E-DISCOVERY PROVIDER 2010 - RFI
COMPANY PROFILE
1. What is your company name?
2. Where is your company headquartered (city, state)?
3. What is your company's website address?
4. Who in your company would be the account manager or main point of contact for Client? (include name, title,
address, office and cell phone number, fax number, and e-mail address)
5. Are you in a legal partnership with, or a subsidiary of, another legal entity?
Yes
No
6. Name the company you are a subsidiary of or in a legal partnership with:
7. Has your company undergone any significant changes in ownership, staff, location, tool acquisitions, etc. in the
last 3 years (ex: mergers, reorganizations, acquisitions, etc.)?
Yes
No
8. Please explain the changes your company has undergone: (250 characters)
9. Do you anticipate any significant changes in ownership, staff, or location in the next 3 years? (ex: acquisitions,
mergers, etc. )
Yes
No
10. What significant changes to ownership, staff or location do you anticipate? (250 characters)
11. Is your company currently involved in any lawsuits or judgments regarding your electronic discovery software
tools or services?
Yes
No
12. Please describe the nature and scope of these lawsuits and/or judgments. (250 characters)
13. How many people does your company employ (full time e-discovery services related employees only)?
1-20
21-50
51-100
101-150
>150
14. Does your company use temporary or contract employees?
Yes
No
15. In what capacity are temporary or contract employees used? (250 characters)
16. Is your company a certified Diverse Supplier?
Yes No
Minority Owned
Woman Owned
Small Business
Other (please specify):
17. What year did your company begin offering electronic discovery services?
18. In the last three years, how many Fortune 500 companies are (or were) your direct clients for e-discovery
services? (i.e. not indirect clients through law firms)
0
1-2
3-5
more than 5
19. What were your average annual revenues for the last three years? (If other product/service lines are offered in
addition to electronic discovery, please ONLY report the electronic discovery services revenues)
less than $1 Million
$1-$5 Million
$5-$10 Million
over $10 Million
20. Does your company offer 24x7 help desk support?
Yes
No
21. If not, please provide hours of operation (please list start and end time in Central Standard Time ):
22. If necessary, will your company offer expert witnesses who can testify about the e-discovery services you
provided?
Yes
No
23. Is your company Safe Harbor certified?
Yes
No
In progress
Please specify the estimated date of certification completion:
24. What other certifications do you have? (if none, enter N/A)
25. Do you subcontract any portion of your e-discovery services to a third party company? If so, please identify
which service:
Yes No
Early Case Assessment
Processing
Hosting
Production
Project Management
Other (please specify):
26. For each insurance type listed below, please specify the maximum limit of insurance that you carry (if you do
not carry an insurance type, enter N/A)
Statutory Worker's compensation:
Commercial General Liability Insurance (each occurrence and aggregate):
E&O, specifically Data Protection Liability Insurance (cyber liability):
EARLY CASE ASSESSMENT
"Early Case Assessment" (ECA) is an advanced searching (prior to formal 'Processing'), culling, and filtering
process to rapidly navigate through data for a better sense of its relative importance. It is not part of standard
processing.
27. Do you offer ECA services?
Yes
No
28. What tools do you offer for ECA?
Catalist
Clearwell
Doc Hunter
Kazeon
Store IQ
Other(s)
(Please specify)
29. What is the average percentage of data reduction per matter/case when using ECA tools?*
*percentage reduction when measured between the initial data set delivered by the client to the final ECA output.
1%-25%
26%-50%
51%-75%
76%-90%
PROCESSING
"Processing" includes de-duplication, culling, filtering, content indexing, and Optical Character Recognition (OCR)
for images that were originally pdf.,tif., and vsd type files. The restoration, extraction and normalization of disparate
electronic data types; extraction of metadata, embedded content and full text; rendering links to true and correct
copies of electronic documents.
30. Where does your company process customer data? (List all locations: city, state, and/or country seperated by
comma. If not apliccable, enter N/A)
U.S.A.: -
International: -
31. Does your company share data center space with another company or companies?
Yes
No
32. Do you have project managers in each location where you process customer data?
Yes
No
33. Where are your project managers located (list all: city, state and country, seperated by comma, if applicable)?
34. What proprietary tools do you use for processing customer data? (if none, enter N/A)
35. What licensed tools do you offer for processing customer data?
None
Attenex
Concordance
i365
iConnect
Relativity
Other(s)
(please specify)
36. In a 24 hour period , on average, how many GB can you "process"*?
*Client defines "process" to include the time to index, cull, search, etc. to prepare it for hosting attorney document
review.
1GB-5GB;
6GB-10GB;
11GB-20GB;
21GB-40GB;
>41GB
37. Do you have a Secure File Transfer Protocol (SFTP) site where clients can upload data for processing?
Yes
No
38. On average, how many GB of data can your SFTP site load in any one transfer and within a 24 hour period?
1GB -5GB; 6GB - 10GB; 11GB - 20GB; >21GB
Per Transfer
Per 24 hour period
39. What types of search methods do your processing tool(s) use to process data?
* Your answer should include your traditional linear and direct search engine capabilities.
Linear Concept/Smart search
Statistical patterning search
Mathematical patterning search
Linguistic patterning search
Boolean
Direct
Wildcard
Proximity
Stemming
Fuzzy
Phonic
Synonym
Numeric Range
40. Select which of the following files types does your company process? (select all applicable)
.doc
.docx
.dotx
.dotm
.ppt
.pptx
.pptm
.potx
.pdf
.txt
.rtf
.xls
.xlsx
.pst
.ost
.msg
.zip
.mdb
.csv
.dbf
.wav
.vsd
Other multi-media files (audio, graphic, video)
(please specify)
41. What aspect of a data set can your processing tools extract and search the contents of: (select all applicable)
Extract Search
Encase-Logical Evidence Files
Embedded files
Password protected files
OLE objects/items
Email/PSTs (including calendar, tasks, etc.)
Metadata
Excel Pivot Tables
Excel Pivot Charts
Compressed (i.e. Zip)
Attachments
Tracked changes
Encrypted
42. What type of metadata field searches can your tool perform? (select all applicable)
Identification/Timestamp: when was the data created, accessed, and/or modified
Context – data type (file format or file type)
Content – file name, size
Use/Permissions - who accessed the record and when: who can read, write and/or run the data
Disposition - physical or system location of the data
Preservation History: who was responsible when an action occurred and what activity was performed
Structural - how the record is formatted and how it can be opened or rendered
File’s location such as directory structure or pathname ("to", "from", "subject", "created", "modified", "author", "date",
etc.)
43. Can your processing tool(s) exclude certain file extensions prior to processing or prior to loading into the
hosted review platform? (for example, file extension types of interest are: logos, images, and system files.)
Yes No
prior to processing
prior to loading into review platform
44. Can your processing tool(s) exclude specific file extensions from embedded files?
Yes
No
45. Do your processing tool(s) capture and maintain the relationships between email and attachments (i.e. Parent,
child)?
Yes
No
46. Do your processing tool(s) extract embedded files and maintain the relationships between such files (i.e.
Parent, child, grand-child)?
Yes
No
47. To prepare the data for processing, do you: (check all that applies)
Copy original client data prior to ECA or Processing.
Extract the true file type rather than identify it as a null file.
Uncompress compressed files while maintaining the folder structure of the compressed files.
Fully inventory and uniquely number each file in the data population.
Keep a log of all passwords required to access locked files.
48. In addition to the above, what other pre-processing procedures do you follow? (500 characters)
49. Does your company provide the following types of reports*?
*All report types below should include size in GB, item count (separate e-mails, attachments, extracted items from
zip files or other compressed files), as appropriate.
Media Inventory including type of media, label, custodian, and any other unique descriptors
Data volume in total and by custodian. Includes volume received, processed, and reviewed
File types, in total and by custodian (received, processed and reviewed)
Full file listing including full path to each file and file name – or – full list of all unique file paths.
Keyword frequency report by keyword
Progress report including data processed, remaining, by custodian, categories, and/or original media.
Expense forecast reports on a monthly basis (or more frequently according to the budget for the matter)
Exception reports in total and by custodian providing details of any data or files that could not be processed
(corruption, encryption, password protected, etc.) or meet statement of work requirements, including reason for exception
Regular status reports regarding the progress of your services (e.g. processing, hosting, production, activities)
HOSTING
"Data Hosting" includes the ability to maintain, manage, and enable authorized remote web-based access and use
of the system for review, modification and production. Data Active Hosting also includes batching the processed
data into review sets according to defined criteria prior to review start.
50. Where does your company physically host customer data? (List all locations: city, state, and/or country,
seperate by comma if needed. If not applicable, enter N/A)
U.S.A. -
International -
51. What proprietary tools do you offer for hosting customer data? Seperate type by comma.(If none, enter N/A)
52. What licensed tool(s) do you offer for hosting customer data?
None
Attenex
Concordance
i365
iConnect
Relativity
Other(s)
(please specify)
53. On average, what is the maximum volume (GB/TB/etc) that can be hosted by your tool for active review?
1-50 GB
51-100 GB
>100 GB
1-50 TB
>50 TB
54. Do you offer secure remote on-line access to the review platform?
Yes
No
55. Are changes (taggings, redactions) to the hosted data posted in real time?
Yes
No
56. On average, what is the daily (i.e. 24 hr period) maximum number of reviewers that can be logged into your
active hosting tool or platform without causing delays in the review tool?
1-5
6-25
26-50
51-100
101-200
>200
57. Can you accommodate reviewers outside the U.S.?
Yes
No
58. Can you host data for 1 to 3 years?
Yes No
Active Hosting
Archive Hosting*
*where data does not require frequent access for review/search.
59. If needed, can you move data from active hosting back into processing?
Yes
No
60. How is the data displayed in the review platform? (select all that apply)
Native
TIFF
PDF
HTML
Text
Other
(please specify)
61. In your non-native view, is any of the rendered data content truncated?
Yes
No
62. How is the parent/child relationship displayed in the review platform? (check all that applies)
Children are extracted and displayed in the parent document
Children are listed under the parent document
Children are displayed in the parent and listed under the parent document
Children have a common sequential numbering scheme from the parent document
Other
(please specify)
63. How are embedded files displayed in the review platform? (check all that applies)
displayed as icons in the parent document
extracted and displayed in the parent document
displayed under the parent document
displayed in the parent and listed under the parent document
listed as a child or grand-child to the document that contained such embedded file
viewable only when the document containing such embedded files is downloaded natively
Other:
(please specify)
64. Can embedded files be reviewed and tagged individually and separately from the document that contains them?
Yes
No
65. Describe your quality assurance processes for hosting services:(500 characters)
66. Is hosting of the initial data set required in order to perform processing services?
Yes
No
REVIEW
"Review" is the manual review and analysis of data conducted by in-house and outside review attorneys to
determine relevancy, privilege, etc.
67. Does your company offer document review services?
Yes
No
68. Where does your company offer document review services ?(List all locations: city, state and/or country.
Seperate by comma. If not applicable enter N/A)
U.S.A.: -
International: -
69. Does your company have a strategic partnership with any document review staffing companie(s)?
Yes
No
70. Please list the document review staffing companie(s) you have a strategic partnership with?
1. -
2. -
3. -
4. -
71. If you offer document review services, What is your flat rate offering for review services? (per GB, per HR, per
document)
Per GB -
Per Hour -
Per document -
Other:
(please specify) –
72. If you offer bundled processing and review services, what would be the combined cost?
PRODUCTION
"Production" includes all necessary steps for delivery of final data set to counsel for court filing (format includes:
Bates, TIFF, OCR of images that were originally pdf.,tif., and vsd type files,etc).
73. What aspects of production service(s) do you offer: (Check all that applies)
Yes No
Assign Bates Numbers to an electronic document:
Assign multiple Bates numbers to the same electronic document
Assign bates numbers and multiple confidentiality stamps to electronic documents
Apply redactions to the documents marked for production
Produce the same documents to multiple recipients
74. Does your production tool have the capability of detecting and eliminating privileged content/files prior to final
production?
Yes
No
75. When a document containing embedded files is marked for production, please briefly describe how the
embedded files are produced?
76. What is your production tool able to create and convert to? (check all that applies)
standard Concordance load files?
standard Summation load files?
standard Introspect load files?
standard Ringtail load files
standard JFS Litigators Notebook load files
XML load files HTML TIFF multi-page TIFF
Native
Adobe Acrobat.PDF files
Other
(please specify)
77. What types of delivery methods do you offer for production: (check all that applies)
Paper
Electronic Transmission (Ex:SFTP)
CD
Hard Drive
Other:
(please specify)
78. Briefly describe your quality assurance processes for production services: (500 characters)
.
SECURITY
79. Will Client data be processed, hosted and/or produced on equipment shared with other clients?
Yes No
processing
hosting
production
80. If so, please describe what components of this architecture are shared (if none, enter N/A)
Processing -.
Hosting -
Production -.
81. What controls and policies are in place to protect Client data? (Check all that applies)
Controls Policies
Information Security
Anti-virus
Network Security
Segregation of Duties
International Data Transfer
Data Classification
Remote Access
Logging and Monitoring
Reporting of Incidents & Violations
Cryptography
Authorization
Identification and Authentication
Systems and Asset Management
Server Management
Mobile Communications and Messaging
Printer
End-User System Management
Software Management
Change Management
Configuration Management
Database Configuration
Backup and Archiving
Disaster Recovery
Email and Instant Messaging (IM)
Physical Access
Environmental
Development
Technical Architecture
Secure Application Development
Governance
Compliance-Audit
Customer data handling
chain of custody
82. How many incidents occurred in the past 2 years resulting in data loss, data theft or unauthorized data
disclosure by your company?
0
1-3
4 - 10
Over 10
83. In the event of an incident resulting in Client data loss, theft, or unauthorized disclosure, what process would
you follow to report such incident to Client and correct it? (500 characters)
84. Do you have a controls audit report and remediation effort, such as a SAS 70 Type II or independent information
security audit performed within the past 2 years?
Yes
No
85. Will you return or destroy all data provided to you per Client's instructions and certify in writing that such return
or destruction is complete?
Yes
No
REFERENCES
86. Please list at least 6 professional references that can provide feedback on your electronic discovery offerings.
For each, include: contact name, title, address, phone, and email address. Client may contact any or all of the
references you provide to solicit information regarding their overall customer satisfaction. (Fortune 500 companies
are preferred)
1. -
2. -
3. -.
4. -
5. -
6. - -
7. -
8. -
9. -
10. - -