presents E-Discovery in Employment Litigation Cost-Saving Strategies for Preserving Obtaining and Protecting presents Cost-Saving Strategies for Preserving, Obtaining and Protecting Electronically Stored Information A Live 90-Minute Teleconference/Webinar with Interactive Q&A Today's panel features: Danuta Bembenista Panich, Shareholder, Ogletree Deakins, Indianapolis Michael McGuire Shareholder Littler Mendelson Minneapolis Michael McGuire, Shareholder , Littler Mendelson, Minneapolis Thursday, October 7, 2010 The conference begins at: The conference begins at: 1 pm Eastern 12 pm Central 11 am Mountain 10 P ifi 10 am Pacific You can access the audio portion of the conference on the telephone or by using your computer's speakers. Please refer to the dial in/ log in instructions emailed to registrants.
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presents
E-Discovery in Employment LitigationCost-Saving Strategies for Preserving Obtaining and Protecting
presents
Cost-Saving Strategies for Preserving, Obtaining and Protecting Electronically Stored Information
A Live 90-Minute Teleconference/Webinar with Interactive Q&A
Today's panel features:Danuta Bembenista Panich, Shareholder, Ogletree Deakins, Indianapolis
Michael McGuire Shareholder Littler Mendelson Minneapolis
Q&
Michael McGuire, Shareholder, Littler Mendelson, Minneapolis
Thursday, October 7, 2010
The conference begins at:The conference begins at:1 pm Eastern12 pm Central
11 am Mountain10 P ifi10 am Pacific
You can access the audio portion of the conference on the telephone or by using your computer's speakers.Please refer to the dial in/ log in instructions emailed to registrants.
For CLE purposes, please let us know how many people are listening at your location by y
• closing the notification box • and typing in the chat box your• and typing in the chat box your
company name and the number of attendeesattendees.
• Then click the blue icon beside the box to sendto send.
For live event onlyFor live event only.
• If you are listening via your computerIf you are listening via your computer speakers, please note that the quality of your sound will vary depending on the speed and
lit f i t t tiquality of your internet connection.• If the sound quality is not satisfactory and you
li t i i t kare listening via your computer speakers, please dial 1-866-258-2056 and enter your PIN when prompted. Otherwise, please send e p o p ed O e se, p ease se dus a chat or e-mail [email protected] so we can address the problem.
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& L Widespread litigation in industry (Phillip M. Adams v. Dell, Inc.)
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PRESERVATIONE
R Pension Committee of the University of Montreal Pension Plan v Banc of America Securities*
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HE Pension Plan v. Banc of America Securities*—
key components of preservation Written litigation hold
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Sent when litigation becomes reasonably foreseeable
Sent to everyone who may have relevant information
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Define relevant information broadly
Suspend “auto-delete”
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* 2010 WL 184312 (S.D.N.Y. Jan. 15, 2010)
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PRESERVATION NOTICESE
R Written
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Identify “Key Players”
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Include IT
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PRESERVATION NOTICESE
R Content
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Nature of claim and summary of allegations Relevant period and whether ongoing Sources and locations of data
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Types of information sought and definition of relevance
What recipient should do: preserve; collect; notify
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S, What recipient should do: preserve; collect; notify
others Methodology for required actions
Accountability
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& L Accountability
Certification
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PRESERVATION NOTICESE
R Methodology
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Dealing with metadata How to create .pst folders
H t h l d t
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Using share drives or other shared resources Remote collection
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Additional distribution of notices
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PRESERVATION NOTICESE
R Steps after issuance
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Track certifications Track compliance
R l tt i ht
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Issue reminders Prioritize for collection
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Address replacement custodians
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PRESERVATIONE
R Automated functions
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Auto-delete Size limits
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Suspension of retention period expiration System information
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S, System information
Tangential business information Logs and audit trails
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COLLECTION – DETERMINING METHODOLOGY
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METHODOLOGY
Overview of collection methods
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Forensic Copy: A forensic copy is an exact copy of an entire physical storage media including all active and
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residual data and unallocated or slack space on the media.
F i ll d A f th bl ibl
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Forensically sound: A copy of the reasonably accessible data contained in an information repository pursuant to documented and generally accepted collection methodologies and accomplished using appropriate tools
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& L methodologies, and accomplished using appropriate tools.
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COLLECTIONE
R
Overview of collection resources
Third-party: relies on a specialty vendor to provide
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HE Third-party: relies on a specialty vendor to provide
collection services (either forensic or forensically sound) Company IT: relies on the party’s IT department to
execute on the collection plan; typically party’s IT
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p ; yp y p ydepartment is “certified” to collect data
Self/Custodial: relies upon an individual to locate and transfer information from an information repository to the
ti t
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All require involvement of counsel to ensure collection is forensically sound/documented/complete
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& L forensically sound/documented/complete
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FORENSIC COLLECTIONE
R When is a forensic collection necessary or d i bl ?
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Criminal activity, fraud, or suspected fraud Cases involving information “leakage” (e.g.,
EDiscoveryin Employment Litigationin Employment LitigationCost‐Saving Strategies for Preserving, Obtaining and Protecting Electronically Stored Informationg y
Michael J. McGuireMichael J. McGuireShareholder and eDiscovery CounselOctober 7, 2010
Agendag
• Key cost drivers for eDiscovery• Key cost drivers for eDiscovery
• Practical strategies for minimizing highest tcost areas
– Process less
– Review less
– Review Smarter
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Processing
Review
Preservation
C ll ti
IdentificationInformation Management Production Presentation
Collection
Analysis
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To collect, process, store, review, and produce
What does it actually cost?, p , , , p
data from 1 PC
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“All In” Cost Per Document
Document Type Avg Pages/Doc Price Per Doc
Word 9 $ 18
Excel 50 $ 100
Powerpoint 14 $ 28
Text Files 20 $ 40
Image Files 1.4 $ 3
Outlook/Exchange Email 1.5 $ 3
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The Role of Cost and
NEGOTIATING ESI PROTOCOLS
Proportionality
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Fed.R.Civ.P. 1
Rules should be construed and administered toRules should be construed and administered to secure the “just, speedy, and inexpensive determination of every action and proceeding.”y p g
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Fed.R.Civ.P. 26(g)(g)
Rule 11 for discoveryRule 11 for discovery
* * * neither unreasonable nor unduly burdensome i id i th d f thor expensive, considering the needs of the case,
prior discovery in the case, the amount in controversy and the importance of the issues atcontroversy, and the importance of the issues at stake in the action.
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Mancia v. Mayflowery
• Discovery budget in line with amount in controversy• Discovery budget in line with amount in controversy and issues at stake
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Process Less
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Processing Optionsg p
• Don’t process everything you collect• Don t process everything you collect
• Exclude system files
• Exclude irrelevant date ranges
• Targeted extraction• Targeted extraction
• Targeted file types
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The NIST List
• National Software Reference Library• National Software Reference Library
• Over 17 million files in the database
• Hash values
• Used to identify known system files• Used to identify known system files
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Custom NIST lists
• Remove standard files from corporate deployment• Remove standard files from corporate deployment images
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PCUSB PC
ES
USB
Custodian GlobalWe have seen 43%
FSCustodian Deduplication
7 files become 1*
Global Deduplication
14 files become 1*
to 64% global deduplication rates
PC USBES
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Review Less
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Cull Before You Search
• Narrow date ranges• Narrow date ranges
• Email senders
• Email domains
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Date Range Filtersg
• One of the most effective ways to reduce the volume• One of the most effective ways to reduce the volume
• Key date range or ranges
• Tie to events, sources, custodians
• Different date ranges for different custodians and• Different date ranges for different custodians and different sources
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Irrelevant EmailsDomains and Senders
• Company distribution lists • Community involvementCompany distribution lists
• Standard corporate announcements
Community involvement
• Solicitations
• Trade associations• Travel messages
• Family members
• Trade associations
• DoNotReply
• Workflow or approval emails• Banks, brokers, insurance
companies
• Workflow or approval emails (PTO, product releases, press releases)
• Fantasy football or other sports
Internal vs external domains
• Spam
• eCommerce sites• Internal vs. external domains
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EVALUATE REVIEW BURDEN BEFORE AGREEING TO A SEARCH PROTOCOL