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Confidential on-site project hosting
The client had a large amount of sensitive data that they wanted to be hosted in a highly secure environment, allowing review and redaction of sensitive documents before moving qualifying documents to the next stage of the project.
A range of options was presented to the client before the selection of the following two-stage workflow...
1. Initial filtering
Hosting the source data in a single-tenancy hosted environment, where the client had exclusive use of the hardware and software, as well as a dedicated physical space in a London data centre.
2. General review
Qualifying documents were then moved to a multi-tenanted system, where their data was kept separate from other projects by standard electronic means.
A little more detail - project methodology
The source data was located outside the UK and the client regarded this data as highly confidential and commercially sensitive. The initial filtering of the data (first pass review and redactions) needed to be completed on an isolated system, as the client did not wish the data to sit in a multi-tenanted environment. The data that was eventually promoted from the initial filtering was transferred to a standard multi-tenanted system after it was cleared for confidentiality or appropriately redacted. This methodology allowed a high level of security during the filtering stage and flexibility once the data was transferred.
There was an initial 12-month commitment for the initial filtering stage due to the hardware cost and data co-location minimum terms. After the initial 12-month term there were six-month extensions available.
Altlaw sourced and purchased the required servers (2) and SAN storage devices (16TB usable), along with the required ancillary hardware such as switches and load balancers. It was very important to scope this stage of the project carefully so that there was sufficient capacity to allow for unexpected data increases without undue interruption.
A suitable data colocation was identified and the client undertook a site visit to ensure they were satisfied with the physical and procedural security.
A server suite was leased and the equipment was installed into a dedicated cabinet with upgraded locks. A mid-level data processing and hosting software was selected and installed on the servers along with all other ancillary software required to operate the system effectively.
Data was received via encrypted drives and was loaded onto the storage device. 1.2TB of data was ingested into the review tool and deduplicated. This resulted in a total reviewable document pool of several million documents.
The client utilised over 50 reviewers based in their home country to undertake the filtering process. Altlaw sent supporting documentation to allow reviewer machines to be configured correctly and training material for the reviewers.
Altlaw provided daily reporting of progress and ensured that there were always adequate batches to maintain a consistent workload for the reviewers.
As documents were qualified for the general review they were batched up and transferred to Altlaw’s standard Relativity instance.
The Initial Filtering database was live for a total of 18 months before being decommissioned and the storage media returned to the client.
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