Connected Suite Spotlight Series –

Discovery – the Connected Suite Application that Helps You Organize Cases and Legal Holds in a Snap

October 23, 2019by Smarsh

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This Connected Suite Spotlight Series is for clients using the Professional Archive, and anyone who is interested in benefits and tips for compliance best practices for financial services.

Being able to quickly find and retrieve electronic communications relevant to litigation needs to be a primary goal in every regulated financial services organization. This process is called e-discovery, and governing bodies or prosecutors are unforgiving if a firm is unable to produce requested content in a timely manner.

If you have the Smarsh Professional Archive, you are already equipped with the Smarsh Discovery App, a powerful e-discovery tool. For tips on how you can take advantage of the Discovery App in the Professional Archive, use product information links at the end of the post.

Importance of efficient e-discovery

Many people still view “communication records” as emails or documents. However, electronic communications data must also include text messages, voicemails, video files, social media, online forums, websites, and conversations from internal chat applications, like Microsoft Teams, Slack and Symphony. An organization that has a compliant capture and archiving policy will have an ever-expanding archive with many channels of communication data to search and export for use in e-discovery and for regulatory reporting.

While many firms have recordkeeping policies that require electronic communications content capture, there needs to be equal attention on technologies that can help retrieve and organize information. Failure to do so results in incomplete retrieval (altered or deleted content) or retrieving content that doesn’t contain important contextual information like emoji sentiments, conversations that jump to different channels (email to IM, text to personal accounts) or content within rich media sources.

In addition, e-discovery continues to be disruptive and expensive for organizations as it requires the audited company to redirect its employees from mission-critical duties to searching for content.

Are you getting the most out of the Discovery application that comes with the Professional Archive?

The Discovery application is a true benefit to organizations which need to access, analyze and produce specific communications on-demand. It’s quick and easy to organize detailed communications into cases, by searching and filtering all content retained in the Connected Archive. These cases and legal holds can be exported for further review and analysis.

Powerful Search, Filtering and Review

Your content is already being captured in conversational context – using the Discovery app, you can use faceted search and filter for keywords, date range, custodian and network for review.

Efficient Case Management Workflows & Legal Holds

After content is organized into cases, you can track and manage an unlimited number of cases with legal self-service workflows. All data is preserved in immutable content store to satisfy compliance and legal requirements.

High-Speed Exports

Deliver data quickly and securely using FTP transfer in a variety of formats including EML, MSG, CSV, & NSF.

Regulated organizations need to ensure they are collecting communications content including text, social and messaging conversations. The ability to search conversations and respond to events that require this information is key to compliance and avoiding fines.

Use the following links to access a variety of information on how to get started with the Discovery app:

Discovery Case User Guide 

How to Create a Discovery Case

Adding Archive Messages to a Discovery Case

Watch webinar on Exports and Cases

Using the Discovery App and Managing Cases*

*User Guide content is only accessible by current Smarsh clients

You might also be interested in creating a NextGen E-Discovery Playbook:

Blog Post: What Does a NextGen E-Discovery Playbook Look Like?

Free Guide: What Does a NextGen E-Discovery Playbook Look Like?

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Smarsh

Smarsh

Smarsh® helps organizations get ahead – and stay ahead – of the risk within their electronic communications. With innovative capture, archiving and monitoring solutions that extend across the industry’s widest breadth of channels, customers can leverage the productivity benefits of email, social media, mobile/text messaging, instant messaging/collaboration, websites and voice while efficiently strengthening their compliance and e-discovery initiatives.

A global client base, including the top 10 banks in the United States and the largest banks in Europe, Canada and Asia, manages billions of conversations each month with the Smarsh Connected Suite. Government agencies in 40 of the 50 U.S. states also rely on Smarsh to help meet their recordkeeping and e-discovery requirements.

The company is headquartered in Portland, Ore. with nine offices worldwide, including locations in Silicon Valley, New York, London and Bangalore, India. For more information, visit www.smarsh.com.
Smarsh
Archiving and Compliance Blog

Our Blog explores the news, trends and best practices in electronic recordkeeping. It’s about managing and getting value from your electronic communications data. It’s about satisfying legal and regulatory obligations. It’s all about turning compliance liability into business insight.

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Smarsh handles information you submit to Smarsh in accordance with its Privacy Policy. By clicking "submit", you consent to Smarsh processing your information and storing it in accordance with the Privacy Policy and agree to receive communications from Smarsh and its third-party partners regarding products and services that may be of interest to you. You may withdraw your consent at any time by emailing privacy@smarsh.com.

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Smarsh handles information you submit to Smarsh in accordance with its Privacy Policy. By clicking "submit", you consent to Smarsh processing your information and storing it in accordance with the Privacy Policy and agree to receive communications from Smarsh and its third-party partners regarding products and services that may be of interest to you. You may withdraw your consent at any time by emailing privacy@smarsh.com.