Tag Archives: search

eDiscovery Search and Collection in the Cloud

After several dozen posts on social media eDiscovery, we are going to focus the next few weeks on the related issue of eDiscovery in the cloud. As we see it, despite the enormous cost benefits of the cloud, concerns about the feasibility of eDiscovery and general search across an organization’s critical cloud-resident data has to some degree prevented broader adoption.

The cloud means many things to many people, but I believe the real eDiscovery action (and pain point) is in Infrastructure as a Service (IaaS) cloud deployments (such as the Amazon cloud, Rackspace, or pure enterprise cloud providers such as Fujitsu). According to a recent PwC report, Cloud IaaS will account for 30% of IT expenditures by 2014.  IaaS currently provides the means for organizations to aggressively store and virtualize their enterprise data and software, thus potentially spawning the same large data volumes and requiring the same critical search and eDiscovery requirements as traditional enterprise environments.  Amazon Web Services, the leading IaaS cloud provider, reports in our discussions with them extensive customer eDiscovery requirements that are currently addressed by inefficient and manual means.  So for purposes of this discussion, IaaS, which is essentially cloud for the enterprise and where there is a current significant eDiscovery challenge, is what we will focus on.

So if an organization maintains two terabytes of documents in the Amazon or Rackspace cloud, how do they quickly access, search, triage and collect that data in its existing cloud environment if a critical eDiscovery or compliance search requirement suddenly arises? This scenario is a current significant pain point for IaaS cloud.  In such situations, the organization is typically resorting to one of two agonizingly inefficient processes. The first option involves shipping the provider hard drives for their IT staff to copy the data in bulk for download and having that data shipped back. Rackspace’s guidelines provide that a transfer of 2 terabytes of bulk files would cost over $10,000 in fees and require about four to six weeks. And then all the company gets is a full 2 terabyte duplicate of its data that still must be searched, processed and reviewed.

The other alternative is to slowly download the data through a secure file transfer protocol connection. However, even with a robust T2 line, it would take three to six weeks to transfer the two TBs, depending on how much dedicated bandwidth IT would be willing to dedicate to the exercise.

So what is needed is robust eDiscovery software that can truly support the IaaS cloud where the data resides without first requiring mass data export. We will discuss what that entails and the requirements of truly cloud capable eDiscovery software in our next post, so please stay tuned!

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Filed under Cloud Data, IaaS

Can Lawyers Be Disqualified by Merely Viewing a Linkedin Profile? The Implications of Indirect Social Media Communications and Legal Ethics Rules

With attorneys and their hired consultants routinely collecting social media evidence for investigation and eDiscovery purposes, it is important to be aware that such activity can generate various direct and indirect communications to the subject account owners.  Sending a Facebook “friend” or a LinkedIn “connect” request are obvious examples, but there are also less overt means of social media communications. For instance, if a hypothetical law firm named Smith & Wesson were to merely follow a witness on Twitter, the service will automatically email the witness with a notification that Smith & Wesson is now following her. Additionally, it is all too easy when viewing a Facebook page to inadvertently “like” an item or accidentally send a friend request through a single mouse click.  And if you simply view another’s Linkedin profile while logged into your own account, that person will often be notified that you viewed his or her profile page.  Ethical Implication

For lawyers and their hired consultants and investigators, all this can be very problematic considering legal ethics rules that strictly regulate communications with represented parties and even jurors connected to a case. Several local and state bar associations have issued legal ethics opinions discussing this issue specific to collecting social media evidence. On December 6, X1 Discovery hosted a live webinar to delve deeper into this topic with the esteemed Ralph Losey of Jackson Lewis as the featured speaker. Ralph is the lead eDiscovery partner at Jackson Lewis and the author of “The eDiscovery Team,” considered by many to be the best legal eDiscovery blog on the planet. You can register for the recorded version of this webinar at this link here. (One hour of ethics CLE credit will be available to California attorneys).

From our perspective, this critical concern involving indirect social media communications and legal ethics underscores the importance of employing best practices technology to search and collect social media evidence for investigative and eDiscovery purposes.  Collecting evidence in a manner that prevents, or at minimum, does not require that attorneys and their proxies directly or indirectly communicate with the subjects from whom they are collecting social media evidence is a core requirement for solutions that truly address investigative and eDiscovery requirements for social media. If user credentials to the social media account have been properly obtained, that is obviously ideal. However, in many instances lawyers must resort to searching and collecting publicly available information. In such situations, it is crucial that the law firm and/or its hired experts conduct such collections in the proper manner.

For instance, X1 Social Discovery software features public Facebook capture that can search and collect publicly available Facebook pages without directly or indirectly notifying the account holder. This is critical functionality for eDiscovery preservation. Additionally, X1 Social Discovery accesses and displays Facebook pages in read-only mode, preventing metadata alternation, inadvertent friend requests or “like” tagging through a simple slip of the mouse. X1 Social Discovery includes other features concerning Twitter and Linkedin that also prevent indirect communications while effectively collecting data from those sites. We will be highlighting those features in the next few weeks, but in the meantime, we hope you enjoy our webinar.

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Filed under Best Practices, Legal Ethics & Social Media