5 Ways to Improve Your Document Review Process

Proteusdiscovery
5 min readMar 29, 2022

Working in the legal profession requires a thorough understanding of the document review process. Getting it correctly might be the difference between a successful lawsuit and a bad reputation with clients and competition. That’s why we’ve broken down the five best strategies for doing successful document reviews.

Document Review

1. Plan, Plan, and Plan Some More

A sports team would not enter a game without a game plan, and neither should your legal team enter the discovery process without one. Now is the moment to plan your strategy. Setting the scope, creating a timetable, and assessing available resources are all part of the process. Each member of the review team should understand their involvement in the process, therefore identify roles and responsibilities. Set explicit expectations for each document reviewer so that all tasks are on the table and everyone can hold each other responsible.

Proteus’s platform can help with this. Proteus’s administrative features are used to keep track of reviewers’ progress and duties. You can make that modification early on if the review process isn’t going as planned and extra team members are needed to fulfill a deadline.

Planning is beneficial to more than just the review team. Clients frequently want to know what charges they’ll be looking at, and planning ahead of time may assist your team in developing a clear image of the review costs. Proteus’s sales and project management teams provide a fair estimate of the expenses associated with processing and hosting, allowing you to present a budget estimate to the customer. Making goals and setting expectations is something you’ll be grateful for afterward.

2. Create Standard Operating Procedures (SOPs) for Legal Document Review

Legal document review could be a time-consuming and difficult process, so having clear processes to fall back on and use as a guide through the process is beneficial for productivity. That is why creating your standard operating procedures (SOPs) is the best method to ensure a seamless and complete legal document review process. Take the time to detail the normal procedure your review team goes through when a review is successful. Then, formalize the process so that everyone is aware of it and can follow it.

Every time a new and improved procedure is discovered, make adjustments and include these modifications into your SOP. Constant evaluation and improvement ensure that your review team stays current with industry best practices and avoids frequent blunders.

3. Recruit the Right Team Members

Finding and maintaining talented document reviewers may help a review team thrive in the long run. Individuals who can keep up with the workload and contribute to the development of an effective SOP are essential components of constructing a review workflow. Because discovery is already a time-consuming process, make it a point to employ people with abilities that will increase productivity. These team members will be crucial in ensuring that you satisfy the court’s deadlines.

Members of the review team should be familiar with eDiscovery software. When exposed to a new platform, experienced reviewers will face just a little learning curve. Proteus’s solution is simple to use, especially for those who have worked with eDiscovery systems in the past.

Look for individuals with hard skills like project management, legal knowledge, subject matter expertise, EDRM management, and multi-lingual abilities. In addition, look for intangible attributes such as teamwork, attention to detail, and strong communication abilities.

4. Improve Coding Guidelines by Including Negative Instructions

Pay close attention to details when it comes to coding requirements. The more clearly stated and comprehensive your goals for classifying documents are, the more efficient the eDiscovery process will be. Remember that what does not qualify for certain codes is just as important as what does, thus using negative instructions is critical for screening out non-responsive electronic documents.

More detailed negative instructions and the elimination of non-responsive documents can considerably reduce the quantity of material the review team must deal with, eventually saving time and pinpointing the most actionable ESI. It is critical for the success of this procedure to use review software with powerful machine learning and predictive coding capabilities.

5. Evaluate Your eDiscovery System

Choosing an eDiscovery solution may set the tone for your document review process, therefore law firms and legal teams must make an essential decision while assessing their present system. When reviewing your electronic discovery system, there are many essential questions you should ask. Does it, for example, manage all types of electronically stored information (ESI)? Does it support several languages? Does it assure evidence preservation and quality control? Check to see if your review software has crucial features such as built-in version control, duplicate detection, and predictive coding.

Getting the most value for your money is also an important consideration when selecting a document review platform. Do you have to utilize numerous systems because one doesn’t have all of the features you require to complete a thorough document review? An all-in-one solution, such as Proteus, that includes all functions for a single flat fee, may be the most cost-effective alternative for your firm and the more efficient platform for your review workflow.

Is your eDiscovery system capable of utilizing both internal and external resources for project management? Is it possible to trace communication within the system? Is it equipped with technology-assisted review (TAR) features? By asking these questions, you may determine whether your review team should analyze how efficient your present system is and whether you should upgrade to a more comprehensive, cost-effective solution. In an already crowded industry, having the greatest products readily available for clients is an effective method of seeming professional.

Because Proteus provides the complete package, a membership includes 24/7 assistance. Proteus gives the peace of mind that comes with knowing processes will not be halted if technological difficulties happen, which is especially important during this time when working circumstances are unclear. Having this assistance accessible assures a successful and error-free legal document evaluation procedure.

Read More — What are the Features and Benefits of e-Discovery and Legal Hold Solutions?

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Proteusdiscovery
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We are a legal services and consulting firm specializing in Information Governance, eDiscovery, and Document Review. https://www.proteusdiscovery.com/