eDiscovery Cloud Migration: Four Steps to Success

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For organizations making the shift to cloud-based eDiscovery tools, achieving the best outcomes requires planning, stakeholder involvement, and change management. Epiq’s Managed Services Implementation team helps clients with this transition on a daily basis. Drawing from this experience, we've summarized steps you can use to lead your team to success.

Step 1 — Setting the stage: Stakeholder identification and scoping

The first step in transitioning to the cloud is identifying the stakeholders. eDiscovery's multidimensional nature means that many professionals play a role, from legal and IT professionals to project managers and end-users. Once you’ve identified these stakeholders, take the time to understand their unique requirements, challenges, and how the migration impacts their workflows.

The first step in transitioning to the cloud is identifying the stakeholders.

Shareholder engagement with businesspeople.
Identify and engage with stakeholders to gather useful information before developing a strategy to migrate cloud-based eDiscovery tools. Vasilyeva Elada / Shuterstock.com

Information from your stakeholders will inform strategic scoping. Some items you will need to scope include the scale of data involved, the features required in the destination environment, and any risks associated with data transfer.

Step 2 — Communication: Building bridges between tech and teams

Successful migrations require clear and precise internal and external communications. From daily status updates to periodic reports, every piece of information should be understandable by both technical teams and non-technical stakeholders.

Businessmen working team connect jigsaw puzzle bridge.
Effective communication between technical and non-technical teams is imperative to ensure a successful migration. Art of Ngu / Shutterstock.com

However, communication can’t just be about status or errors. You need to describe the purpose and benefits of migration and educate users about the new environment.

From daily status updates to periodic reports, every piece of information should be understandable by both technical teams and non-technical stakeholders.

Step 3 — Workflow design and onboarding: Seamless integration

The next step in your migration is redesigning workflows related to discovery components, monitoring methods, and quality control. These new workflows need to align with existing processes in your surrounding environment.

Once your workflows are set, onboard your team. While most organizations use training sessions, you should also plan for continued support until all stakeholders are comfortable in the new environment. They need to understand how each tool works and why they should want to use it. It is important to communicate intended outcomes and how the new tool solves problems, not just the buttons your end-users need to click.

Step 4 — The migration challenge: Strategy, monitoring, and quality control

Migrating highly sensitive eDiscovery data requires precision. Depending on the scale, various methods come into play. For instance, Relativity offers defensible and secure techniques from basic transfers to holistic environment shifts.

Migrating highly sensitive eDiscovery data requires precision.

An effective migration strategy also requires monitoring, including periodic status updates, proactive error identification, and maintaining open channels of communication throughout. Quality control should ensure every piece of transferred data is verified and accounted for in the destination.

Hand pointing at quality control and improvement concept.
Monitoring and quality control are two helpful methods in-house counsel can utilize that will assist in providing accurate eDiscovery data. Dapitart / Shutterstock.com

Take the leap with confidence

Follow these steps and you will be well on your way to a successful eDiscovery cloud migration. If you need extra help or are looking for a partner to ensure you have not missed any details, consider working with an experienced Alternative Legal Services Provider (ALSP). Our team at Epiq would be happy to help!

Disclaimer: The information in any resource in this website should not be construed as legal advice or as a legal opinion on specific facts, and should not be considered representing the views of its authors, its sponsors, and/or ACC. These resources are not intended as a definitive statement on the subject addressed. Rather, they are intended to serve as a tool providing practical guidance and references for the busy in-house practitioner and other readers. Information/opinions shared are personal and do not represent author’s current or previous employer.