EPIQ SYSTEMS, LTD.

Epiq Relativity Server

Get more value from the full Relativity suite with a single expert partner that streamlines workflows, accelerates review, and delivers predictable managed services for investigations, dispute resolution, and inquiries. Expand capabilities with Relativity aiR tools and securely access everything through the Epiq Service Cloud to improve outcomes and increase ROI.

Features

• Choose optimal Relativity environment for each matter
• Process 450+ data types into review‑ready formats
• AI‑powered document classification and review
• Apply search terms and filtering criteria efficiently
• Host documents securely online for review
• Perform advanced searching and data analysis
• Code and categorise documents accurately
• Identify threads, near duplicates, and visualise data
• Technology Assisted Review and redaction workflows
• Natural language chat Q&A and timeline creation

Benefits

• Track documents and metadata in a forensically sound manner
• Prepare documents for review by legal teams
• Collate evidence in single repository for analysis
• Fast access to relevant information within large data sets
• Advanced analysis to assist with grouping of documents
• Protect confidential, personal and privileged information
• Disclose documents to meet legal obligations
• Defensibly cull document populations
• Prioritise documents in order of likely relevance
• Conduct document review using AI, humans or a hybrid approach

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at contracts@epiqglobal.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

610955525587516

Contact

Sandeep Patel
020 7367 9173
contracts@epiqglobal.com

About your service

• Service categories:

  Applications

  Content workflow and management

  • EDiscovery and forensics
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Service is deployed via the internet and is compatible with Google; Chrome, Firefox and Microsoft Edge browsers, as well as Apple; devices running Safari. Service cannot be accessed through mobile devices.
• System requirements:
  • Windows OS
  • MacOS

User support

• Email or online ticketing support: Yes
• Support response times: We respond to questions within 30 minutes during standard business hours. After business hours and on weekends/holidays, there is a phone support line available 24 hours, 7 days a week.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Each client is supported by an account manager, as well as a project team who act as a first point of contact. The project support team will engage technical support and other resources as required, as they are best placed to analyse issues raised by clients, as well as having a capability to troubleshoot and resolve many day-to-day issues. The project support team is also assisted by a technical support desk, who are able to address general functionality questions.; Technical support is included within the application licensing and is not separately charged. If on-site attendance is required, professional services and travel costs may be charged.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Initial client engagement is focused on a kick off meeting, which; may take place in person or on a conference call/web; presentation. This will define the scope of services to be provided,; key client deadlines, data sources to be processed and loaded to; the online review platform and information that will assist our; project management team to design the database to the specific; requirements of the matter. The initial meeting is followed up with; a training session, usually delivered online, where a small set of; data is loaded to the online review tool and key stakeholders are; introduced to the functionality of the database, as well as the; specific configuration that has been deployed for the team. After; taking feedback from the key stakeholders, any further changes; that need to be made are implemented by the project; management team and training provided to the full user; community, either online or in person. Our training programmes; are also supported by user guides available in PDF format and; other online resources.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Data can be provided in a variety of formats in accordance with customer requests. The most common data formats are documents in their native; format together with an industry standard load file, which enables the; documents and data to be loaded into Relativity or any equivalent; software in the event that any further analysis of the documents is; required. If documents contain redactions, then both a redacted; version of the document in image format and a clean copy can be; provided. When documents are intended for archive and no; further active use is anticipated, then a PDF delivery for all; documents is often requested. We have experience of working; with national archives and can provide deliveries to their; specification. Documents and data are delivered on hardware; encrypted USB media. Whilst clients can be enabled to download; documents and data via the browser interface, it is usually more; cost effective to have our system administrators run this; process.
• End-of-contract process: We confirm what form of archive the clients require for their data, and provide them with a cost estimate for that archive. Upon approval of the estimate, the data is archived and provided to the client for review and confirmation that the archive meets their requirements. Upon confirmation of the accuracy of the archive, and if instructed by the client, we will delete all client data.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Onboarding and offboarding documentation is accessible.; ; Videos available.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Relativity is a single web‐based platform that serves as a review, analysis and production workhorse. It provides flexible and automated workflow capabilities, text analytics and computer‐assisted review, visual data analysis tools, and integrated productions. Relativity is a complex application with many screens and functions. We can provide training to help users get the most out of the application or we can provide review teams to use the application to complete the review for the client. We are a Relativity and Relativity One certified partner and have an extensive team of eDisclosure experts and certified Relativity professionals to work with clients.
• Accessibility standards: None or don’t know
• Description of accessibility: We have ensured that our service is accessible by: - using simple colours; - writing in plain English; - using simple sentences and bullet points; - making buttons descriptive; - using good contrasts and a readable font size; - using a combination of colour, shapes and text; - following a linear, logical layout, ensuring that text flows and is visible when text is magnified to 200%. All non-text content that is presented to the user has a text alternative that serves the equivalent purpose.
• Accessibility testing: We have not done any interface testing with users of assistive technology.
• API: No
• Customisation available: Yes
• Description of customisation: Custom objects can be introduced to improve efficiencies in the client workflow.

Scaling

• Independence of resources: The configuration of the architecture and system is based on recommendations made by Relativity, who license the application. Installations are based on tiers which are set to support defined volumes of documents and data and a maximum recommended number of simultaneous users. Currently we are configured as a tier 2 environment which is designed to support up to 500 simultaneous users without degradation of performance. Our systems are monitored for performance and stability, and our infrastructure can be upgraded to accommodate larger user communities if required.

Analytics

• Service usage metrics: Yes
• Metrics types: Volumes of data received and processed;; Volumes of data hosted;; Active users;; Breakdowns of data hosted by custodian, data, file type and other criteria as requested by clients.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Relativity ODA LLC

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: The software can be configured to enable users to download both documents and data, subject to user profiles and permissions. For large data sets or formal productions to other parties, it is highly recommended that a system administrator manages this process.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Native
  • Tiff
  • PDF
  • HTML
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Native
  • Tiff
  • PDF
  • HTML

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: We train staff to answer phones within three rings, acknowledge emails within one hour and escalate all unusual queries to their manager. We maintain a formal policy for handling queries and all personnel are trained in our escalation process. Specific service level agreements for availability are agreed with clients on a case-by-case basis.
• Approach to resilience: The physical protection of all data centres encompasses multiple layers including 24x7 onsite staff, strict personnel access controls utilising badge and/or biometric access and mantraps, and 24x7x365 video surveillance both inside and outside the facility. Hardware, servers, and network devices are maintained on raised flooring and are secured in locked cabinets. Visitors must be escorted at all times, sign in, and be assigned an electronic photo ID badge that does not grant access to any raised floor areas. Further information is available on request.
• Outage reporting: Email alerts are sent directly to the IT support team who will then investigate and report back to clients confirming the start and end times for any outage, our analysis of the cause of the outage and how the issue was resolved. Reports will also include recommendations for any future changes or upgrades if these are required.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
  • Other
• Other user authentication: Epiq Access provides a unified digital interface and single-sign-on (SSO) experience to Epiq projects, applications, tools, reports, and information. By optionally integrating with clients’ own identify provider (such as OKTA), Epiq Access gives clients even greater control and a centralised method to automatically and independently update or disable a user’s access to Epiq systems and information, improving overall system security. Multi-Factor Authentication (MFA) is also supported, including five options for users to conveniently receive the second factor for authentication.
• Access restrictions in management interfaces and support channels: Access to documents and data within the Relativity system is based on a tiered hierarchy configured to match the specific roles and responsibilities of team members. Security groups manage both the documents and data that users can access, as well as functions they are able to perform within the system. Administration and audit history features are deployed via specific tabs and commands, which are only visible to users authorised to access these features.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Information security is managed through a dedicated information security team who are responsible for designing and updating polices relating to user access, physical controls, network storage, appropriate use of systems and compliance with existing legislation. Policies are reviewed and updated on a quarterly basis. Mandatory training on security issues is provided to all employees when they join the company and at least annually during their tenure. Our data centre and operations centre have been accredited to ISO 27001 standard and as part of this certification we are regularly interviewed and audited by an external auditor - a process that evaluates our policies and practices to identify and resolve potential vulnerabilities.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Configuration of the software is based on recommendations made by Relativity, which are reviewed by our IT and information security teams. License management of any third party products relating to the service (such as Microsoft SQL) is managed by our IT team who monitor, renew and update any such applications as needed. Upgrades to the Relativity application are planned with the aim of always providing an environment within a single point release of the current version. Relativity supplies upgrade documentation which is reviewed by our IT and information security teams prior to planning any upgrade work.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Maintaining the security of our systems and services involves work from both our Information Security team and Relativity, as well as external penetration testing by third parties. Any threats identified are analysed to confirm if the solution requires a code update in the core application or relates to services under our control. The threat is assessed on a Critical, High, Medium or Low basis and a path for resolution agreed that is appropriate to the level of the threat. Patches are typically applied every 2 weeks, with the option to change this if necessary.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Our data and system use is monitored through intrusion detection mechanisms in line with our IT security policies. These send alerts to the IT team for investigation in the event that unauthorised attempts to access the system are identified. In addition to threats identified in this way from external sources, all user activity within the Relativity application is audited and logged, and a full history maintained. Incidents are escalated in line with our incident reporting policy, which determines further internal action to be taken and reporting processes for clients.
• Incident management type: Supplier-defined controls
• Incident management approach: We maintain an Incident Response Plan, which sets out our approach to reporting and responding to security incidents. Employees report incidents to the information security team using a standard format document and the team is responsible for investigating the reported activity in a timely manner and reporting findings to the client, management and any appropriate external authorities as necessary. Incident reports are usually provided by secure email. Our information security team subscribes to various industry alert services to keep abreast of relevant threats, vulnerabilities or alerts from actual incidents.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 5%
• Between £500,001 and £1,000,000: 8%
• Between £1,000,001 and £2,500,000: 12%
• Between £2,500,001 and £5,000,000: 15%
• Over £5,000,001: 20%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: Saturday 11 January 2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: BSI
• ISO 9001 accreditation date: Thursday 10 April 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: None of the criteria
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 3fca2ef3-96cc-4af9-b9ed-3afdf90083ea
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at contracts@epiqglobal.com. Tell them what format you need. It will help if you say what assistive technology you use.