Taming the Chaos of E-Discovery with Workflows, Project Management and Technology

Step #3 - Technology Automation

Once the appropriate processes are defined, technology can help automate and standardize the workflows. However, choosing technology can be confusing. Off-the-shelf workflow tools can help some organizations, but software that is designed specifically for e-discovery should be able to capture key metadata and provide reporting capabilities that improve the overall process. The software should include the following features:

• Intuitive Dashboards that illustrate progress at a glance. Dashboards are especially helpful for PMs who simultaneously juggle multiple matters and need to be able to report on a particular project’s progress at a moment’s notice. Because e-discovery is an iterative process, there are constantly overlaps between project phases. To limit missteps, PMs need software that tracks all steps and provides graphical representations of multiple activities.
• Built-in, dedicated workflows designed for each phase and the entire e-discovery process are invaluable. Software designed around e-discovery workflows can clearly delineate processes, establish strict protocols and confirm that all involved parties are in compliance.
• Automated notifications, checklists and tracking mechanisms can save considerable time compared to manual methods, such as spreadsheets or tracking logs. Well-designed technology that automatically documents all tasks can buttress both efficiency and defensibility.
• Project templates can make workflows and work product from one matter reusable in another, providing efficiency and consistency. This consistent, deliberate approach can support the processes’ defensibility.
• Reporting capabilities are essential, especially with regards to the metrics necessary to monitor and support the organization’s e-discovery process, such as audit logs and chain-of-custody reports. Robust reporting can further defensibility by precisely answering questions about task performance, status of specific ESI and more. It also offers an excellent way to analyze completed projects and derive business intelligence that can ultimately improve processes across multiple matters.

Conclusion

Organizations now recognize that e-discovery is an integral part of the business that needs to be approached with the same discipline as other business processes. To achieve optimal efficiency and consistency in e-discovery projects, organizations need the right people functioning in well-defined roles, comprehensive protocols and processes and the ability to constantly monitor, analyze and refine these activities over time. With these, they can improve efficiency, mitigate risks and bring order to e-discovery chaos.