New User Guide
- Nextpoint Security Practices
- Quick Start Guide
- Nextpoint New User Guide
- Why Schedule a Kickoff Call?
- Account HQ: Collaborate, communicate, and standardize case management
- Meet & Confer Checklist
- Nextpoint User Security Tips
Nextpoint Security Practices
Ensuring the security and confidentiality of client data is top priority for Nextpoint. With our secure cloud infrastructure built on Amazon Web Services, we have enacted several levels of stringent security measures, from physical controls to encrypted data protection.
It’s important that all legal teams understand best practices for protecting client data. But it’s equally important that firms take the time to understand the security measures in place for the platforms they use to store client data. Understanding these measures allows you to be confident that your clients’ data is stored with a technology partner that you can trust.
To learn more about Nextpoint’s extensive security practices, please visit nextpoint.com/trust. For now, here is an overview of our key security measures:
- Extensive backups and disaster security precautions ensure your data is always there when you need it.
- Nextpoint data stored by Amazon Web Services is hosted in nondescript data centers that feature extensive physical and environmental controls, such as military grade perimeter control berms and natural boundary protection.
- All employees must complete annual security training and undergo thorough background checks as part of the Nextpoint hiring process.
- Nextpoint conducts regular internal audits involving our operations team and Site Reliability Engineering Team. These audits center on a Secure Software Development Life Cycle (SDLC) as part of our ongoing commitment to building and maintaining secure applications.
- All data access is tracked through a documentation trail. Multi-factor authentication and session timeouts further guard against unauthorized access.
- Data is encrypted both at rest and in storage. Processing takes place on virtual machines explicitly provisioned to serve only one client per lifetime.
- Nextpoint invests in additional technologies from Amazon Web Services to enhance data security, including CloudWatch, virtual private cloud, and Identity and Access Management.
- Nextpoint is continuously audited to ensure our compliance with SOC II Type 2 security standards.
For tips on what your team can do to keep client data secure, check out our “Nextpoint User Security Tips” support article.
Nextpoint Security Practices
Welcome to Nextpoint! If you are looking for the essentials to get you up and running, you have come to the right place. Below, we have broken down the on-boarding process which will walk you through the journey of working in Nextpoint for the first time.
Part 1: Getting Started in Nextpoint
Account Administrators:
The first time you log into Nextpoint, you will need to set up your user profile.
You will then be taken to your Account Dashboard to begin setting up projects and their associated databases. Once a database has been created, you can invite the appropriate users to access.
Not an Account Administrator?
Your account administrator will need to create your project and database(s) and add you to them. Once they do, you will receive an invitation to the database and to set up your user profile. You will then be able to login and can access your database directly.
On a single case plan?
If you are on a single case plan, your first steps will be to complete your User Profile Setup, then data transfer and import, as outlined below (skipping the aforementioned Account Setup). Nextpoint single case plans only include one case, therefore Account Dashboard access is not necessary for end-users and the Account Setup process is managed by your Account Director.
If you would like to set up additional cases in Nextpoint or gain further account dashboard access, please contact your Account Director to discuss your options.
Part 2: Upload Data to the File Room and Import
Users can import data into Nextpoint three different ways It is important to note that before proceeding with any of the below-mentioned import methods, users should set and/or verify their deduplication settings as deduplication happens upon import.
There are 2 steps to getting your documents into your database for review:
Step 1: Upload your data into your Nextpoint File Room
Click on the Data Tab and you will be automatically taken to your database's File Room.
There you can upload your data in 3 ways:
- Drag-and-drop individual files into your Nextpoint File Room, where you can then import them into Nextpoint. and for direct processing into Nextpoint.
- Upload multiple files to your Nextpoint File Room, where you can then import them into Nextpoint.
- Ask our data team to manage the import, either by moving it to your File Room or physically mailing it to us.
Step 2: Import your data into your Discovery database.
- For a collection of loose files, simply click the blue "Import" button next to the folder with your data and follow the prompts to get the data processing.
- For mailbox files (like .mbox or .pst files), navigate to the file in the File Room, check the box next to the file, and click "Import selected." Then follow the prompts to get the data processing.
- For produced data, follow the instructions in this link to process the data.
Detailed instructions for import methods can be found here. Additionally, our Import FAQ page has a list of common questions we receive from new users approaching their first import in Nextpoint.
Step 3: Set up Your Coding Panel
- Click on "Settings" > "Coding."
- Add any "Responsive Issues" or "Privilege Codes" you would like when reviewing your documents.
- Add any additional custom fields that you would like to use (e.g. a "hot doc" checkbox or "Attorney Notes" paragraph field) and add them to the "Hot Fields" section of your coding panel.
Step 4: Review Your Data
- Click on the "Review" tab to begin reviewing your data set:
- Select any folders you created on import to begin reviewing data subsets
- Run searches on your data to isolate specific data sets
- Review data sets and click into individual documents from the Grid View.
- Code individual documents for responsiveness and privilege or bulk code sets of documents.
Part 3: Learning Opportunities for Beginners
- Accelerator 1 - Ediscovery 101
- Accelerator 2 -Account and Case Organization
- Accelerator 3 - Uploading and Importing
- Accelerator 4 – Analytics through Searching
- Accelerator 5 - Productions, Exports, and Exchanges
- Accelerator 6 - Advanced Litigation Organization - Exhibits
- Accelerator 7 - Advanced Litigation Organization - Transcripts
You can also watch additional training videos and webinars detailing many Nextpoint workflows and features, as well as more broad eDiscovery concepts, in the Nextpoint Help Center.
Weekly Nextpoint 101 Training Webinar
Come check out our Nextpoint 101 training webinar, hosted weekly on Wednesdays at 12PM CT.
Registration is always available and you can register via this link >>
Helpful Links
Bookmark the Nextpoint Help Center and use it as your first resource for any product-related questions. To get you started, the below articles address the most common questions our support team receives:
Quick Start Guide
Estimated reading time: 10-15 mins
Welcome to Nextpoint! If you are looking for the essentials to get you up and running, or maybe you just need a refresher, you have come to the right place. Below, we have broken down the on-boarding process into a series of training modules which will walk you through the journey of working in Nextpoint from the initial Account Setup to Presenting your Case in an arbitration or trial (and everything in-between). So, let's get started...
Section I: Getting Started in Nextpoint
Account Setup
When you sign up with Nextpoint, we will set up your account and add the appropriate Administrator(s) to the Account Dashboard where project and database setup takes place. If you are an Account Administrator, you will first need to set up your user profile as described below.
After you set up your user profile, you will have access to the Account Dashboard to begin setting up projects and their associated databases. Once a database has been created, you can invite the appropriate users to access.
Note: If you are not an Account Administrator, you can begin with the steps outlined in the below User Profile Setup section.
On a single case plan?
If you are on a single case plan, your first steps will be to complete your User Profile Setup, then data transfer and import, as outlined below (skipping the aforementioned Account Setup). Nextpoint single case plans only include one case, therefore Account Dashboard access is not necessary for end-users and the Account Setup process is managed by your Account Director.
If you would like to set up additional cases in Nextpoint or gain further account dashboard access, please contact your Account Director to discuss your options.
User Profile Setup
For any Nextpoint user, the first step in getting started is to be added to a specific database, or if you are an Account Administrator, to the firm’s Account Dashboard. First-time users added to any database will need to set up a User Profile with pertinent details, accept the terms of use, and authenticate/verify their computer device.
When first added as a Nextpoint user, an auto-generated email will be sent to the email address provided by an Administrator. Click on the hyperlink in the email to activate your User Profile. You will then be directed to the user onboarding sequence where you can set up your profile in five easy steps.
Note: If you are expecting an invitation to access a database and have not yet received it, please first check your Spam and Trash for an email from Nextpoint.
Data Transfer and Import
Users can import data into Nextpoint three different ways - Drag & drop, utilize the File Room, or ask our team to assist. It is important to note that before proceeding with any of the below-mentioned import methods, users should set and/or verify their deduplication settings as deduplication happens upon import.
- Drag-and-drop individual files for direct processing into Nextpoint.
- Upload multiple files to your Nextpoint File Room, where you can then import them into Nextpoint.
- Ask our data team to manage the import, either by moving it to your File Room or physically mailing it to us.
Detailed instructions for import methods can be found here. Additionally, our Import FAQ page has a list of common questions we receive from new users approaching their first import in Nextpoint.
Learning Opportunities for Beginners
Product Documentation
Bookmark the Nextpoint Help Center and use it as your first resource for any product-related questions. It’s packed with step-by-step guides to Nextpoint’s features and common workflows, as well as answers to frequently asked questions. To get you started, the below articles address the most common questions our support team receives:
Training Videos
You can also watch training videos and webinars detailing many Nextpoint workflows and features, as well as more broad eDiscovery concepts, in the Nextpoint Help Center. In addition to articles provided in the previous Product Documentation section, below are the key training videos we recommend to users getting started (or, if you just need a refresher):
- Product Certification Series
- Power Search 101
- Database Customization and Discovery Setup
- Production Workflow
Remote and On-Site Training
Nextpoint offers free, on-demand training. Learn valuable, time-saving tips from the pros in these sessions covering both the Discovery and Litigation applications in Nextpoint.
Interested in more personalized training?
The Nextpoint Account team is happy to schedule a 1:1 session covering the topic of your choice. You can use any training credit included in your plan, or pay a predetermined fee based on the length of the session and our hourly services rate. To schedule a training, please fill out this form.
Section II: Setting Your Case Up for Success
Establishing Ground Rules with Opposing Counsel
Rule 26(f) of the Federal Rules of Civil Procedure mandates that parties to a litigation must negotiate the terms of discovery in a process that’s often referred to as a meet-and-confer. When digital collections are involved, subtle differences in these terms can have an enormous impact on your review burden and the cost of eDiscovery.
To help attorneys navigate this process, we’ve created a free “Winning the Meet & Confer Process" guide to download that includes:
- A checklist of what to bring to your meet-and-confer
- Common production specifications for eDiscovery data
- A tool for estimating the page count of your data
A webinar on this process can be found here.
Building a Smart Data Strategy
When your custodians have large or complex sets of data, technology experts can often identify unnecessary eDiscovery expenses before they arise. By consulting our Data Strategy team—a cross-functional group with both legal and technology expertise—you may be able to significantly reduce your review burden or make other eDiscovery steps more efficient.
Information on specific advantages of consulting with Nextpoint’s Data Strategy team early in your case is available in this PDF.
Planning Your Review
The high labor costs of reviewing many pages of data often make document review the most expensive part of eDiscovery. Staying organized and communicative can save you lots of time and money.
This recorded webinar offers an excellent primer on how to set yourself up for an efficient review process. (Discussion of review planning begins at the 18:06 mark.)
Scaling Up Your Litigation Support
Feeling overwhelmed by a litigation technology task or deadline? Our Client Success team of skilled litigation support professionals can collaborate with your case team to accomplish a wide range of custom discovery, litigation, and trial presentation deliverables. Contact your Account Director for details.
Section III: Common Workflows and Best Practices
Basic Discovery Workflow
This chart sequentially breaks down common document review processes from database setup to production, with articles that teach you how to perform them yourself in Nextpoint.
Basic Litigation Workflow
This chart sequentially breaks down common pre-trial and trial processes including deposition management, issue designations and presentation in court, with articles that teach you how to perform them yourself in Nextpoint.
Tips for Searching Documents in Nextpoint
Nextpoint search is capable of pinpointing relevant documents with some advanced techniques that aren’t available in common search engines. Learn how to use them all here and as a reminder, you can always reference the Nextpoint Search Guide.
Nextpoint New User Guide
Nextpoint is a straightforward software with a user experience that should be familiar to most eDiscovery practitioners. However, there are always things to learn when you’re new to an enterprise software, and it’s best to address them before you’re up against a deadline.
For your first case with us, we recommend asking our Engagement team to guide you through the process of importing, organizing and exchanging your data—particularly if you answer “Yes” to any of the questions below.
- Is this my first time using eDiscovery software?
- Is this my first time importing or producing data on my own?
- Will I not have time to review Nextpoint’s training videos, support topics and new user guide?
- Is my first project under a tight deadline?
- Is my data “messy” (i.e. potentially containing duplicates, or coming from many different sources)?
- Will my data need to be entered into Discovery and Litigation databases?
- Is there so much data to review that I’m not sure I’ll be able to finish it on time?
- Is this review project larger than anything I’ve ever handled before?
What is covered in a kickoff call?
If your answer to any of the questions above is “Yes,” here’s how a kickoff call can help.
- An Engagement expert will walk through your case and deliver a custom needs assessment.
- Our experts will build out the plan of attack for your case and deliver a project budget for data import and service hour costs. (Average cases range from 3-5 service hours, but can vary based on case size and scope.)
- With a defined plan, we’ll be able to make more efficient use of our service hours and save you money.
- After your first kickoff call, you can repeat the process for future cases or decide you’re familiar enough with Nextpoint to manage everything on your own.
- Nextpoint can use information saved from your kickoff call to create a firm-wide training plan, provide workflow consultation to increase your team’s efficiency or deliver eDiscovery best practices that are relevant to your firm.
What are the risks if I skip the kickoff call?
If you decide you want to handle everything on your own on your first project with Nextpoint, we understand. Please keep in mind that we may not know when you have upcoming deadlines or training needs, and we’ll need a reasonable amount of lead time to plan when and how to assist you if a need arises.
However, you’ll still have access to our library of online training resources in the Nextpoint Help Center.
Why Schedule a Kickoff Call?
Account HQ is a shared dashboard for all users within your account and can be customized based on which collective information the firm or case team needs to communicate to the rest of the team. Key reference materials oftentimes include but are not limited to, particular databases, case updates, user guides, best practice manuals, and learning materials.
Firm-wide users and specific case teams alike can benefit from the implementation of Account HQ. For a firm-wide instance, you might consider creating a central repository for the firm’s pleadings, motions, and briefs with access to key resources such as the firm’s most common templates, protocols, and checklists. In a more case-specific instance (perhaps a Mass Action), the same approach of centralizing core information still remains, but with a higher focus on maintaining a master repository and providing a communications vehicle to different trial teams.
FIRM-WIDE EXAMPLE
MDL USE-CASE EXAMPLE
Recently, a large MDL case team was having a difficult time maintaining a collaborative record system for all documents and transcripts, and further distributing standardized records to trial teams across the country. Exhibits, transcripts, and exhibit lists were being updated daily, and there was no way to clearly pin down what was new, where it was coming from, or maintain version control. The case team needed a solution which allows for the collection of new information as documents, transcripts, and exhibit lists are being updated, a central location for accessing the master databases, and also a place to store shared resources as to how each firm/case should be running.
Based on the case teams needs, Nextpoint services team developed a custom Account HQ (seen below) which houses the master databases, key resources, case updates, and how to get in touch with additional Nextpoint contacts for assistance. This solution has streamlined case management and communication as it provides updates at a mass level in one centralized location. Additionally, the team is able to maintain the integrity of master databases, but trial teams can easily exchange (copy) exhibits and transcripts to a secondary trial database for further development.
Want to know more about Account HQ?
Contact your Account Director or Nextpoint Services team at support@nextpoint.com.
Account HQ: Collaborate, communicate, and standardize case management
Proper preparation and documentation during the Rule 26(f) meet and confer process is crucial for ensuring an efficient discovery phase of your litigation. Follow this checklist to get on the right track for a successful conference.
- Define relevant custodians, i.e. determine who has access to discoverable information
- Determine what types of discoverable information are available in:
- Emails
- Local computers/hard drives
- Cloud storage and remote servers
- Billing, purchasing, and/or invoicing software
- Social media, websites, and/or mobile devices
- Investigate and understand your client’s IT structure:
- Email set-up (Outlook, Gmail, Office 365, etc)
- Be aware of any data retention policy that is in place
- Set up a 30 (b)(6) deposition for the opposing party’s IT manager to learn about their email setup and data retention policy.
- Draft a preservation request defining at least the minimum scope of relevant information.
- Define what is privileged and confidential in your data, and negotiate terms for a clawback agreement in the event privileged material is inadvertently produced. (Rule 502)
- Agree on metadata fields to be produced in the load file. (Click here to view Nextpoint’s Production Specifications)
- Determine if you want to include native (original) files such as spreadsheets, databases, and audio/video files in the production, or if images of these files will be sufficient. (Native files may add context that can be useful to an argument, but reviewing them is less straightforward and may drive up costs.)
- Begin compiling a list of keyword search terms and date ranges, that may produce relevant data. Successfully arguing for a reduced scope of review can have a huge impact on final cost.
- Determine format of delivery. (Nextpoint electronic exchange? CD/DVD? Hard drive? FTP?)
Meet & Confer Checklist
User Security Tips from Nextpoint
Nextpoint is built on the world-class security architecture of Amazon AWS, so you'll never have to worry about the infrastructure that protects your clients' data.
But just as in any software, it's important that anyone who uses the system follows user-level best practices to prevent an unauthorized person from gaining access to his or her account.
Here are our top six user security recommendations: (download the PDF and share it with your team)
