Overview
As a Litigation Support Manager, you have to deal with a lot of electronic data, evidence requests and deadlines. Every court case has its unique set of difficulties, but a recent eDiscovery job challenged our team beyond anything we had previously encountered.
A massive discovery request comprising years' worth of archived email correspondence kept in Outlook PST files was received by our company. The request appeared doable at first. But once the evaluation was finished, we found that some 6,400 PST files needed to be examined, transformed and sent in a searchable format that would be appropriate for lawyers and outside reviewers.
The sheer amount of data became a problem right away. Case timeframes and customer expectations may be impacted by missing correspondence, incomplete information or delayed deliverables. What had begun as a typical eDiscovery effort soon turned into one of the most challenging assignments our litigation support staff had ever worked on.
This review details my own experience, the manual approaches we tried, the difficulties we ran into, and how, in the end, an automated PST conversion solution allowed us to finish the discovery process five days ahead of time.
Managing 6,400 PST Files Under Time Pressure: The eDiscovery Challenge
Email evidence is frequently crucial in legal services investigations, litigation and regulatory issues.
Access to the following was necessary for the discovery request:
• Communications with clients
• Discussions about internal law
• Contract discussions
• Correspondence pertaining to cases
• Records related to administration
• Email archives from the past
The main difficulty was not locating the PST files.
Converting thousands of Outlook archives into a format that lawyers could effectively search, examine and present during discovery was the true problem.
Among our main worries were:
• Strict deadlines set by the court
• Large number of PST files
• Maintaining the integrity of emails
• Keeping folder structures up to date
• Ensuring the accuracy of metadata
• Cutting down on manual review time
• Preventing missing proof
The closer the discovery deadlines became, the more pressure there was every day. Our litigation support crew and the lawyers who depend on us experienced more stress with each delay.
Before Purchasing a Conversion Solution, We Tested Manual Techniques
Our initial inclination, like that of many legal departments, was to use built-in tools before investing in specialized software.
Regretfully, the outcomes were unsatisfactory.
Method 1: Outlook Exports by Hand
Using Outlook's built-in export feature was our first strategy.
The procedure needed:
• Opening each PST file separately
• Manually exporting mailbox content
• Putting exported files in order
• Checking records that have been converted
• Thousands of repetitions of the procedure
Issues We Faced
A number of problems emerged almost immediately:
• Very time-consuming
• Manual labor that is repeated
• A high likelihood of human mistake
• Difficult quality assurance
• Inadequate scalability
It became evident after processing only a tiny sample that it would take several weeks of focused work to manually complete all 6,400 PST files.
The department as a whole experienced a sharp increase in frustration.
Method 2: Selective Extraction and Keyword Searches
Our second tactic was looking for particular terms that lawyers had requested in PST files.
Isolating possibly pertinent signals prior to conversion was the aim.
At first, the concept seemed effective.
In actuality, it presented new difficulties.
Difficulties
• Inconsistencies in searches
• Protracted review procedures
• The possibility of missing crucial emails
• A strong reliance on manual verification
• The challenge of overseeing extensive archives
We discovered that depending solely on keyword searches added needless danger to the finding process after several test runs.
We then started assessing specialized PST converting tools.
How Our eDiscovery Bottleneck Was Solved by the Software
We chose to try DataVare PST Converter after evaluating a number of options.
Our goal was simple.
We required software that could process thousands of PST files while maintaining the integrity of the data and creating a format appropriate for legal examination.
Almost quickly, the change became apparent.
We could use an organized workflow to process big collections of PST files rather than handling each one separately.
Above all, significant data was preserved.
Successful Preservation of Information
• Content of emails
• Sender details
• Details about the recipient
• Subject lines
• Attachments
• Specifics of the date and time
• The hierarchy of folders
• Metadata
Maintaining these components is important for legal discovery efforts.
Reasons for Converting PST Files to Searchable PDF Format
Choosing the output format was one of the most crucial choices.
Although there are multiple export formats available in the program, we choose searchable PDF for our project.
Why Searchable PDF Was the Optimal Option
A searchable PDF provided a number of advantages:
• A simple attorney review
• The ability to search for keywords
• Documentation that is court-friendly
• Long-term conservation
• Uniform formatting
• Easy sharing of evidence
Without opening Outlook or traversing PST archives, lawyers may easily find specific discussions.
Additional Typical Output Formats and Their Applications
Perfect for:
• Review of eDiscovery
• Submissions to courts
• Inquiries into compliance
• Legal documentation
EML
Perfect for:
• Email access between platforms
• Keeping track of specific emails
• Migration projects
MSG
Suitable for:
• Outlook environments from Microsoft
• Maintaining attributes unique to Outlook
MBOX
Perfect for:
• Migrations of thunderbirds
• Email systems based on Linux
• Platforms that are open-source
Searchable PDF was definitely the most reliable option for our legal review requirements.
Methodical PST Conversion Process
Step 1: Add PST Files
The PST files were imported into the program.
The program effectively managed massive file volumes.
Step 2: Choose a Searchable PDF Format
In order to meet the requirements for attorney review, the PDF output option was selected.
Step 3: Set Up the Conversion Configuration
We looked over:
• Organization of folders
• Locations of output
• Preferences for conversion
Step 4: Begin Converting in Bulk
The program handled several PST files at once.
Numerous hours of manual labor were eliminated as a result.
Step 5: Verify the Outcomes
After conversion, we examined:
• Accessibility of emails
• Attachments
• Preservation of metadata
• Organization of folders
• The ability to search
Everything was still accessible and well-organized.
Benefits That Had the Most Impact
Considerable Time Savings
Manual labor was significantly decreased by automation.
Dependable Processing in Bulk
It became feasible to manage thousands of PST files.
Searchable Legal Records
Lawyers could easily find pertinent facts.
Maintaining the Integrity of the Evidence
Email attributes that were important stayed the same.
Decreased Human Error
Repetitive manual tasks were reduced by automation.
Improved Readiness for Discovery
Evidence became more readily available to the legal team.
Increased Productivity in the Department
Employees spent less time handling file conversions and more time assisting with cases.
Drawbacks
No software program is flawless.
There are a few limitations that you should know.
Processing Time Is Still Necessary for Large Projects
Large conversions are not immediate, while being far faster than manual approaches.
It's Advised to Do Initial Testing
Before starting large-scale conversions, organizations should validate a small sample.
Increased Resource Consumption in Bulk Operations
As thousands of PST files were processed, system utilization rose.
This was anticipated given the scope of the project.
Final Result
The project's outcomes were better than we had anticipated.
Statistics for the Project
• 6,400 PST files were processed
• Converting PST files into searchable PDF format
• The discovery project was successfully finished
• Five days before, discovery production was completed
• Preservation of folder structures
• Maintained metadata
• The attorney review process accelerated considerably
Most significantly, searchable evidence was sent to lawyers more quickly than expected.
Our litigation support department was greatly relieved.
It was immensely wonderful to see the project finished ahead of time after weeks of uncertainty.
Final Decision
In my experience as a Litigation Support Manager, few tasks have been as difficult as getting 6,400 PST files ready for a significant eDiscovery request.
At first, manual Outlook exports and keyword searches seemed feasible, but they soon proved ineffective, annoying and challenging to scale. Our crew was under a lot more strain as deadlines drew near.
The workflow was completely changed by using PST Converter. We were able to finish the entire discovery process more quickly than anticipated because to bulk processing, searchable PDF output and the preservation of important email metadata.
The project was finished five days ahead of time, demonstrating the importance of automation in contemporary legal procedures. An automated PST conversion solution can improve operational efficiency and discovery readiness while saving a substantial amount of time for law firms, litigation support departments and legal service providers handling huge PST archives.
