13 YEARS 11/2000 – 11/2013 Automated Privilege Detection, Email De-Threading & Automated Priv Logs 1st Quarter 2014 Confidential
Current PrivLog Process Issues Priv Logs too cumbersome to create, edit, monitor and maintain Myriad email formats complicate efforts to systematize and automate Constant re-scripting and/or screen-scraping not viable Each matter is different, with unique requirements PrivLogs requiring “heroic,” non-sustainable and costly efforts to clients Turn times severely impacted Ever-tighter court deadlines threatening existing workflow models Available resources are maxed out PrivLog volumes only likely to increase exponentially More PrivLogs per matter More matters More listings per PrivLog
Valora Solution: Automated PrivLogs Using PowerHouse Utilize PowerHouseTM capabilities Email De-threading Auto Unitization Auto Coding Names, Dates, Subject/Title, etc. Name & Content Normalization Auto Priv Detection Utilize BlackCatTM Data Visualization Decision approval & audit
Ongoing Monthly Process Support all PrivLog creation, monitoring, auditing and production for Litigation groups 20+ PrivLogs per month 5,000+ Entries per PrivLog Fully automated Intake, Processing, Hosting & Production Multi-matter, multi-user, multi-format
Understanding the Whole Process Priv Log Overview Valora creates a fully-featured PrivLog of privileged documents to be produced during litigation. Full listing of all withheld documents, including Author, Recipient, CC/BCC, Title, Date and Reason for withholding (if desired) Links to native or processed documents (if desired) De-Threading Overview Email De-Threading separates threaded emails into individual documents, associated by attachment range. The original email document becomes a linked set of resultant email documents. Separates out unique conversation strings and mark only those that are privileged as such. Prevents the accidental (and inaccurate) marking of an entire email chain as privileged when it is not. Automated Privilege Detection Valora’s PowerHouse software identifies potentially privileged documents through Rules-Based Technology-Assisted Review techniques. This minimizes time and effort involved in the review process, providing a fast, cost-effective and consistent way to identify and single-out privileged information.
Determining Privilege PowerHouse follows a set of predefined Rules to determine whether or not the document is Presumptively Privileged Determinations for multiple Privileges Attorney-Client Attorney Work Product Trade Secret Personal Identification Information Non-Relevance Out of Date Range Custom Automated Redaction for sensitive information Automated Privilege Log
How it Works Determining Privilege ANALYSIS/RULES Litigation Document Review Manual Determining Privilege The document should be marked Presumptively Privileged if any of the following conditions are present: Content is communication between attorney and client about the matter in question, within the specified date range. Is a design document or graphic that shows the specific protocol for handling simultaneous voice and data actions Mentions attorney actions, plans, communications or intentions related to the case matter. And so on… Rule: Attorney-Client Privilege When: [FullText] contains any of <Matter Descriptors List> and [Author, Recipient, CC/BCC] contains any of <AttorneyList 4> and [ClientList] and is a communication Doctype [Email, Fax, Letter, Text, Memo…], and Date is between [Date Range], … Rule: Trade Secret Privilege When: Any document in the Attachment Family matches: [FullText] contains any of <Patent '009 key phrase list 4>, or Parent of Attachment Family matches: Any of [Author, Recipient, CCs] contains any of <Patent '009 experts contact list 23>, … Rule: Work Product Privilege When: [FullText] contains (fuzzy match) any of <Case Team>, or Any of [Inside Counsel List 9], and [FullText] contains (fuzzy match) any of <Key Topics>, … -7-
Automated PrivLog Creation PowerHouse AutoIndexing AutoBusinessRules Analytics Database Prep Emails are de-threaded into component “stringlets” Each stringlet is Autocoded Coding for each stringlet is extracted to the PrivLog Emails enter the system as concatenated email threads
De-Threading Example: Original email string of two pages, four emails 3 1 4 total emails 2 CONFIRM0122692 (Page 1 of record) CONFIRM0122693 (Page 2 of record)
Resulting Document 1 (After De-Threading & Redacting) <- New email 1 CONFIRM0122692.001 1st email is now only email on the page. All other documents have been redacted out. New Bates number reflects 1st child status. CONFIRM0122692
Resulting Document 2 (After De-Threading & Redacting) CONFIRM0122692.002 CONFIRM0122693.001 2nd email is now only email on the page. 2nd email is a 2 page document. All other documents have been redacted out. New Bates numbers reflect 2nd child status AND 2 page record.
Resulting Documents 3 & 4 (After De-Threading & Redacting) 3rd email is now the only email on the page. All other documents have been redacted out. New Bates number reflects 3rd email in document status. (2nd email on page). 4th email is now only email on the page All other documents have been redacted out. New Bates number reflects 3rd email in document status (2nd email on page). CONFIRM0122693.002 CONFIRM0122693.003
Overview of Solutions for Privilege Logs & De-Threading Unitization & De-Threading – Extract individual emails from threads and provide logical attachment ranges. Near Duplicate Detection – Detect and label near-duplicates across dataset. Basic Bibliographic Coding – Begin ID, End ID, Author, Recipient, Copyees/BCC, Date, Document Type and Title (verbatim). Presumptive Privilege Determination – Detect and label various forms of privilege Redaction – Removal or blackbar of sensitive information Automated Privilege Log – Automated, detailed listing of bibliographic information from withheld documents Data Visualization & Hosting – Secure, web-based hosting of documents, coded fields, text, reports and Privilege Logs Professional Services - Full, 24x7 managed support for all projects and clients
Valora Technologies, Inc. Thank You! For More Information: Valora Technologies, Inc. 101 Great Road, Suite 220 Bedford, MA 01730 781.229.2265 www.valoratech.com info@valoratech.com