Enterprise Search Sourcebook 2008

Essential Principles for Facilitating E-Discovery ISYS Search Software, a global supplier of enterprise search solutions for business and government, lays out a set of criteria that organizations should consider when selecting an e-discovery tool. The company promotes its ISYS 8 suite of enterprise search, navigation, and discovery software for its identity extraction capabilities, forensic indexing, broad file and language support, and onthe-fly categorization. While ISYS is one of many specific software solutions, any company with an e-discovery offering will point to similar features in its own product as being crucial to contending with the complexities of civil litigation. In a paper titled “Enterprise Search for E-Discovery Compliance,” ISYS describes the following principles as being essential to ensuring that compliance with discovery regulations is as easy as possible. Broad file format and language support—Your enterprise search solution should support a wide variety of structured, semistructured, and unstructured formats. Forensic indexing—Forensic indexing capabilities ensure you can index and search anything that’s electronically stored, even formats that a search engine doesn’t normally understand. Multiple query methods—Your enterprise search solution should be able to account for the various ways in which people need to search. Results navigation—Your search capabilities should include functionality that enables you to sift and sort, drill down, and further analyze. Entity extraction for discovery—This functionality automatically extracts key pieces of information, such as names, email addresses, and more and presents them alongside your results to enable further discovery and investigation. Tag, annotate, and extract—The ability to tag relevant results, annotate them with notes for later searching and reference, and extract them for use in a trial are vital components. There are a handful of sections in the revised Federal Rules that Zalewski believes are particularly crucial to any organization’s basic knowledge. “The most important one to know is Rule 16(b),” she says. “That’s the big one where legal council has to understand the entire information environment and develop an e-discovery plan within a very short amount of time.” Rule 16(b) of the Federal Rules of Civil Procedure, which pertains to scheduling the e-discovery process, describes how the judge in a trial must issue the scheduling order as soon as practicable and at least within 120 days of any defendant being served with the complaint. Zalewski translates the rule into laymen’s terms: “The e-discovery plan must be filed with the court within 120 days of a complaint. Both parties have 99 days to meet with their attorneys, put things into place, preserve data, and develop their strategy around what information they do and don’t want to produce during the trial.” The next step in the process is for all parties to sit down, face to face, for what’s called a “meet and confer” session. “On the 99th day, all parties sit down together to hammer out the e-discovery plan,” Zalewski says. “Both sides are trying to gain a competitive advantage during this meeting. Everyone involved wants to prevent privileged information, embarrassing information, and the life from being exposed during the discovery process, so they’ll argue about whether they want to produce metadata, and what format they want to produce documents in.” After that meeting, when both parties have compromised on the terms of the e-discovery plan, the next 20 days are spent filing that plan with the court and getting it approved. Zalewski emphasizes that it is this compressed time period that necessitates a proper understanding of the e-discovery process and appropriate planning. “You don’t want to find yourself in a situation where you’re hit with litigation, and suddenly you realize that your IT system is a mess. The 120 days you have to sort it out, in a business situation, is not that long at all.” Saying the Magic Word NARA’s Baron describes how business executives are only beginning to come around to see how the right search technology is essential for being prepared for litigation. “You can talk to CEOs about enterprise search until they’re blue in the face,” he says. “[B]ut when they’re faced with a multi-million dollar lawsuit and the prospect of an intricate e-discovery process, they’ll kind of light up.” In some ways, Baron says, the threat of litigation is one of the best ways to inspire an organization to adopt an enterprise search application in order to simplify their practices of managing information. “Now I’m not saying that I’m in favor of a proliferation of lawsuits in order to bolster the enterprise search sector, but a lot of times ‘lawsuit’ is the magic word.” MICHAEL LOPRESTI is the assistant editor of the Enterprise Search Sourcebook. 50 ENTERPRISE SEARCH SOURCEBOOK 2008

Table of Contents Feed for the Digital Edition of Enterprise Search Sourcebook 2008

Enterprise Search Sourcebook 2008 Contents Editor’s Note Publisher’s Note Findings and Figures Why Enterprise Search Will Never Be Google-y Searching for Search Usability Your Users Are Talking to You What’s Your Search Story? Search Is Dead—Now What? Delivering on the Promise of Enterprise Search Taming Multiple Search Engines in Your Organization Enterprise Search: Trends for 2008 Enterprise Search Seen From the Inside Open Source Search: Elixir or Poison? Avoiding the Big Mistakes in Search Semantic Search Takes Root in the Enterprise E-Discovery Essentials: The Rules You Need to Know SharePoint Search: An Enterprise Contender? Integrating Security Into Your Enterprise Search Infrastructure Engineering a Better Search Infrastructure Letting End Users Ask the Questions, Stat! The Power of Knowledge Legal Research Using Enterprise Search: A Developer’s View From Treading Water to Full Steam Ahead Pulling Out All the Stops With Midas A Natural Search Solution An Incremental Approach to Improving Enterprise Search The Enterprise Search Sourcebook Showcase Directory Index to Advertisers and Companies Mentioned

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