Epiq Systems Ltd

eDiscovery / eDisclosure Cloud Software - Relativity

Our eDiscovery / eDisclosure proposition includes forensic collection, document processing, hosting, filtering and analysis services for clients faced with challenges relating to data review for investigations, dispute resolution, tribunal or legal process. Our services prepare documents for online review and provide support and advice on best use of the software.

Features

  • Document processing
  • Document deduplication
  • Application of search terms and filtering criteria
  • Online document hosting
  • Advanced searching and analysis
  • Document coding and categorisation
  • Email threading, near duplicate analysis and data visualisation
  • Technology Assisted Review
  • Redaction
  • Document production

Benefits

  • Track documents and metadata in a forensically sound manner
  • Prepare documents for review by legal teams
  • Collate evidence in single repository for analysis
  • Fast access to relevant information within large data sets
  • Advanced analysis to assist with grouping of documents
  • Protect confidential, personal and privileged information
  • Disclose documents to meet legal obligations
  • Defensibly cull document populations
  • Prioritise documents in order of likely relevance
  • Epiq is a Relativity and Relativity One certified partner

Pricing

£60 a licence a month

Service documents

Framework

G-Cloud 12

Service ID

3 1 7 5 1 9 0 6 1 6 5 9 3 1 8

Contact

Epiq Systems Ltd Sandeep Patel
Telephone: 020 7367 9173
Email: contracts@epiqglobal.com

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
Service is deployed via the internet and is compatible with Google
Chrome, Firefox and Microsoft Edge browsers, as well as Apple
devices running Safari. Service cannot be accessed via mobile or
tablet devices running Android.
System requirements
  • Windows OS
  • MacOS

User support

Email or online ticketing support
Email or online ticketing
Support response times
We respond to questions within 30 minutes during standard business hours. After business hours and on weekends/holidays, there is a phone support line available 24 hours, 7 days a week.
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
Each client is supported by an account manager, as well as a project team who act as a first point of contact. The project support team will engage technical support and other resources as required, as they are best placed to analyse issues raised by clients, as well as having a capability to troubleshoot and resolve many day-to-day issues. The project support team is also assisted by a technical support desk, who are able to address general functionality questions.
Technical support is included within the application licensing and is not separately charged. If on-site attendance is required, professional services and travel costs may be charged.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Initial client engagement is focused on a kick off meeting, which
may take place in person or on a conference call/web
presentation. This will define the scope of services to be provided,
key client deadlines, data sources to be processed and loaded to
the online review platform and information that will assist our
project management team to design the database to the specific
requirements of the matter. The initial meeting is followed up with
a training session, usually delivered online, where a small set of
data is loaded to the online review tool and key stakeholders are
introduced to the functionality of the database, as well as the
specific configuration that has been deployed for the team. After
taking feedback from the key stakeholders, any further changes
that need to be made are implemented by the project
management team and training provided to the full user
community, either online or in person. Our training programmes
are also supported by user guides available in PDF format and
other online resources.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
Data can be provided in a variety of formats in accordance with customer requests.
The most common data formats are documents in their native
format together with an industry standard load file, which enables the
documents and data to be loaded into Relativity or any equivalent
software in the event that any further analysis of the documents is
required. If documents contain redactions, then both a redacted
version of the document in image format and a clean copy can be
provided. When documents are intended for archive and no
further active use is anticipated, then a PDF delivery for all
documents is often requested. We have experience of working
with national archives and can provide deliveries to their
specification. Documents and data are delivered on hardware
encrypted USB media. Whilst clients can be enabled to download
documents and data via the browser interface, it is usually more
cost effective to have our system administrators run this
process.
End-of-contract process
We confirm what form of archive the clients require for their data, and provide them with a cost estimate for that archive. Upon approval of the estimate, the data is archived and provided to the client for review and confirmation that the archive meets their requirements. Upon confirmation of the accuracy of the archive, and if instructed by the client, we will delete all client data.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
It is possible to review and code documents using the iPad application.

More advanced functionality is only available in the desktop application.
Service interface
Yes
Description of service interface
Relativity is a single web‐based platform that serves as a review, analysis and production workhorse. It provides flexible and automated workflow capabilities, text analytics and computer‐assisted review, visual data analysis tools, and integrated productions. Relativity is a complex application with many screens and functions. We can provide training to help users get the most out of the application or we can provide review teams to use the application to complete the review for the client. We are a Relativity and Relativity One certified partner and have an extensive team of eDisclosure experts and certified Relativity professionals to work with clients.
Accessibility standards
None or don’t know
Description of accessibility
We have ensured that our service is accessible by: - using simple colours; - writing in plain English; - using simple sentences and bullet points; - making buttons descriptive; - using good contrasts and a readable font size; - using a combination of colour, shapes and text; - following a linear, logical layout, ensuring that text flows and is visible when text is magnified to 200%. All non-text content that is presented to the user has a text alternative that serves the equivalent purpose.
Accessibility testing
We have not done any interface testing with users of assistive technology.
API
No
Customisation available
Yes
Description of customisation
Custom objects can be introduced to improve efficiencies in the client workflow.

Scaling

Independence of resources
The configuration of the architecture and system is based on recommendations made by Relativity, who license the application. Installations are based on tiers which are set to support defined volumes of documents and data and a maximum recommended number of simultaneous users. Currently we are configured as a tier 2 environment which is designed to support up to 500 simultaneous users without degradation of performance. Our systems are monitored for performance and stability, and our infrastructure can be upgraded to accommodate larger user communities if required.

Analytics

Service usage metrics
Yes
Metrics types
Volumes of data received and processed;
Volumes of data hosted;
Active users;
Breakdowns of data hosted by custodian, data, file type and other criteria as requested by clients.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Reseller providing extra features and support
Organisation whose services are being resold
Relativity ODA LLC

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Developed Vetting (DV)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
Yes
Datacentre security standards
Supplier-defined controls
Penetration testing frequency
At least once a year
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
The software can be configured to enable users to download both documents and data, subject to user profiles and permissions. For large data sets or formal productions to other parties, it is highly recommended that a system administrator manages this process.
Data export formats
  • CSV
  • Other
Other data export formats
  • Native
  • Tiff
  • PDF
  • HTML
Data import formats
  • CSV
  • Other
Other data import formats
  • Native
  • Tiff
  • PDF
  • HTML

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
We train staff to answer phones within three rings, acknowledge emails within one hour and escalate all unusual queries to their manager. We maintain a formal policy for handling queries and all personnel are trained in our escalation process. Specific service level agreements for availability are agreed with clients on a case-by-case basis.
Approach to resilience
The physical protection of all data centres encompasses multiple layers including 24x7 onsite staff, strict personnel access controls utilising badge and/or biometric access and mantraps, and 24x7x365 video surveillance both inside and outside the facility. Hardware, servers, and network devices are maintained on raised flooring and are secured in locked cabinets. Visitors must be escorted at all times, sign in, and be assigned an electronic photo ID badge that does not grant access to any raised floor areas. Further information is available on request.
Outage reporting
Email alerts are sent directly to the IT support team who will then investigate and report back to clients confirming the start and end times for any outage, our analysis of the cause of the outage and how the issue was resolved. Reports will also include recommendations for any future changes or upgrades if these are required.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
Access to documents and data within the Relativity system is based on a tiered hierarchy configured to match the specific roles and responsibilities of team members. Security groups manage both the documents and data that users can access, as well as functions they are able to perform within the system. Administration and audit history features are deployed via specific tabs and commands, which are only visible to users authorised to access these features.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Access to user activity audit information
Users have access to real-time audit information
How long user audit data is stored for
User-defined
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
User-defined
How long system logs are stored for
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
British Standards Institute (BSI)
ISO/IEC 27001 accreditation date
11/01/2016
What the ISO/IEC 27001 doesn’t cover
Services outside our core services which are Legal Services and Court Reporting. A statement of applicability can be provided on request.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
CyberEssentials

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
ISO/IEC 27001
Information security policies and processes
Information security is managed through a dedicated information security team who are responsible for designing and updating polices relating to user access, physical controls, network storage, appropriate use of systems and compliance with existing legislation. Policies are reviewed and updated on a quarterly basis. Mandatory training on security issues is provided to all employees when they join the company and at least annually during their tenure. Our data centre and operations centre have been accredited to ISO 27001 standard and as part of this certification we are regularly interviewed and audited by an external auditor - a process that evaluates our policies and practices to identify and resolve potential vulnerabilities.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Configuration of the software is based on recommendations made by Relativity, which are reviewed by our IT and information security teams. License management of any third party products relating to the service (such as Microsoft SQL) is managed by our IT team who monitor, renew and update any such applications as needed. Upgrades to the Relativity application are planned with the aim of always providing an environment within a single point release of the current version. Relativity supplies upgrade documentation which is reviewed by our IT and information security teams prior to planning any upgrade work.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Maintaining the security of our systems and services involves work from both our Information Security team and Relativity, as well as external penetration testing by third parties. Any threats identified are analysed to confirm if the solution requires a code update in the core application or relates to services under our control. The threat is assessed on a Critical, High, Medium or Low basis and a path for resolution agreed that is appropriate to the level of the threat. Patches are typically applied every 2 weeks, with the option to change this if necessary.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Our data and system use is monitored through intrusion detection mechanisms in line with our IT security policies. These send alerts to the IT team for investigation in the event that unauthorised attempts to access the system are identified. In addition to threats identified in this way from external sources, all user activity within the Relativity application is audited and logged, and a full history maintained. Incidents are escalated in line with our incident reporting policy, which determines further internal action to be taken and reporting processes for clients.
Incident management type
Supplier-defined controls
Incident management approach
We maintain an Incident Response Plan, which sets out our approach to reporting and responding to security incidents. Employees report incidents to the information security team using a standard format document and the team is responsible for investigating the reported activity in a timely manner and reporting findings to the client, management and any appropriate external authorities as necessary. Incident reports are usually provided by secure email. Our information security team subscribes to various industry alert services to keep abreast of relevant threats, vulnerabilities or alerts from actual incidents.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Pricing

Price
£60 a licence a month
Discount for educational organisations
No
Free trial available
No

Service documents