ECA the Gulfstream Way – Part 2

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How to Save a PM Time – A Workflow that Asks You Four Critical ECA Questions

One great aspect of the Relativity 9.5 release is the new Designation Layout Workflow. With the introduction of this new workflow a Project Manager (PM) does not have to waste a lot of time designing a
new coding system or trying to modify a previous project’s workflow to meet the specifics of a new case. Instead the PM can start placing documents into virtual buckets of keep (promote to Review Workspace) or withhold (exclude data from Review) right away.

Designation Layout Workflow Asks All the Right Questions
In Part 1 we took a look at how the new dashboards help save time culling any set of data  your team might have. Once this evaluation is complete, what’s next? Now comes the questions; did I select the correct documents for my review? Why did this document make it through culling and get selected for promotion?
Am I sure that any known privilege documents are not staged for promotion?  Enter the Designation Layout Workflow to help answer these questions.

This workflow becomes the pivotal feature a PM can use when deciding and tracking which records need to be promoted to review, which to withhold and why.  Classifying records as promote or withhold has been common ECA practice for a long time, but we often neglect the importance of why we made the decision to promote or withhold a document. Here is where the Designation Layout Workflow asks all the right questions for you, helps in classifying your records and thereby saving time for PMs.

Question 1: Is this Document from the Key Date/Time Period of the Case?
The Designation Layout Workflow anticipates the review team initial request to look at data from within the key date and time of the case by providing the choice Date Range as the first Designation Reason. If a document is found within the pertinent date range of a project, this document is quickly tagged as Include and assigned the designation reason Date Range. But we should not forget records outside the date range, these documents should also be classified, marking them as Exclude and assigning the designation reason Date Range. Now with just a few quick clicks, we will always know if this document is from the key date/time period for this case.

Question 2: Is this Document of a Probative File Type in my Case?

The Designation Layout next asks the question “Is this document of a probative file type in my case” and guides the Project Manager (PM) towards promoting only those files which may have content related to the case at hand. Emails are often moved as a group to the Review workspace because they tell the story surrounding the litigation. The Designation Layout Workflow allows such records to be quickly classified as Include due to their File Type.

Conversely, the Designation Layout Workflow anticipates some record groups being of low content value due to their type (an example would be executable or program files). Again we must not neglect the reason we are excluding documents and a PM can now quickly mass tag all these executable or program file types Exclude due to their File Type. This anticipatory workflow saves time for the PM and assures the team that we can quickly make the right call every time.

Question 3: Does this Document Relate to one of the Case Search Terms?
The Designation Layout Workflow now asks the PM whether the document being considered for promotion to review is related to one of the case search terms. Likewise, the Designation Layout Workflow recognizes most reviews still involve Search Terms to identify potentially relevant documents and anticipates reviewers will want to look at the context of the hits on these documents.

From the hit list, the Project Manager need only mass classify these documents as Include and Search Term as the Designation Reason to quickly segregate these documents for the review team. Documents which contain no hits should also be classified as Exclude with the reason Search Term, thereby exempting as not related to the project.

Question 4: Is this Document Potentially Privileged?
In the last step the Designation Layout Workflow asks whether a document is privileged? Although a record might be relevant to the case at hand, they will not always be produced to opposing counsel, thus the need for privilege review and the creation of a Privilege Log is required. This step while completed in your review workspace can benefit from some early actions.

During the set-up of your case’s search terms, privilege terms can be included to help identify your potentially privileged documents prior to their promotion to review. The workflow anticipates this common request allows the Project Manager to classify these documents as Include and assign the reason of Potentially Privileged. Once these documents are promoted to review, these documents can be quickly identified and segregated for your privilege review.

Designation Layout Workflow Saves Time and Money
By using the Designation Layout Workflow, Project Managers find that they are able to classify
document more efficiently than projects where they had to build their own workflow, fields, choices and coding forms. With this new workflow, No PM time needs be spent on creating the most basic ECA review functions and tracking the corresponding steps taken to determine why a document makes it into review.

Instead, the focus is on quickly categorizing your documents for inclusion or exclusion and the corresponding reason for why. Client money as a result is saved by focusing the PMs time on their ESI culling expertise, spending less billable hours focused on managing the ECA workspace and promoting documents to review, and subsequent production, faster than ever.

The conclusion of ESI the Gulfstream Way – Part III to be released March 23, 2017, to be contd…

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