Lotus Notes

Lotus Notes eDiscovery

IBM Lotus Notes/Domino messaging and collaboration applications introduce many unique eDiscovery challenges for corporations. Lotus Notes applications are secured with encryption technology which can complicate collection and processing. In addition, many eDiscovery solutions do not support native processing of Lotus Notes within a single integrated solution. This creates increased risk of data spoliation and project delays, especially when Lotus Notes is widely deployed throughout an enterprise.

As the market leader in Lotus Notes eDiscovery, Daegis brings years of experience providing both technology and services to ensure an efficient, defensible and cost-effective outcome for our clients. The Daegis eDiscovery Platform offers a single, integrated solution for companies with Lotus Notes that spans from collections and processing to managed document review and production.

Collecting Encrypted Data

One of Lotus Notes’ key strengths is its security, at both the database level and at the individual email or document level, but this presents a dilemma for clients who must collect and process Lotus Notes data for eDiscovery. Often decryption must be performed during processing, which is time-consuming and error-prone if not done properly.

To address these challenges, Daegis offers two best practice methods of handling Lotus Notes encryption. First, Daegis’ technology supports automatic decryption during processing. However, to ensure the job is done right our expert collections team gathers all the necessary decryption keys along with the custodian data prior to ingestion. Second, Daegis’ collection professionals offer a defensible service and workflow where we collaborate with our clients’ Lotus Notes administrator to identify and decrypt all the appropriate files prior to collection. With either of these two approaches, Daegis is able to deliver the fastest and most accurate collection of Lotus Notes data available today.

Processing Lotus NSF Natively

Electronic Discovery technologies that do not offer native Lotus Notes/Domino support must convert to another supported format such as Outlook PST in order to process Lotus Notes data. This conversion process creates many inefficiencies and increased risk of data loss or corruption when data fields are not properly represented from one file format to the next. Although there are solutions which claim native support because they interact with Lotus Notes utilizing a DXL (Domino XML) API, these solutions can be problematic often requiring fixes to files in order to achieve a proper import process.

To ensure no data loss or corruption during processing, Daegis stores data in a shell NSF file which preserves the native file format and ensures there is no loss of fidelity or metadata during the eDiscovery process. This allows Daegis to provide clients with an eDiscovery solution for Lotus Notes that is efficient, free of data loss, and capable of handling all forms of custodian data.

Managed Document Review

Lotus Notes introduces added cost and risk when eDiscovery point solutions only support one phase of the EDRM such as processing and must export and re-import into a separate tool to complete attorney review. Clients who utilize multiple applications for eDiscovery run the risk of project delays and data corruption. The Daegis eDiscovery Platform provides a single, integrated software environment that delivers native support for Lotus Notes from processing through document review. Clients are assured of a fast commencement of attorney review that, when performed by Daegis attorney reviewers, is delivered in a capped cost manner making eDiscovery costs predictable and budget-friendly.

Handling Non-Mail Data Sources

Lotus Notes is more than just email. It is a collaborative application that offers a broad range of integrated functionality such as discussion forums, blogs, instant messaging, TeamRoom databases and more. Custodian information needed for eDiscovery is often found within these different databases locked inside of custom application fields. If this data is not properly converted and ingested into a useable file format, clients run the risk of missing critical information for a particular case.

In order to address this challenge, Daegis develops customized templates and workflows for our clients, which properly map source fields from Notes applications with Daegis’ processing engine database. In addition, a complete validation is performed to ensure consistency. This allows Daegis to provide clients with an eDiscovery solution that properly handles all forms of Lotus Notes custodian data to ensure efficient and accurate results.