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Building Unstructured Data Solutions for Today and Tomorrow: Part 5 – Review & Export

Business document review

After a brief break (welcoming my newborn son to the world), I’m back and have been looking forward to writing the fifth chapter in this series!

Looking back at the previous editions of this series, I’ve focused on key areas of eDiscovery or investigations workflows: endpoint and cloud collections, search and analysis. Now I’d like to focus on actual data review and ultimately exporting or producing the data, when necessary. As I mentioned in my last blog, you need to have the right tools in order to be effective at your job. Ease of use and efficiencies should be important too. Who doesn’t want to an easier way to do things while saving some money?

The Cost of Review

In a recent market analysis, it’s estimated that the cost of review makes up 68% of total expenditures, compared to 13% for collections and 19% for processing. With such a high price tag on review, it certainly makes sense for organizations to do their homework and identify a review solution that will make sense not only for eDiscovery purposes, but that can also extend into their broader unstructured data ecosystem.

Aside from some of the human challenges of review like experience and skillsets, there are also other aspects to consider, including:

  • Managing the business aspect of review. This ranges from controlling data that goes into your review tool, to having various reports and metrics at your disposal and maximizing the efficiencies of your review teams
  • Analytics and modern predictive coding that work. I can’t stress this one enough because these should be embedded, integral parts of your process, not something that requires extra steps, manual manipulation, and wasted time
  • Data security. The amount of data flow between organizations for review is pretty astronomical and is pretty risky when you think about.

Mountains of Sprinkles … Sorry, Data

One of the biggest recurring themes you may picked up in my previous blogs is the volume and variety of data, and that should be paramount when considering your unstructured data solution. Imagine mountains of data made of rainbow sprinkles. Each color represents a different type of data (or what we at Nuix consider a dimension).

When the time comes to make sense of all these sprinkles, sort them quickly, and identify the most pertinent ones, you’ll need to be able to set them aside and return to them later. You may need to compare those to other sprinkles of similar size, shape, or color. Ultimately, once you’re done really inspecting those sprinkles under a microscope, you may need to make some exact copies of them or perhaps slightly modify how these look for their final journey.

At Nuix, we can help sort those sprinkles … err, data! We provide software for our customers that not only provides them with a robust set of review capabilities but ultimately gives them the flexibility to control the volume of data elected for review with a plethora of export options. Here is a quick look at what our comprehensive workflow assignment system for legal review with Nuix Discover offers:

  • Easily set specific coding criteria to produce a consistent, high-quality review
  • Ensure that each document is coded properly
  • Optimize the size and contents of review assignments to match the experience and expertise of the review team
  • Prioritize documents to ensure teams are always working on the most critical review assignments
  • Dynamically route documents to the most productive reviewers
  • Automate quality control by establishing validation criteria for any phase in a review.

When I showed Emily Tice, VP of Customer Experience, this list, she immediately commented on the first bullet, highlighting the fact that “Production rules, such as numbering and sorting, are flexible but simple to apply.” I couldn’t agree more.

The actual review experience provides some key capabilities, including:

  • Conditional Coding. Smart templates that dynamically change as documents are coded to direct reviewers to required fields while deemphasizing those are that are not required
  • Coding Macros. Coding efficiencies are enhanced by the ability for reviewers to create one-click macros that will execute a set of coding criteria across the document
  • Microsoft Office Online Viewer. Display native files directly, allowing you to review native files without having to download documents to your computer
  • Native Excel Redaction. Redact cells, rows, columns, or worksheets in Microsoft Excel files
  • Language Translation and Audio Transcriptions. Language translation service for documents and integrated audio transcription services that provide search, redaction, annotation, and correction for audio files
  • Document Comparison. View the text of two documents and spot the differences between them.

That’s just scratching the surface!

Direct into Non-legal Review

Forensic investigations, incident response, and other non-legal review workflows are generally a bit more straightforward and don’t require all those bells and whistles. For these simpler workflows, Nuix Investigate can provide an intuitive and refined experience that lets reviewers:

  • Collaborate with multiple reviewers
  • Display Microsoft Office Online files using direct, near-native viewing
  • Quickly parse through images using thumbnails viewer
  • Make basic tagging decisions
  • Identify communication links and focus on the data that matters
  • Perform manual redactions.

Exporting Your Results

Let’s talk about productions and exports for a moment. Nuix allows users to create production sets that are preserved and linked to the original documents. A base document can be produced multiple times each with a new identification number, known as a rendition. Our export process generates copies of selected files that are packaged for download. Legal teams can use the export process to deliver renditions, base documents, and load files when necessary. As you can imagine, all the common load file formats are supported. For non-eDiscovery use cases where productions and load files are not required, don’t worry—we’ve got you covered! Regardless of how you want to conduct your review and export process, Nuix provides the means of making this a reality for investigations, incident response, eDiscovery, and more.

Be sure to join me next time in the sixth and final chapter of this series, where I’ll recap what we’ve covered and incorporate other aspects to your data ecosystem you either haven’t thought about or perhaps don’t have good answers for.