Early Data Assessment Details

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Control cost and gain insight with early data assessment.

You’ve got millions of files that may be vital to your case. Or they may be digital deadweight.
Nextpoint’s early data assessment (EDA) service eliminates unnecessary files and gives you customizable metrics, analysis, and business intelligence to manage your case.

Using tactics like advanced deduplication, analytics, reporting, filtering, and culling, we can cut down any size eDiscovery challenge. Advanced reporting and analytics give you and your clients more insight into your data to make informed decisions. While you can take advantage of EDA for eDiscovery projects of all sizes, it is particularly relevant when confronted with BIG data problems.

Nextpoint’s expert Data Strategy team can analyze and categorize mountains of data, eliminate the unnecessary stuff, and then organize it into a usable archive.

Data Transmission and Receipt

Data can be sent to Nextpoint either on usb hard drives, or transferred to a case-specific file room (NOTE: Data sets requiring downloading to the Nextpoint office will require additional time before processing can begin).

During processing, date and time fields are pulled from the intrinsic properties of a given document.  If date and time from the original operating system is needed, a forensic copy must be collected and sent to Nextpoint.

Nextpoint is not responsible for forces beyond our control such as data/drives lost in transit or drive mechanical failures.  Data sent to Nextpoint must therefore be a copy, no single copy data will be accepted. As such no copies or backups will be made to prevent data loss.

Data Hosting and Storage
Nextpoint will store the processed data, work product, index, and database files for a period of 90 days starting with the opening of the project. After 90 days, a Nextpoint Data Associate will contact you in order to determine whether the data will remain in active storage for a cost of $5/GB/month, archived to a usb drive for a cost of $150, or be deleted. Projects that are archived will be returned to you and can be restored to active status if new files need to be processed. The active storage hosting fee will then be charged.
Data Quality
Quality of data collections vary wildly, due to this, corrective actions may need to be taken and will cause delays in processing. When possible, collected PSTs should be under 10 GB in size. Corrective actions on larger files may be billed at an additional hourly charge. In cases where multiple attempts have been made to fix data files to no avail, Nextpoint will ask for a recollection.
Data QC
Archives with zero extracted files or mismatched expected file count will be addressed on import in a quality control pass. Individual file processing and indexing errors will not be addressed, only reported upon.
Passwords
Files may be password protected. Password protected archives prevent documents from being extracted. Password protected individual files may prevent indexing of that file. It is most efficient to provide any possible passwords prior to processing. A password bank of those provided passwords will be used to decrypt the files identified as encrypted during processing. Un-encrypting files after processing may incur additional hourly charges.
Reporting

The following reports will be provided upon completion of processing:

Archive Extraction Errors File listing of the archive error files within the report scope which includes details about the error messages received and general descriptive information regarding the error file.

ESI Filter Report This shows how a data set was reduced via the filtering and culling settings within the system. If the number of archives in the Report Header of this report is subtracted from the Post Duplicate Removal Total Files count, this is the number you would receive when running any of the other reports using the Project Level Deduplication setting.

File Type Frequency This report groups the files within the report scope by application type. Within the report the pie chart shows the top X% of the file types within the report scope and the table below gives a listing of every file type identified, the number of these files, and the associated size.

Document Timeline Report Shows the files contained within the report scope on a timeline. Date Sent is used for emails and Last Modified Date is used for efiles. Attachment counts are added into the overall emails counts within the report. The visual shows a line charts by month or year with a different color line per Custodian and the table provides a workable listing broken down by Custodian, month/year, efile, emails, size, and percentage of files within the scope. This report is helpful for understanding trends within the data related to collection and work product details.

Sender Domains Report A listing of the sender domains as well as the associated email addresses per domain contained within the report scope. the chart details the top 10 domains within the report scope and the table details all domains available within the scope as well as the associated email addresses and items sent by the domain/sender.

Recipient Domains Report A listing of the recipient (To, CC, BCC) domains as well as the associated email addresses per domain contained within the report scope. The chart details the top 10 domains within the report scope and the table details all domains available within the scope as well as the associated email addresses and items received by the domain/recipient.

If search terms are provided, an additional search keyword report will also be provided.

Keyword Term Hits Contains all project search terms the files in the data set are responsive to. When using a Keyword Group or Search Term scoping setting users have the ability to isolate terms to only report back on the terms or terms within the Keyword Group selected as the report scope. The search counts included are based upon the scope of the report.

Custodians

Nextpoint will assign custodians upon request. Please note that the custodian of a piece of data is not intrinsic to that data, rather it is an employee or other person or group with ownership, custody, or control over potentially relevant information. For example, an individual custodian’s electronically stored information (ESI) usually includes their mail file, whereas a group custodian’s ESI may include a shared network folder.

Due to this, custodians cannot be assigned without direction as to how the data was collected. Email archives collected and combined into a single PST file with multiple folders can be split among multiple custodians after processing has been completed. Assignment of more than 10 custodians in a single import may be billed as an additional hourly charge.

Master Date

Master date of the document is the date used for filtering and date restrictions. Master date will be generated from the date sent of parent email for emails and their attachments and the last modified date for efiles.

When applying date restrictions, the kept documents are inclusive of the chosen date (master date as described above).

Filtering

By default, Nextpoint will process all date ranges and file types received. It is possible, though not recommended, to filter by date or file type upon import. These filters would preclude those specified files from being entered into the database and full reprocessing would be necessary to go back and add them at a later time.

Nextpoint’s default setting is to suppress inline email attachment images from becoming separate stand alone documents. The inline attachments will be added to the Filtered columns in the Project and Import Snapshots. Please note, inline attachments are embedded in the body of an email. Examples of inline attachments are images within a signature line of an email, or any other item that is not properly attached to the email like a screenshot. If getting text for embedded screenshots through OCR is desired, this setting should not be selected.

For most matters, Nextpoint does not enable filtering of NIST documents. If it is found that the data is collected from client’s computers, this option can be turned on to removed non-user generated files.

Deduplication

Nextpoint dedupes email families and loose files globally across all custodians. To do so a MD5 hash value is generated, for emails, from Date Sent, Sender Name, Sender Email Address, Recipient Email Addresses, Display To, Display CC, Display BCC, Subject, Body, Attachment Names, Attachment Size and for loose files the bit stream of that file.

Upon import into the review platform, more custom deduplication is available based on message id of emails (while checking for differences in attachment count and BCC fields) at an additional hourly charge.

Document Imaging

Imaging of documents imported after the EDA process are done by the Nextpoint Review application and generally follow the guideline of printing the document in its last saved state. If specific, by document type, imaging settings are needed, this can be done for an additional hourly charge.

Regardless of the timezone chosen at the time of processing, Nextpoint will image the date sent of the email with its original time and offset.

Indexing, Searching, and Search Syntax

Upon processing each document will have its text indexed for searching.

If keywords searching is desired, syntax should be supplied in dtSearch syntax. Consultation on terms and syntax is available for an additional hourly charge.

Please note that the words below are considered stop words by default. This is to ensure proper functionality of the index. If you require one of these words to be included in a search, the default settings can be modified to accommodate the term.

Search Stop Words:

a came him much still very
about can himself must such was
after come how my take way
all could however never than we
also did i not that well
an do if now the were
and each in of their what
another even indeed on them when
any for into only then where
are from is or there which
as further it other therefore while
at furthermore its our these who
be get just out they will
been got like over this with
before has made said those would
being have me see thus your
between he might she to  
both her more should too  
but here moreover since under  
by hi most some up  

Have Questions?

Contact your Account Director at hello@nextpoint.com or the Nextpoint Data Strategy team at support@nextpoint.com  

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