Takeaway: It’s incredibly difficult to take on eDiscovery without the benefit of a good eDiscovery platform. Fortunately, you can get accessibly-priced, simple to-utilize, and safe platforms that can deal with even the biggest cases. Take a look at the eDiscovery application RuleOne and see how with your own eyes.
Small law offices need eDiscovery. But they tend to be they tend to be unconvinced about eDiscovery software.
They often try managing without it, questioning whether the cost is worth it. Or whether they’ll have the know-how to use it, etc.
Still, there’s an eventual transition at some point from ‘No, I needn’t use an eDiscovery service’ to ‘Yes, I need one.’ It’s what happens when you really understand the worth of a good eDiscovery service. It can change your business.
Let’s look at the route this path frequently takes, and some of the questions it raises.
1. “Would I be able to manage without an eDiscovery platform?”
You can work without eDiscovery. But it involves a lot more time, effort and confusion than needed.
For instance, say you’re checking on your case documents.
- You first need to weigh what you have. So you start opening files. You start Microsoft Word for the Word files, Adobe Reader for the PDFs, and Outlook for the emails. And you continue moving between these 3 windows as you try to view your documents.
- Then you need to search them for keywords. Let’s assume you’re searching for the ‘Pearsons meeting.’ You first search your Word files in the Microsoft Word application. Next, you’ll search through the PDFs in Adobe Acrobat Reader. Lastly, the emails in Outlook. Three separate searches across three different programs for related files. You’re moving to and fro between windows continuously as you start stringing these documents together to assemble your case.
With a dedicated eDiscovery platform, things are a lot less complex.
- To view what you have, open your eDiscovery platform’s window. You can open all records (Word, PDF, email, and so forth.) from that single window. No back-and-forths.
- To search through your documents, you utilize just one search bar. In this way, in one shot, you’ll draw up all ‘Pearsons meeting’ Word documents, PDFs (scanned documents included), and emails. What’s more, you’ll survey them all from just one window. It’s that easy.
2. “Maybe I do require services like these. But would it be financially viable?”
Completely. You can access eDiscovery services for as low as $10 per month. Some of the things that enable this are:
- It’s simpler to provide services now than it was a decade ago. Technology has advanced so much over the years.
- It’s less expensive to store your information, as well. Rather than putting it on private servers, you’ll be putting it on Cloud servers. That is, a huge system of interconnected PCs that create a virtual Cloud. You’ll be renting space on those servers. Furthermore, you’ll be dividing the bill with a large number of others sharing those servers, bring the price down for everyone.
3. “Who’ll assist me setting it all up?”
You needn’t set anything up. Rather than purchasing eDiscovery software, you’ll be paying a subscription for an eDiscovery service. Your eDiscovery supplier will set up and run their eDiscovery program in the Cloud, and you’ll connect to it through your internet browser. This is called Software as a Service (SaaS), and it’s changed the face of eDiscovery. With SaaS, you won’t require any hardware or dedicated IT personnel to keep it running. And you’ll never lose information since it’s saved on numerous Cloud servers. Even if a couple are affected, You’ll still be protected. Also, your information is kept safe by bank-grade security. So it’s protected from burglary and catastrophic events.
4. “Will I get enough extra space to store my files? My cases might suddenly grow in size.”
You’ll get as much space as you need since all your information is in the Cloud. The Cloud is continuously growing. The best eDiscovery suppliers can give you 150+ GB of capacity and still minimize expenses.
5. “Will my eDiscovery information be protected?”
Yes. Cloud suppliers ensure your information on numerous fronts.
They shield your information from physical harm (fires, floods, and so on.). What’s more, they have generators to ensure their servers never go down.
They keep out hackers and intruders. They do thorough background and security checks for workers and IT experts that can get to their servers. They use advanced technology like encoded biometric ID to ensure only approved sellers are interfacing with their servers. What’s more, they consistently test their product and equipment to make them unhackable.
They encode your information. Also, when you need to erase it, they use crypto-destroying to erase the encryption keys. This ensures your information is destroyed completely when needed. Likewise, they mask (i.e., stow away inside random characters) important data like credit card numbers.
They have advanced information recovery programs to recover your information in the event that it gets lost. Furthermore, they ensure your information doesn’t get erroneously destroyed, altered, or confused with other clients’ Cloud information.
6. “Alright. I’m in. How would I pick my eDiscovery service though?”
This is what to look for:
- Does it look simple to work? You’re searching for a basic, uncluttered interface. Simple activities ought to be instinctive, and it shouldn’t take more than a couple of minutes to get moving.
- Does it store your information in the Cloud? As we’ve seen, your information is more secure there. In addition, you end up spending less and can work from anywhere. Likewise, ensure you’re buying into an eDiscovery subscription, not purchasing eDiscovery software.
- Is the estimating cost clear and simple? It ought to be transparent and up-front. On the off chance that you can, pick fixed-volume billing with a per-GB rate.
Does it handle the primary tasks well? Custom eDiscovery services with artificial intelligence sound extravagant. Does your firm need ‘extravagant’ though? Or does it need a powerful, reliable system that takes care of business, for less?