Corporate Document Management & Information Governance Survey
The purpose of this corporate survey is to gauge your organization’s current level of implementation and understanding of Content Management System best practices. As courts assign increasingly heavy burdens of good data stewardship, it is important to recognize gaps in capabilities and opportunities for improvement. Global Legal Discovery is your “Trusted Partner” in litigation to help you facilitate and manage this process for you and your company.
Full Name
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First Name
Last Name
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Phone Number
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Company Name
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Before You Begin...
Before you get started we wanted to thank you for taking the time to fill out this survey. This survey will take 10 to15 minutes to complete, we carefully crafted the questions to provide us with a much better understanding of your current document management and information governance system. A thorough completion of this survey will help us to better serve you and provide a solid foundation for our role as a potential consultant and solutions provider. Thanks again!
Would you say your current system of data controls allows for the clear establishment of chain of custody?
Yes
No
What has been your biggest challenge in developing a reliable Content Management System workflow?
In reference to the above question: How complete is this process?
1
2
3
4
5
Least
Most
1 is Least, 5 is Most
Has your organization identified and delegated clear and repeatable workflow steps for the Content Management System?
Yes
No
Are users restricted from accessing data on your current system from anywhere using any computer?
Yes
No
Can your organization’s current data storage and collection system scale to meet geographic, network and workload demands of your organization as you grow?
Yes
No
Should your organization experience significant growth, would the current data storage and collection solution require significant further investment in technology or support Staff?
Yes
No
What software’s currently provide the structure for your information management system?
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Does your organization currently have an active Information Governance program?
Yes
No
If no: Would you like to implement or learn more about an active IG program?
Yes
No
Does your organization currently have a formal information governance team?
Yes
No
Which C-level executive currently has ultimate responsibility for Information Governance at your organization?
CEO
COO
CIO
CTO
General Counsel
Committee Represented by Multiple Departments
Unsure
Other
Please choose the following IG benefits that are most important to you:
Not Important
Somewhat Important
Very Important
Ensuring regulatory compliance
Lowering the cost of eDiscovery
Implementing effective retention and preservation legal hold programs
Reducing the amount of digital information stored
Gaining efficiency by imporoved management of information assets
Do you now, or do you plan in the next year, to engage an initiative to address any of the following issues?
"Big Data" Governance
Cloud Computing
Social Media Governance
Shared Drive clean up or migration
Formalized Legal Hold processes
None of the above
Do you have a documented legal hold notification process?
Yes
No
If no: Would you like to implement one or learn more about this process?
Yes
No
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Do you leverage a commercial off-the-shelf (COTS) solution to manage the legal hold notification process (e.g. IBM/PSS Atlas, Exterro, Legal Hold Pro, etc)?
Yes
No, we developed a system internally
No, we don't use a tool to manage this process
Unsure
If no, how do you track the legal hold process?
Spreadsheet
We do not track it
Other
Who is ultimately responsible for the legal hold notification process?
Legal
IT
Both IT and Legal
Unsure
Other
What is your role?
Legal – Attorney
Legal – Paralegal
Litigation Support
IT / IS
Records Management
Compliance
Other
What is the size of your organization?
1-49
50-99
100-499
500-999
1,000-4,999
5,000-9,999
10K+
Does your company have allocated budget or budget plans for information governance over the next 12 months?
Yes
No
If yes, what is the budget?
Does your company use a disaster recovery solution and are you confident in its capabilities?
Yes
No
If no: Would you like to implement one or learn more about a disaster recovery solution?
Yes
No
In the event of significant data loss or a broad discovery request, are you concerned that critical business functions or case data might be negatively impacted or misplaced?
Yes
No
If so, what would be the resources / departments that would be impacted the most?
How long would this take to recover your lost data?
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In your current data environment, are you clearly able to determine which cases/matters individual custodians or data you been taxed?
Yes
No
Do you feel you can easily change permissions and adequately protect access to critical case data?
Yes
No
Can your Document Management System adequately identify and retrieve all relevant data for any matter?
Yes
No
Do you have a data mapping solution in place? If yes, how satisfied are you with your current process?
Yes
No
If no: Would you like to implement one or learn more about a data mapping solution?
Yes
No
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Do you have a complete, written and current data retention/preservation policy?
Yes
No
If no: Would you like to implement one or learn more about and effective data retention / preservation policy?
Yes
No
Are there any 3rd Party systems or vendors critical to your litigation hold process? If so please list them?
Does your current litigation hold process address both electronic and hard copy data for preservation?
Yes
No
Do you utilize templates for your preservation process to introduce efficiency?
Yes
No
Has the organization received any legal advice on data retention?
Yes
No
Has the organization received any formal audits related to IT infrastructure and/or data retention?
Yes
No
Has the organization undergone an audit directly focused on Sarbanes Oxley compliance?
Yes
No
Who is in charge of documenting the regular execution of data retention and destruction?
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Does the organization have forensic collection capability?
Yes
No
If no: Would you like to implement one or learn more about forensic collection?
Yes
No
Do you feel your process of data preservation is legally defensible and supports Chain of Custody?
Yes
No
Do you have a “Litigation Response Plan” in place for the most concerning and frequent matter (litigation) types?
Yes
No
If no: Would you like to implement one or learn more about an effective “Litigation Response Plan”?
Yes
No
Please provide a brief description of the last discovery request your organization faced and how documents were collected. Were there any particular obstacles, disruptions or unforeseen pains in the process?
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Do you currently perform any type of data processing in-house to include data culling, tiff conversion etc…?
Yes
No
If yes: what data processing tools are you currently using in-house?
What are the performance service level objectives within your organization in terms of data processing for Analysis, Culling and Review?
What data processing services do you currently out-source?
What is the biggest challenge with your current solution for data processing?
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Do you currently have an internal document model in place?
Yes
No
No: Would you like to implement one or learn more about this model?
Yes
No
If yes: Please explain what you would like to see in regards to a solution.
In your organization’s current e-discovery model, does an attorney review, categorize and sub-categorize documents in a cost effective and efficient manner after processing?
Yes
No
Does the ability to assign roles to individuals for the purposes of limiting access to redactions and documents to safeguard the review process exist?
Yes
No
Do your attorneys constantly switch software to view documents in their native formats or is there a single software source that allows for viewing of multiple file types (excluding Acrobat)?
Yes
No
Have you used conceptual searching or predictive coding during your review process?
Yes
No
When reviewing attorneys come across near-duplicate documents, are the differences easily highlighted or must they be identified word-by-word?
What review databases have you used in the past to facilitate your review process?
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What is the internal method of analyzing and reducing the subject corpus of data down to a manageable subset?
Are you easily able to quantify what and how many documents did and did not meet search criteria for ECA/EDA phases?
Yes
No
Are you able to easily view email data in a way that allows for contextual understanding of the chain of communication, including parties involved and subjects?
Yes
No
Has your organization enacted a function that clearly illustrates who viewed data and when during the review process?
Yes
No
If yes: please explain:
What is your current process in place for producing data?
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Who or what department manages your data production to opposing Counsel?
How up-to-date is the current production process for your organization?
What is your preferred format to exchange and receive documents in litigation?
For reference, do you log branding history, confidentiality designated ID’s or watermarks placed on production documents?
Yes
No
What is your system in place for identifying privilege documents prior to production?
How do you apply redactions to sensitive material?
Would the organization currently have the reserve personnel and infrastructure to handle an increased effort in data retention?
Yes
No
Would you say that there is presently an opportunity to be spending MORE, or spending LESS, on internal eDiscovery solutions?
More
Less
Is there a current budget in place to create / maintain a data preservation / active litigation response plan?
Yes
No
If yes, what is the budget?
If no: Would you like to implement one or learn more about putting in place a cost effective process for your eDiscovery and litigation needs?
Yes
No
What did you think of the survey? Any ideas or recommendations?
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