IPRO - Equivio Integrated Solution

Eliminate DataRedundancy in Litigation Review

Reviewing Near-Duplicate Documents Using Integrated IPRO-Equivio Solution

The Near-duplicates application detects and groups

near-duplicate files. While existing technology can detect

exact duplicates, Equivio offers a unique capability for

detection of near-duplicates. Near-duplicate files are

documents with minor differences – e.g., contract versions

containing a few different words. The application identifies

near-duplicates and organizes them into sets for efficient and

coherent handling.

The following screenshot illustrates the efficiency of document

review using IPRO with the integrated Equivio technology:

Screen 1 – Equiset showing pivot document

• Documents are grouped into sets of similar documents

(near-duplicates and exact duplicates) called Equisets.

• The first document to be reviewed in an Equiset is

the pivot document, which is the most representative

document in the near-duplicate set. Clicking on the pivot

document displays it for review in the review panel.

• After reading the pivot, the reviewer can decide whether

Boosting Review Productivity and Reducing Litigation Costs

Litigating organizations are challenged by exploding document

volumes and skyrocketing e-discovery costs. The organizations

involved in litigation -- from corporations to law firms and

government -- are searching for effective ways to cope with

the document surge.

To help clients reduce ever-growing litigation costs, IPRO has

integrated Equivio’s technology for grouping near-duplicates

and email threads with IPRO Eclipse. By grouping similar

documents, IPRO users gain a decisive competitive

advantage – less time wasted reviewing redundant data, and

more time spent analyzing the unique information critical to

the case.

The integration of the Equivio technology expedites the

management and review of large document repositories.

The grouping of near-duplicates and email threads allows

similar documents to be handled and treated together. The

result: IPRO users can slash the time and cost of document

review, while reducing the risk of error by ensuring the

consistent treatment of similar documents.

The potential savings through the use of near-duplicate

grouping and email threading are compelling. Near-duplicate

and email thread grouping consistently drives review cost

savings of 30 to 50%. This translates into huge potential

savings for users of the integrated IPRO-Equivio solution.

Integrated Solution for Streamlined Data Processing and Review

The integrated IPRO-Equivio solution facilitates the flow of

information between the following IPRO and Equivio products:

IPRO Eclipse – review platform for managing litigation cases.

Equivio Near-duplicates – detects and groups near-dupli-

cate files in unstructured document repositories.

Equivio Email Threads – captures and reconstructs email

conversations.

The integration of Equivio’s technology enables IPRO users to

streamline their e-discovery process by detecting and

grouping near-duplicate documents, reconstructing email

threads, identifying the unique differences between

documents and ensuring consistent treatment of similar

documents.

Following is a typical flow of an e-discovery scenario

using the integrated solution:

1. Collection of electronic files loaded into a single data

repository by IPRO Allegro for early case assessment and

culling down.

2. Processing of culled data by IPRO eCapture: import of

native files, emails and scanned documents; extract of

text and metadata, conversion of native files to TIFF;

de-duplication and culling; and indexing.

3. Data is migrated to IPRO Eclipse for review.

4. Utilizing a module created by IPRO Tech, Equivio

seamlessly retrieves the data from the IPRO Eclipse Case

Database, performs near-duplication and email thread

processing, and returns the enriched and structured data

to the IPRO Case Database.

5. Eclipse presents the documents for search, review and

production by the review team.

6. The documents are organized in Eclipse as near-duplicate

and email thread groupings for streamlined handling

using standard Eclipse features.

Reviewing Email Threads Using Integrated IPRO-Equivio Solution

The Email Threads application captures and reconstructs

email conversations. By identifying the unique emails in a

collection, the tool drastically reduces the number of emails

that need to be reviewed.

Within IPRO, Equivio’s grouping of email threads simplifies

the review of emails, while allowing the review of the email

within its original context. This means that users only need

to review emails and attachments containing unique content.

In addition, users can bulk handle all the emails in a thread,

reducing time and cost, while also ensuring that all the emails

in the thread are treated consistently.

The following screenshot illustrates the efficient review of

email threads using the IPRO-Equivio solution:

Screen 3 – Reviewing the first “Inclusive” in an EmailSet

• Emails related to one another (reply, forward, etc.) are

grouped into email threads known as EmailSets.

• Within an email thread, review only the emails marked as

“Inclusive”. An Inclusive is the last email in a thread and,

as verified by Equivio, contains the entire history of the

thread.

Bottom Line: Less Complexity, Faster Results, Lower Costs

By grouping near-duplicate documents and emails prior to

document review, the enhanced IPRO solution generates

immediate, concrete benefits:

• Reduced costs. Reviewers are directed to what’s

important; viz. to documents that contain unique

information, and to the unique information within each

document. Proven in thousands of cases, Equivio’s

technology consistently reduces review and handling

costs by 30 to 50%.

• Less time. In many situations, it’s impossible to

review all the documents in the given time window. IPRO

enables prioritized review by zooming in on value-added,

unique data.

• Less risk. By focusing the user on unique documents

and data, reviewers are less likely to miss critical infor-

mation.

• Consistent treatment. The Equivio groupings ensure

consistent treatment of near-duplicate documents or

all emails belonging to a thread. Similar documents can

be bulk handled, for example, in applying responsive/

privilege tags.

• Enhanced findability of data. The near-duplicate and

email thread groupings enable more compact presentation

of search results, organizing the documents into groups

of very similar documents for enhanced findability.

IPRO creates high-speed, scalable, and efficient eDiscovery

software tools for early data assessment, database

management, hosted review, processing, and production. The

IPRO Enterprise Litigation Content Management System is

currently one of the only eDiscovery software platforms that

allow users to cull, process, review, and produce terabytes

of data without the need to import and export between

applications. IPRO software is used by thousands in law firms,

corporate and government legal departments, and litigation

service organizations. Currently, 80 of the Am Law 100 rely

on IPRO Software in their firms. IPRO clients are found on six

continents of the world. To learn more about IPRO,

visit www.iprotech.com or call 1-888-477-6463

Equivio develops text analysis software for e-discovery. Users

include the DoJ, the FTC, KPMG, Deloitte, plus hundreds of

law firms and corporations. Equivio offers Zoom, an

integrated web platform for analytics and predictive coding.

Zoom organizes collections of documents in meaningful ways.

So you can zoom right in and find out what’s interesting,

notable and unique. Request a demo at info@equivio.com

or visit us at www.equivio.com.

Zoom in. Find out.

• the rest of the documents in the near-duplicate set

can be skipped or require granular review. The level of

similarity of each document in the Equiset to the pivot

document is indicated in the Similarity column.

• In the event that the reviewer decides that the

near-duplicate documents in the set require review, the

user invokes a built-in Compare facility that highlights

the differences in each near-duplicate vis-à-vis the pivot

document (Screen 2 below).

Screen 2 – Highlighted differences using Compare facility

• The Compare facility allows the user to focus only on the

differences, rather than having to read the entire docu-

ment over again. Not only does this significantly shorten

the review effort, it also minimizes the risk of missing

important, but small, differences between the documents.

Bulk handling of grouped documents

Using standard IPRO tools, the user may apply tags to the

entire near-duplicate set. Bulk handling of Equivio groupings

help ensure the consistent treatment of like documents by the

review team.