready for review.  Some of the document coding from the previous review is useful and can be reused, so this is also brought across.

This ability of reusing the work product can offer substantial saving and increase efficiencies. The more traditional approach would require the data which has already been collected previously to be reprocessed and the review would need to be started from scratch.  By using this model, it is possible to retain existing work product and augment that with new material.

Clients’ needs driving technology

Innovation is key to Sky Discovery mantra.  Effective use of technology, providing alternative workflows and solutions, maximising automation and keeping abreast on the latest AI technologies allows us to offer true value to our clients.  Reducing manual effort results in lowering the overall cost.  By using the latest features that Relativity has to offer we can achieve many new and innovative approaches.

Contact Sky Discovery to see how we can reduce your legal spend and gain efficiencies in your business. hello@skydiscovery.co.uk

Published by Martin Flavell, Director at Sky Discovery UK

Leave a comment