In today’s legal and complex business environment, the review cost has increased many fold owing to the exponential growth in the electronic data. Aeren LPO helps in reducing this cost significantly as each page of the document is thoroughly reviewed and analyzed by Aeren LPO’s legal team manually as well as through various legal review tools in order to prioritize each document according to the relevant facts extracted by our legal experts from the various documents.
The process of document review specifically requires the expertise of a legal attorney who can fully understand the relevant facts and issues involved in each document and mark them on the basis of privilege and responsiveness. Aeren LPO’s legal team has experience in performing document review, varying from simple responsiveness coding highly to complex Ones.
The Managed Document Review Services often consists of many phases. Our legal team accomplishes a first pass review in order to examine documents for relevance and code/mark them for relevant subject matter. Afterwards we upload the coded data into a searchable database that permits litigation team to easily situate key documents at every phase of the litigation process.
Further legal team conducts a second and more detailed review to determine which documents should be withheld from production.
Aeren LPO Document Review Offerings
Responsive Analysis: Under this, we determine as to whether the documents are responsive or non-responsive to a given legal case or issue at hand.
Privilege Analysis: We determine the documents that are withheld from production due to privilege like attorney-client privilege and application of attorney work product doctrine and preparation for privilege log.
Confidentiality Analysis: We determine the documents that are confidential in nature and that also includes documents wherein certain portion should be redacted. For example:, Documents discussing the trade secrets are excluded from production to maintain their confidentiality.
Hot/Key: We determine the documents,that are of high relevance to the litigation process for production or withholding purposes.
Redaction Services: Under this, we hide selected portion of documents to prevent disclosure of any confidential or privilege or personal information.
Privilege Log: We also prepare a privilege log in the form of spreadsheet with privilege coding.
One of our clients from England which is a legal firm there, contacted us as they wanted to avail the Document Review Services.
Our Solution:
Our legal team after having a detailed discussion with the client understood each and every requirement and guidelines of the client. Immediately after discussion, a project manager was appointed to the client and he gathered an expert team of reviewers who conducted the first pass review of the various documents through the use of predictive coding in order to analyze their relevance and earmarked them.
After the above information was processed and loaded onto a searchable database, our team conducted a second more detailed review to determine the classification of the documents in order to mark them as:
Responsive
Non Responsive
Privileged
Confidential
Key or Hot
Based on the classification, our team determined those documents that the client should withhold from being produced so as to protect their best interest. This whole process was successfully executed and the services were delivered within the budget and the time span fixed by our client.
a) Segregation of documents into responsive and not-responsive category based on the guidelines/review protocol.
b) Categorizing responsive documents under different issue codes as mentioned in the guidelines/review protocol.
c) Giving the confidentiality coding to the documents that are confidential, highly confidential or not-confidential, again if provided in the guidelines/review protocol.
Examples: Confidential documents: internal communications, company related emails etc.
Highly Confidential documents: Trade secrets, account number, bank statements, client list, audit report etc.
Not-Confidential: Publically available documents.
Privilege:
a) Privilege: We check privilege first in the responsive family members of the responsive document and if instructed by the client we further check privilege on the whole population (including responsive and not responsive documents).
b) Not privilege document means documents wherein privilege call is not required as per the guidelines provided in the protocol.
Redaction:
Two types of redaction we do:
i) Privilege Redaction
ii) Content Redaction
Privilege log:
We also prepare privilege log in the form of excel spreadsheet with privilege coding.
Process
a) Initial Steps
Client shares the document review protocol with us.
For further clarification the client might share different scenarios with us for better understanding.
We share a list of our resources with the client via email.
On the basis of the list of resources, the client generates login credentials in the platform wherein the whole process has to be carried out e.g. Xerox, Relativity etc.
We get the following from client:
the login credentials;
list of Counsels
and the location of the batch.
b) Execution and Delivery Process
Client shares the location of the documents uploaded which further can be carried out in two ways:
Client either shares the exact location of the batches or;
Gives the search path for the whole population and we have to make the batches.
We extract keywords from the protocol document for segregation of the population into Responsive and Privilege batches as well as for the purpose of highlighting keywords in the document itself.
After highlighting the keywords, we initiate with the review.
QC is provided at 15 to 20% on the basis of random sampling.
QA searches are created to ensure 100% quality.
We run conflict searches in QA process.
We run QA searches on Non-Responsive documents as to make sure that none of the Responsive Documents are left behind during the review process.
We prepare a calibration set of documents which includes the following:
Document id
Coding
Internal Comments with logic
Comments section for Counsel to share feedback
If we receive smaller number of population then we release the same in one go and a bigger population is released on weekly basis.
We prepare two batches:
Responsive Batch for the Counsel.
Balance batches for the Client (with all master data)
c) Quality Maintaining Standards
We share a calibration set of documents in the initial stage of the project.
For quality check we generate Quality Control (QC) and Quality Assurance (QA) reports.
Once documents are reviewed we further in the QC and QA process, recode the document in the coding panel if they require any changes.
QC is provided at 15 to 20% on the basis of random sampling.
QA searches are created to ensure 100% quality.
For our internal purpose we prepare QC reports and do verbal or written client feedback sessions with our team.
We run QA searches on Non-Responsive documents as to make sure that none of the Responsive Documents are left behind during the review process.
We separately run QA searches for privilege redaction and content redaction.
d) Reports that we provide on regular basis
Calibration set of documents,
Query log to confirm counsel’s approach
Daily status to client in the form of daily metrics report
Weekly report of the work if required by the client
End of the month report
Project Type
Have experience into different subject matters related to civil litigations comprising of:
Financial Matters
Class action litigations of US housing market
Securities and Loan Litigations
Personal Injury matters
HR matters
Insurance and Breach of contract Litigations
Patent Infringement Litigations
Parties and Matters Represented
For Plantiff
Personal Injury matters
Patent Infringement Litigations
HR matters
For Defendant
Financial Matters
Class action litigations of US housing market
Securities and Loan Litigations
Insurance and Breach of contract Litigations
Very well versed with different tools and platforms some of them naming:
Relativity
Xerox/Conduent
Catalyst
EDP (Thomson Reuters)
EDT
Documatrix
& many more
Types of Project Worked On
First Level Review
Second Level Review
Redaction Review including Personally Identifiable Information as per UK and US laws
Privilege Review
Privilege Log and redaction review
Bankers and SAR Privilege for financial institutions
Board of director’s review as per the requirement of client
Why Aeren LPO for Document Review Services
Experienced & Competent Attorneys Reviewers having US Law knowledge
Guaranteed Huge Cost Savings over 65% through Pricing & Matrix’s
Access to Best-in-class Document Review Facility
Deep Expertise working with leading e-Discovery Software
Fast TAT
Help in finding Critical Hot Documents in a massive dataset
Handled very Complexed & Big Data Projects across several Industries
Right Skilling Approach
Short Lead Time to Ramp-up & Down
Robust Project Management & Quality Controls in place
24×7, 365 – Saves Overtime Cost & Multiply the Productivity
To support sudden influx of work and scalability
Continuous Education & Training to harness & nurture the skills of resources and to keep them abreast of latest in Law & Technology
