The Roles of Managed Discovery Services in Data Governance and Compliance

The right technology enables legal teams to create transcripts from collaboration tools and A/V sources, quickly review different types of data and metadata, and streamline processing workflows. It supports business objectives, reduces operational costs, and improves transparency for relevant information.

Working with a managed services provider leads to more outstanding uptime, fewer connectivity issues, and faster data transmissions. It also helps companies and law firms avoid monetary fines for not complying with data regulations.

Define a roadmap

A product roadmap helps teams to align with business goals and motivates them to achieve them faster. It can communicate commitments to stakeholders, track progress, and highlight dependencies.

In the past, many law firms opted for vendor-reliance to solve eDiscovery problems. However, this led to costly escalations, unreliable cost predictions, and inefficient workflows.

In contrast, managed ediscovery services help law firms build a robust eDiscovery system without in-house systems’ capital investment and maintenance demands. It helps them to improve efficiencies and reduce costs.

Define a strategy

A data governance strategy establishes a framework for managing and leveraging information across your business. It should include overarching business objectives and help you define policies that align with them.

It also helps you achieve compliance with regulatory requirements, which can often be complex and change rapidly. It is because it ensures that your business processes, systems, and people use the correct information at the right time.

It enables you to make better decisions, empower professionals with trusted data, and deliver reliable customer service. You can define the roles, technology, and processes you need.

Define a process

An effective process is essential to reducing the stress on your system. That is particularly true for eDiscovery processes, which can be expensive and time-consuming.

An eDiscovery service provider can help you define your process by establishing search and culling strategies, establishing review workflows, and defining a document management process. It will allow you to manage your costs better and provide more predictable results.

A process comprises interdependent steps that lead to a result. On the other hand, a procedure is a method for conducting affairs: a parliamentary procedure.

Define a team

Teams are people who interact and influence each other to achieve a common goal. A team can be a group of employees on an assembly line, a classroom of students solving maths problems, or a squadron of pilots flying an attack helicopter.

A team can be temporary (project team) or permanent (standing team). Whether a team is standing or project-based, it must have a clear purpose and focus on meeting work needs that individuals cannot meet as part of their jobs. A good team is self-governing and accountable.

Define a budget

Building and deploying eDiscovery software can be a time-consuming and expensive process. Frequent changes to the platform can cause problems and reduce productivity.

Working with a managed services provider offers greater cost predictability and empowers law firms and corporations to take on more matters without worrying about the back end. When choosing a managed services partner, look for one with experience and a focus on data discovery. Ask about references and whether they can provide a dedicated team for each matter. They also should offer a pricing model for flexible capacity and case management.

Define a timeline

Timelines are visual tools that include a list of events arranged and ordered in a particular sequence. Academics and managers often use them to understand historical or organizational events clearly.

Data mapping is a critical component of information governance and helps identify which data assets are being protected, where they are located, and what custodians manage them. It also helps organizations determine their compliance readiness and reduce costs. It includes minimizing data breaches, which can have devastating consequences.

A timeline is a visual display of events or periods arranged chronologically. It is often used in research, journalism, and history to convey a clear understanding of complex issues.

Legal departments can avoid vendor dependency and save money with managed eDiscovery services. Managed eDiscovery solutions offer flexible pricing models and reduce the stress on in-house IT systems with monthly billing instead of upfront capital expenses.

Effective information governance is an ongoing effort to identify and protect data. It requires mapping data to understand what exists, where it is stored, and what custodians manage it.

Define a workflow

Workflow completion requires a specific set of steps. These tasks may be structured or unstructured.

Companies and law firms that work with a managed service provider realize several benefits, such as reduced costs, faster data transmissions, and fewer nights spent monitoring the system. They also benefit from consistent monthly expenses rather than large capital expenditures and depreciation.

Managed discovery services can be an excellent option for legal departments that need more in-house capabilities to handle their Discovery. However, it’s essential to ensure they’re ready for the transition.

Define a project plan

Project plans help identify the scope of work needed for a particular project. It includes defining the project goals, identifying stakeholders, and setting timeframes.

It’s also essential to include a communication plan that details how and when stakeholders will be updated on project status. It helps prevent misunderstandings and ensures everyone is on the same page.

Working with a managed discovery service can help your company reduce costs, increase scalability, and produce faster case results. 

Define a strategy

Many organizations need help with the complexity and costs of managing eDiscovery internally. Using the pass-through model, law firms and corporations offload certain aspects of their eDiscovery work to a trusted partner that delivers speed, scalability, and cost savings.

Developing an effective data governance strategy requires a comprehensive approach that includes designated data stewards and comprehensive written policies. It ensures consistency and quality.

Using technology such as computer-assisted review and predictive coding reduces the number of documents that need to be reviewed by attorneys. It cuts review time and, thus, costs.