As part of our series in exploring the lesser-known features of Discovery Attender, this post focuses on Compare Searches, a useful option when culling and collecting data for eDiscovery purposes. It is not uncommon to produce a set of results only to have requestors add additional keywords, expand a date range or include other criteria to find additional results that need to be collected from the same custodian. To save costs and reduce redundancy, Compare Searches lets users pinpoint items that only match the new criteria and avoid those that have already been produced in previous exports. This helps to minimize work and the chance of duplicate processing – not to mention, the costs associated with both.
Compare Searches employs a wizard to walk users through the process of matching the results from the current set to ones that have run previously. If a result item is present in both searches, the identical results will be marked with a user selected icon. Filters can then be deployed to limit exports to only the items that have not been previously produced.As with all Discovery Attender functionality, no document metadata is altered or deleted.
To start the wizard, open the Results Management screen, select the Result Summary node then click Actions, and then Compare Searches.
The wizard has several screens starting with the Select Type screen which offers different methods for comparing searches. The options include Same Source where a match is defined by key properties where the items originate from the exact same source location (PST, file path, etc.), Any Source which requires the items to match key properties regardless of source location, or Custom Criteria, which allows the user to choose the matching properties. With this Custom Criteria option, the Select Criteria screen will appear allowing users to select the custom matching criteria.There will be a page for each type of results (Messages, Attachments, or Files).
Once the matching criteria are chosen, users will select the sets they wish to match and the Mark (icon) which will be used to identify them.
Next, the database comparisons can take place. With large search sets or slower machines, this process can take several minutes. Once complete, the matching results will show the chosen icon. At this point, the filters can be deployed to assist in exporting the smaller data set.
There are several methods for filtering in Discovery Attender. To exclude the items that were marked in the compare searches, select the Filter by Mark option from the toolbar or context menu, and select the No Mark option and click OK.
This filter will then be applied to eliminate the results that have already been produced. Keep in mind that filters can be used in conjunction with all the views and other functionality to make for more robust reporting; that is a subject for a future article.
Try the Compare Searches functionality whenever you have additional production requests. As always, if you have any questions, comments or future article suggestions, please don’t hesitate to contact us at Sherpa Software.