On this date, 11 years ago, I shared a blog post about how we chose an eDiscovery platform for Vorys. It seems that our decision in 2013 was a wise one, as Viewpoint and Conduent have been serving our firm very well for over a decade! The world is a different place today and many of the tools we investigated in 2013 are no longer in existence. I also had the advantage of using Bing AI and Chat GPT to assist with this writing! :)
Vorys began a firm-wide initiative in 2023 to move our key platforms to the cloud. This meant that we had to find a new cloud-based eDiscovery platform that could replace Viewpoint.
First Things First
Before delving into our methodology for assessing and choosing a tool, it's important to provide some contextual information. Vorys has approximately 365 attorneys spread across 9 offices, with our main headquarters situated in Columbus, Ohio. Our eDiscovery team comprises myself and three highly skilled senior eDiscovery project managers—a crucial factor in our selection process.
Our Viewpoint installation is robust, encompassing approximately 1,200 cases, 270 users, 63 TB on-premises, and over 50 TB hosted offsite. Additionally, we actively use and support OPUS2.
Beyond the technological infrastructure, Vorys has dedicated substantial resources to developing specifications and workflows for all our processes over the years. The existence of detailed workflows and specifications is pivotal in efficiently managing electronic discovery in-house. This becomes particularly significant when contemplating a platform switch, as it often necessitates a comprehensive overhaul given the intricate nature of these processes.
How We Did It
In May of 2023, we started with a list of our top 5 cloud-based contenders. The list was based largely on the platforms I reviewed at ILTACon 2022. The list included Casepoint, Disco, Everlaw, Relativity One and Reveal. I also added Nebula after talking with KLDiscovery at an ACEDs event. We also began communicating our anticipated change to attorneys, paralegals and staff early on.
Our primary goal was to identify the product that most closely aligned with our specific requirements. To kickstart this process, we extended invitations to each contender, requesting their participation in Vorys' Cloud-Based E-Discovery Platform Evaluation. The invitation outlined major milestones, projected deadlines, and a request to complete the accompanying spreadsheet.
The spreadsheet comprised approximately 60 line items, each representing desired functionality. Contenders were tasked with indicating whether each item was incorporated into their cloud offering and providing comments where necessary. We received their responses, conducted a thorough analysis, and subsequently proceeded to initiate demonstrations with all five providers.
To facilitate and score the demonstrations, the spreadsheet was expanded, and scores were assigned to each item, distinguishing between "must haves" and "nice to haves." The comprehensive set of functionalities and features covered aspects such as Case Setup/Administration, Processing/Importing Data, Search, Advanced Analytics, Review, Productions/Exports, Evidence Management, Deposition Management, and Support/Training.
In the interest of transparency, we distributed the sheet containing our scoring values to each contender before our initial round of demonstrations in June of 2023. Contenders were urged to follow the spreadsheet order, aiding the practice technology team in precise scoring for each function. Each contender had a 90-minute slot for their demonstration. In addition to the specified functionalities, a dedicated segment was allocated for a freestyle demonstration, allowing contenders to highlight features that conferred a competitive advantage.
Some of the key pieces of functionality that were weighted higher than others included 1.) intuitive processing interface; 2) user-friendly Continuous Active Learning, 3) advanced analytics encompassing threading, clustering, relationship analysis, etc.,.); 4.) Native redaction; and 5.) evidence and transcript management
The Vorys eDiscovery team actively participated in and evaluated all six demonstrations. The showcased products constituted an exceptional lineup, and I must emphasize that the competition was intense. Our commitment to thorough upfront research in identifying our firm's needs played a pivotal role in reaching this point. In early July, we expressed gratitude to all participants, extended well wishes, and announced that our top three contenders were Disco, Everlaw, and Reveal.
Our next step was soliciting user feedback from our attorneys, paralegals, and staff. To ensure maximum participation, we provided three different demonstration options in August 2023. These options included a high-level 30-minute recording for on-demand viewing, a 30-45 minute high-level live demonstration with the opportunity to ask questions, and a 60-75 minute detailed live demonstration also with the ability to ask questions. Nearly 50 individuals took part in this round of demonstrations, with approximately one-third opting for each of the three options.
Participants were given a survey through MS Forms to rank and provide feedback on each presentation. During this set of demonstrations, contenders were intentionally not provided with an agenda. Instead, they were presented with the three different options and instructed to showcase their product in the way they believed would highlight its strengths. Once again, the scores were closely contested, reaffirming the exceptional quality of each platform.
The subsequent phase involved conducting reference checks. I requested each contender to furnish three references from Amlaw 200 firms. Simultaneously, I aimed to engage with as many of my peers as possible who had firsthand experience with these three platforms. The timing aligned perfectly with ILTACon being just around the corner. A heartfelt thank you to everyone who generously shared their experiences with me; it proved to be incredibly valuable.
Our Decision
In October, we made the decision to proceed with a Proof of Concept (POC) using Everlaw. I must reiterate the excellence of all three platforms and express my appreciation for the remarkable collaboration with their teams. It was truly a challenging decision given the quality of options available, and any choice would have been solid. However, Everlaw emerged as the optimal fit for our current needs.
Our POC encompassed two cases, one of which exceeded 300GB, allowing us to thoroughly test scalability. Additionally, we were already utilizing Everlaw in a case shared among multiple law firms. The POC proved highly successful, and by the end of December 2023, we finalized a year-over-year agreement with Everlaw.
Exciting news – we're launching Everlaw this week! Our decision to go with Everlaw was influenced by several key factors, including:
- · The speed and simplicity of processing, with plans for empowering users to load their own data in the future.
- · Cost-saving features for document review, such as easy-to-use Continuous Active Learning with multiple tags.
- · Advanced analytics capabilities, including threading, clustering, and relationship analysis.
- · Native redaction functionality.
- · Streamlined evidence and transcript management.
- · Exceptional speed across the entire application.
- · Scalability to meet evolving needs.
- · Outstanding support and training.
- · Intuitive and straightforward productions, including native, tif, or hybrids.
- · A user-friendly overall interface.
These factors collectively made Everlaw the ideal choice for our needs.
There are diverse approaches to managing ediscovery, depending on individual needs. My aim here was to offer insights into our process, the products we considered, and the one we selected as our solution. I want to emphasize that this is not a recommendation for everyone; rather, it's an invitation for those who have recently navigated similar paths to share their experiences and contributions. We all have much to learn!