The Vendor is required to provide of a cloud-based electronic discovery (“e-discovery”) software as a service (SaaS) solution that will allow office to collect, store, process, analyze, review and produce electronically stored information (“ESI”) as part of discovery in litigation.
- Must be able to provide a secure, cloud platform, housed in the continental states with intuitive and user-friendly ESI data processing, review, analysis, predictive coding, artificial intelligence, and production tools.
- The software must be compatible with all browser applications including google chrome, Microsoft edge, and safari.
- The system must be able to support multiple users simultaneously accessing the platform from secure, web-based connections.
- The software functions must be able to cover the full cycle of electronic discovery reference model (“EDRM”) including the following stages: identification, preservation, collection, processing, review, analysis, production, and presentation; essentially mapping out the entire process of managing electronically stored information (ESI) from initial identification to final production in a legal case.
- Identification: able to locate and identify potentially relevant ESI within the county’s information ecosystem. 
- Able to interface with county’s single sign-on (SSO), Microsoft office 365 and active directory.
- Preservation: able to place a legal hold on identified ESI to prevent its alteration or deletion. 
- Able to send preservation notices and place custodians on legal holds using either vendor’s legal holds component of the eDiscovery software or integrate with counties in-house legal holds application.
- Initiate legal holds in office 365 and track legal holds status.
- Collection: able to collect the identified ESI from various sources, including email systems, file servers, and personal devices, using appropriate collection methods.
• User can upload files and folders in bulk including, but not limited to these file formats: zip, PST, Microsoft office files, deposition document, e.g. PTX, video and audio files, e.g. AVI, mp4, mp3, wav.
• allow users to drag and drop files and folders into upload portal.
• Capable of extracting and importing data directly from the enterprise platforms including office 365 (teams, one drive, outlook, SharePoint).
• Able to support the upload data from other cloud-based platforms including but not limited to dropbox, google vault, slack, box.
• Able to support the upload and processing of data from handheld devices (mobile phones and tablets) running iOS, android, and other sources such as social media websites, including e.g. SMS messaging and WhatsApp chats.
• Able to transcribe videos and audio files to text after importing to eDiscovery software.
• Create secure online link for external users, e.g. county department’s contacts, to upload ESI data into the eDiscovery platform.
- Processing: able to clean and organize the collected data by extracting data from packaged files, removing duplicates (deduplication), extracting metadata, denisting, optical character recognition, and converting files into a reviewable format.
• Provide customizable tagging features for reviewers to tag document according to responsiveness, privilege, and any custom tags defined by users.
• Generate OCR to recognize text of all imported documents. 
• De-duplicate documents.
• Able to separate upload staging area from review work area for easy culling and efficient usage of storage space.
• Provide analytic tools to identify email threads, first and last email in the chain, and “inclusive” emails which have all attachments in the thread.
• Allow reviewers to interpret the reviewed data in the context of the case to identify key themes, relationships, and potential legal implications. 
• Allow reviewers to search, sort, segregate and group data utilizing keyword, queries, file types, tags, and metadata.
• Provide early case assessment with tools to analyze ESI in visual display, categorize types of documents and messages, and identify parties in the communication, i.e. who is talking to whom.
• Able to use filters to quickly prioritize and publish only the relevant data that matters to case for easy culling.
• Allow third party to access via a link to a subset of documents for review.
• Use artificial intelligence to analyze search patterns and results.
• Users can visualize search results in graphs and drill down or apply filters to reduce to smaller result.
• Able to ingest all common video and audio file types and generate transcript in text.
- Redaction: redaction is an important component for the eDiscovery software.
• Reviewers can enter keywords for global search and apply redaction on search-and-redact all.
• Redaction tool has built-in detection of personally identifiable information (PII), e.g. SSN, DOB, driver license. 
• The application can detect and redact PII automatically.
• Allow users to review redacted area throughout the documents and make changes or remove redaction.
• Able to redact video and audio files from transcript in text.
- Review:
• Allow for native file review
• Provide mechanism for teams of reviewers to be assigned batches of documents to review
• Provide collaboration among reviewers to tag documents and make comments and share data in real time as conversations using text messages, emoji’s, attachments, edits and comments.
• Ability to review audio and video files with transcript simultaneously and redact with redactions applied to video and audio.
• Must be able to provide training to new users at no additional cost.
• Must be able to provide technical support with live support at the help desk during office hours.
• Provide any enhancements or upgrades to the e-discovery solution at no additional cost.
• Provide the option for users to apply artificial intelligence for search.
- Contract Period/Term: 1 year