Time Keeping

One feature of our recent Review Metrics release is the ability to keep closer tabs on your review at the Reviewer level.  One (optional) tool in your set is the ability to track time for the purposes of calculating documents per hour reviewed.

A Reviewer may clock themselves in/out with the click of a button on their landing page.

 

If time was logged incorrectly, spent outside the system, or just plain forgotten: edits and full entries may be modified via the calendar interface (accessed via the “view” link in the screenshot above).

 

Advanced users may manage their own time entries or do the same for other users:

 

The focus of Time Keeping is the documents-per-hour metric and does not aim to be a fully featured time management system.  In that name, the system is flexible and does not provide locking, security, and audits that might appear in a true time-tracking tool.  However, reports detailing the work done in a given day or month, by any given Reviewer, are available to advanced users — providing direct timestamps at which documents were reviewed.

 

We hope you’ll find this change and the wider release that it is part of helpful in gaining visibility into the status of your review.

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Introducing Review Metrics

We’re excited to bring a significant refresh to the Discovery Cloud experience.  The updates add clarity to your review at the Reviewer and Subreview levels and provide visibility into where progress is being made or where it may be lacking.  The ability to more clearly differentiate between documents that are not yet reviewed for privilege and those that have been positively identified as “not privileged” facilitates privilege review in a way that was previously inconvenient.

 

Subreview Metrics

Available to Advanced-level users, a tab under “Admin” brings you status and counts at the Subreview level.

Subreview level statistics illustrate progress and may provide insight on what area of your review is producing the highest quantity of relevant/privileged/etc documents.  Many graphs may be clicked to gain an extra level of detail.

 

Reviewer Metrics

Available to Advanced-level users, a tab under “Admin” brings you status and counts at the Reviewer level.

Statistics for each Reviewer provide visibility on what sort of work is being accomplished.  If you elect to utilize the (new) Timekeeper functionality, a time metric is also available to give an indicator of review speed.  As with Subreview Metrics, many graphs may be clicked to gain an extra level of detail.

 

Reporting

Available via Settings -> Metrics Reports, users may opt-in to status emails.  A report will be generated and transmitted weekly, providing the recipient with the overall +/- subreview status of the review.  These emails do not need to be tied to a Nextpoint account, freeing you up to transmit them to addresses of those not necessarily involved in the day-to-day review.

 

Independent Privilege and Relevancy Review

Previously known as “Review Status”, “Relevancy Status” is concentrated on the relevant/not portion of a review.  On the Privilege side, this enables differentiation between a document that is “not reviewed for privilege” and a document that has been reviewed for privilege and certified to truly be “not privileged”.

Existing documents with a “Not Privileged” status have been marked as “Not Reviewed” for privilege.  If you would prefer that those documents instead be “Not Privileged” – a simple bulk edit is all that is necessary to make that modification en masse.

 

So, when do I get it?

The update will be available to some users beginning Tuesday 3/19, with the remainder receiving the updates Thursday, 3/21.  As with all updates, no action is necessary on your end.

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Transferring Depositions and Documents with Privilege Protect

The next time you login to your Nextpoint account, you may notice some fresh new icons.

Available to existing Nextpoint customer’s, Privilege Protect expands previous document, deposition, and transcript transferring capabilities.  New features and customizations combine to make this the most powerful and convenient document production tool available.  Official public release will be coming in September 2012.

To get started, simply search to isolate documents and select the Privilege Protect icon.

Then configure your transfer.

If the target of your transfer is a 3rd party, additional checks and balances will be made available to ensure safety and sanctity of data.
Some notable options:

• Selecting a recipient.  Transferring to 3rd party recipients (who are existing Nextpoint clients themselves) requires a PIN be setup and communicated between the 2 parties, not only providing reassurance that you are transferring to the correct recipient, but also that the 3rd party’s privacy is protected.
• Privilege Detection [Discovery Cloud only].  Privilege Detection compares documents you’ve elected to transfer with those that you have previously identified as privileged and/or have redacted.  A report is generated bringing potential leaks to light, allowing you to double check suspicious documents before they may have been erroneously transferred to a 3rd party.
• Loadfile Review.  To reassure you that the data transferred will be exactly what you have anticipated – nothing more, nothing less – you are afforded the opportunity to review the actual loadfile that will be used for the transfer.  Search this file for key phrases, email addresses, or anything else that may be a red flag that an undesired document or meatadata would have otherwise been transferred.
• “Smart Override” for native document transfer.  Blocking documents that are privileged from production is critical, but what if a native email (which is not itself marked as privileged) were transferred – containing the data necessary to re-create a privileged Word Doc that had been an attachment?  Smart override works to detect this situation and prevent transmission, instead opting to transfer images of the document in question.

Nextpoint Privilege Protect is available now to existing Nextpoint customers, allowing you to produce without ever leaving our toolset.  No harddrives to inventory and worry about going astray in the mail.  We hope you get a lot of benefit and use out of this tool and look forward to hearing your feedback.

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Import Status Reporting

Import status (“Batch” documents upload) in DiscoveryCloud and TrialCloud has been updated to streamline reporting and enhance issue detection and handling.

The “batch list” page has a simplified look, allowing 2x the previous quantity to be conveniently displayed at a time, along with quick visual cues to make statuses obvious at a glance.  The status-bar provides a visual diagnostic of processing results for each batch.  Click on a section of the bar to view the corresponding portion of the processing logs.

 

Marking a batch as “Resolved” will update it’s status and gray out the status bar to make it a little less eye catching.

 

Remembering that “Batch 9” is the zip of files you found on Terry’s PC is a bit of a pain.  Providing a name for the batch gives you a handy moniker to be used throughout the interface.

Batch Status Reporting

Available when your batch has completed:  Download a full report of actions or the specific actions you are interested in (i.e. only the documents/issues that recommend follow-up action to be taken).

 

The link for “Normal” actions only is pictured above – To download only the “Warnings” for example, a similar link may be found on the “Warnings” tab.

The download is a csv listing the actions taken and (where available) links to the related document in the interface, providing you with a convenient starting point for resolving any issues encountered.

 

We’re excited about what these changes immediately bring to the table for Batch-status reporting and error resolution, as well as the future enhancements these underlying changes will enable in the future.

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Custom Redaction Stamping

DiscoveryCloud now provides the ability to choose and configure your own redaction stamping text, giving you the flexibility to use the labels that make sense for you.

Advanced users may add, remove, rename, and sort Redaction Reasons in the Settings section.

Redaction Reasons are immediately available for selection in the normal redaction interface.

Processing completes a few seconds later, leaving a redacted box containing the desired text.

The ability to customize redaction text puts the power to provide clarity (or ambiguity) in your hands, allowing you to craft the solution to fit your specific situation.

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Confidentiality Codes

As mentioned in our Introducing Coding Templates post, Confidentiality Codes have arrived in DiscoveryCloud.  The codes are fully customizable & sortable in the settings section or via the “Edit Template” link when reviewing documents.

When reviewing documents, apply any applicable codes to mark and automatically stamp them.  It’s quick and easy and won’t interfere with any bates stamping on the documents.

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Customizing Grid View

We’ve been getting some great feedback since launching Grid View.  Chief on the wish-list has been customization and we’re happy to bring it to you.  The newest set of changes (available immediately) bring the ability to setup multiple templates, displaying what you want to see / how you want to see it.

Setup a new template by selecting the columns that you’d like to see, in the order that you’d like them presented.  Your custom fields are available, in addition to standard document fields.

Choose the template that you’d like to use to view your results.

Templates are configurable by any ‘Advanced’ level user and available for selection by all users.

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Introducing Coding Templates

Efficiency is king in document review.  You need tools that put what you need in front of you and then get out of the way.  Customizable Coding Templates bring you that power.  Set responsive, privileged, and confidentiality statuses that make sense for this task without the need for codes that you’re not going to use this time out.  Promote coding fields to your template, making them available quickly and easily to eliminate the need for hunting them down.

The new Related Documents section gives users the ability to apply any necessary changes to this document along with any that are in this email thread, md5 matches, etc. without the need to leave the document-view page.

Confidentiality Codes are stamped on your documents as you proceed.  No need to kick off the process later: simply set them now and they’ll be on the copy you produce.  Stay tuned for a more detailed post on confidentiality codes and how to use them.

The new “Update & Next” button lets you apply your changes and move-on; reducing click counts and adding efficiency.

Putting the ability to design the coding fields template in your hands, allows you to customize the tool to your own needs.  It will reduce mouse-clicks and visual scanning, increasing not only speed of the review, but accuracy & convenience.

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Enhanced Encryption in All Nextpoint Products

Did we mention that all data stored in Nextpoint products (Cloud Preservation, Discovery Cloud, and Trial Cloud) is now encrypted at rest?  Learn more about our encryption standards and our take on cloud security as a whole over on our company blog.

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S3 Folders comes to Depositions & Transcripts

The initial launch of S3 Folders brought a more convenient process of importing Document data to Trial Cloud and Discovery Cloud.  It’s role has already begun to evolve as it has expands to Depositions & Transcripts.

Depositions and Transcripts may now be sourced from a single file or zip.

Videos and syncfiles may be added via the Case Folder, providing a more convenient way to deal with these potentially very large files.

We’re looking to forward to seeing what doors Case Folders opens next for data transfer!

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