Ever have a Document Production go sideways? Here are some tips to ensure a smooth production.

Posted On: Friday, May 5, 2023

As a service provider, we have a unique perspective on document productions. We assist with large and small document collections, work with firms of all sizes, and help everyone from the tech savvy to the tech averse. In over 30 years in the industry, we’ve learned a lot about making productions go smoothly for our clients, for your clients, and for us.

1. Bring your service provider in early, particularly if you are inexperienced with technology
We are often brought in late to the document production process and we find all kinds of issues, from improperly collected documents to improvised document reviews that have gone off the rails. You’d be amazed how many clients have said “I wish we brought you guys in X weeks ago.”

The earlier we are involved in a project, the better. This is particularly true when we are working with attorneys who don’t have a lot of technical support or are new to the production process. Let us help you collect the data you need, discuss how it can be filtered efficiently, and select a review platform that works for you.

Once you have the documents loaded to a review platform, we will work with you to make your review progress as efficiently as possible, using advanced technology as needed or just making sure you have the training you need to get the work done.

While there are costs to hiring a vendor, there are more costs involved in inefficient work and poor results. You are an expert at being a lawyer; we are experts at the mechanics of document productions.

2. Review your production in the review platform
Many attorneys assume that once they’ve gone through the documents, their production is good to go. We frequently find that there are inconsistencies with the document review that need resolution before a production can be finalized.

Some items to consider:

• Have you reviewed everything you intended to review?
• Do all documents tagged for redactions have redactions?
• Are there documents coded with conflicting tags?
• Are families tagged for the same treatment (produce, privileged, non-responsive, etc.)? If not, should they be treated differently?

Production deadlines are demanding and leaving these loose ends can mean the difference between an on-time and a late production. Coordinate with your Project Manager to make sure you and they are working together to get your production done on time.

3. Make sure your service provider knows your production specifications
We have a series of questions we ask every client when it’s time for them to make a production. What format should we use? How should the documents be numbered? Do you need any confidentiality designation? Do you want to produce only complete families? Can Excel files be produced in native format?

While seemingly pedestrian, the answers to these questions will impact the quality and usefulness of the productions you make as well as those you receive. We recommend discussing production format with opposing counsel well in advance so you have an agreement both on how you’re making your production and how you’re receiving their production.

Lean on us! We’re happy to participate in these discussions to make sure you understand what you’re agreeing to. The process will run much more smoothly if everyone is on the same page.

4. Try to be respectful of your service provider
We are here to provide a service, but communication and consideration can make our collaboration pleasant and productive.

Give us advance notice of your production timeline. While we do everything we can to get your production done when you need it, giving us notice of a production in advance so we can work with you to get it done on time is the best way to ensure a smooth process for everyone.

You are special, but you are not our only client. Other clients also have deadlines, so a last-minute production can cause stress. And we all know that rushing significantly increases the chances for errors. Giving us more time will help ensure a good quality production with no issues.

We appreciate a heads up if an extra effort will be needed. We understand that sometimes the schedule dictates that we have to work long hours to get your production out. That’s one of the reasons we’re here. But like you, our Project Managers have other commitments, so try to give some warning if you know you will need after hours work for your case.

Finally, keep it real. Please don’t ask for a rush unless you really need it. It is demoralizing to work many hours and then have a production sit for three days because the deadline was artificial. And it really raises morale when a client thanks the team once a rushed production is completed.

Document productions are the bread and butter of the ediscovery vendor. We complete hundreds of productions every year, so we have a lot of experience in productions of all kinds. Let us help you! Use our expertise to make your life easier and ultimately to get a better result.