THE TOP 5 TIPS FOR USING THE CLOUD ON E-DISCOVERY
1: Have an escape plan for all your data, considering a hybrid wan is a good idea. This includes getting it out for compliance issues, planning or making changes in your provider. This will prevent any delays that might happen. It will also make sure your data is kept clean and safe. These protocols will ensure that your information is delivered to the right person, even if some of the data gets lost for a while. Just like in life, it’s always best to have an escape plan.
2: E-Discovery has been used by many companies for the last 10 years or so. This is a good chance for you to do some spring cleaning. Go through some of your old data and figure out what you want to keep and what you don’t. A lot of junk can get built up over the years. With the cloud you will have the ability to clean things out.
It’s kind of like throwing a brand new outfit into your closet and forget you have it. You might find it again after a few years. When you do find it again, will you still feel the same way? You might be at a point where you want to get rid of it, because you are not wearing it anymore.
This is the same analogy we use for using the E-Discovery network with the cloud. It’s time to clean out the closet. It’s time to take a look at that outfit you bought a few months ago, and see if you still feel the same way. Make sense?
3: You need to set some standards with your programming. You need to decide who gets the information and who does not. It makes more sense to only give out the details to those who need it. Some companies or businesses feel that it’s pertinent for everyone to have the same information. This is not exactly true.
Employees should only have access to those files which are pertinent to their job description. All other information should be off-limits. This is exactly the type of goal you can achieve when using the cloud for your E-Discovery.
4: It’s a good idea to test out everything first. This is what we call the “shampoo plan”. This is used for all sort of file or data, both structured and unstructured. You need to know that your defensible plan is going to work, under any kind of situation. This kind of goes along with the first few tips, but takes it all one step further.
You know how there is a process with shampooing your hair? It goes lather, rinse and repeat. The same rules apply here. You design the plan, test it out and then repeat your actions. The goal is to get the same solution every time you do a test run. If you are getting different results within your cloud for E-Discovery every time you do the “shampoo plan”, you might need to rethink a few ideas.
5: When using the cloud on any system, it’s always best to keep track of your information. This is why using a site map is not a bad idea. This way nothing will ever get lost.
A site map plan is also good for protecting important files. What happens if you accidentally lose something of value? what happens if you accidentally misplace something you might need? It happens a lot in business. This is where the site map plan and icon will come in handy. It will keep track of everything. This way you can go through and organize the important details. You can also lose the files and details which are no longer necessary.