kCura Relativity - Lunch and Learn with Kiersted

Welcome to Our GuestsBryant Park Hotel | New York, NY

Relativity Lunch & Learn – October 27th, 2015

Radically Efficient e-DiscoveryE-Discovery | Forensics | Matter Management |

Corporate Legal Consulting

Relativity Lunch and Learn Event

1301 Fannin Street, Suite 750, Houston, TX,77002 | 713-739-7789 | www.kiersted.com 1

1301 Fannin Street, Suite 750, Houston, TX, 77002 | 713-739-7789 |

www.kiersted.com 2

1. Introduction

2. kCura’s Relativity Fest Updates from 2015

3. Relativity - Key Features and Updates

4. Cost Savings Strategies: Event Handlers; Threads; Near Dupe;

5. Kiersted Proprietary Technology: Direct; CrossCode

6. Q&A and Concluding Remarks

1301 Fannin Street, Suite 750, Houston, TX, 77002 | 713-739-7789 | www.kiersted.com 3

Agenda - Relativity Lunch and Learn – Bryant Park Hotel


1. Introduction: Electronic Discovery Reference Model

Mainframes &Storage Servers PCs & WorkstationsCDs & DVDs

Tapes

Solid StateStoragePrinter

Copier Fax Machine

IP Telephone

iPods/Mp3 players

Removable DisksRecycle Bin Voicemail

Email PDAs & Cell PhonesiPads/tablets


1. Introduction: Weapons of Mass Disclosure

Notebooks

http://images.google.com/imgres?imgurl=http://www.interconweb.com/images/hp4350_printer.jpg&imgrefurl=http://www.interconweb.com/hp.htm&h=201&w=236&sz=6&hl=en&start=6&tbnid=ua4NNJSGb79MoM:&tbnh=93&tbnw=109&prev=/images?q=hp+printer&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://www.interconweb.com/images/hp4350_printer.jpg&imgrefurl=http://www.interconweb.com/hp.htm&h=201&w=236&sz=6&hl=en&start=6&tbnid=ua4NNJSGb79MoM:&tbnh=93&tbnw=109&prev=/images?q=hp+printer&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://www.patriotgroup.com/gestetner/copier/DSc435_200.jpg&imgrefurl=http://www.patriotgroup.com/gestetner/copier/default.htm&h=200&w=191&sz=17&hl=en&start=3&tbnid=Akji_vqEnJmFqM:&tbnh=104&tbnw=99&prev=/images?q=copier&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://www.patriotgroup.com/gestetner/copier/DSc435_200.jpg&imgrefurl=http://www.patriotgroup.com/gestetner/copier/default.htm&h=200&w=191&sz=17&hl=en&start=3&tbnid=Akji_vqEnJmFqM:&tbnh=104&tbnw=99&prev=/images?q=copier&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://www.appscorp.net/images/phone.jpg&imgrefurl=http://www.appscorp.net/voip_phone.asp&h=182&w=239&sz=8&hl=en&start=3&tbnid=YYr673B6dqKevM:&tbnh=83&tbnw=109&prev=/images?q=voip+telephone&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://www.appscorp.net/images/phone.jpg&imgrefurl=http://www.appscorp.net/voip_phone.asp&h=182&w=239&sz=8&hl=en&start=3&tbnid=YYr673B6dqKevM:&tbnh=83&tbnw=109&prev=/images?q=voip+telephone&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://images.appleinsider.com/ipod-06-2.gif&imgrefurl=http://www.appleinsider.com/article.php?id=2039&h=400&w=396&sz=49&hl=en&start=1&tbnid=m2sh7qwWqXq86M:&tbnh=124&tbnw=123&prev=/images?q=ipod&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://images.appleinsider.com/ipod-06-2.gif&imgrefurl=http://www.appleinsider.com/article.php?id=2039&h=400&w=396&sz=49&hl=en&start=1&tbnid=m2sh7qwWqXq86M:&tbnh=124&tbnw=123&prev=/images?q=ipod&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://www.the-digital-picture.com/Images/Pic/Maxtor-External-Hard-Drive.jpg&imgrefurl=http://www.the-digital-picture.com/Reviews/Maxtor-300GB-External-Hard-Drive-Review.aspx&h=301&w=212&sz=14&hl=en&start=4&tbnid=doEBVKtJ-D4noM:&tbnh=116&tbnw=82&prev=/images?q=external+hard+drive&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://www.the-digital-picture.com/Images/Pic/Maxtor-External-Hard-Drive.jpg&imgrefurl=http://www.the-digital-picture.com/Reviews/Maxtor-300GB-External-Hard-Drive-Review.aspx&h=301&w=212&sz=14&hl=en&start=4&tbnid=doEBVKtJ-D4noM:&tbnh=116&tbnw=82&prev=/images?q=external+hard+drive&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://www.id.unizh.ch/dl/telefonie/Voicemail/voicemail_icon.gif&imgrefurl=http://www.id.unizh.ch/dl/telefonie/Voicemail.html&h=182&w=178&sz=4&hl=en&start=1&tbnid=N-0yBB5ogeOZYM:&tbnh=101&tbnw=99&prev=/images?q=voicemail&gbv=2&ndsp=18&svnum=10&hl=en&sa=N

http://images.google.com/imgres?imgurl=http://www.id.unizh.ch/dl/telefonie/Voicemail/voicemail_icon.gif&imgrefurl=http://www.id.unizh.ch/dl/telefonie/Voicemail.html&h=182&w=178&sz=4&hl=en&start=1&tbnid=N-0yBB5ogeOZYM:&tbnh=101&tbnw=99&prev=/images?q=voicemail&gbv=2&ndsp=18&svnum=10&hl=en&sa=N

http://images.google.com/imgres?imgurl=http://www.heathcliff.com.au/images/email_icon.gif&imgrefurl=http://www.heathcliff.com.au/images/&h=171&w=169&sz=3&hl=en&start=1&tbnid=T4cMr2sufF1XWM:&tbnh=100&tbnw=99&prev=/images?q=email+icon&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://www.heathcliff.com.au/images/email_icon.gif&imgrefurl=http://www.heathcliff.com.au/images/&h=171&w=169&sz=3&hl=en&start=1&tbnid=T4cMr2sufF1XWM:&tbnh=100&tbnw=99&prev=/images?q=email+icon&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://media.marketwire.com/attachments/200702/TN-313125_8800rim.jpg&imgrefurl=http://www.marketwire.com/mw/release_html_b1?release_id=214147&h=280&w=196&sz=10&hl=en&start=17&tbnid=X7-pJyZkHuvPBM:&tbnh=114&tbnw=80&prev=/images?q=Blackberry+8800&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://media.marketwire.com/attachments/200702/TN-313125_8800rim.jpg&imgrefurl=http://www.marketwire.com/mw/release_html_b1?release_id=214147&h=280&w=196&sz=10&hl=en&start=17&tbnid=X7-pJyZkHuvPBM:&tbnh=114&tbnw=80&prev=/images?q=Blackberry+8800&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://uk.gizmodo.com/razr.jpg&imgrefurl=http://uk.gizmodo.com/2005/10/18/&h=305&w=325&sz=66&hl=en&start=2&tbnid=QZ3F-9qWdt0rLM:&tbnh=111&tbnw=118&prev=/images?q=razr&gbv=2&svnum=10&hl=en

http://images.google.com/imgres?imgurl=http://uk.gizmodo.com/razr.jpg&imgrefurl=http://uk.gizmodo.com/2005/10/18/&h=305&w=325&sz=66&hl=en&start=2&tbnid=QZ3F-9qWdt0rLM:&tbnh=111&tbnw=118&prev=/images?q=razr&gbv=2&svnum=10&hl=en

Undertake to implement the FRCP changes in a consistent and uniform way regarding:

• Case Management (early and meaningful meet and confers, requesting in-person Rule 16 conferences; requesting conferences in advance of motion practice)

• Discovery (serving discovery early, eliminating the use of general objections, withholding information based upon clearly stated and specific objections)

• Proportional preservation and discovery (developing a defensible and documented plan; using the meet and confer process to reach agreements on scope)

• Sanctions (implementing reasonable preservation guidelines/tools/practices to take terminating sanctions off the table)


1. Introduction: Be Prepared for the Upcoming Changes to FRCP


3. Relativity – Key Features and Updates


4. Cost Savings Strategies: Event Handlers; Threads; Near Dupes

• Familiar Questions?

• Who coded this field?

• Which layout was used?

• Who overturned this coding? When did this happen?!

• Where are all the docs we coded last week?

• Why don’t these Privileged docs have Attorney’s Notes?

• How fast are we going? How can I show that?



• Why can’t I answer these questions?!?! How did this Happen?!?!

Most web sites use form validation to prevent bad user input

• No Real Time Feedback

• Bad User Input

• No Form Validation

• Limited Audit Capability

• No Fielded Data



• What’s “Bad Input”?

• Used the wrong Layout

• Privilege without privilege type

• Responsive….without responsive reason

• Didn’t include initials in notes

• Didn’t follow issue tagging guidelines



• Form Validation

• We’ve all seen this on the Web

• Make sure specific rules are followed

• User can’t proceed without required input



• Enter Event Handlers

• Programmable Rules in Relativity

• Perfect for form validation:

Stops bad input in its tracks!Keeps workflows intact

• Also have lots of other uses



• Programmable?! Like with Code?!

• Yes...mostly.

• kCura released Event Handler Express with Relativity 9.2

• Does form validation and you should use it…if you’re not

• However, doesn’t cover many useful capabilities



• Custom Event Handlers

• Kiersted has full-time, on-site developers who specialize in this type of coding.

• We’ve created dozens of custom solutions using this powerful technology.

• “You can basically do anything.” – (Christopher Dyroff)



• Simple Custom Examples

• First Coded / Last Coded

• Auto-Set the “Reviewed” value

• Enforce the Correct Layout

• Enforce Issue Consistency

• Tree Structure Coding

• Next Doc in Batch



• Advanced (Fun) Custom Examples

• Dynamic Layouts

• Colored HTML fields for custom alerts

• Send an email

• Log to an object for administrators

• Integrate with another system



• Why are Event Handlers So Powerful?

• Lowers Risk

• Provide Constant Intervention

• Enforcing Case Logic

• Creating Efficiencies

• Reward Planning and Workflow



• Top Recommendation for Event Handler Usage

• Coded By, Coded On, Coded Choice

• “Watch” fields of interest

• Log user activity to Fielded Data

• Activity can then be:

VisualizedSearched OnAggregated (New Pivot!)

An “email thread” is a group of emails sent between correspondents, making it possible to keep track of an email conversation.

• Threading allows systems to group emails together for each conversation• Viewers can easily see the order of each email in a chain and:

Identify which emails are inclusive

Identify duplicative emails

Possibly identify missing emails from a thread


4. Using e-Discovery Technology: Email Threading

• What is an Email Thread?



• Example



• Process

How is an Email Thread created?

• Index creation: A specialized index is created using email text, selected email metadata, and attachment information

• Text compare: Email text and metadata are compared in order to identify which emails are entirely encompassed by others

• Attachment Consideration: Attachment information is also used to identify inclusive emails

Email threading results in fielded information that can be used in any document review system.

• Thread Group ID: Used to group individual emails into a thread• Order ID: The order in which the email appears in the thread

• Inclusive email identification



• What You Get

• Inclusive emails contain the most complete prior message content, regardless of their location in an email chain

• A standalone email with no replies or forwards is, by definition, inclusive

• The last email in a thread is also, by definition, inclusive

• An email that contains unique attachments is inclusive, regardless of its’ location



• Inclusive Emails

• Greatly increases reviewer speed

• Greatly increases reviewer accuracy

• Can reduce the number of emails reviewed



• Why It’s Useful

Email threading allows users to:

• Easily see the order of the email in a thread

• Identify inclusive emails

• Identify missing emails from a thread

• Identify duplicative emails



• Why It’s Useful



• Suggested Workflows

Inclusive Email Review:

• Batch only inclusive email

• Propagate coding to family members

• Suppress non-inclusive

• Coding calls can be applied to threads for production



• Suggested Workflows

Entire Thread Review:

• Batch all documents

• Ensure that threads are batched together, inclusive appearing first

• Coding propagation: Families only

• Batching criteria

• Reviewer thread view

• Coding propagation

• Related items view



• Workspace Features

A near duplicate is a document that is similar to another, typically a

different version of the same document.

Examples:

• Document Drafts

• Contract / Agreements

• Leases

• Reports


4. Using e-Discovery Technology: Near Duplicates

What is Near De-Duplication, and how is it done?

Near de-duplication is a process that determines near duplicates using a document’s textual content rather than its file properties, such as MD5 Hash or SHA-256 Hash.

• Near duplicates are identified based on the electronically extracted text of each document

• The extracted document text is used to create a specialized index

• By comparing text, a group of documents is identified by the following criteria: • A defined amount of the text is similar• The similar text appears in the same order


4. Using e-Discovery Technology: Near De-Duplication

• Near De-Duplication results in fielded information that can be

used in any document review system

• Near Duplicate group ID: Used to group Near Duplicates

• Textual Near Duplicate Principal: The ‘anchor’ document of

the group, which contains the largest amount of text

• Similarity: Percentage of likeness of the document to the

Principal



• What You Get

• Greatly increases reviewer speed

• Greatly increases reviewer accuracy

• Ensures document coding consistency

• Enables analysis using the Relativity Compare tool: Creates a view that compares the extracted text of two specified documents and highlights the differences



• How it’s Useful

• Batching criteria

• Near duplicate related items view

• Coding propagation

• Document compare tool



• Value

• Cost: Reduces the overall cost of the review

• Speed: Reduces the amount of review time spent

• Accuracy: Improves accuracy of coding decisions



• Valuable for ALL Document Reviews



Use technology such as Email Threads and Near De-Dupe to reduce cost and risk:

• Less time, work and cost associated with the overall e-Discovery and document review process

• Use of proven and industry-leading technology tools that identify relevant documents faster

• Reduced risk of inadvertent production of privileged materials

Kiersted has developed proprietary tools to reduce costs and create efficiencies:

a) Direct

b) Cross-Code

c) Customized Relativity Environment


5. Kiersted Proprietary Technology: Direct; CrossCode; Customized Relativity

• Technology Assisted Search

• Improve keyword searching Techniques to more accurately filter data

• Easily create and execute large search lists in real-time

• Prepare for Meet & Confer – become familiar with overall data population


5. Kiersted Proprietary Technology: Early Case Assessment (ECA)


5. Kiersted Proprietary Technology: CrossCode

• Transfers document coding across projects

• Completely automated

• Searchable: use for batching, bulk coding

• Persistent: maintain the coding even after the project has been deleted

• Full-time, dedicated development staff

• Certified project management

• Customized solutions (Direct, Cross-code)

• Leverage/develop event handlers

• kCura Relativity Best in Service status


5. Kiersted Proprietary Technology: Customized Relativity Environment

Making Review and Relativity Better

• Customized Reporting Available

• Reports generated on various metrics such as:

Total Use TimeViewsEdits (Per Hour; Per Day)PropagationOverturn Rates


5. Kiersted Proprietary Technology: Customized Relativity Environment

Making Review and Relativity Better

Any Questions?• Relativity Updates

• Relativity Features

• Event Handlers; Threads; Near Duplicate Detection

• Kiersted Direct

Closing Remarks: • Be prepared for Changes to FRCP scheduled for December 2015


6. Concluding Remarks

Questions? Comments?



1301 Fannin Street, Suite 750, Houston, TX, 77002 | 713-739-7789 | www.kiersted.com

Thank You!

Kiersted Systems, LPLinda Gordon, Sales

1301 Fannin, Suite 750

Houston, Texas 77022

(713) 739-7883 ext. 310

www.kiersted.com

79

kCura Relativity - Lunch and Learn with Kiersted

Law

Transcript of kCura Relativity - Lunch and Learn with Kiersted