We believe in leveraging technology in order to increase productivity, manage risk, and deliver excellent service to our clients. We recognize the need for better security and safeguarding client and firm information and have taken steps to protect communication as data moves between the firm and clients and ensure that data is accessible through our business continuity plan.
Our relationships with our clients are enhanced by having advanced technology in place, ensuring that we have the ability to communicate whenever and however it is needed. We invest in cutting-edge solutions to enhance our practices at every level, including substantial investments in customization to meet the needs of our clients, attorneys, and staff. These systems, and best practices, provide us with a competitive advantage and can substantially decrease costs while increasing efficiency in case management.
Our attorneys have 24/7 access to firm resources, communication, legal research, and many other tools necessary to work effectively. We provide effective video conferencing, either one-on-one or in conference rooms, allowing clients and attorneys to meet effectively face-to-face while lowering travel-related time and expense. In addition, we augment our accounting system to better serve clients with 24/7 attorney access to financial and account information.
Managing Documents Helps Lower Costs
Indexing documents in the network can substantially decrease costs normally incurred in document-intensive cases. Our IT Department, along with paralegals and our litigation support partners, are comprised of highly qualified computer and network experts and litigation support personnel. We further enhance the firm's service capabilities by training attorneys and staff to take advantage of all that technology can offer, both with our staff trainer and vendor-led training, to better serve our clients effectively.
Business Continuity Planning
Our network infrastructure involves a new high availability hyper-converged infrastructure (N+1 fully redundant) in our primary datacenter, with a mirrored set of high availability hyper-converged systems in our secondary datacenter. These systems replicate at regular intervals to ensure operational continuity.
Our email infrastructure is configured with load balanced redundant servers and is fronted by a cloud-based system providing email filtering, virus protection, and 100% uptime business continuity in the case of site or system failure. Our IP-based phone system and phone lines are redundant across multiple sites.
In the event of office closures, our servers are housed in a secure facility, therefore, we do not anticipate having to shut down any of the systems for weather or other regional related events. Additionally, an event that affects one office and requires office closure will not affect other offices’ access to the systems.
If an office needs to be closed, those employees may be able to work remotely by using our remote access system. They may also access email via our web-based email software, through our cloud-based business continuity email provider or through their mobile device. The firm has emergency call-in numbers and employees are asked to call in for updated information regarding office closures.
Cloud-Based Security & Encryption
We encrypt files when delivering on physical media or when transmitting electronically. The firm stores email archives encrypted in the cloud, shares electronic files securely through a web portal, and can enforce TLS encryption on email transmissions.
All PCs have encryption software installed that permits the encryption of physical media, such as thumb drives, hard drives, CDs or DVDs. We have policies in place governing the proper transmission of secure files and our users are trained on the encryption software. Our document management system can also be configured to encrypt client files. For files too large to transmit via email, we use a secure encrypted file sharing service.
We utilize software that meets the needs of the individual case based upon factors such as type of matter, nature of the ESI involved, budget considerations and litigation strategy. Currently, we offer clients, at no additional expense, use of our secure, in-house data storage managed through Summation Pro. Summation Pro tools include email threading, near duplicate analysis, word clustering, predictive coding, and client data level security, all leveraged to help reduce review time and mitigate risk. In addition, our firm has experience with most major e-Discovery software programs such as LAW Pre-Discovery as well as platforms hosted through third party providers including Relativity, Concordance, and Catalyst.
We regularly investigate emerging software to identify new resources that may aid litigation strategy or reduce costs. Measures of reliability of platforms and vendors include vendor hosting resources, availability of support personnel to our legal teams, and timely turnaround of deliverables.
Many clients we represent utilize in-house departments which exclusively process e-Discovery requests. When our clients assume the extraction responsibility, we verify they have implemented processes to assure pertinent documents are preserved and collected, suggest processes to ensure that e-Discovery obligations are met and counsel clients to utilize litigation holds. When clients process e-Discovery internally, we work to understand the client’s IT infrastructure, where responsive documents may be located and the best method to search, retrieve and produce responsive documents.
Early and active communication between outside and in-house counsel is key to developing an organized, traceable discovery process that will meet litigation deadlines.
Our firm also maintains relationships with experienced national and local vendors who specialize in e-Discovery. We use these vendors to process data for review and production and, where appropriate, assist with coding and document review. Our vendors are required to maintain confidentiality, security, efficiency, accuracy and are free of conflict.
Rumberger requires all data transfers to be encrypted. Physical media is encrypted using software which performs on-the-fly-encryption so that data is automatically encrypted right before it is saved and decrypted right after it is loaded.