Connected Suite Spotlight Series –
Discovery – the Connected Suite Application that Helps You Organize Cases and Legal Holds in a Snap
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.
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:
*User Guide content is only accessible by current Smarsh clients
You might also be interested in creating a NextGen E-Discovery Playbook:
Free Guide: What Does a NextGen E-Discovery Playbook Look Like?
Share this post!
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.