Document Solutions, Inc. Proves the Case for Remote Data Collection

Dec. 16, 2010 - PRLog -- E-discovery is an accepted component of practicing law. However, with that acceptance come demands to streamline related costs and timeframes while still accommodating increasing volumes of data, sometimes from multiple locations.

Document Solutions, Inc. (DSi), an e-discovery and digital forensics company, is constantly working to solve this dilemma and, to that end, is now offering a new money-saving technology for its clients: remote data collection.

“We don’t jump on new technology simply because it’s new. However, if our tests show that something can save money and time for our clients, and help to ensure the highest quality product, then we include it in the mix of services we offer. Remote collection passed these tests with flying colors,” said Kevin Tyner, CFO and co-founder of Document Solutions, Inc.

Remote data collection allows DSi to send a small piece of hardware, similar to a thumb drive, to a location where it is used to gather data in a forensically sound and accepted manner. The recipient plugs the device into the target computer and the device, pre-programmed by DSi’s technicians, automatically finds the data that has been deemed relevant and saves it to an accompanying hard drive. The result is exact, quick and defensible.

“When we determined that this technology would be beneficial to us and to our clients we got a few options in to test,” said Gary Torgersen, DSi’s vice president of operations and technology “We determined that the EnCase Portable, a pocket-sized USB device that can quickly search and collect documents, Internet history, images and other digital evidence, was the best solution available. ”

As an example, DSi recently completed a project involving 65 individuals in 12 different locations, including Puerto Rico. They had 45 days to collect, process, review and produce. It would be both time- and cost-intensive to travel from place to place, coordinating with various people and companies to obtain access to each computer. Instead, these “plug-and-play” devices were sent to each location, with the software programmed to filter and hash-verify as it collects.

The total universe of data was equivalent to approximately 45-50 million pages of information, which was obtained over a 25-day period. As data was received back, DSi was able to process it for their client to start the review, allowing them to easily meet the short deadline.

Not only did the EnCase Portable devices save time by allowing filtering at the point of collection, they saved money. These small devices allowed DSi to provide a flat rate per machine, including collection and filtering. They were able to lower their cost to one-third of what it would have been using traditional techniques – not including travel expenses. With 65 machines, that’s a substantial savings.

“We are excited that EnCase Portable product is enabling DSi to better serve their clients,” said Steve Salinas, product marketing manager, Guidance Software, Inc. “The beauty of EnCase Portable is that once configured by an expert to meet specific collection requirements, absolutely anyone with basic computer skills can perform a collection. That flexibility increases productivity and effectiveness for all involved.”

Not only was Document Solutions, Inc. happy with how well the process worked, the client was thrilled with the results.

“In terms of DSi’s service and my satisfaction, I couldn’t be happier,” said their client, who chooses to remain unnamed due to the legal matter. “DSi was extremely responsive, always getting us what we needed in a very prompt manner, and there were no issues with the data. Zero complaints.”

Remote data collection reinforces DSi’s commitment to excellent customer service by allowing them to put the latest technology to work for its clients. This goal has also led the company to develop its own software to improve on what is currently available. Three programs are currently available on their web site, www.document-solutions.biz: 1) Rezembler, a near-duplication detection tool, 2) USB Write-Blocker, for viewing the contents of USB drives without making changes to the files’ metadata or timestamps and 3) MS Word Text Extraction, used to easily extract text from .doc, docx and .rtf files. All three programs are free of charge and others are in development.

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About Document Solutions, Inc.:

Serving law firms and corporate legal departments nationwide, Document Solutions, Inc. (DSi) is a litigation support services company that provides a wide range of traditional and technology-driven services, including Electronic Discovery, Digital Forensics, Data Recovery, De-Duplication of both digital and paper files, Copying, Photocopying, Printing, Trial Boards, Document Management, Document Scanning, Imaging, Optical Character Recognition and more. From cutting edge work in digital forensics and e-discovery to extremely rapid imaging and photocopying within the highest quality standards, DSi’s goal remains the same: to make it easier for attorneys to provide their clients with timely, fully informed and well-prepared legal counsel. DSi is headquartered in Nashville, Tenn. and also has offices in Knoxville, Tenn. and Cincinnati, Ohio. http://www.document-solutions.biz/