By Debora Motyka Jones, Esq.

Published on Mon, November 14, 2016

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I recently spoke at Relativity Fest alongside Microsoft and kCura about RelativityOne and Office 365. During our panel we discussed the current corporate ediscovery landscape, Office 365, and RelativityOne, and how to best integrate these new technologies into one’s ediscovery processes. We also focused on how to leverage Microsoft and kCura partners to ensure you are maximizing your investment in these technologies. There is a lot of nuance, depending on your infrastructure, your program, and your goals, the key thing to remember is getting ‘UPE’ in the cloud is easy! No, that’s not a typo – it is a simple acronym to help you remember the steps to moving into a cloud, or hybrid cloud, ediscovery program. UPE = Understand, Plan, and Execute.

Understand

The first step in getting your program ‘UPE’ in the cloud is to understand your data landscape, and I recommend starting with Office 365. Typically, the infrastructure decisions are driven outside of your ediscovery process. What you will want to focus on is what is being migrated to Office 365, what will remain on premises, and what will be in a hybrid state (i.e. some living in the cloud and some on premises). Understanding what lives where is crucial to the planning stage.

Next, you should understand your legal and compliance needs. Although you may not be able to map out one typical case scenario, it is worth mapping out some of your most common needs. Here, I recommend focusing on what type of culling/filtering you need to do, if any, how robust a review you need, and what your production requirements are.

Finally, understand how you currently handle electronic data for compliance and legal needs.

Plan

Phase two of getting your program ‘UPE’ in the cloud is all about planning. This is where you marry up what you’ve learned from the first phase with the technology you have brought in. Take each of the scenarios you identified and plan how you are going to run them in your new cloud or hybrid world. Plan where you will marry up on-premises data with cloud data. For example, will you bring on-premises data into SharePoint so you can access it through Office 365, will you be marrying it up in RelativityOne, or will you send it to a provider? Your decisions here will affect downstream case decisions since things like searching and deduplication are affected by what tool you use to execute them.

Next, you should plan what you will automate. Take a look at your scenarios and what you will be doing repeatedly. Things that are done multiple times in one matter or from matter to matter should be automated. Both Office 365 and RelativityOne allow for significant automation that you should leverage.

Finally, plan out the roles and responsibilities of your internal and external teams based on your new workflows.

Execute

Now that you have the technology in place and a plan around it, you need to begin the final phase of executing that plan. Ensure all appropriate parties are well versed in the new technology and have the training they need to produce work. Again, reach out to your vendor if needed for assistance in training. Once everyone is trained, your team should be prepared to move to the cloud and fully utilize Office 365 and RelativityOne to make your ediscovery process more efficient.

Partners can be a key part of all of these stages so be sure to leverage the Microsoft and kCura partner networks for help. If you have questions or would like to chat more about the topic above, reach out to me at djones@lhediscovery.com.

About the Author
Debora Motyka Jones, Esq.

Vice President

As Vice President, Debora plays an essential role on the company’s executive team by collaborating around new markets, and bringing a customer-centric and pragmatic approach to achieving corporate and customer goals. She is responsible for building out a robust team of legal and technology experts in the eastern US, driving forward partnerships focused on delighting clients, and expanding the company’s brand through thought leadership events and new relationships. Debora’s background as a litigator and buyer, as well as her vast client-facing and operational experience will enable Lighthouse to provide the high-caliber, consultative client experience, the company is known for.

Debora has been with Lighthouse since 2009 and has made a significant impact on the company’s growth and business strategy during her tenure. With a background in litigation from practicing at law firms in both Washington D.C and Washington State, her expertise and deep understanding of complex ediscovery matters enabled her to create a resonating brand and architect the innovative products and services that keep Lighthouse at the forefront of the ediscovery market. She led the execution and implementation of the company’s rebranding in 2012 and developed the marketing department from the ground up. In addition, she has been instrumental in spearheading the company’s strategic technology partnerships, driving the formation of Lighthouse’s product strategy, and the evolution of Lighthouse’s SmartSeries. She also instituted and continues to maintain a client advisory board to ensure strong alignment with market demands. Finally, in 2015, Debora lead the company’s expansion to the eastern seaboard by managing the development the New York office and team, as well as expanding upon the company’s current set of services and clientele.

Prior to joining Lighthouse, Debora was a Complex Commercial Litigation Associate at Weil, Gotshal & Manges LLP in Washington, D.C. where she worked on matters such as the WorldCom and Enron bankruptcies. Her practice also included multi-million-dollar commercial and securities litigation, and internal investigations. While at Weil, Debora was recognized three times for her dedication to pro bono service. Debora also practiced as a litigation Associate at McNaul Ebel Nawrot & Helgren PLLC. Her practice included commercial, employment, and securities litigation, as well as legal malpractice defense.

Debora received a B.A. in Psychology from the University of Washington where she graduated magna cum laude. She received her law degree from The George Washington University Law School in Washington, D.C. She is admitted to practice law in New York State, the District of Columbia (inactive membership), and Washington State. Debora is Level II Pragmatic Marketing Certified. Debora is actively involved in the legal community as the former Director of Women in eDiscovery, as a mentor with Mother Attorneys Mentoring Association of Seattle, as an Advisory Board Member for the Organization of Legal Professionals, as the former Chair of the Association of Corporate Counsel (ACC)'s New to In-House Committee, and as a former board member of the Washington Women Lawyers (WWL). Debora was also recognized for her contribution to the ACC and was named 2012 WWL Board Member of the Year. Debora is a frequent speaker on eDiscovery strategy, a former instructor for the Organization of Legal Professionals, and a regular Lighthouse blog contributor.