e-Discovery
Post-2006, e-discovery has become one of the most significant steps in order to meet compliance regulations. E-discovery Document Retention Solution can be broadly described as identification, collection, analysis, and production of relevant information during lawsuits or legal conflicts. The definition of e-discovery is merely an extension of discovery, “the compulsory disclosure of pertinent facts or documents to the opposing party in a civil action, usually before a trial begins.” However, data produced during e-discovery can be used during trials as well.
If an organization is about to face legal action, it is obligatory for them to identify all legal documents related to the lawsuit, place a hold on electronic records and retain it for as long as necessary. If an organization fails to place a hold on data when required, it can face a variety of negative outcomes, such as legal fines, bad publicity, and loss of face. Docsvault document management software provides record management features such as electronic data retention and retrieval that can ease the electronic document discovery process. Let us understand Docsvault’s e-discovery Document Retention process in detail.
Docsvault offers a centralized repository for all data related to a matter. Predefined matter folder structures enforce a consistent storage and profiling structure for your matter documents. Customizable metadata indexes provide great flexibility in profiling documents with different metadata indexes for different types of legal documents. Systematic versioning of documents prevents version conflicts in a multi user environment. Microsoft Office integration makes handing your word and excel documents a breeze. Email communications are an essential part of any legal matter. With integration in Outlook, users can save all email communications to appropriate matter folders with ease. Built in PDF viewer and editor allow manipulation of this very important file format for legal industry right within Docsvault. These and many other well-rounded features of Docsvault ensure that every piece of pertinent information is secured for later retrieval.
Every organization must set data retention and deletion schedules for all its data in order to meet current or potential e-discovery requests. Most organizations, out of fear of deleting important data, retain more data than required. This can lead to higher expenses in terms of storage and longer time in analyzing, reviewing and presenting necessary information. With a well-formed data retention and deletion policy with the help of Docsvault DMS system, organizations can log all record activities for a completely traceable and defendable disposition of records.
The main issue during litigation is identifying relevant data that is to be presented. Docsvault’s powerful search features can search through every part of your repository including text content inside documents for comprehensive search results. Docsvault indexes contents of emails too so your e-discovery results are thorough. Automatic versioning in Docsvault eliminates data duplication and overload. Results can be exported out of the system with one click or reports can be exported out as PDF or Excel files for further manipulation.
With the help of records management policy in Docsvault, this step becomes more comprehensive and less time consuming.
Key Benefits
Preparedness for e-discovery document retention
- Early case assessment to understand legal position
- Prevention of versioning chaos and data duplication
- Enforcement of strict security policies
- Reduces risk of lawsuits to a significant extent
- Saves crucial time during lawsuits