Enterprises of all stripes are moving to the cloud for the innumerable benefits that this computing model purveys. Thanks to these advantages, the cloud is now central to eDiscovery because this is where much of the crucial data is stored.
Here is what you can do to move data to the cloud and start using simple and predictable eDiscovery solutions also known as eDiscovery software as a service or SaaS.
1. Hybrid cloud computing first
You should first go for the hybrid cloud computing model. As the name suggests, the hybrid model enables you to save data onsite and offsite.
The most critical data should be kept on-premises. You should then monitor cloud computing for benefits and issues. During this time, you should proactively iron out any issues with the cloud. Once you are satisfied that the cloud is a feasible choice for your critical data, you can think about shifting eDiscovery to the cloud.
2. Does cloud computing give you control over data?
Even after transferring data to the cloud, you will have several responsibilities to ensure its integrity and availability for eDiscovery. The cloud model does not mean that you can delegate the responsibility of safeguarding data to a third party. Cloud or no cloud, you have the ultimate responsibility for maintaining your data.
Hence, you should ensure that cloud computing gives you the necessary control over data so that you meet legal requirements. You should get in touch with your service provider to find out what steps they are taking to keep your data safe from cyber threats and other possible issues that could harm the integrity of your data.
3. Risk Assessment and working with cloud service providers
Hold high level meetings with legal and IT experts to assess opportunities and challenges that the cloud poses for eDiscovery. Work out protocols and mechanisms that will mitigate risks and expedite eDiscovery whenever it is called for.
Proof of concept testing and procedures will be vital for helping you to discover obscure threats and potential issues.
Your own IT experts should make recommendations to your service provider if necessary and the service provider should be amenable. Since cloud service providers are the primary custodian of data, their cooperation is essential for foolproof eDiscovery. In addition, it is important that you know everything they are doing before considering moving eDiscovery to the cloud.
4. Training employee to work with the cloud
The organization should train its employees to use the cloud in the most responsible and efficient way. Since cloud services are geared towards user-friendliness, training employees to work with the cloud should not be problematic. Listen to employee concerns and do your best to remediate them. Being data custodians and key stakeholders, your employees could give you useful insights into eDiscovery challenges and possible solutions.
5. eDiscovery expert collaboration
Get your legal experts and IT professionals to work out a robust implementation strategy that will make it easy for your company to move eDiscovery to the cloud and gain maximum leverage. Make sure that eDiscovery is high on the agenda and a top priority.
Finally, you can consult with cloud service providers and experts who have a history of dealing with eDiscovery software as a service (SaaS). Their proficiency could prove invaluable towards seamless eDiscovery.
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