exterro
Exterro Fusion : Custodian Management
A Framework to Maintain Custodians and Data Source Catalog
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Features of Exterro:Fusion Custodian Management
Discovery Response Team Establish an internal discovery response team to assist in identifying key players, data sources and time periods.
Maintain Global Custodian List Maintain a directory of all corporate personnel and their data source catalog.
Matter level Custodians Search and select from a global custodian list and define custodians to target for collection of a given matter.
Custodian Collection History Establish a History of prior collections for each custodian with drill-down features for each collection.
Data Source Catalog Maintain information about data sources that will allow the legal team to quickly target high value data.
Search Data Map Search the Data Map by Keywords.
Import Custodians Import custodians from an excel sheet.
Active Directory Integration Gather custodian information from corporate IT infrastructure in real-time.
Powerful Search Features Utilize powerful search features for effective filtering.
Custodian-Wise Open Collections View list of open collection requests by custodian with drill-down features.
Data Source Collection History Track the collection history of each data source in the catalog.
Track Custodian Status Track the hold status and collection status of custodians.
Online Resource Kit Maintain company's current document retention policy, tape rotation policies, standard operating procedures, glossary and company-wide data map for quick and easy access.
Reports Retrieve custodian list by matter and by open collections.
What is Custodian Management and why is it important?
A custodian is an individual whose e-mail and data are subject to review. With 90% of all communication taking place electronically, any corporate personnel with access to email can be a potential custodian. The sheer number of custodians and the massive amount of ESI demand the judicious management of custodians. Identifying which corporate personnel are 'key players' is a critical downstream discovery process. Typically, producing parties establish the key players and target them for collection. In-house counsel must take affirmative steps to confirm that all sources of discoverable information are identified and searched. In-house counsel must communicate to potential custodians the need to preserve and produce relevant documents. Counsel must also know what data exists, where it is located and how it is stored.
Benefits of Implementing Fusion Custodian Management
Demonstrates the organization's commitment to the preservation of evidence and full cooperation with judicial/governmental requests. A consistent, repeatable and defensible custodian management strategy ...
  • Facilitates swift and decisive preservation notice
  • Eliminates human errors in high-stakes litigation
  • Generates faster response time to litigation requests
  • Better early case assessment and subsequently better resolution of lawsuits
Tips for an Effective Custodian Management Strategy
  • Focus on key players
  • Know what you have
  • Address the scope early in a case
  • Understand company's document retention policy and document retention architecture
  • Maintain a data source catalog that states 'who has what kind of information where'
  • Work with IT to prioritize the data
  • Involve business system owners
Fusion Datasheet
A Guide to Legal Hold Management
Views from the Bench
"It is not sufficient to notify all employees of a litigation hold and expect that the party will then retain and produce all relevant information. Counsel must take affirmative steps to monitor compliance so that all sources of discoverable information are identified and searched."
- Judge Scheindlin