Email Techniques: How We Accomplish Critical Tasks

BeyondReview uses the following comprehensive and defensible process to handle emails and attachments:

1) Emails and Attachments Collected

2) Attachments are Grouped for Analysis

3) Emails Deduped based on Hash Value and Message ID and then Consolidated based on EML Format

4) Attachments Processed and Assessed using Visual Classification Technology

5) Concepts Applied to All Emails and Attachments

6) Potentially Relevant Emails and Attachments Exported to Review Tool for Substantive Review and Quality Control

7) Emails and Attachments Produced per Client Needs

A short description of these important steps that make up BeyondReview’s unique, simple and defensible approach to handling emails and attachments is provided below.

Step 1: Emails and Attachments are Collected

The goal of the collection process is to secure a forensically sound copy of each email and attachment for further action.

How does BeyondReview collect data? Learn more.

Step 2: Attachments are Grouped for Analysis

The goal of this process is to prepare attachments for further assessment while maintaining family relationships.

The Importance of Email and Attachment Relationships

Emails are used to transmit copies of documents to others. These copies of documents are known as attachments and many times are stored outside the email containers. Maintaining email-to-attachment relationships are critical as emails may provide critical context for understanding attachments and attachments may provide context for understanding emails.

Step 3: Deduplication and Consolidation of Emails

The goal of this process is to defensibly deduplicate emails based on hash value and message ID and then consolidate by EML format.

What is hashing?

Hashing is a statistical method used to reduce the contents of a file to a single, fixed-size alphanumeric value, which is, for all intents and purposes, unique to a particular file.  Hashing can be used for many purposes including comparing large amounts of data, indexing data, and ensuring that a file has not been modified.

What is an EML format?

EML, short for electronic mail or email, is a file extension for an email message saved to a file in the Internet Message Format protocol for electronic mail messages. It is the standard format for many email programs. Since EML files are created to comply with industry standard RFC 5322, EML files can be used with most email clients, servers and applications.

Step 4: Attachment Processing and Assessing

The goal of this step is to process and assess attachments using advanced visual classification technology.

What is Visual Classification Technology? Learn more.

Step 5: Concepts Applied to All Emails and Attachments

The goal of this step is to better understand how the documents conceptually relate to issues of the case.

How are concepts applied?

Concepts are applied against all emails and attachments. The client provides the rules used to determine relevance inheritance, i.e., whether an otherwise non-relevant email will be produced if its attachment is responsive or whether an otherwise non-relevant attachment will be produced if the email that transmitted it is considered responsive.

Step 6: Potentially Relevant Emails and Attachments Exported to Review Tool for Substantive Review and Quality Control

The goal of this step is to export emails and attachments to review tools for substantive review and quality control.

Step 7: Email and Attachment Production

The goal of this step is to produce emails and attachment per client needs.

Email and Attachment Production

Although BeyondReview provides single review records for consolidated email conversations, when emails are produced, BeyondReview can reduplicate the constituent emails and attachments that were consolidated in the review record, including maintaining the parent-child relationship between emails and attachments.

Contact us today to learn more.

BeyondReview is a data-driven discovery services company that uses visual classification technology and expert review attorneys to deliver end-to-end discovery with power, precision and speed.