Reliable eDiscovery for any Mac based law firm is always going to be a challenge.
The main reason being key information is not held in a central location.
Even if it is (such as on a shared network drive, or Dropbox folder for documents) that is often less than ideal, since to be reliable eDiscovery needs to look at everything, not just documents.
From its inception DocMoto has been a big step forward in delivering a reliable eDiscovery solution.
It achieves this through three key features:
- Centralised document repository
- Centralised email repository
- Full content, file name, and tag searching
The first two features are fairly self explanatory, if all electronic content is in one place it much simpler to search.
The third feature is worthy of a little explanation.
In DocMoto parlance “content” searching is the act of searching the words contained within a document.
DocMoto supports an extensive syntax to perform highly sophisticated content searching.
- Single word - Finds content which contains the “word”.
- All words - Finds contents which contains all the listed “words”.
- Any word - Finds contents which contains any of the listed “words”.
- Phrase - Finds contents which contains the exact phrase.
- Single character wildcard - Finds contents which contains matches against a single character wildcard. For example licen?e finds licence and license.
- Multiple character wildcard - Finds contents which contains matches against multiple character wildcard. For example agree* finds agreement and agreed.
Name searching is the act of searching a file’s name, or part thereof.
This is particularly useful in a legal environment since it is common practice to pack document and email names (subjects in the case of email) with highly descriptive and thus informative names.
DocMoto supports the “labelling” of documents and email with one or more tags. Tags can be user defined eg Matter Number, or can pre-exist, typically being embedded in a document eg Author, or To, From, Subject for an email.
Tagging is a popular idea these days, even Finder has support for it. However most tag technologies are little more than keywords.
DocMoto in contrast supports very sophisticated tagging. Crucially tags can be given a “type”. Types being text, a number or a date.
When a tag has a type it becomes simple to use it for searching. For example if a tag is of the type “date” it’s a simple matter to find all documents or email tagged as being “after”, “before”, “on” or “between” dates.
With plain keywords this simply isn’t possible.
Now you know the three methods DocMoto can use to search it will come as no great surprise that you can combine all three search types. That is to say it is easy to find material with certain content, certain patterns in its name and data by which it has been tagged.
Taking it further with DocMoto Reporting
One of the exciting new features introduced in DocMoto version 3.6 is reporting.
Put simply the DocMoto reporting technology allows you to access key data metrics about your document and email repository, all though a nice easy interface.
Report data is presented in a “tabular” form, similar to a spreadsheet. In an eDiscovery context that means we can display key search terms as column headers with matching documents as rows. We can go still further and indicate which matches each document actually contains.
In a single report then you can make your own reasoned assessment of a document’s importance. Far better we think than relying on a computer to decide how relevant a document or email might really be!
A DocMoto report shows the matches against the search term parameters.
As reports can accept configurable parameters it’s a trivial matter to adjust your report’s findings.
Reports can accept sophisticated search parameters making very powerful and accurate eDiscovery possible.
Finally all reports can be easily exported to a spreadsheet, making further analysis simple.