Posts tagged "eDiscovery"

eDiscovery Provider Mimosa Systems Acquired by Iron Mountain

Content Archiving Provider Mimosa Systems Acquired by Iron Mountain

Iron Mountain (site) has announced its acquisition of eDiscovery and content archiving provider Mimosa Systems (site). There's probably no better reason than to say "it's all about the content baby".

The Deal to Get Content Archiving

Iron Mountain is a major player in the information management market, everyone has heard of this company. But maybe they haven't heard as much about Mimosa Systems, which is based out of California. Well they will after today as Iron Mountain has picked up the provider of content archiving and eDiscovery solutions for US$ 112 million in cash.

The deal seems to be all about providing Iron Mountain with an on-premise content archiving solution — in this case Mimosa NearPoint — to complement their cloud based offering.

Mimosa NearPoint is a an email archiving and eDiscovery solution. Version 4 was brought to market last June, offering an integrated content archive that includes not only email, but also content in blogs, wikis, documents and more. It also improved content search, case management and came with a new user interface and data capture methodology.

It's these capabilities along with being able to now capture manage content from additional devices like desktops, laptops and systems like SharePoint, that caused Iron Mountain to choose Mimosa.

And, of course, eDiscovery

Iron Mountain also likes what NearPoint offers for eDiscovery. That solution gets added to Iron Mountain's Stratify eDiscovery services which includes Stratify Legal Discovery Services for large litigation needs and eVantage for early case assessment.

Stratify recently achieved its Statement on Auditing Standard (SAS-70) certification.

What Happens to Mimosa?

The Mimosa team will become part of Iron Mountain Digital. And Mimosa's CEO T.M. Ravi will become Iron Mountain Digital's chief marketing officer, in charge of strategy planning and execution.

In a letter from Iron Mountain's President and Mimosa's CEO, existing Mimosa customers — which are 1,000 strong — can expect continued support and growth of the NearPoint solution. But customers will also get an expanded solution offering which includes cloud-based eDiscovery services.

And they should be comforted in the knowledge that Iron Mountain is a very financially stable company with a global reach (something Mimosa partners should appreciate for sure).

Iron Mountain is acquiring the Mimosa team and their expertise, not just their technology. The Mimosa team will become an integral part of Iron Mountain Digital and will help support the company’s information management services strategy. Mimosa’s executive team strongly supports this acquisition, and I (Ravi) will join Iron Mountain Digital as its Chief Marketing Officer, responsible for driving marketing functions and playing a key role in its strategy planning and execution.

In House eDiscovery and the SharePoint Factor

There are a couple key things at play here. The first is that there is a strong movement to take eDiscovery in-house. For Iron Mountain this was a key market they were not going to be able to access prior to this acquisition.

Gartner recently published their MarketScope for E-Discovery Software Product Vendors report, which helps organizations figure out how to build the business case for in-house eDiscovery. In it, Mimosa Systems rated as positive, but came behind other larger vendors like Autonomy, Clearwell and Zylabs.

Stratify doesn't even show up in this report, which could mean Iron Mountain isn't widely recognized for its eDiscovery services. Mimosa's NearPoint may change that.

The other key to this deal is the SharePoint factor. With the upcoming release of SharePoint 2010, there are likely many organizations starting to think about their content migration strategy. And the smart ones aren't going to move all the content housed within their current SharePoint implementation to the new environment — especially if they are among the many with messy environments.

Since SharePoint doesn't provide content archiving — or eDiscovery for that matter — Iron Mountain has the opportunity to get in the door of these organizations with an integrated content archiving offering via Mimosa. It's also great for Mimosa as it opens the SharePoint universe on a global scale.

While this deal is still subject to closing adjustments, it may be a "well spent" US$ 112 million for Iron Mountain. And, of course, a smart deal for Mimosa.

 
Document Management Roll-up: Can't Let Go of the Paper, Has SharePoint Met Its Match?

This week there’s been a couple of wild claims doing the circuit, not least of which is the demise of SharePoint at the hands of Salesforce.com’s Chatter, while Microsoft gets social with Outlook.

Outlook Gets Social

The promised link between Microsoft Outlook and social networking has finally happened with Microsoft reporting this week that software updates between LinkedIn (site) and Outlook have just been released in beta.

Designed for Office 2010, the new set of applications that will also include email links for Facebook (site) and MySpace (site) will go on general release later this year.

The LinkedIn connection to Outlook lets people using the email program stay in tune with any changes in job status, contact information or affiliations being shared by friends at the career-focused online community.

The company says that the new connections are all about bringing, friends, family and colleagues into your inbox and enables you to communicate with them and see their social activities at the same time.

If you’ve been following us here you will be aware of the problems that managing unstructured content in emails is causing enterprises.

Likely that the same companies can hardly wait to thank Microsoft for this new Outlook ability. The test version of Outlook is available online at the Office website.

SharePoint To Be Killed By Chatter?

That Salesforce.com (site) has launched the private beta of Chatter, an enterprise collaboration tool for the cloud will stir some interest; that some of those involved in the private beta say Chatter heralds the end of SharePoint should cause more than a stir.

The end of legacy collaboration software like Microsoft SharePoint and IBM Lotus Notes is here," said Marc Benioff, chairman and CEO, salesforce.com. "Consumer Internet services like Facebook and Twitter have shown us better ways to collaborate …".

Muscle-flexing aside, Chatter does come with a number of document collaboration tools, amongst other features, that should be useful for those with document management issues.

In this respect the document sharing and security settings are of interest. With Chatter, users can instantly and securely search the Chatter feed to access, share and even download the documents and other information files via an Internet browser.

It also enables users to manage who has access to what information based on Force.com platform security settings, which decides what information can be seen by who.

If you’re interested in more, you can find out more from the website, but nothing there would seem to back up Benioff’s claim that SharePoint is on its way out!

We Can’t Leave Paper Alone

According to AIIM (site) office staff just won’t give up on paper copies, despite the wide availability of scanners and document management systems.

A recent survey by the content management organization found that 62% of important paper documents are still archived as paper. Even when documents are sent off for archive scanning, 25% are photocopied beforehand “just in case” and less than a third of the paper originals are systematically destroyed after scanning.

Despite the fact that the legal admissibility of scanned paper documents has been established for nearly 20 years and is nailed down in legislation and standards around the world, there is still this suspicion among users that they may need to produce the original paper copy at some stage, the study says.

In the survey, 70% of the respondents agreed with the statement, “Users feel that paper records are needed for legal reasons.” Even at the organizational level, in 25% of businesses the legal admissibility of scanned documents is still seen as an issue.

According to AIIM president John Mancini, we still haven’t tapped into the real potential savings of using document management software, because we just can’t let the paper go.

If you are interested in finding out more, you can download the research from the AIIM website.

How Is Your Records Management?

Something else from AIIM this week that might help companies see how effective their records management software: take AIIM’s quick, easy online assessment to find out what stage of records management competency your organization is in, and then learn more about that stage, its risks and the benefits of progressing to the next.

Participants will be asked 13 questions in order to determine their organization's Records Management competency. Once the assessment is completed, participants can download the Solution Brief for their identified stage which includes information on:

  • Current state of records management
  • The risks of your current state
  • The benefits of progressing to the next stage.

And it’s all free.

Iron Mountain Adds Archiving

We couldn’t let this week go by with some mention of the acquisition of Mimosa Systems by Iron Mountain for an estimated US$ 112 million in cash.

Iron Mountain is a major player in the information management market with this deal providing it with an on-premise content archiving solution — in this case Mimosa NearPoint — to complement their cloud based offering.

Mimosa NearPoint is an email archiving and eDiscovery solution. Version 4 was brought to market last June, offering an integrated content archive that includes not only email, but also content in blogs, wikis, documents and more. It also improved content search, case management and came with a new user interface and data capture methodology.

It's these capabilities along with being able to now capture and manage content from additional devices like desktops, laptops and systems like SharePoint that caused Iron Mountain to choose Mimosa.

HP TRIM 7 Provides Records Management for SharePoint

When HP (site) bought Tower in 2008 the reason they gave for doing so was to extend their reach in the information management market. The recent upgrade of the TRIM document management software to TRIM 7 fulfills that ambition by offering an integrated, full suite of solutions for eDiscovery, compliance, records management and archiving.

In fact with TRIM 7, HP has specifically focused on upgrading the records and archiving elements. In this respect, they have created software that enables organizations transparently manage all of their Microsoft SharePoint Server records in a single environment, regardless of the source of those records.

What this means is that it can now capture Microsoft SharePoint files and even entire SharePoint workspaces. It also comes with full DoD 5015.2 v3 certification, making it particularly attractive across the eDiscovery and compliance markets.

TRIM And SharePoint

That TRIM 7 focuses specifically on integrating its records and archiving abilities with SharePoint is not a surprise.

For those unfamiliar with it, TRIM software is an enterprise document and records management system with the ability to scale across large, distributed environments. It enables users to capture, manage and secure enterprise information, from electronic to physical records and from creation to eventual disposal.

When HP bought Tower and its Total Records Information Management (TRIM) in 2008 one of the features it was buying was TRIM’s SharePoint integration capabilities. Tower’s software was based on Microsoft Technologies and was a Gold Partner for SharePoint before the takeover.

This integration enabled HP to enter into the SharePoint eDiscovery and compliance world as so many organizations with SharePoint now find themselves having to look at compliance issues and SharePoint carefully.

TRIM 7 Modules

With the two new modules, HP TRIM 7 enables users capture, search and manage of all types of physical and electronic business information across Microsoft Office SharePoint Server 2007 and the upcoming SharePoint Server 2010.

The two new modules include

  • TRIM Records Management: Provides transparent access to all SharePoint Server content from the SharePoint Server workspace
  • TRIM Archiving: Archives specific list objects in SharePoint Server, or entire SharePoint Server sites, to HP TRIM.

While TRIM’s ability to capture SharePoint records and archive them is not new, up until now the information it could manage was restricted to documents and limited to manual entry.

However, now capture policies can be defined by administrators and can include information that is contained in wikis, blog entries, blog comments, calendar entries and workflow events.

There are other advantages too. They include:

  • Increased compliance and preparation for eDiscovery
  • Apply compliance policy management across the enterprise
  • TRIM can now manage the complete information lifecycle of corporate records
  • Prove the authenticity of information with version control, access control and audit trails
  • Support long-term information access in appropriate formats
  • Support FOI requests by easily finding, redacting and rendering information for secure release
  • Enforce a security structure that governs how information is used
  • Easy-to apply text‑based search capabilities and metadata
  • Apply lifetime policies seamlessly and manage all SharePoint

Given the number of organizations that are now using SharePoint and are considering SharePoint 2010, the new HP TRIM modules are quite timely and probably not the last module we are likely to see for TRIM.

Considering SharePoint does not have DoD 5015 certification for its built in records management capabilities — in SharePoint 2007 or SharePoint 2010 — many organizations using the platform will be looking for an integrated solution such as this one from HP.

EMC Extends Exchange 2010, Adding Archiving, Retention and eDiscovery

While EMC’s (site) SourceOne suite of modular integrated software enables email management, archiving, records management, search and eDiscovery, the company says it is expanding it to enable users make a speedier and more efficient move to Microsoft Exchange 2010.

Although EMC is consistently working to improve on its information infrastructure technology, SourceOne's extension of Exchange 2010 could be a game-changer in the eDiscovery market segment. Even Gartner in its recent MarketScope for E-Discovery Software Product Vendors report has given it a thumbs up.

The result is that EMC continues lead the charge on eDiscovery technology — something it had signaled last September with the acquisition of Kazeon (site). With email management and archiving a core element of current information management, the SourceOne suite should play a central role in developing that market for them.

Easing the Upgrade to Exchange 2010

Let’s take a quick look. The first thing to say in this respect is that EMC's SourceOne is Exchange 2010-ready out of the box and extends the archiving, retention and eDiscovery features of Exchange’s email management abilities.

SourceOne has the ability to take large quantities of PSR files and emails that have been inactive for long periods of time out of both Exchange 2003 and 2007 and place them in SoureOne’s business archive before users make the move to Exchange 2010.

These files are easily accessible and can be stored with specific retention and destruction schedules. The beauty of this is that they do not need to be moved across to Exchange 2010 which greatly eases the problems of migration.

In effect, what it does is improve the performance of Exchange 2010 by applying single-instance storage for messages in the archive, by automating the migration of messages to the appropriate location and by reducing backup and recovery times.

EMC, Kazeon And SourceOne

The other element that EMC has just introduced is EMC SourceOne eDiscovery — Kazeon based on the Kazeon’s eDiscovery Fourth Generation software, which was released last May (just before EMC bought the vendor in September).

Again, focusing on email management, Kazeon provides three principal products, integrated within a single, underlying software platform, aiming to ensure a smooth workflow. They include:

  • Analysis & Review: Capabilities include patented analytics, concept extraction and search.
  • Collection & Culling: The identification of ESI based on case requirements.
  • Legal Hold Management: Fully indexed or index-less targeted collection, and a forensically sound and defensible collection from any source.

Searching through emails, SourceOne Kazeon automates the identification, collection and preservation of electronically stored information (ESI) that resides "in the wild", tags it for legal hold and places it in a protected repository under user-defined retention and destruction policies.

Already on the market, EMC says the purpose of developing the SourceOne Exchange 2010 capabilities in the first place was to enable organizations to develop complete, actionable information governance strategies with email management as one of the core elements.

If you’re concerned with rampant emails getting out of control, it might well be worth checking out.

Bridgeway Releases Legal Hold 2.1, Learns How Companies Work

When it comes to eDiscovery Bridgeway Software (site) goes straight to the source — their customers — to understand exactly the processes they use. So when it comes to Bridgeway Legal Hold 2.1, Bridgeway’s newest release, the new enhancements reflect the needs of their users.

Focusing on the business side of things is what Bridgeway does. Technology for technology sake doesn’t make much sense to Rich Hall, vice president of eDiscovery and Brian Johnson, director of marketing at Bridgeway. CMSWire spoke with them recently about Legal Hold 2.1 and about how they work to better understand how their customers work.

Learning from Lawyers

Upon developing 2.1, which provides customers the functionality to properly manage and control the legal hold process delivered in an easy to use and easy to deploy application, Bridgeway talked to lawyers to understand what they need to collect, review and process date quickly and efficiently.

What they learned wasn’t revolutionary, yet not always apparent:

  • If the process is complicated, customers won’t use it.
  • Technology isn’t important if it isn’t easy to use, easy to implement and more efficient.
  • There is more to business than eDiscovery.

Bridgeway consistently works with companies to develop more business-minded processes and ways to practically improve how matter management fits into the bigger picture. In order to do this Bridgeway asks companies about their existing processes. Not only can they learn how those within the enterprise are executing searches and organizing data, it provides both parties with a teachable moment.

Prepared Inside and Out

The legal hold process is best carried out when people are equipped to make informed decisions. Bridgeway’s unified approach to legal hold lets in-house legal departments stay in control of complying with “duty to preserve” obligations. Feeling prepared goes well beyond what software a company chooses, it lies within an organization to get everyone on board, absorb the process and circle back to evaluate.

Deployed as either a standalone application or part of Bridgeway’s integrated eDiscovery solution, Bridgeway Legal Hold is a complete solution for custodian and case management, notification, acknowledgment, interviews and collection management.

Customers can sample the benefits of streamlining the entire legal hold process, with Bridgeway’s 60-day risk-free trial of its Legal Hold solution. As well, Bridgeway will be showcasing its latest Legal Hold product at booth #500 at Legal Tech in New York, Feb. 1 – 3.

Growing eDiscovery Market Sees Iron Mountain Division Expand

Growing eDiscovery Market Sees Iron Mountain Division Expand

Stratify, a California-based division of Iron Mountain (site) has acquired Legal Imaging Technologies to beef up its eDiscovery capabilities.

eDiscovery is a Booming Market

eDiscovery is a big topic among the likes of Gartner and Forrester, and one that all companies, big and small, should have a handle on. Single-point solutions are pretty rare, but are getting closer as the industry shakes down to a few larger players.

The latest move to make industry news is Stratify's acquisition of Legal Imaging Technologies (LIT) for an undisclosed amount. LIT is an expert in image processing and document conversion. The two companies have a partnership dating back to 2006, so this isn't news out of the blue. LIT is a major force in the San Francisco area where it has been involved in legal document support since 1993. 

Document Protection

The integration of LIT’s processes into Stratify’s eDiscovery capabilities will increase them by at least 200% in its data center operations supporting the North America, EMEA and Asia/Pacific markets.

Over the last couple of years, Iron Mountain has expanded and developed its solutions to rank as one of the major players in this increasingly important market. It also works on disaster recovery, archiving and document management, both in the cloud and on-premises.

Iron Mountain itself picked up Stratify for US$ 158m back in 2007 and shows little sign of slowing down as its business expands.

New eDiscovery Connector Provides Greater Control, Reduced Costs

CaseCentral (site), a provider of on-demand eDiscovery software has announced a new connector that will help eliminate manual exports and uploads, saving time and processing fees.

This week, the leaders of eDiscovery solutions will gather at Legal Tech in New York. Deemed the “largest and most important legal technology event of the year” Legal Tech showcases the newest products and releases of vendors.

One of the vendors who will have a new product demo is CaseCentral. They have announced a new connector that integrates Symantec Enterprise Vault Discovery Accelerator with the cloud-based CaseCentral eDiscovery Platform.

The ultimate aim is to eliminate the need for manual exports and uploads between IT and legal departments. By integrating these solutions, users cannot only save a lot of time, but by using the new connector they can bypass the electronic data discovery (EDD) processing fees for data moved into CaseCentral from Enterprise Vault. This simplifies the process, and greatly reduced the possibility for error.

Exporting Searches Automatically

Customers who use Symantec’s Enterprise Vault to manage documents and preservation needs may also use Symantec’s Discovery Accelerator to extend the search functionality of Enterprise Vault's email and file archiving software.

Once users have completed their searches via Discovery Accelerator, the connector automatically exports the results to the cloud-based CaseCentral eDiscovery Platform so that legal teams can perform early case assessment, analysis, review and production. Such exports allow compliance teams to better control data and transparency, while of course reducing the costs and risk associated with the process.

Speaking of costs, the typical fees associated with electronically stored information (ESI) can be as much as US$ 1500 per gigabyte and can take days or weeks to prepare. Allowing for integration and automated transfers between Symantec and CaseCentral reduces fees altogether, as well as time spent processing and preparing for review.

Living in the Cloud

There are many who believe that 2010 will bring new advancements to cloud computing. In the meantime, however, many vendors are seeking out ways to incorporate the cloud into their platforms, making it easier for companies to move eDiscovery in-house.

CaseCentral was one of the first, who back in February 2009 delivered its fourth version of their first multi-case, multi-party eDiscovery review platform. Heading into the clouds helped CaseCentral’s customers reduce risks associated with transmitting proprietary and confidential data outside the firewall. Soon many other companies saw the benefits that adopting SaaS and cloud computing-based software afforded them, namely the ability to cut deployment time and maintenance costs, and increase storage space almost infinitely.

Symantec is no slouch either. Last week it released OpsCenter Analytics, a new NetBackup reporting and management console that provides standardized monitoring and reporting of backup and archive information for Enterprise Vault, among others.

Archive + Cloud-Based eDiscovery

The CaseCentral — Symantec partnership affords both companies the ability to improve the eDiscovery process while helping their customers integrate a leading enterprise archive with a leading cloud-based eDiscovery platform.

The CaseCentral Connector for Symantec Enterprise Vault Discovery Accelerator will be beta tested with clients in Q1CY2010 and will be generally available via CaseCentral in late spring 2010. Look for a connector demo at 2010 LegalTech New York, February 1-3.

eDiscovery Appliance Can Process up to 1 Terabyte per Day

What’s faster than a speeding bullet, more powerful than a locomotive and capable of leaping tall buildings in a single bound? Superman, of course, but when it comes to processing data at the speed of 1 terabyte per day and scales to 100 million documents on a single appliance – that’s version 5.5 of Clearwell eDiscovery Platform.

CMSWire recently spoke with Kamal Shah, vice president of marketing; Venkat Rangan, co-founder & chief technology officer and Kurt Leafstrand, director, product management at Clearwell Systems ( site) about the release of 5.5 and its impact on eDiscovery.

Clearwell is confident that its platform’s end-to-end eDiscovery capabilities mark the beginning of a “new era in eDiscovery processing” and with it will transform the way analysis and review of large volumes of data is carried out.

The Demand for Scalability

Scalability, after all is in high demand. Recent surveys have shown that in 2009 the average case size increased by 24 percent, making it necessary to process large amounts of data in a short time period across a single appliance that can handle growing volumes of data.

Clearwell seeks to deliver. Not only does 5.5 scale up to 100 million documents on a single appliance, but it also offers a variety of new capabilities that make processing data for early case analysis simpler, easier and quicker to administer, including:

  • Pre-processing filters and analytics
  • Extract containers / embedded objects
  • Automatically OCR image content
  • Full Unicode support + language identification
  • Global de-duplication
  • Create discussion threads
  • Perform social network analysis
  • Immediate availability for analysis / review

Highways of Data

Rangan likens the increase in scalability to transforming a single road into a six-lane highway. Data can be pushed through faster, filling up all the lanes to maximize space.

Boasting scalability is one thing. Being able to implement and integrate it is another. The Clearwell E-Discovery Platform is available as an integrated appliance that can be installed in less than 25 minutes, adding to the long list of features that 5.5 delivers.

Clearwell E-Discovery Platform version 5.5 will be generally available in the second quarter of 2010 and will be showcased at Legal Tech NYC