To promptly comply with a legal hold, a global AmLaw 100 law firm needed an improved approach to identifying which employees at a major international cruise company might possess relevant material. The existing approach – physically distributing and collecting and manually analysing extensive (approximately 50 questions) paper surveys of 95 employees across four departments – was costly, inefficient, labour-intensive, and unable to provide real-time progress/status information or facilitate detailed analysis of the survey results.

Challenge

The existing approach had multiple shortcomings:

• Time-consuming to distribute and collect physical surveys
• Slow response time due to numerous questions irrelevant to certain types of employees
• Unable to provide real-time status information (completion rate, etc.)
• No way to analyse responses for quantitative insights, links between custodians, etc.

Solution

• Comprehensive review of and redesign of survey process and materials
• Creation of multiple, department-specific versions of survey
• New, detailed, easy-to-follow directions for each department and job type
• Elimination of duplicative questions and unnecessary material
• Online hosting in RelativityOne Legal Hold via a secure portal for respondents
• Real-time tracking of employee responses
• Quantitative and relational analysis facilitated using RelativityOne