Streamlining document review with technology

Today’s discovery teams must pick relevant information from mountains of similar-looking documents. To speed up the process, they can now have computers find relevant documents instead.

The smorgasbord of technologies used to do this is called both technology assisted review (TAR) and computer-assisted review (CAR). These technologies are designed to reduce the time and cost required to find relevant documents.

There are other benefits. People on a review “have been trained on what to look for but they all process it differently,” says William Platt, a partner in e-discovery litigation support with PwC Canada. When lawyers train one computer system to perform the initial review, “You get a more consistent approach.”

If you want to lower your risk, you increase your cost and it takes longer. If you want to shorten the timeframe, you heighten your risk and increase cost.

William Platt

PwC

Evolution of TAR

TAR’s evolution began with keyword searching (or pattern matching) similar to the “find” feature in a word processor. It progressed to concept searching, where a computer determines whether concepts in different documents match.

Predictive coding

Predictive coding starts with the review team feeding “seed sets” of documents tagged as relevant, non-relevant, privileged and so forth into the system. Subject matter experts review samples of the results and reclassify records as required. The system uses reclassifications to refine its rules, which are then reapplied to the data set in the next iteration. Once the sample results are correct, the computer’s rules are assumed to be valid.

From Susan Wortzman’s perspective, predictive coding is a static exercise. “You run through batches of records,” says the founder of e-discovery and information governance firm Wortzmans, “until the machine says ‘Stop! I now have enough information to predict what is responsive or not in the rest of the collection.’ Then you run through the whole collection of records.”

Machine learning – the next step

Machine learning starts analyzing records from the first document fed back to it. “As the team codes, the machine continues to learn,” Wortzman says. Learning “is an ongoing process. It isn’t static.” She claims machine learning predicts what records are most likely to be responsive earlier in the process.

Wortzman has had “good success” with this continuous learning method. On one project, from a seed set fed into a system, the team quickly zeroed in on between 65,000 and 85,000 responsive documents in a collection of 1.4 million records. “We were confident we were getting the right information because we were continuously training the
machine as the reviewers were going through.”

Bill Dimm argues in a 2015 blog post that “continuous active learning (CAL) has important implications for making review efficient, making predictive coding practical for smaller document sets and putting eyes on relevant documents as early as possible, perhaps leading to settlement before too much is spent on document review.”

Dimm, founder of Pennsylvania-based Hot Neuron LLC, which launched the document clustering product Clustify in 2008, added: “It also means that meticulously constructing seed sets and arguing about them with opposing counsel is probably a waste of time if CAL is used.”

Confusion around predictive coding

As technologies go, predictive coding still resides in a vague space devoid of cost certainty where few lawyers tread. “Trust is on the low side these days because this is fairly new technology,” Dimm says.

He has been watching this nascent industry evolve, and he’s noticed some confusion. “People make up their own terms for things,” he offers as an example. His forthcoming book, tentatively titled Predictive Coding: Theory and Practice (predictivecodingbook.com), is a response to this confusion.

Three pillars of technology-assisted review

Platt offers a basic perspective by describing a TAR project as a triangle. The total area of a triangle represents the amount of work involved in a TAR project. The three sides of the triangle are cost, timing and risk. The area of the triangle stays the same, so shortening any one side of the triangle means lengthening the other two sides.

“If you want to lower your risk, you increase your cost and it takes longer,” Platt says. “If you want to shorten the timeframe, you heighten your risk and increase cost.”

Embarking on technology-assisted review

“Law firms must find people who are interested in technology,” to champion TAR, Wortzman says. Once those people come forward, they can run test cases.

“Consider what review would cost as a manual review,” Wortzman suggests. “Then do a predictive coding exercise while tracking the costs. The cost savings can be so significant.”

Brett Burney describes consultants versed in modern TAR as “meta-project managers” who “work with the law firm, their IT support, the client, their IT support, different vendors,” he says.

There’s also a training component: “I help lawyers get comfortable with the process,” adds the principal of Ohio-based e-discovery and litigation support firm Burney Consultants LLC. “Lawyers have heard about TAR but that’s often the limit of their understanding.”

Even though TAR has been around for years, learning the skills involved still amounts to amassing experience with both the technology and the discovery process while reading literature published on the topic.

PwC’s Platt insists TAR consultants must have a track record on large matters both in the traditional and technology sense. “They must understand the process, how to get documents into a state for manual review,” he says, as well as how data analytics works in a broader context, in processes like concept searching, keyword searching and clustering (grouping potentially similar relevant documents).

Any consternation this complexity causes may not last. “Spam filters are an analogy I use to help people get a better comfort level with what a predictive coding tool does,” Burney says. “It’s a computer making a decision. Is it the ultimate decision? It doesn’t have to be, but it’s more often correct than not.”

“Most lawyers don’t get any spam today, much less than five or 10 years ago,” he says, even though law firms routinely filter out untold thousands of messages every day.

Lawyers may find some false positives in their spam filters, so they indicate it’s not spam, thus training the spam filter. “You don’t even think about this technology. You take this for granted,” Burney says, and he figures that in 10 to 15 years most lawyers will take predictive coding for granted, too.

This article originally published in Lawyers Weekly Magazine. To view the print version, click here.

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