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Document Management With Lextranet 5.6
Ryley Carlock & Applewhite, P.A., a firm with more than 100 lawyers in two cities, is in somewhat of a unique position: We have a dedicated e-discovery practice group that provides EDD services both to our own, as well as outside, clients.
As such, we constantly evaluate all major e-discovery platforms in order to be well positioned to meet the varying needs and preferences of our clients. In addition, all of our employees are trained in multiple platforms.
Without endorsing any specific vendors, we identify excellence in technology applications that enhance our firm's capabilities. After evaluation and usage of Lextranet's 5.6 version of its case-management solution, we would definitely place it in that category and consider it to be among the best-in-class solutions currently available.
Not Just Bells and Whistles
There is no shortage of e-discovery case-management tools on the market. Each has its unique strengths and shortcomings. Most applications provide a plethora of features for managing document workflows, searching the database, reviewing and coding documents and so on. But having the most features doesn't necessarily translate into the strongest solution.
User-friendliness, customization and reviewer throughput speed are much more important than having the most “bells and whistles” or a zillion different functions.
In particular, when we evaluate an e-discovery platform, we emphasize strong administrator tools and a user-friendly interface. In our experience, ease-of-use for litigators and document review teams, and the ability to effectively manage a project throughout its lifecycle are key to effective ' and cost-effective ' e-discovery projects.
Lextranet 5.6 scores well on those attributes. It has very good administrative tools that allow our litigators and project managers to handle projects of varying size and complexity.
User interfaces are highly intuitive and user-friendly. This means a minimum of user training is required, and generally facilitates excellent reviewer speeds and document throughput.
New Features
Version 5.6 incorporates some major new features aimed at improving end users' ability to identify and locate specific, relevant information within the database of documents.
Conceptual Search
Search is typically one of the most used functions in a document-management system.
Lextranet has augmented its native search capabilities with conceptual search, in this case by incorporating third-party software from Cognition. Conceptual search looks for documents not by matching keywords, but rather by identifying documents containing words related to a concept. For example, a conceptual search for the word airplane might return documents that do not contain the word airplane, but do contain the word glider or helicopter.
During preparation for loading documents into a case, the data is analyzed by the Cognition engine using a pre-defined legal dictionary and metadata is generated. When conceptual searching is invoked, the search engine uses the metadata to identify the related documents.
Lextranet's implementation of Cognition conceptual search effectively increases search results from a document body (OCR) search, returning results in context within the search results window. The conceptual search interface is intuitive and easy to use, and facilitates finding results that might be missed through traditional keyword, full-text or Boolean searches.
Social Network Technology
An intriguing feature new to version 5.6 is a social networking function that graphically displays the relationships between document custodians. The application maps social relationships between e-mail users within a data set of e-mails. The social networking tool then extends its view to the next level, allowing the user to quickly and easily display e-mail communication frequency between individuals and also view graphical trends between key custodians.
The relationships are displayed in an intuitive, user-friendly manner ' a graph that resembles a constellation of e-mail parties. Each vertex, or point, on the graph represents a participant in the data set. The size and color of the vertex is directly related to the participant's activity level: the brighter and larger the point, the more active. Connecting lines or edges chart relationships while also providing qualitative information about those relationships. Each edge represents active communication between participants, using varying color and thickness to convey the volume of participant activity. The thicker and brighter the edge between two points, the more active the communication between parties.
The tool offers a decent range of end-user options for adjusting views. Boundary dates can be changed to view the social network graph across different timelines. In addition, the graph display properties can be adjusted “on the fly” to create different filters or areas of emphasis ' e.g., separating incoming and outgoing traffic, or highlighting particularly active or unresponsive parties.
This graphical approach to displaying relationships helps quickly identify relationships between the custodian of interest and other parties. By quantifying the level of activity between them, the user can quickly and readily identify parties of significance. It can uncover key aspects of the matter that may not have been readily apparent using other data analysis methods. For example, by displaying secondary relationships or the change in relationships over time, it can reveal additional areas of interest. My firm has found this to be a helpful new tool.
Workflow
Strong customizability for setting up coding fields and tagging documents greatly aids the speed of document reviews. Project managers can choose the fields, how entries are made and what is available to individual users. Recent upgrades provide enhanced ability to manage document workflows, including the ability to control how attachment families are routed through workflow, and how document families and contextual coding are handled.
Configuration
Lextranet 5.6 is easily configured and is usually installed, up and running on users' desktop with a minimum of time and effort. It has a minimal footprint and requires little in the way of installation.
The configuration requirements are Windows XP Service Pack 2, Internet Explorer 7 and QuickView Plus, which permit viewing of files in their native format via Lextranet's CPC Viewer. One minor drawback is that each Lextranet user requires a separate QuickView Plus license (although I understand that QuickView Plus will be fully integrated into future versions of Lextranet, removing the need for purchasing separate licenses).
Once up and running, Lextranet is pretty much a hands-off affair. We've experienced few ongoing maintenance needs, little downtime, and no issues with integration or upgrade cycles. System speed is good, with no discernable bottlenecks or delay times. Reviewers are generally able to navigate through the system, and find and open documents in any format in a timely fashion.
Support
Tech support from Merrill Corp. is excellent. Problems or questions are handled swiftly, often with a single call or e-mail.
Our experience is that support is important for e-discovery applications, not just for strictly IT issues, but also for usability issues. As previously discussed, most e-discovery platforms have literally hundreds of features built in, although a typical user may only use perhaps a dozen or so on a routine basis. It's common for us to inquire with a vendor to see if they could add a feature to future versions, only to be informed that the feature is already incorporated into the current version. Merrill Corp. provides excellent support in that regard, helping us identify ' and activate if needed ' certain features that can help us perform specific tasks, enabling us to get the maximum possible benefits from the product.
Comparisons
As previously mentioned, we have ample opportunity to both evaluate and utilize numerous e-discovery platforms. This allows us to apply the optimum solution to each case or to meet client preferences.
Lextranet is competitively priced with other case-management solutions. Generally speaking, most current offerings in the marketplace are feature-rich and capable. Lextranet compares favorably against all competitors in basic functions such as document loading, review and coding. Its new features, such as conceptual search and social network technologies, add some additional capabilities that are unique to Lextranet.
Lextranet suffers relatively few shortcomings when compared with its competitors. Overall, it has strong review analytics tools. Folders can be set up and reports generated to identify and open documents within a folder that still need to be reviewed without doing a search. However, it requires a few steps and would be better as a more intuitive “at-a-glance” process.
Apart from occasional momentary lockups if there is an exceptionally large volume of documents, we have encountered very few glitches.
Conclusion
The strengths of Lextranet 5.6 as an e-discovery document-management platform are its ease of use, highly customizable features, strong project management and file search functions, as well as the new social networking technology.
It more than meets our needs for medium to large-size cases, including complex multi-action litigation involving millions of documents. From implementation to project end, from both a technical and end user standpoint, it is an all-around excellent product.
Patrick Cooper is Network Administrator at Ryley Carlock & Applewhite, P.A. in Phoenix. He is responsible for overall administration of the firm's IT network and systems.
As such, we constantly evaluate all major e-discovery platforms in order to be well positioned to meet the varying needs and preferences of our clients. In addition, all of our employees are trained in multiple platforms.
Without endorsing any specific vendors, we identify excellence in technology applications that enhance our firm's capabilities. After evaluation and usage of Lextranet's 5.6 version of its case-management solution, we would definitely place it in that category and consider it to be among the best-in-class solutions currently available.
Not Just Bells and Whistles
There is no shortage of e-discovery case-management tools on the market. Each has its unique strengths and shortcomings. Most applications provide a plethora of features for managing document workflows, searching the database, reviewing and coding documents and so on. But having the most features doesn't necessarily translate into the strongest solution.
User-friendliness, customization and reviewer throughput speed are much more important than having the most “bells and whistles” or a zillion different functions.
In particular, when we evaluate an e-discovery platform, we emphasize strong administrator tools and a user-friendly interface. In our experience, ease-of-use for litigators and document review teams, and the ability to effectively manage a project throughout its lifecycle are key to effective ' and cost-effective ' e-discovery projects.
Lextranet 5.6 scores well on those attributes. It has very good administrative tools that allow our litigators and project managers to handle projects of varying size and complexity.
User interfaces are highly intuitive and user-friendly. This means a minimum of user training is required, and generally facilitates excellent reviewer speeds and document throughput.
New Features
Version 5.6 incorporates some major new features aimed at improving end users' ability to identify and locate specific, relevant information within the database of documents.
Conceptual Search
Search is typically one of the most used functions in a document-management system.
Lextranet has augmented its native search capabilities with conceptual search, in this case by incorporating third-party software from Cognition. Conceptual search looks for documents not by matching keywords, but rather by identifying documents containing words related to a concept. For example, a conceptual search for the word airplane might return documents that do not contain the word airplane, but do contain the word glider or helicopter.
During preparation for loading documents into a case, the data is analyzed by the Cognition engine using a pre-defined legal dictionary and metadata is generated. When conceptual searching is invoked, the search engine uses the metadata to identify the related documents.
Lextranet's implementation of Cognition conceptual search effectively increases search results from a document body (OCR) search, returning results in context within the search results window. The conceptual search interface is intuitive and easy to use, and facilitates finding results that might be missed through traditional keyword, full-text or Boolean searches.
Social Network Technology
An intriguing feature new to version 5.6 is a social networking function that graphically displays the relationships between document custodians. The application maps social relationships between e-mail users within a data set of e-mails. The social networking tool then extends its view to the next level, allowing the user to quickly and easily display e-mail communication frequency between individuals and also view graphical trends between key custodians.
The relationships are displayed in an intuitive, user-friendly manner ' a graph that resembles a constellation of e-mail parties. Each vertex, or point, on the graph represents a participant in the data set. The size and color of the vertex is directly related to the participant's activity level: the brighter and larger the point, the more active. Connecting lines or edges chart relationships while also providing qualitative information about those relationships. Each edge represents active communication between participants, using varying color and thickness to convey the volume of participant activity. The thicker and brighter the edge between two points, the more active the communication between parties.
The tool offers a decent range of end-user options for adjusting views. Boundary dates can be changed to view the social network graph across different timelines. In addition, the graph display properties can be adjusted “on the fly” to create different filters or areas of emphasis ' e.g., separating incoming and outgoing traffic, or highlighting particularly active or unresponsive parties.
This graphical approach to displaying relationships helps quickly identify relationships between the custodian of interest and other parties. By quantifying the level of activity between them, the user can quickly and readily identify parties of significance. It can uncover key aspects of the matter that may not have been readily apparent using other data analysis methods. For example, by displaying secondary relationships or the change in relationships over time, it can reveal additional areas of interest. My firm has found this to be a helpful new tool.
Workflow
Strong customizability for setting up coding fields and tagging documents greatly aids the speed of document reviews. Project managers can choose the fields, how entries are made and what is available to individual users. Recent upgrades provide enhanced ability to manage document workflows, including the ability to control how attachment families are routed through workflow, and how document families and contextual coding are handled.
Configuration
Lextranet 5.6 is easily configured and is usually installed, up and running on users' desktop with a minimum of time and effort. It has a minimal footprint and requires little in the way of installation.
The configuration requirements are Windows XP Service Pack 2, Internet Explorer 7 and QuickView Plus, which permit viewing of files in their native format via Lextranet's CPC Viewer. One minor drawback is that each Lextranet user requires a separate QuickView Plus license (although I understand that QuickView Plus will be fully integrated into future versions of Lextranet, removing the need for purchasing separate licenses).
Once up and running, Lextranet is pretty much a hands-off affair. We've experienced few ongoing maintenance needs, little downtime, and no issues with integration or upgrade cycles. System speed is good, with no discernable bottlenecks or delay times. Reviewers are generally able to navigate through the system, and find and open documents in any format in a timely fashion.
Support
Tech support from Merrill Corp. is excellent. Problems or questions are handled swiftly, often with a single call or e-mail.
Our experience is that support is important for e-discovery applications, not just for strictly IT issues, but also for usability issues. As previously discussed, most e-discovery platforms have literally hundreds of features built in, although a typical user may only use perhaps a dozen or so on a routine basis. It's common for us to inquire with a vendor to see if they could add a feature to future versions, only to be informed that the feature is already incorporated into the current version. Merrill Corp. provides excellent support in that regard, helping us identify ' and activate if needed ' certain features that can help us perform specific tasks, enabling us to get the maximum possible benefits from the product.
Comparisons
As previously mentioned, we have ample opportunity to both evaluate and utilize numerous e-discovery platforms. This allows us to apply the optimum solution to each case or to meet client preferences.
Lextranet is competitively priced with other case-management solutions. Generally speaking, most current offerings in the marketplace are feature-rich and capable. Lextranet compares favorably against all competitors in basic functions such as document loading, review and coding. Its new features, such as conceptual search and social network technologies, add some additional capabilities that are unique to Lextranet.
Lextranet suffers relatively few shortcomings when compared with its competitors. Overall, it has strong review analytics tools. Folders can be set up and reports generated to identify and open documents within a folder that still need to be reviewed without doing a search. However, it requires a few steps and would be better as a more intuitive “at-a-glance” process.
Apart from occasional momentary lockups if there is an exceptionally large volume of documents, we have encountered very few glitches.
Conclusion
The strengths of Lextranet 5.6 as an e-discovery document-management platform are its ease of use, highly customizable features, strong project management and file search functions, as well as the new social networking technology.
It more than meets our needs for medium to large-size cases, including complex multi-action litigation involving millions of documents. From implementation to project end, from both a technical and end user standpoint, it is an all-around excellent product.
Patrick Cooper is Network Administrator at
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