This is Part 2 of a video blog that discusses the role a detailed communications dashboard can have on eDiscovery project management. Please see Video Blog 32, Built-In Communications Dashboard Improves Project Management for the preliminary discussion. Given the complexity of eDiscovery projects, maintaining project control with a central Dashboard communication system is an important way to more easily control all aspects of a project.
As mentioned in Video Blog 32, Cavo eD’s project management system contains 13 inter-related tools to facilitate this process. In part 2 of this video blog, I am going to cover: Case Summary, Tasks, To Do, Files Sticky Notes and Comments list functionality.
The case summary tab provides a location to store important documents that the entire review team should be familiar with as the case progresses. It also allows the case administrator to create questions and quizzes that must be reviewed and “passed” before a reviewer can begin work that day. This central location makes it easy to keep the entire team updated as new issues arise without requiring that the administrator spend individual time to pass the information along. Project staff can reread the documents at any time to refresh their understanding of the case. There are 4 sections that can be used:
- Case Overview – This is a location for the senior counsel to provide an overall summary of the case in a few paragraphs so people understand what type of case they are working on and what is at stake in the litigation. You can include key issues at stake, lists of important custodians and general case information.
- Case Details – This tab provides a place to enter important details about the case such as Client names, counsel, plaintiff, defendants etc. so the information can be accessed at any time it is needed.
- Add/Edit Instructions – The program administrator can create case instructions that require user acknowledgment prior to being able to sign in to the Cavo system and begin work.
- Add/Edit Questions – The Administrator can create quizzes that can be used to make sure staff is up to date and has read all the updated material in the Instructions before they begin work. When wrong answers are given, the user must retake the quiz before they can work.
The Task tab is filtered to display the Process Checklist tasks that were created and are currently assigned to active team users. Each task can be highlighted and then edited to update the completion status of assigned items, including assigning a parentage of completion for longer tasks.
The Tasks can also be filtered by any field in the grid to quickly locate reviewer specific assignments or items that are not yet completed.
The To-Do Tab allows the addition of generally smaller, ad-hoc tasks encountered that need to be assigned on a daily basis. To-dos are items are generally case specific and should not be made part of the formal workflow as identified in the Process Checklist, but still need to be completed.
The columns in this grid can also be filtered to quickly locate specific information. As with all Grid features in Cavo eD, the material can be exported to a CSV if further analysis is needed.
The files tab is a good place to put copies of documents that already exist in some electronic format for use by the team. This could include things such as pleadings, correspondence, review guidance materials and other documents that may not be widely accessible to the entire team. This reduces the need for the administrator to find and send individual copies to team members when requested. Files can be downloaded for viewing in a native format, but can not be viewed within the Cavo eD platform.
Reviewers have the ability to apply “Sticky Notes” to documents that they are reviewing which are then tracked by Cavo eD. These notes can reflect any case information that is not easy to categorize with standard Tags that are selected by the team. All columns can be filtered and sorted to more easily focus on documents of interest.
The Note’s content, date, time posted and the reviewer that posted the note are all available in a nested form under the document-level information present in the initial grid and revealed by clicking on the plus sign in the first column. Before opening the document, note which mark-up set contains the document.
Comments are similar to Sticky Notes in their functionality, but allow for a more complete statement to be added to the document for review by Quality Control or Senior Counsel. Cavo eD will track all comments created by reviewers so they can be used throughout the analysis and review.
The Comments content, date, time posted and the reviewer that posted the note are all available in a nested form under the document-level information present in the initial grid and revealed by clicking on the plus sign in the first column. Before opening the document, note which mark-up set contains the document.