Government agencies at all levels – state, local and federal – today face significant challenges, in part thanks to a number of requirements designed to help maintain transparency. As state and local governments have begun to modernize their Public Records Request (PRR) processes through the use of technology, federal agencies have done the same by seeking FedRAMP-authorized eDiscovery software.
However, governments of all types must increasingly deal with governance, risk and compliance issues similar to those that businesses must manage. These initiatives range from eDiscovery activities required by litigation to compliance and privacy/cybersecurity investigations. All of these legal and compliance challenges stem from how the agency manages its data, including keeping it organized and available, in addition to security and other considerations.
Exterro was approached by a large defense agency looking for a better data management solution that followed FedRAMP protocols and was able to retain, identify, collect, review and quickly produce information for a range of needs, including but not limited to:
- Complete PRRs
- Privacy needs
- Congress inquiries
The agency needed a software platform that could perform every step of the Electronic Discovery Reference Model (EDRM) process to help reduce legal and financial risk to their data. Their known data universe, not including data on mobile devices, was over 2,000 terabytes (or 2 petabytes), with most of it residing in cloud databases, email, and shared drives. They also housed large volumes of data in SQL databases, hard drives, and SharePoint folders, and needed Azure, AWS, and O365 integrations to connect to the data.
The bottom line: the agency faced significant challenges in quickly accessing relevant data across a large network of servers and systems, and needed a more efficient and powerful processing engine.
Seeking a “streamlined, user-friendly, world-class process” for researching data
The agency had a number of stakeholders who had specific use cases, which meant the software needed to be agile and help teams meet a wide range of needs.
“The agency was looking for a versatile legal and compliance tool that was truly world-class to help streamline their data processes in a user-friendly way,” said Peter Morse, Exterro’s sales manager who worked with the agency. to find the software solutions they needed. “Their needs spanned a range of typical government and legal processes, but more than ever, the public sector is facing new challenges and demands on their data, which means the technology to solve these problems has become more necessary. .”
Stakeholder needs were no different than many private sector needs. For example:
- Senior management needed a cost-effective platform that reduced legal and financial risk by helping to produce data efficiently
- The legal department needed to be able to retain and collect data across
a number of data sources and diverse people across in a timely manner, with comprehensive review capabilities to prepare legal cases for court deadlines
- Technical teams needed to receive collection requests that were as specific as possible, which meant they also needed a tool that could surgically find data across all data sources, as well as workflow engines that could orchestrate effective processes in a way that reduces legal risk.
“One of the most critical factors was ensuring that support was there every step of the way – and that’s something that set Exterro apart from the rest, along with rigorous security standards for house the sensitive data,” Morse said. “Making sure that we would not only help with the installation of the system and the deployment of the cloud, but also with the training of the teams so that they use and understand all that they can do with the platform. And it’s ongoing, so we’ll be there to help them in whatever way suits them best.
Technology used: Exterro Legal Hold, Exterro Employee Change Monitor, Exterro, E-Discovery Data Management Platform (EDDM), integration adapters for Microsoft Office 365, Sharepoint and more.
Exterro EDDM can help boost government efforts to improve efficiency and safety, and this agency is designed to succeed in the future.