Today's use of data preserved and used by in-house and outside counsel for litigation, regulatory matters and internal investigations is managed in silos, with the documents sets for each matter separated, duplicated and not cross-referenced. This does nothing for the efficient use of the documents across matters which is critical to lowering overall legal costs and increasing consistency and security.
By using TotalDiscovery to preserve a document once and re-using it over across matters, there is stronger data tracking and control.
TotalDiscovery's architecture is specifically designed to associate data across many facets.
As a legal document and data preservation platform, TotalDiscovery makes it easy to use documents and attorney work product and other information from one matter to another. This is especially helpful for ensuring consistency and accuracy for serial custodians - those employees that tend to be on multiple legal holds and preservation orders.
Preserving too many documents and data sources across the enterprise is a problem that most organizations are challenged to control. Hard disk drives are pulled from laptops and desktop workstation computers by IT and physically stored. Legal servers and related storage systems must be specially managed to maintain legally preserved data.
That work adds more IT resource needs and often incurs costs that fall outside standard IT budgets. Companies struggle to keep-up with growing document and data sets and associated legal preservation and discovery requirements.
New data sources such as cloud systems are making the problem worse - more data is stored across more locations and sources and so managing its legally required preservation is challenging and carries high risk when done wrong. At the same time, legacy systems like backup tapes and near-line storage are still used for archive purposes which carry higher costs and require more IT resources.
Companies rely on the corporate Disaster Recovery (DR) plan to ensure legal preservation and discovery obligations are met. This practice is fraught with problems that lead to higher costs and holding more data than necessary for legal compliance and information governance reasons. Primarily, if a company uses its DR plan and data sources for legal compliance as well, then duplicate data is stored and IT costs increase substantially with no end in sight. If the appropriate documents and data sources are not maintained for the requisite amount of time and in the requisite way, then the company may be required to pay fines or suffer sanctions.
By using TotalDiscovery, companies can immediately and safely separate the DR Plan and data sources and systems from legal compliance obligations.
In some cases, documents preserved and managed in TotalDiscovery are used by Outside Counsel and other hired experts to assist in the matter, whether litigation or regulatory in nature. During that part of the business process, documents maintained in TotalDiscovery as the original source (legally preserved set) but are being classified, tagged and reviewed by others - sometimes in third-part systems that contain tracked copies of the documents.
Regardless of whether that enhancement of the document metadata occurs within TotalDiscovery or outside in some third-party system, those tags, metadata and enhanced information are all consumed by TotalDiscovery and made available as part of the normal use and analysis of documents within the system as part of legal compliance.
So for example, when a subsequent matter arises, users are immediately empowered to gather intelligence early by searching on currently preserved documents and relevant work-product such as privilege and special legal or regulatory issue designations. This saves attorney costs for work previously paid for and allows for a more focused and efficient discovery and regulatory demand response processes.
Some employees find themselves on legal hold and legal preservation lists over and over. Those Serial Custodians are typically under multiple, sometimes many legal and preservation holds. Don't re-collect, gather and maintain multiple copies of their data with every new matter but instead, search TotalDiscovery first before continuing to expend energy and time on subsequent steps in the process for those Serial Custodians.
Serial Custodians can generally follow the same set of protocols and are many times related to the same set of Matters and so there are a number of features designed to help maintain consistency across the different parts of the workflow for each Serial Custodian.
By re-using data for Serial Custodians, major savings of both time and money are apparent as early as the second or third matter in which that employee is a part of. So not only is consistency ensured, but substantial cost savings are attributed to the unique way in which TotalDiscovery manages the relationship between preserved documents and individual employees tracked for legal hold and preservation purposes.
Documents and data preserved for legal compliance reasons such as for lawsuits, regulatory matters and internal investigations and HR situations also must comply with internal records retention rules and overall corporate information governance. TotalDiscovery can maintain metadata information related to critical information governance areas such as privacy (PII/PHI/PCI) and corporate confidentiality to be tracked and used as needed by those other areas of the organization.
TotalDiscovery has been designed from the ground-up as a data management system in order to ensure alignment with critical document related rules and regulations, even those outside of the purview of the data held for legal compliance reasons. By tying together the use of preserved data required for legal compliance with corporate information governance needs, TotalDiscovery takes data re-use to a new level not yet seen in the industry. Companies can now short-cut the need to map data across all disparately preserved document and data sets to be in compliance with information governance/RIM requirements.
TotalDiscovery can easily track sensitive documents (e.g., emails containing employee PII, internal presentations with trade secret information and data containing customer credit card information) and limit the flow of such information outside the organization, even by the Legal department itself.
We guarantee the privacy of your personal data.
Use documents preserved in one Matter for another separate Matter reducing redundancies and inefficient processes.
Search existing documents and intelligence as part of a greater case strategy or to gather information to settle early.
Analyze legal spend and strategy by analyzing data across entire legal risk portfolio.
The most expensive part of the process, attorney review, today happens in silos - stop the wasted effort with TotalDiscovery.
Mange documents consistently across different legal risk scenarios and across use in the organization.
Ensure that documents are appropriately tagged with confidentiality and privacy designations.
Efficiently manage people consistently on legal hold and under active preservation.
Ensure that only the necessary documents and data sources are preserved to minimizes over-collection.