Lexbe eDiscovery Webinar- On-Demand eDiscovery Processing

On-Demand eDiscovery Processing
Stu Van Dusen
Lexbe LC
Fast, Scalable Processing Capacity to Meet any Project Need
March 26, 2015

eDiscovery Webinar Series
○ Takes Place Monthly
○ Cover a Variety of Relevant eDiscovery Topics
○ Presentations Available for Download by Registrants.
Info & Future
OnDemand eDiscovery Processing| eDiscovery Webinar Series | March 26, 2015

Lexbe is an Austin, TX based eDiscovery software and services provider.
○ Lexbe eDiscovery Platform
Lexbe eDiscovery Platform is a hosted eDiscovery processing and review tool. Users
can load a variety of file types, process for review, OCR for search, and conduct
document reviews, productions, prepare for depos & analyze transcripts, conduct
case analytics, prepare for dispositive motions, and provide litigation support during
trial. Per GB hosting charges won’t break the bank and there are no user fees.
○ Lexbe eDiscovery Services
Lexbe does large volume document culling, processing from native to PDF or TIFF,
load file creation, high-volume OCR of image files, Rule 26 and project management
consulting, and related eDiscovery Services.
○ Lexbe is recognized as a 'Top 100' eDiscovery Provider by
ComplexDiscovery, a leading electronic discovery and information
governance firm.
About Lexbe
Lexbe Sales
sales@lexbe.com
(800) 401-7809 x22

If you have any questions or technical issues, please e-mail them to:
webinars@lexbe.com
Questions & Technical Issues

Stu Van Dusen Bio
○ eDiscovery Solutions Consultant at Lexbe LC,
advising legal professionals on cloud-based
litigation data processing, review and document
management software and litigation support
services.
○ Prior business experience in financial services,
software, and internet-based businesses.
○ Education
MS - Technology Commercialization, University of
Texas McCombs School of Business (2013)
BS - Management , Trinity University (2010)
Contact
Stu Van Dusen
512-843-7672
svandusen@lexbe.com

OnDemand eDiscovery Processing
● eDiscovery processing and the EDRM
● Fast, scalable processing: why it’s needed
● Traditional processing workflows
● Balancing processing demands with internal resources
● Cost-efficiently increasing capacity and speed
● Features & benefits of eProcessing+
● Integrated ECA, processing, and review to speed throughput and reduce
total costs
● Summary
Agenda

More ESI Means More Processing Needed
Digital Information Created, Captured, Replicated Worldwide4
3
2
1
2005 2010 2015
Source: IDC Digital Universe Study (2012)
* 1 Zettabyte = 1 Trillion Gigabytes
Zettabytes*
2.8 zettabytes of information were created
and replicated during 2012, a 56% increase
from 2011 (IDC)
Voip
Email
iPhones
Peer-to-Peer
Online Storage
Digital Cameras
Facebook | LinkedIn
DropBox | Backup Devices
Elastic Storage | SaaS | Google Streets
Personal Blogs | Skype | World Satellite Images
Personal Scanners | Customer Service Recordings
Public Webcams | Google Goggles | Netbooks | Cloud Instance Servers | PaaS

EDRM

● What is eDiscovery Processing?
● Why is it needed?
● Why are speed and scalability
important?
● Cost Considerations?
Key Questions

What is eDiscovery Processing?
Aim: Perform actions on ESI to allow for metadata preservation, itemization, normalization
of format, and data reduction via selection for review.
Goal: Identify ESI items appropriate for review and production as per project requirements.
Source: http://www.edrm.net/resources/guides/edrm-framework-guides/processing

Why is eDiscovery Processing Needed?
○ Support ECA and data reduction
○ Standardize all documents into a review format
○ Allow load to a review platform
○ Create high quality search indexes
○ Prepare data for assisted review, text, and visual
analytics

Speed, Scalability, and Cost Considerations
Benefits of Fast Processing:
○ Meet tight deadlines
○ More time for atty review (front and back)
○ More time for QC
Benefits of Scalability:
○ Large collections can break non-scalable systems
○ Allows large jobs to be completed quickly
○ Lets managers match capacity with need
Underlying Cost Consideration:
Maintaining a large at rest capacity is very expensive in hardware,
software, and human resources

Traditional Approaches
Benefits Drawbacks
Local Hardware
and Software
Installs
-Internal control
-Known capacity
-Costly to maintain
-Limited capacity and
throughput
-Litigation expense is a fixed
capital cost
External Service
Bureaus
-Outsourced capacity -Can be very slow
-Often expensive
-Minimal control (linear
process)
Dedicated
Hardware
Terminals
-Convenience
-Mobility
-Expensive
-Not scalable
-Fixed capacity
-Still requires IT support

Peaks & Troughs of Demand
High
Low
Legend
➤ Internal Processing Need

Overspending on Internal Infrastructure
High
Low
Legend
➤ Internal Processing Need ➤ Internal Capacity ➤ Inactive Resources
○ Building internal
capacity means
purchasing
hardware, software
licenses, and
increased staffing
and management
requirements.
○ When internal
processing needs
fall, these
resources are
dormant, but still
expensive.

Staffing for Best Fit
High
Low
Legend
➤ Demand ➤ Internal Capacity
○ Developing internal
capacity to meet a
consistent need
reduces inefficient
spend on inactive
hardware,
software, and
staffing.
○ Leverage scalable
solutions to meet
excess demand.

External Processing Requirements
Quality -- Processing needs to deliver usable, complete outputs and load
files to support the following stages of discovery
Speed and Scalability -- Available capacity needs meet demand. The
faster collections can begin processing the sooner review can begin
Price -- eDiscovery processing pricing needs to be predictable and within
budget. Don’t pay for more than is needed!
Integration -- Output data should move smoothly into ECA and litigation
review platforms to avoid additional time delays and expenses.

The Lexbe Engine
○ ESI collections can be broken into
smaller pieces and processed
simultaneously in parallel server
environments
○ Scalable, proprietary architecture
allows for instant access to near
unlimited computing power.
○ This means faster processing,
hours and days vs. weeks.
○ Supported by the AWS cloud, the
best, most reliable, and most
secure
Incoming ESI
Reviewable Documents

TIFFing Speed Example
Incoming ESI
Reviewable or
Producable Documents
Traditional In-House:
1TB to process to TIFF, 1 month to do it.
Internal Capacity: 10 dedicated servers
operating @ 2GBs/day
10 servers x 2GBs/day x 30 days = 600GB
And with any problems the job will certainly
not be finished
Lexbe Scalable Capacity:
Deploy 500 servers x 2GBs/day and finish
processing in 1 day
Scalable processing allows for much
improved throughput at less cost

Complementary Processing Options
eProcessing+ High Capacity Processing+
Service Type OnDemand Self-Service Service bureau model
Availability Continuous, 24x7 Access Scheduled for large jobs
Data Transfer Web interface HTTPS RAR & Secure FTP transfer
Throughput Most case needs Extraordinarily large cases or tight
timelines
Server Scaling Reactive (queue managed) Reserved & deployed for job
Processing Culling, Native to PDF, Native to TIFF, Native Extracted, OCR,
NearDup Groupings; Assisted Review
Ingestion • Processing support for hundreds of popular file types; unicode
Exports • File formats export as PDF, TIFF or Native Expanded
• Multiple endorsing options
• Load file support for major review systems (DAT, DII, XLSX, etc.)
QC & Reporting • Integrated pivot tables
• Bi-directional Excel support
• Standard exception reporting
• Custom reports available

eProcessing+ Workflow

Next Generation Technology Architecture
Scalable -- Systems architecture allows Lexbe to massively increase server
instances as needed to apply more resources to an eDiscovery processing
task
Fully Automated -- Eliminates the need for your ‘babysitting’ of processing
jobs
Fault Tolerant -- Processing tasks are not ‘batch-centric’ and check-
out/check-in procedures insure individual processing steps operate
independently

Security
Secure Processing Environment -- Lexbe On-Demand processing is
powered by Amazon S3 servers to facilitate redundancy and the high security
standards. All data is strong encrypted (256-bit) in-transit and in-place. All
Data centers are US based, and provide SOC I and II reports published under
SSAE 16 and ISAE 3402 professional standards and are ISO 27001 certified.

Key Features
○ Archive/Container Decompression
○ File Repair
○ Metadata extraction & fielding
○ MD5 hash code generation
○ System file identification & DeNIST
○ Email attachment extraction &
parent email association
○ Native text extraction
○ OCR of image files
○ Full-text indexing
○ Bates stamping
○ PDF & TIFF creation
○ Placeholder creation
○ Native extracted, PDF and TIFF
loadfile generation in multiple
formats: XLSX (Lexbe), DAT/OPT
(Case Logistix, Concordance, iPro
Allegro, Ringtail, Kura Relativity)
and DII (Summation), and quality
control reports

Quality Control Tools and Features
○ Programmatic batching of processing to individual servers (reduces
human error)
○ Custom QC flag creation and filtering
○ Integration with Excel for reporting and analysis
○ Pivot table analysis and charting
○ Ability to view all documents including parent containers (email and
attachments) together
○ Ability to verify image quality
○ Filtering and reporting by any captured or calculated fields including
failed to convert, words in document, placeholders, etc.
○ Native files are extracted and provided for linked load and review
○ Statistical sampling and reporting

Benefits of eProcessing+
○ Access fastest on-demand processing available, anytime,
anywhere to increase processing throughput
○ Increase responsiveness to changing business demands and
deadlines while maintaining high quality
○ Grow capacity as demand increases without adding additional
fixed hardware costs and support staff
○ Eliminate high overhead monitoring of processing jobs by using a
fully automated system that notifies you when your jobs are done

Benefits Cont’d.
○ Pay one low flat fee per GB ingested with no additional license,
user, or startup fees
○ Improve the quality of search and analytics through
comprehensive dual-index methodology
○ Integrate Processing, ECA, and review tasks into a single
platform; eliminate time, risk, and cost associated with migrating
data between different modules.

○ With a Dual-Index approach the search engine indexes both text
extracted from Native files (email, attachments, spreadsheets,
etc.) and imaged file OCR text (TIFF, JPG or PDF).
○ Most comprehensive approach minimizes potential for lost and
unsearchable data, finds more privileged documents, and
improves the accuracy and quality of culling.
Dual Indexing
Index Method
Captures
Embedded Text
Captures Text
Excluded From
Print
Captures
Hidden Text
Imaged/OCR Yes No No
Native Extraction No Yes Yes
Dual Index Yes Yes Yes
Benefits of Dual Index Approach

ECA Integration
○ Track incoming ESI using
pivot charts and visual
graphs.
○ Conduct ECA on fully
extracted documents to
avoid culling key docs.
○ Export Early Case
Analysis data directly to
Excel

Review Integration
Key Features
● Self-administration
● Dual-index search
● Exact & near-dup ID
● Comprehensive doc review &
issue tagging functionality
● Blended productions
● Transcript management
● Timelining, depo prep
● Dispositive motion management
● Trial document management

Summary
● Processing is an essential element of discovery and the
foundation of high quality reviews
● Traditional processing workflows can be expensive and
inefficient
● Complement internal capacity with scalable and granular
solutions
● You can increase capacity on a per/GB level with
eProcessing+ and HighCapacity Processing+
● eProcessing+ integrates with ECA and review systems to
save time and money

Thank You
Contact Info
Gene Albert: gene@lexbe.com
(512) 686-3382
Stu Van Dusen: svandusen@lexbe.com
(512) 843-7672
Lexbe Sales: sales@lexbe.com
(800) 401-7809 x22
Webinar Questions: webinars@lexbe.com

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