In today’s world, it is nearly impossible to avoid the eDiscovery process. The growth of electronic data storage and availability has made compliance with regulations inevitable for any business or legal operation especially when faced with a dispute or a request for information.
To ensure that the eDiscovery process is efficient and accurate, the right software is critical. It has to be powerful enough to sift through vast amounts of electronically stored information (ESI) while also addressing different needs that may arise such as document management, searching, and reviewing. It has to be able to handle data coming from both on-premise and cloud-based sources — and do so securely. It also needs to be able to integrate with other systems in order for users to easily visualize trends and facilitate data output. A hybrid solution will offer the flexibility of a cloud-based solution with the security of on-premise software — it’s truly a win-win.
Venio Systems has the only hybrid eDiscovery system on the market, combining the security of on-premise services with cloud solutions’ flexibility and storage capacity. With Venio’s Hybrid eDiscovery System, you can take advantage of both cloud-based and on-premise services without having to worry about security, costs, or performance. This blog will take you through a comparison of both traditional systems and reasons why a hybrid option may be the ideal solution.
On-premise eDiscovery Software
On-premise eDiscovery software is installed entirely at a company’s physical location, which means the organization’s IT team is responsible not only for the software but also all of the supporting hardware, system security, maintenance, and upgrades. This approach keeps data in-house and secure by limiting access to a company’s network from third-party vendors and networks.
On-premise eDiscovery software is a great solution for organizations that seek full control over the eDiscovery process and all of its related technology. It is a good solution when dealing with stringent security regulations pertaining to how ESI is handled.
However, there are some drawbacks to this type of software, beginning with cost. An on-premise system requires regular hardware and software maintenance, meaning it also needs in-house staff to monitor the system and keep it running properly. It may also require bolstered security measures to protect data. These added costs can be prohibitive for small businesses without the capital to invest upfront.
Another drawback is finite storage space. Since on-premise software must be installed on an organization’s existing servers or at its own physical location, storage availability may be limited. Making space on servers or buying additional storage can mean added costs, but would likely be necessary for an on-premise solution, especially if the organization grows quickly or accumulates more data over time.
Cloud eDiscovery Software
The counterpart to on-premise solutions is cloud eDiscovery software. Hosted in the cloud, as the name suggests, this type of solution is fully managed by the provider and also scalable. AI integrations make it easy for data science teams to find, organize, and analyze data with minimal human intervention. The software also has built-in data visualizations to help users discern useful findings at a glance or understand where there may be gaps in current processes.
While cloud eDiscovery software offers many advantages, it’s important to note the cost of using this type of software can be vastly different from one case to the next. A number of users cite unpredictable costs as a major downside because the cost will depend on how much data you are processing and storing, and that can vary tremendously. One staggering figure that can put things in perspective is the fact that a terabyte of data may cost upwards of $40,000. However, the overall cost of a cloud-based solution does tend to be lower than an on-premise solution.
Among other drawbacks encountered with cloud-based software are issues of data migration and integrating cloud-based applications. Cloud-based options are generally preferred to on-premise, and as a result, their popularity leaves users with more and more options and customizations to choose from. The downside of having an abundance of choice is the input required to tailor the system to your needs and integrate any useful applications depending on what functionality you require. So beyond cost, organizations have to take on the task of learning new systems and finding the right one for their exact needs while hoping that it will integrate seamlessly with their existing systems and applications.
Why Choose Hybrid?
Hybrid eDiscovery is the best of both worlds. It combines the efficiency and scalability of cloud software with the control and security of keeping data in-house.
Hybrid eDiscovery by Venio is unique because it is the only solution on the market that takes your existing IT structures and improves them, filling in gaps with SaaS cloud eDiscovery services. This means avoiding a major upgrade or migration process and keeping existing software and infrastructure, but with added features.
With Venio, organizations benefit from a completely customizable hybrid solution by choosing features specifically for their needs. And since Hybrid eDiscovery is cloud-based, there is no need to pay for expensive hardware and software upgrades or new licenses. The system is turn-key and ready to go.
A hybrid solution also allows users to keep data in-house and avoid security issues while also keeping costs down. With Hybrid eDiscovery by Venio, there’s no need for expensive data centers or large capital investments. Instead, this scalable service can be used on any device at any time, costing far less than an on-premise or cloud-based solution alone. And with dependable support from the Venio team, your team will never experience any downtime when managing files securely.
When it comes down to it, Venio offers many advantages over other types of eDiscovery solutions. With Venio Hybrid eDiscovery software solutions, you get better control over data privacy laws (both General Data Protection Regulation and US state laws) and greater flexibility when managing caseloads across multiple locations or jurisdictions — all while maintaining full visibility into each case file at all times.
Legal teams will also benefit from more comprehensive reporting capabilities — including more detailed metadata exports that don’t rely solely on keywords found within documents themselves. Hybrid eDiscovery solutions also allow for enhanced workflow functionality (e.g., automatic routing rules), which means less manual work required by your legal or IT teams after initial processing has finished.
Venio Systems’ hybrid software allows you the flexibility you need to improve your eDiscovery processes, meeting your team’s exact needs while being scalable, effective, and without compromising on data security.
About the Author
Ronnie Johnson, Tonya Mullins & Akshita Singhal
Ronnie Johnson is our VP of Operations with 15 years of experience leading operations teams both domestically and internationally. He has a demonstrated history of success in the legal services industry. Tonya Mullins is our Senior Director of Customer Success. She brings a wealth of eDiscovery experience from sales, project management, software development, and business intelligence. Akshita Singhal is our Sr. Marketing Manager and produces industry-related content to advance legal education and encourage conversation.