P2P

16 P E E R T O P E E R : I L T A ' S Q U A R T E R L Y M A G A Z I N E | S P R I N G 2 0 2 2 to replicate it for the new platform. Someone will need to go through all the databases to be migrated to determine who had access and what their rights were so this can be replicated. Testing Work with a group of users over several months who will navigate the new platform and templates to assist in streamlining workflows and further fine-tuning of the templates. This group can act as your champions when you roll out the software. Also conduct migration testing. Conduct multiple tests to ensure the process goes as planned and to assist with correcting issues and mapping out the steps that you will take when undergoing the migration itself. It is strongly recommended that you choose your largest and worst file for testing purposes. It should have everything in it such as redactions, saved searches, etc. Testing assists in determining whether there are any issues with your template and workflows. Are there additional pre-migration or post-migration checks you need to take? It also assists in determining how long the migration process itself will take. You can then extrapolate based on the size and complexities of further databases as to how long it will take to migrate them. Be sure to build in a window of additional time should something unexpected come up. A common question from users is how long it will take before they can access their database again. Archiving As you are working toward implementation of your new software platform, you should also be communicating with your users to determine which matters have settled so that databases can be archived. Be sure to do this on a quarterly basis as you will be left with fewer databases to migrate which will save time and money. It also serves as a reminder to the users about the project and gives them a sense of when it will proceed. Create a list of all existing databases and add to it as new ones are created on new matters. Consider having categories for the workspaces to assist with migration such as: Delete, Archive, Migrate, and Limbo. Databases to be deleted could be those used for testing or similar purposes. Databases to be archived are those on files which have settled. You will need to determine how to archive databases should the existing platform no longer be available in the future. Databases assigned a Limbo status as those where the lawyer is not sure whether the matter will settle or not. If the matter does not settle, then the status is changed to Migrate when you are ready to undertake the migration. Conclusion As you can see, there is a lot to consider when migrating from one evidence software platform to another, so it pays to spend time planning the project at the outset. Be sure to seek input from others. No one expects you to have all the answers, but they do expect you to ask questions. ILTA F E A T U R E S Ann Halkett joined Alexander Holburn in 2000 as a senior paralegal and has more than twenty years of experience. Ann became the Litigation Support Manager in 2014 and Director of eDiscovery Services in 2021. She advises and assists on a wide variety of litigation support systems and technologies including evidence management, electronic discovery and specialized databases and trial presentations.

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