How to consolidate your data before searching to save time and money

Performing discovery for custodians can present unique challenges including additional expenses and work. Most often, when a legal department requests that a custodian’s mail be searched, the scope is to not only include the active mail file, but also the past nnn (e.g. 36) months of restores. That is a lot of duplicate data that is searched for each custodian. What do I mean by duplicate data? Let me explain.

Let’s say that John Smith is one of the custodians, and his active mail file is 5 GB in size. Since John has always kept everything he ever sent and received (not acknowledging the ‘Delete’ key at any point in his career), John has a lot of historical mail. If legal has stated they need the past five years (60 months) of restores searched for every custodian, this means that for John alone, there will be 315 GB, 61 (1 active, 60 restores) databases x 5 GB, of data searched. If you do the math for the number of custodians that need to be included, you will be encroaching on multiple TBs of data included in the search. This can be very costly and time-consuming.

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If you take a bird’s-eye view of the email landscape, you can see that there could be hundreds, if not thousands of messages that exist in either all or most of the restores per custodians. This means that if you are paying a third party to perform searches, you are paying them to find the same messages over and over, which may be costing you a great deal of needless expenses. If you are performing the search yourself, then you are spending many extra hours per custodian to produce duplicate results that you either must de-duplicate or that must be de-duplicated using whichever software is performing the searches.

To combat this problem, we recommend you consolidate the messages per custodian, before either providing the data to a third-party or searching the data yourself. Consolidation Attender will de-duplicate the messages across all databases (active mail, archives and restores) for every custodian and create one database that has a superset of all messages. So, if the same message exists in all restores and is still within the active mail file, that message will only appear once within the designated consolidated database, instead of being searched 61 times using the scenario described above. And if you are creating full-text indexes for all of the restored databases, imagine how much time and effort is saved by only full-text indexing one database per custodian!

Consolidation Attender uses a methodology that will ensure that each message is only represented once within the consolidated database, unless the user has altered the message. If the message has been changed, Consolidation Attender will determine that the message is not a duplicate of all others that look like duplicates.

In summary, Consolidation Attender can merge and simultaneously de-duplicate all messages across active mail files, archives and restores per custodian, in order to save you both time and money during your discovery process. Contact us today to learn more or to see it for yourself!

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