Whitepaper: Your Data Isn't Stuck
01-28-2019, Avansic and iCONECT - Corporate
Want to Make a Change?
Want to make a change in your electronic review system but scared of the burden – physically moving data, maintaining coding, minimizing downtime? It may not be as hard as you think. Here's a general overview of what to consider and issues to address.

What is Stored?
Most review systems in use today store natives, images, redactions, productions, metadata, and coding. They have access to user logs which may
allow you to determine who performed what action and when they did it. Most work product that can be generated in a document review system falls into one of the previously-mentioned categories or is stored in a proprietary format by the software developer
(typically in a relational database).

Exporting Data
In general, if you can produce data out of a system that meets any kind of modern DOJ, SEC, or MDL standard, you should be able to use this method to move data between document review systems. This includes being able to move (at a minimum) natives, images, and metadata. The most common output format is the loadfile format generally described as DAT and may have helper files like an OPT or LST. It is rare for a review tool to not be able to produce data in this format. Once created, these loadfiles can be loaded into the new system. Exporting data in this manner is not only useful for moving data from one system to another but allows the offline long term storage of material (for instance, during an appeal). Since most vendors charge based on stored data volume, this is an area ripe for savings.

Exporting Work Product
Exporting the data in the manner described above leaves behind some important work product including document coding, user action attribution (which may include who foldered, redacted or coded something) and editable redactions. Custom workflows and/or software
may be needed to access and export the data in a useful manner. For many review systems it is possible to export CSVs of coding information
and convert that into an importable format for the new system. However, this can be laborious and requires an expert understanding by the group running the new review system of how
their system intakes and applies data.

Common Issues
Other factors that may require customization in the export depends on where your data is: either on-premise, behind the firewall solution (you own all the hardware and software and can
touch it and have unfettered access to all the data and systems that store that data), or in a hosted environment with restricted access to your data. Most desktop based applications
allow some type of complete export. For instance, Summation iBlaze allows the export of an entire review database into backup or portable format; on iBlaze, it is called a Summation Briefcase.

However, a complete backup of a hosted database may not be possible from a user account and may require some “back end” access to be able to get a backup for the data. In some cases, that back end access isn't available because the system is multi-tenant with other people's data exists on the system. In this case, you will have to rely on the system administrator to help you create the exports of data and
work product. Often in these cases, a hosting provider will charge to export data out of the system and it is not guaranteed that the exported data will be ready to import into a new system. Some providers call this a production and charge accordingly.

Other Factors
Other factors when moving between systems include software to be installed, downtime window, how to sync work product when moving data, cost for storing data in two locations, and user training and support on a new system.
Physically moving the data is another consideration; it can be advantageous to physically move the data on drives depending on
the upload/download ability. Even with gigabit pipes on both sides, it can be faster and less costly to ship a hard drive.

Case Study
Avansic recently helped a customer move from Relativity® into their new platform and explored creating productions and moving that material to the new system. This became prohibitive due to data volume (15 TB.) A new solution had to be developed utilizing SQL backups and the Relativity document's RV folder for each database to be created. This information gives you access to all the data
you would want to move from Relativity®. Access to the live system to move this data is not
necessary if you have this information. This includes redactions and saved searches. “This system is beneficial for several reasons it
Increases our responsiveness to our clients while allowing us to offer competitive services at a reasonable cost.” John Cowling, Armstrong Teasdale, litigation partner and president of
LAWgical Choice.

With proper planning, migration between platforms is a readily attainable reality. Having expertise available from both your old and new review partner or adequate internal IT
will ease the transition process. There is no reason to stay in a system that doesn't work for your needs, either due to cost or features, and moving data doesn't have to be the stumbling block to an efficient and effective e-discovery workflow for you.