2. Investing in Preparation
Ark eDiscovery Asia Pacific Forum
14 April 2011
Beth Patterson, Applied Legal Technology Director
Lisa Kozaris, Applied Legal Technology Manager
Allens Arthur Robinson

3. Overview
Investing in Preparation
Top 10 strategies based on lessons learned

4. 1. Don't let it get "Lost in Translation"
Client
Lowest
Cost
Most Shortest
Lawyer Insight Time
Technologist

5. 2. Packing your parachute
• Implement document retention policies
• Universe of data & new data sources
• Legal obligations, risk profile & business priorities
• Document creation, retention & destruction
• Understand IT systems
• Data maps
• IT policies vs reality of actual practices
• IT system design
• Culture – what is the business priority?

6. 3. It's not just for techies: it’s a business decision
Investing - do your homework on what you're buying
• Archive systems
• Document management systems
• Litigation hold systems
• Appliances with search technologies

7. 4. Exchange Protocols: Know what you’re agreeing to
• Court Practice Notes
Federal Court Practice Note CM6
Supreme Court of Victoria Practice Note 1 of 2007
Supreme Court of NSW Practice Note No. SC Gen 7
Supreme Court of Queensland Practice Direction Number 8 of 2004
Supreme Court of WA Order 26 Rules of the Supreme Court 1971
• Electronic Exchange Protocol – negotiate up front
• Metadata vs. manual coding
• Numbering format
• Native vs. PDF

8. 5. Beware of Chaos theory

9. 6. When you thought you had it all
• Targeted collection plan
Who? Key custodians
When? Key time period
Where? Premises, IT systems/data locations, backup/archive systems
What? Formats – standard vs. non-standard
How? Internal or forensic collection
• Chain of custody

10. 7. "I still haven't found what I'm looking for"
Case Study
6,000,000
1,667,041
1,256,577
42,761 3,464
Collected 1st Level KW Search Post Deduplication 2nd Level KW Search Produced
(review ed)
Reduction of approx 99.29%

11. 8. Words matter, but concepts matter more
Search Methodologies
Boolean (and, or, not) – Wildcards – Stop Words – Proximity –
Stemming - Fuzzy – Synonym – Statistical – Weighted relevance –
Concept – Phrase clusters – Natural Language – Pattern Recognition

12. 9. iPad therefore I am…

13. 10. Walking the talk
• Changing environment
• Cost effective strategies
• Communication
• Project management

14. Questions ?
Beth Patterson
Director Applied Legal Technology - Allens Arthur Robinson
Email: beth.patterson@aar.com.au
Lisa Kozaris
Applied Legal Technology Manager - Allens Arthur Robinson
Email: lisa.kozaris@aar.com.au