Why Bigger is Not Always Better in eDiscovery

Posted On: Wednesday, June 4, 2025

In the fast-moving world of litigation, the right eDiscovery partner can make or break your case timeline, budget, and even outcomes. For many law firms—especially those that are boutique, regional, or mid-sized—working with a large eDiscovery vendor might seem like the safe choice. But bigger isn’t always better.

Here’s why partnering with a smaller eDiscovery provider often delivers more value, better service, and superior results.

You Get Real Expertise—Not Just a Project Number

Working with a large vendor, your case may be one of dozens handled by a junior person. You work with a sales rep who then pushes your work down to a Project Manager who coordinates with people who do the actual data work. You don’t necessarily have the same Project Manager for your case and you almost definitely don’t have the same people working with your data. Requests often need to pass through multiple layers of the organization, leading to frustrating delays and miscommunication.

With a smaller provider, you work directly with seasoned professionals who are both technically skilled and legally savvy. The person managing your case works with you from the initial inquiry until the case is over, so they’re invested in your success.  They have the expertise and experience to be part of your team – to make suggestions, spot potential issues, and help you get creative when a conventional approach isn’t working for you. And sometimes they save you from an embarrassing or costly error.

Flexibility to Handle Unique Matters

No two cases are the same, but large vendors are built for standardization, not adaptability. Repeatable workflows are great for large firms that have set procedures and policies, but these inflexible workflows may not be the best solution for your particular case. You may not know to ask for something different and, even if you do, you may meet resistance from vendors who prefer to follow their standard script.  A good, smaller provider tailors workflows to your case, adapts to curveballs, and problem-solves creatively without needing to transfer you to more experienced and expensive staff. Smaller vendors are also more likely to work with you to save money for your client, reviewing various options with you and discussing why you might choose one option over another.

Faster Decisions, Fewer Delays

Need to pivot mid-review? Add reviewers? Incorporate more data? Adjust a production deadline? Produce documents in an unusual format? Get some hot data loaded quickly? A large vendor with an assembly line-like staff and set procedures does not always have the flexibility you need. With a smaller provider, you’re likely one phone call away from someone who can help you immediately. That kind of agility is invaluable in high-stakes litigation and sure beats playing telephone with a series of people at a large vendor who prioritize their larger clients over their smaller ones.

More Value for Project-Based Work

If you’re not processing terabytes of data every month, a large vendor’s pricing structure may not fit your needs. Smaller eDiscovery providers have lower overhead and are often more cost-effective for project-based or occasional eDiscovery matters. Get into the pricing details. Large vendors like to offer low hosting costs but then you are assessed all sorts of additional unanticipated charges. Look for value over lower price points. Ask questions. Is training and support included? How are  you billed for project management? Make sure  you really understand what you’re buying not just taking the word of a convincing sales rep.

Better Alignment with Law Firm Values

Regional, small, and mid-sized law firms sell themselves as client-focused, hands-on, and committed to relationships rather than volume. Clients value working with a team they know and can trust. Good, smaller eDiscovery providers emphasize the same traits. They understand that responsiveness, discretion, and good value are how to keep clients for the long term. A smaller law firm will benefit from a continuing relationship with an eDiscovery vendor that knows their preferences, understands how they like to work, and can customize their offerings to best meet the needs of the firm.

Why a Small Provider Makes Sense

You don’t need 24/7 support across five continents. You need a reliable partner who:

• Understands your matter
• Communicates clearly and promptly
• Delivers quality work without micromanagement
• Cares about your client’s outcome as much as you do

If that sounds like what your firm values, a smaller provider is likely the better choice. Details matter—and so does your provider’s ability to give your case the care and attention it deserves and you need to get the best result for your client.