Demonstrate the viability of the Remote Governance and Collections platform (RGC) as a collection and filtering tool for use in eDiscovery. Every Legility project begins with a project design meeting of
our team and the litigation team during which we determine the total scope of the project and specific requirements. We then use this information to craft a comprehensive management plan for our client.
Based on this meeting, Legility’s dedicated project manager sets up a workflow plan to accommodate data, deadline, budget, review requirements, production requirements, privacy requirements, document delivery formats and all other project considerations.
In this case, after learning about our client’s project requirements and long-term goals, we recommend using our RGC platform, our proprietary system that easily identifies, collects, verifies, filters and transfers data in a timely, secure and cost-effective manner.
In order to demonstrate the power and flexibility of RGC, we agreed to a “proof of concept” (POC) which we used to verify the effectiveness of a method or software program. In this case, the POC was run to ensure that all technical and business requirements would be met.
Setup and Integration
Before implementing the RGC, Legility’s technicians custom configured the system according to the client’s requirements. To augment our standard RGC configuration, we added supplemental components to support the client company’s specific email platforms, firewall configurations, security software requirements, and virtual machine disk (VMDK) files.
After the modifications, the RGC was seamlessly integrated behind the client’s firewall and granted proper permissions to access the required network resources. RGC maintains strict standards for data integrity and security, and the platform can defensibly gather data from any device connected to the network, including computers, servers, smartphones, tablets and other devices. The process also includes creating a map of all locations where data resides. This location mapping provides information on each place data is stored, the type(s) of data store and who has access to it.
One of the primary benefits of this platform is that it allows a forensic expert from Legility to login
remotely and perform not only collections but also filtering (file type and date) at the time of collection. During this POC, RGC’s filtering at collection capability was responsible for significant cost efficiencies over initial estimates.
Collection and Filtering
Over the course of two days, and through the company’s network bandwidth of less than 250 mbps, we used the RGC to collect 1,078,049 records each from Exchange Mail and the company’s archive system (2,156,008 records total). We collected 398,049 files of network share data, stored in multiple formats and on many types of systems, as well as data from two laptops. RGC performed as promised, easily into the company’s proprietary email archive system. During other data collection, RGC’s functions allowed for file type and date filtering, hash validation, batch processing and custom scripting. During the laptop collection, RGC demonstrated simultaneous machine collections, dynamic filtering, hashing and access to the full disk and memory – all with no business interruption. Because of the integrated capabilities of the RGC, filtering was done at the time of the collection and included:
File type filtering | Based on the results of our custom PreMAR reporting application, we created and validated file type filters.
Date range filtering | A date range was determined based on the case requirements.
DeNISTing | This is the process of removing files that are non user-generated and thus not relevant for evidence or production, as per the list compiled by the National Institute of Standards and Technology.
Processing and Review
Once the data has been collected and filtered by RGC, it is uploaded in our Nashville data facilities for further filtering - including sampling, analytics and predictive ranking - and processing. Additionally, we have quality control measures in place throughout processing that allow us to successfully move large quantities of data in a timely manner. After we quickly set up the review platform to the client’s custom requirements - securely online, using our software-as-a-service (SaaS) model - all data can be loaded, indexed and available to review within 24 hours.
By filtering at the time of collection rather than afterward (as is common), Legility was able to not only expedite the collection, but also to eliminate approximately $40,000 of pre-processing expense that would have been incurred using traditional eDiscovery methodology. With the expediency of the process, and the reduce cost of collection time and manpower requirements, it is a conservative estimate to suggest that RGC created a total cost savings of $60,000 on this project.
Given that this is fairly representative of a typical enterprise eDiscovery project, savings of this type can multiply across several matters annually and result in hundreds of thousands of dollars in cost savings. Additionally, the defensibility of the process can help avoid the potentially devastating financial and legal consequences that can result from sanctions or adverse interferences associated with improper (forensically compromised) collection of ESI. The fortuitous unintended result of RGC is that its capabilities extend beyond remotely collecting data to remotely managing it, which is a significant advantage for all of our clients. We also found that the process of implementing and using the system helps organization identify issues in their information management, retention and network security.