kCura Relativity - Lunch and Learn with Kiersted

Welcome to Our Guests
Bryant Park Hotel | New York, NY
Relativity Lunch & Learn – October 27th, 2015
Radically Efficient e-Discovery
E-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
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1301 Fannin Street, Suite 750, Houston, TX,
77002 | 713-739-7789 |
www.kiersted.com
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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
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Agenda - Relativity Lunch and Learn – Bryant Park Hotel

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1. Introduction: Electronic Discovery Reference Model

Mainframes &
Storage Servers PCs & WorkstationsCDs & DVDs
Tapes
Solid State
StoragePrinter
Copier Fax Machine
IP Telephone
iPods/Mp3
players
Removable Disks
Recycle Bin Voicemail
Email PDAs & Cell PhonesiPads/tablets
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1. Introduction: Weapons of Mass Disclosure
Notebooks

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

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3. Relativity – Key Features and Updates

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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?

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• 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

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• 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

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• Form Validation
• We’ve all seen this on the Web
• Make sure specific rules are followed
• User can’t proceed without required input

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• 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

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• 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

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• 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)

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• 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

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• 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

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• Why are Event Handlers So Powerful?
• Lowers Risk
• Provide Constant Intervention
• Enforcing Case Logic
• Creating Efficiencies
• Reward Planning and Workflow

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• 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:
Visualized
Searched On
Aggregated (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
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4. Using e-Discovery Technology: Email Threading
• What is an Email Thread?

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• Example

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• 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
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• 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
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• Inclusive Emails

• Greatly increases reviewer speed
• Greatly increases reviewer accuracy
• Can reduce the number of emails reviewed
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• 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
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• Why It’s Useful

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• 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

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• 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
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• 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
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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
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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
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• 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
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• How it’s Useful

• Batching criteria
• Near duplicate related items view
• Coding propagation
• Document compare tool
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• Value

• Cost: Reduces the overall cost of the review
• Speed: Reduces the amount of review time spent
• Accuracy: Improves accuracy of coding decisions
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• Valuable for ALL Document Reviews

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

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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
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5. Kiersted Proprietary Technology: Customized Relativity Environment
Making Review and Relativity Better

• Customized Reporting Available
• Reports generated on various metrics such as:
Total Use Time
Views
Edits (Per Hour; Per Day)
Propagation
Overturn Rates
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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
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6. Concluding Remarks

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Questions? Comments?
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Thank You!
Kiersted Systems, LP
Linda Gordon, Sales
1301 Fannin, Suite 750
Houston, Texas 77022
(713) 739-7883 ext. 310
www.kiersted.com
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