As the size of document collections continue to explode, finding the evidence needle in the ESI haystack is more challenging than ever. Understanding the latest tools, indexing techniques, and features associated with advanced eDiscovery keyword search will allow you to conduct a highly effective review while still delivering your production on time. The webinar discusses recent developments in keyword search methodology with a focus on applying these tools to ensure your data is indexed and completely searchable.
http://www.lexbe.com/resources/ediscovery-webinars/best-practices-advanced-ediscovery-search/?LEX=slideshare
For a complete listing of our free onDemand presentations see our Lexbe eDiscovery Library here: http://lexbe.com/resources/ediscovery-webinars/?LEX=slideshare
The Lexbe eDiscovery Library is an educational resource including webinars, presentations, MP3 podcasts and other materials covering a variety of practical subjects involving legal document management and e-Discovery. Access is available and free on registrations to lawyers, litigation paralegals and legal assistants, in-house counsel, litigators, litigation support, eDiscovery IT, Information Technology, litigation support and related professionals, who are involved in legal document management, electronic discovery, deposition or trial preparation.
To receive notices of future live and on-Demand webinars as part of the Lexbe eDiscovery Webinar Series, please email us at webinars@lexbe.com or follow-us on LinkedIN: https://www.linkedin.com/company/lexbe
Beginners Guide to TikTok for Search - Rachel Pearson - We are Tilt __ Bright...
Lexbe eDiscovery Webinar- Best Practices: Advanced eDiscovery Search
1. Best Practices:
eDiscovery Search
Improve Speed and Accuracy of Reviews & Productions with the Latest Tools
February 27, 2014
Karsten Weber
Principal, Lexbe LC
eDiscovery FAST
2. eDiscovery Webinar Series
○ Takes Place Monthly
○ Cover a Variety of Relevant eDiscovery Topics
Next Month:
Legal Timelines and Early Case Assessment
○ Presentations Available for Download by Registrants.
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Info & Future
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3. If you have any questions or technical issues, please e-mail them to:
webinars@lexbe.com
Questions will be forwarded to Karsten and answered during the webinar or via
e-mail if we run out of time.
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
eDiscovery Webinar Series
Questions & Technical Issues
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4. ○ Current
- Principal of Lexbe LC
- Principal Architect of Lexbe eDiscovery Suites and Lexbe
eDiscovery Services
○ Prior Experience
- Consulting Expert, Lumin Expert Group
- Director of Software, nLine Corporation
- Software Engineering Manager, KLA-Tencor
○ Education
- MBA, University of Texas
- M.S. Engineering, Danish Technical University
Karsten Weber bio
eDiscovery Webinar Series
Contact
Karsten Weber
512-686-3469
karsten@lexbe.com
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
5. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Use of Keyword Search In Discovery
○ Early Stage Culling - Reduce amount of ESI to be reviewed by using
keywords to cull document collections.
○ Keyword-Based Responsive & Privilege Review - Construct search
queries to return documents that are likely to be responsive,
confidential. Search by name and email of counsel; privilege, work-
product, confidential and related keywords.
○ ID Documents for Depo Prep - Find and assign key documents related
to specific case participants to prepare for depositions. Search by email
addresses used, names and nicknames used, important issues
associated with deponent.
○ ID of Key Docs for Trial - Find and mark key case documents. Code
documents that will be needed for trial.
eDiscovery FAST
6. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Pros of Keyword Searching
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○ Fast - Keyword search is very fast compared with other document
search methodologies.
○ Inexpensive - Good results can be obtained at little cost compared with
manual review or other computer assisted methodologies.
○ Quality - Search can deliver high quality results, particularly if keyword
terms are carefully developed and tested.
○ Avoids Manual Review Errors/Inconsistencies - Search results are
computer generated, and so avoid known human review errors that
can result from fatigue, inadequate training, lack of focus, etc.
7. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Cons of Keyword Searching
eDiscovery FAST
○ Search Can be Over or Under-Inclusive - Search terms can bring back
too many junk results or miss good results. These are known as ‘false
positives’ and ‘false negatives’.
○ Difficulty of Creating Good Search Terms - Constructing good search
terms takes design time, testing, iterations, and analysis.
○ Non-Searchable Text - Search results can only be as good as the
underlying searchable text. ESI collections and review tools can miss
text that a human reviewer might catch for a variety of reasons.
○ Some file types can’t be indexed - There is little consistency in what
files can be indexed across litigation databases.
8. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Construct Quality Searches
○ Start with Request for Production - Translate the demands of the RFP into
a keyword search strategy.
○ Interview Custodians - Ask key case participants / data custodians about
their ESI. Use their insights and their terminology to find obscure key
documents.
○ Include Jargon - Seek out industry or company, company sub-culture
specific terms you may not be familiar with.
○ Included Misspellings - Include misspelled versions of keywords or (use
‘fuzzy search’ settings or boolean limiters) in your search string to
account for emails, etc. with typos.
eDiscovery FAST
9. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Use Search Expanders
Search Expanders Enable Easy Expansion to Reduce False Negatives
○ Concept - Thesaurus lookup and synonym search. Conceptually expands
search query.
○ Stemming - Expands query to include derivative terms associated with the
search keywords.
○ Fuzzy - insertion deletion, or substitution of a character in the search
query to account for search error, spelling errors within the document,
and potential OCR error
○ Phonetic - Returns results that sound similar to the search query.
eDiscovery FAST
10. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Use Search Expanders
Concept Search Example
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‘Trade’ = ‘Swap’ = ‘quid pro quo’
11. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Use Search Expanders
Stemming Search Example
eDiscovery FAST
‘Trade’ = ‘Trading’ = ‘Trades’
12. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Use Search Expanders
Fuzzy Search Example - Misspelling
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‘Fastow’ = ‘Fastaw’ = ‘Fasto’
13. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Use Search Expanders
Boolean Search
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○ Basic Boolean Operators:
- AND: returns results including both terms
- OR : looking for at least one of a list of terms
- NOT : exclude terms you don’t want
- ( ) : can be used to separate OR statements from the rest of the
boolean string.
- PRE/n : First search term does not precede the second term by more
than n words.
- Wildcard Characters: ‘*’ replaces a letter in your search term, ‘!’ allows
for stemming search within a boolean query
14. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Use Search Limiters
Search Limiters Reduce False Positives (Noise)
○ Filter Out Unneeded File Types. Some file types are unlikely to lead to
useful information and can be excluded.
○ Use Boolean Modifiers to Limit Overly Expansive Searches - Boolean
modifiers can reduce the number of documents returned from a query
while increasing the relevance of those files. Exclude certain words or
combinations, and specify word order.
eDiscovery FAST
15. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Use Search Limiters
Boolean Search Example
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‘Lay’! w/25 ‘Chewco’
16. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Test Keyword Searching Results
○ Look at Results Returned. Searching without review and testing may result
in low quality results.
○ Sample & Look for Ways to Limit Search - Create new queries that reduce
false positives.
○ More new keywords. - Viewing search results may prompt the discovery of
additional keywords that could be used to expand or reduce search
queries.
○ Fuzzy and Concept Search - New keywords found by searching and
returning synonyms and near identical words.
Keyword searching becomes an iterative process.
eDiscovery FAST
17. There Are Traditionally Two Types of Search Indices:
○ Imaged and OCRed - The search text is coming from the files after they
have been converted to TIFF / PDF.
○ Extracted Text - The search text is coming from text extracted from the
original file.
Both approaches have significant limitations.
Best Practices for Keyword Search
Common Indexing Methods
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014 eDiscovery FAST
18. ○ Description - Native files (email, attachments, spreadsheets, etc.) are
converted to a paginated image file and then OCR is applied to make the
text searchable. (ex. TIFF production with no extracted text).
○ How? - Conversion software uses a ‘print-driver approach’ to virtually
image what would have been physically printed.
○ Data Not Indexed - Headers/footers/notes, comments and revisions,
highlighted text, hidden sheets or text, print selections, applied filters,
Best Practices for Keyword Search
Search Index Based on OCR of Imaged Files
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014 eDiscovery FAST
19. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014 eDiscovery FAST
Search Index Based on OCR of Imaged Files
‘Chewco 2000 Pro Forma Sheet’
‘Body Text’
OCR Based Index Will Include:
How Doc Appears Natively:
20. ○ Description - Available text from Native files (email, attachments,
spreadsheets, etc.) is extracted and indexed by the search engine using
text parsing. (ex. pure native review)
○ How? - Only available text is used. There is no OCR applied.
○ Data Not Indexed - Non-text files (ex. scanned documents) and embedded
text, objects, or visuals will not be indexed. Different native extraction
methods can also vary in their ability to recognize certain types of text.
Best Practices for Keyword Search
Search Index Based on Native Extraction
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014 eDiscovery FAST
21. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014 eDiscovery FAST
Search Index Based on Native Extraction
Native Extraction Index Will Include:How Doc Appears Natively:
Page 1/12
Chewco 2000 Pro Forma Balance
Statement Sheet [S1: CRITICAL ENRON
EVIDENCE]
Page 1/12
22. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Dual Index
Benefits of Dual Index Approach
eDiscovery FAST
○ The Lexbe search engine indexes both text extracted from Native files
(email, attachments, spreadsheets, etc.) and a paginated file converted
from Native files into PDF or TIFF and OCRed.
○ Most comprehensive approach minimizes potential for lost and
unsearchable data.
Index Method
Captures
Embedded Text
Captures Text
Excluded From
Print
Captures
Hidden Text
Imaged/OCR Yes No No
Native Extraction No Yes Yes
Lexbe Dual Index Yes Yes Yes
23. Best Practices for Keyword Search
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Dual Index
eDiscovery FAST
24. Thank You for Attending
About Lexbe and Contact Information
Best Practices for Keyword Search, Lexbe eDiscovery Webinar Series February 27, 2014
Phone (Toll Free) (800) 401-7809
Webinar Questions: webinars@lexbe.com
eDiscovery FAST
Next Month’s Webinar:
Legal Timelines and Early Case Assessment
Lexbe is an eDiscovery software and services provider based in Austin, TX.