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e-Discovery Platforms Are Not All the Same
Over a number of years spent as a project manager and, later, as the head of my own consulting company, I've learned that the value of e-discovery technology varies, depending on a number of factors, including the provider that is hosting the data, the quality of technical support and the nature of the matter at hand.
For that reason, there is no single one-size-fits-all platform. My basic philosophy is to give clients what they want and what fits them best. While that could be any of several platforms, my go-to recommendation in most instances is Catalyst Insight. Here's why.
C-TEQ Data Consultants is a one-stop e-discovery services consulting firm ' from collection through production. It serves a mix of corporate clients and top law firms, with an approach of tailoring services ' including the technology it uses ' to the unique needs of each client. C-TEQ uses a variety of popular platforms, including Concordance, Summation, Relativity and Catalyst Insight, and has used most of the leading platforms.
Recommending a Platform to Clients
In evaluating what technology is best for our clients, the choice depends on the scenario. Purely for cost-savings, they may be best off with a product such as IPRO or Concordance. If they are feeling the push toward Web-based repositories, Relativity is a good tool for those who can afford it. In fact, it is the one I primarily used before discovering Catalyst Insight.
While many platforms represent big steps forward in usability, I've found that Insight has some notable advantages. One is the company behind it. With Catalyst, I value the staff's in-depth knowledge ' the level of support they provide never varies from group-to-group or case-to-case. Our Catalyst project manager can take any type of matter and respond decisively and appropriately.
Another advantage is Insight's ability to deliver a complete e-discovery platform. We've found that scalability, search, visual analytics and service really set the platform apart.
Scalability
Insight uses a MarkLogic XML unified database, designed specifically for the demands of Big Data. Other platforms can really fall short here, slowing dramatically in large cases. In Relativity, for example, when data volume exceeds 750 GB to 1,000 GB, you can't run full text and fielded searches concurrently.
By contrast, Insight can handle many TB of data with no noticeable degradation of speed or performance. We have run searches with seemingly unlimited numbers of terms and received results in just seconds. The same holds true when the number of concurrent users is high. In our experience, Insight's speed and agility persist even with thousands of users. That's a huge advantage.
Search
Insight's variety of search options and combination of search features gives it an edge over other tools. The big differentiator is the power of the technology behind the search.
The difference in speed, in particular, is substantial. I've noticed a dramatic difference in how quickly results are returned, especially when you're dealing with large amounts of data. In Insight, search results are nearly instantaneous ' much faster than competitors. In a big project, these seconds add up and can be crucial to overall efficiency and cost.
I also like Insight's ability to let you see results in real time as you type a query. You can instantly pounce on relevant results. Or, as you build a search, you can immediately observe the effect of adding each new term, all before you've finished typing your query.
Insight makes search creative and fun and lets attentive reviewers drill down quickly to critical data. Results are displayed with column headers corresponding to fields associated with your documents. You can quickly sort the order of results by clicking the headers ' by custodian or by document type, for example. Viewing options are there at your fingertips: graphic format, pane format and more.
Visual Analytics
Other platforms can require complex searching, refining and saving before you can create and interact with charts. Insight's Visual Analytics, on the other hand, allows users to produce interactive charts and graphs instantly, often with a single click and without changing views or screens. It reveals the power of blending visual analytics with search to quickly drill down to the “meat” of a case.
One client of mine, a mid-sized firm specializing in multi-party class-actions, told me that it loved Insight's Communications Tracker feature because it provides an easy way to view conversations and quickly analyze relationships between people.
There is no need to build a complicated search string ' just select the name of a custodian to see a list of recipients of communications and a document count for each. Click again to get a visual map of those recipients (you choose how many) with corresponding document counts, and with the selected custodian at the center. To retrieve actual documents, click on the number associated with a particular recipient.
Insight gives you a variety of options for displaying data ' donuts, 3D, spheres, bar charts and so on. There is always a direct on-screen relationship between the data retrieved in searches and the graphics that the reviewer sees. The same information is available with some other platforms, but that connection between search results and graphics is not always seamless, requiring that you toggle back and forth between screens to review the data and create different graphical representations.
Data Upload
Data loading is not always automated in other platforms, and the process typically requires a number of setup steps. Insight handles data loads automatically via Fast Track, Catalyst's automated site setup, processing, data loading and data overlay system. In addition, during loading via Fast Track, Insight can automatically folder, batch, tag and annotate documents based on results from its Power Search feature.
This saves significant time at the front end. It also reduces coding discrepancies, which can create problems and delays down the line. Fast Track processing allows users to submit e-mail or other native files directly into the database, and it will automatically process, load and index the files, making them immediately available for search, review and production.
I also like that Insight can easily handle automated, multi-part uploads for big cases without hitches. You can create a template to manage custom fields, forms or settings.
From the client's perspective, the speed and reliability of data uploads is a big deal, especially when it has already scheduled reviewers. In one case, we had a large law firm client with approximately 15 GB of data that had to be loaded into Insight that night because it had 10 reviewers scheduled to start the next day. The law firm couldn't afford to have its reviewers idly waiting for the data. With Insight's uploading capabilities, the client had the peace of mind of knowing its reviewers' time would not be wasted.
Administration
As a hands-on guy, I particularly appreciate Insight's administration features. I want the control and flexibility I need to get the job done, without relying on a third party. Insight gives me that.
Most of my clients feel the same way. Being able to modify fields and fine tune other operations is a path to greater efficiency. Insight provides users with a high level of flexibility in configuring and customizing the platform to their unique requirements, so site administrators are granted full control.
We can manage user permissions, and can set up review projects independently. We have the ability to clone databases from the outset and easily create databases for our clients. We can also add fields, make changes to the database, create new forms, and move documents ' and then delete those adjustments if they don't work out.
Visual Analytics and Reporting
While other platforms offer reporting functions and visual analytics, the process for setting up reporting features generally takes several steps. With Insight, visual reports are built into the product ' they are not a plug-in ' and you can run analytics almost immediately. Insight provides an audit reporting trail, where you can get deeply involved with all of the reporting functionality. You can drill down to the reviewer level, the document level and the batching level ' a serious time savings for reviewers.
I've found Insight's reporting features to be critical to the review process. Review managers have the ability to constantly monitor progress, revise time and cost estimates, see the productivity of individual reviewers and shift reviewing assignments accordingly. Insight allows the user to see everything in a single dashboard. Reviewer metrics instantly show who is working, who is slacking off, and who needs to be shifted to a different set of documents. And the same kind of monitoring can be done on the manager on the back end. That transparency allows you to fine-tune the process and be more productive.
Tagging
Like other Insight features, tagging is designed to give users maximum flexibility and control. Insight supports an unlimited number of fields and tags so users can customize the review to unique demands of individual cases. Users can tag multiple fields and move on to the next record with a single click or hot key, and can even create coding macros to accelerate review.
Additional features allow users to view and tag families of documents with a single click, and then set defaults to tag all related documents automatically. Users can also copy values or tags from a previously coded document, and can tag near duplicates across the entire data set in a single step.
Conclusion
As a consultant who works with a range of clients and matters, I have learned that while no single e-discovery platform is right for every case, Insight is a platform that is well suited to most cases and particularly well suited to larger cases with greater quantities of data. That said, my personal opinion of a platform matters little if my clients are not happy using it.
Steve Hartwig is the CEO of C-TEQ Data Consultants based in Minneapolis, MN. He has managed several e-discovery operations and worked on a variety of hosting projects. Hartwig is a certified PM for both Catalyst and Relativity and a member of a variety of e-discovery groups. Previously, he held an executive position at K&B Document Technologies and worked as a litigation support manager for a Twin Cities law firm.
Over a number of years spent as a project manager and, later, as the head of my own consulting company, I've learned that the value of e-discovery technology varies, depending on a number of factors, including the provider that is hosting the data, the quality of technical support and the nature of the matter at hand.
For that reason, there is no single one-size-fits-all platform. My basic philosophy is to give clients what they want and what fits them best. While that could be any of several platforms, my go-to recommendation in most instances is Catalyst Insight. Here's why.
C-TEQ Data Consultants is a one-stop e-discovery services consulting firm ' from collection through production. It serves a mix of corporate clients and top law firms, with an approach of tailoring services ' including the technology it uses ' to the unique needs of each client. C-TEQ uses a variety of popular platforms, including Concordance, Summation, Relativity and Catalyst Insight, and has used most of the leading platforms.
Recommending a Platform to Clients
In evaluating what technology is best for our clients, the choice depends on the scenario. Purely for cost-savings, they may be best off with a product such as IPRO or Concordance. If they are feeling the push toward Web-based repositories, Relativity is a good tool for those who can afford it. In fact, it is the one I primarily used before discovering Catalyst Insight.
While many platforms represent big steps forward in usability, I've found that Insight has some notable advantages. One is the company behind it. With Catalyst, I value the staff's in-depth knowledge ' the level of support they provide never varies from group-to-group or case-to-case. Our Catalyst project manager can take any type of matter and respond decisively and appropriately.
Another advantage is Insight's ability to deliver a complete e-discovery platform. We've found that scalability, search, visual analytics and service really set the platform apart.
Scalability
Insight uses a MarkLogic XML unified database, designed specifically for the demands of Big Data. Other platforms can really fall short here, slowing dramatically in large cases. In Relativity, for example, when data volume exceeds 750 GB to 1,000 GB, you can't run full text and fielded searches concurrently.
By contrast, Insight can handle many TB of data with no noticeable degradation of speed or performance. We have run searches with seemingly unlimited numbers of terms and received results in just seconds. The same holds true when the number of concurrent users is high. In our experience, Insight's speed and agility persist even with thousands of users. That's a huge advantage.
Search
Insight's variety of search options and combination of search features gives it an edge over other tools. The big differentiator is the power of the technology behind the search.
The difference in speed, in particular, is substantial. I've noticed a dramatic difference in how quickly results are returned, especially when you're dealing with large amounts of data. In Insight, search results are nearly instantaneous ' much faster than competitors. In a big project, these seconds add up and can be crucial to overall efficiency and cost.
I also like Insight's ability to let you see results in real time as you type a query. You can instantly pounce on relevant results. Or, as you build a search, you can immediately observe the effect of adding each new term, all before you've finished typing your query.
Insight makes search creative and fun and lets attentive reviewers drill down quickly to critical data. Results are displayed with column headers corresponding to fields associated with your documents. You can quickly sort the order of results by clicking the headers ' by custodian or by document type, for example. Viewing options are there at your fingertips: graphic format, pane format and more.
Visual Analytics
Other platforms can require complex searching, refining and saving before you can create and interact with charts. Insight's Visual Analytics, on the other hand, allows users to produce interactive charts and graphs instantly, often with a single click and without changing views or screens. It reveals the power of blending visual analytics with search to quickly drill down to the “meat” of a case.
One client of mine, a mid-sized firm specializing in multi-party class-actions, told me that it loved Insight's Communications Tracker feature because it provides an easy way to view conversations and quickly analyze relationships between people.
There is no need to build a complicated search string ' just select the name of a custodian to see a list of recipients of communications and a document count for each. Click again to get a visual map of those recipients (you choose how many) with corresponding document counts, and with the selected custodian at the center. To retrieve actual documents, click on the number associated with a particular recipient.
Insight gives you a variety of options for displaying data ' donuts, 3D, spheres, bar charts and so on. There is always a direct on-screen relationship between the data retrieved in searches and the graphics that the reviewer sees. The same information is available with some other platforms, but that connection between search results and graphics is not always seamless, requiring that you toggle back and forth between screens to review the data and create different graphical representations.
Data Upload
Data loading is not always automated in other platforms, and the process typically requires a number of setup steps. Insight handles data loads automatically via Fast Track, Catalyst's automated site setup, processing, data loading and data overlay system. In addition, during loading via Fast Track, Insight can automatically folder, batch, tag and annotate documents based on results from its Power Search feature.
This saves significant time at the front end. It also reduces coding discrepancies, which can create problems and delays down the line. Fast Track processing allows users to submit e-mail or other native files directly into the database, and it will automatically process, load and index the files, making them immediately available for search, review and production.
I also like that Insight can easily handle automated, multi-part uploads for big cases without hitches. You can create a template to manage custom fields, forms or settings.
From the client's perspective, the speed and reliability of data uploads is a big deal, especially when it has already scheduled reviewers. In one case, we had a large law firm client with approximately 15 GB of data that had to be loaded into Insight that night because it had 10 reviewers scheduled to start the next day. The law firm couldn't afford to have its reviewers idly waiting for the data. With Insight's uploading capabilities, the client had the peace of mind of knowing its reviewers' time would not be wasted.
Administration
As a hands-on guy, I particularly appreciate Insight's administration features. I want the control and flexibility I need to get the job done, without relying on a third party. Insight gives me that.
Most of my clients feel the same way. Being able to modify fields and fine tune other operations is a path to greater efficiency. Insight provides users with a high level of flexibility in configuring and customizing the platform to their unique requirements, so site administrators are granted full control.
We can manage user permissions, and can set up review projects independently. We have the ability to clone databases from the outset and easily create databases for our clients. We can also add fields, make changes to the database, create new forms, and move documents ' and then delete those adjustments if they don't work out.
Visual Analytics and Reporting
While other platforms offer reporting functions and visual analytics, the process for setting up reporting features generally takes several steps. With Insight, visual reports are built into the product ' they are not a plug-in ' and you can run analytics almost immediately. Insight provides an audit reporting trail, where you can get deeply involved with all of the reporting functionality. You can drill down to the reviewer level, the document level and the batching level ' a serious time savings for reviewers.
I've found Insight's reporting features to be critical to the review process. Review managers have the ability to constantly monitor progress, revise time and cost estimates, see the productivity of individual reviewers and shift reviewing assignments accordingly. Insight allows the user to see everything in a single dashboard. Reviewer metrics instantly show who is working, who is slacking off, and who needs to be shifted to a different set of documents. And the same kind of monitoring can be done on the manager on the back end. That transparency allows you to fine-tune the process and be more productive.
Tagging
Like other Insight features, tagging is designed to give users maximum flexibility and control. Insight supports an unlimited number of fields and tags so users can customize the review to unique demands of individual cases. Users can tag multiple fields and move on to the next record with a single click or hot key, and can even create coding macros to accelerate review.
Additional features allow users to view and tag families of documents with a single click, and then set defaults to tag all related documents automatically. Users can also copy values or tags from a previously coded document, and can tag near duplicates across the entire data set in a single step.
Conclusion
As a consultant who works with a range of clients and matters, I have learned that while no single e-discovery platform is right for every case, Insight is a platform that is well suited to most cases and particularly well suited to larger cases with greater quantities of data. That said, my personal opinion of a platform matters little if my clients are not happy using it.
Steve Hartwig is the CEO of C-TEQ Data Consultants based in Minneapolis, MN. He has managed several e-discovery operations and worked on a variety of hosting projects. Hartwig is a certified PM for both Catalyst and Relativity and a member of a variety of e-discovery groups. Previously, he held an executive position at K&B Document Technologies and worked as a litigation support manager for a Twin Cities law firm.
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