Epiq Systems Ltd

Epiq RelativityOne

We provide end-to-end eDiscovery / eDisclosure services including data collection, processing, hosting, filtering, analysis and production for clients facing data review challenges for investigations, Public Inquiries, Inquests, dispute resolution, tribunals and other legal processes. Our tailored services address each client’s unique requirements and incorporate document preparation, project management and advice.

Features

• Document processing
• Document deduplication
• Application of search terms and filtering criteria
• Online document hosting
• Advanced searching and analysis
• Document coding and categorisation
• Email threading, near duplicate analysis and data visualisation
• Technology Assisted Review
• Redaction
• Document production

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
• Epiq is a Relativity and Relativity One certified partner

£30 to £45 a gigabyte

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 13

Service ID

932440709965632

Contact

Sandeep Patel
020 7367 9173
contracts@epiqglobal.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public 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 via mobile or; tablet devices running Android
• System requirements:
  • Windows OS
  • MacOS

User support

• Email or online ticketing support: Email or online ticketing
• 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: Yes
• Online ticketing support accessibility: None or don’t know
• 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.

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: RelativityOne 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. RelativityOne 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

Resellers

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

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Security Clearance (SC)

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
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

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:
  • 2-factor authentication
  • Username or password
  • Other
• Other user authentication: NA
• Access restrictions in management interfaces and support channels: Access to documents and data within the RelativityOne 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:
  • 2-factor authentication
  • 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

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Standards Institute (BSI)
• ISO/IEC 27001 accreditation date: 11/01/2016
• What the ISO/IEC 27001 doesn’t cover: Services outside our core services which are Legal Services and Court Reporting. A statement of applicability can be provided on request.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

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.

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 RelativityOne 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.

Secure development

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

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  Epiq is fully committed to fighting climate change, reducing our carbon footprint and minimising the impact of our operations. We adhere to the leading frameworks for sustainability, including the UN Sustainable Development Goals, ISO 26000, the Climate Disclosure Standards Board, the Global Reporting Initiative, the Sustainability Accounting Standards Board, the Carbon Disclosure Project, the SEC ESG Disclosure and the World Economic Forum. We have implemented the following environmentally friendly initiatives: • We have partnered with the organisation ‘Creating Tomorrow’s Forests’ to plant a tree for every deal that we sell utilising our eBundle creation/real-time transcription platform • We encourage our clients to make use of our secure electronic data transfer and hosting solutions and discourage the use of paper. • Our staff have the option to work remotely and we have reduced the number of staff travelling into an office by 50%. We encourage employees and clients to hold meetings via video conference rather than in-person. • We have adopted multiple energy conservation strategies to operate our offices in the most energy efficient manner, including motion sensors which automatically turn off lights, fixed temperature settings, low-flow toilets, etc. We provide recycling bins in all our offices. All equipment has earned an Energy Star rating and is configured to take advantage of low energy modes when left in an idle state. All redundant IT equipment is collected via a specialist recycling company. • Epiq choose partners and waste management companies who adhere to principles of ISO 14001 and demonstrate a duty of care to the environment.
• Covid-19 recovery:

  Covid-19 recovery

  Epiq has taken several steps to help both our company and local communities manage and recover from the impacts of COVID-19, which are directly relevant to the provision of services we provide.These include: • Office/work equipment, policy updates and security compliance training have been provided to staff to enable home working, as required. The rapid changes required to working practices prompted Epiq to develop a new Flexible Work Strategy.. • All employees are encouraged to wear masks and social distance when appropriate. We provide masks, gloves, hand sanitiser and disinfecting wipes in all offices. We have put in place additional cleaning of high contact areas. We have a dedicated area on our intranet to provide information and tools to our employees on office safety protocols • We provide financial support to employees , their families and communities affected by the COVID-19 pandemic via our Epiq Charitable Foundation. • We recognise the toll that the COVID-19 pandemic has had on the physical and mental health of our employees and have provided free access to the Headspace app, free access to our employee support programme offering support for financial, mental, and physical wellbeing, and free access to daily activities designed to promote physical and mental health.
• Tackling economic inequality:

  Tackling economic inequality

  Epiq is committed to developing valuable relationships with businesses that are minority-owned, woman-owned, disadvantaged-owned, LGBT-owned, veteran-owned, small, HUB Zone, and providing maximum practicable opportunities for suppliers that can offer quality, innovative, competitive, and cost-effective products and services. We adhere to this commitment by integrating supplier diversity into our business strategies, making good faith efforts to include diverse suppliers in sourcing activities, and monitoring spending levels with diverse suppliers. On our website, we encourage small and diverse suppliers to register with us and arrange meetings with us to identify how we can partner together. We advertise upcoming opportunities in accessible media, attend and sponsor regular industry networking events, and regularly partner with smaller organisations when tendering for public sector contracts. We also encourage our large suppliers to identify opportunities for small and diverse suppliers to provide services to us through their supply chain. When purchasing goods and services, we always ensure the source of such products and services is ethical and sourced from suppliers who a) offer their staff ethnical working practices; b) operate in accordance with the local law and good practice; c) demonstrate a commitment to the equality, health and safety and diversity of their own staff and suppliers; d) offer fair wages and working conditions to individuals of an appropriate working age. We conduct rigorous due diligence checks to ensure that all our suppliers meet our exacting standards for service delivery and security. Our Supplier Diversity Committee meets quarterly to review the progress of our initiatives, measure their success, identify improvements, and review commitments. Tools used to measure success include metrics on overall diverse spend, number of diverse suppliers, and supplier diversity memberships and events. The Supplier Diversity Committee report on the progress of our initiatives to senior management quarterly.
• Equal opportunity:

  Equal opportunity

  We are committed to providing an organisational culture and climate in which every employee can thrive at work, is valued, and has a sense of belonging and connection. We have established a Diversity, Equity and Inclusion (DEI) Committee to facilitate a talent network that values and understands everyone's merits from a perspective of equity. Our accomplishments so far include : • Launching our first Community Resource Group, Black @ Epiq, to bring employees together to share their experiences and perspectives and enrich their overall work experience. • Other CRGs we have running include: Epiq Women, Epiq Pride, Epiq Belonging. • Rolling out mandatory DEI training. Completion of DEI training is tracked and measured through our online learning platform. • Built our community of Epiq volunteers by giving employees an additional day of annual leave for charitable work. • Launching a mentorship programme providing employees with access to leadership guidance and professional development support. • Launching DEI podcasts and internal intranet hub that will house DEI educational resources, CRG information, events, cultural holiday spotlights, and provide areas for our employees to submit feedback and propose DEI initiatives. • Creating DEI Client Advisory Board to circulate best practices, elevate ideas, share lessons learned, and further DEI initiatives across multiple companies. Our DEI Committee meet weekly to review progress, measure success, identify improvements, and agree new social value commitments. It meets with business leaders and executive sponsors to discuss initiatives and ensure that our leaders are driving the values that we are seeking to ingrain in our culture. Tools used to measure success include metrics on levels of employee engagement, programme adoption rates, employee retention figures, training completion rates, as well as feedback from stakeholders. The DEI Committee report on progress of initiatives in monthly newsletters with details published on our website.
• Wellbeing:

  Wellbeing

  Physical and mental health at work is a priority for Epiq. Measures that we take to support these include: • providing employees with good physical workplace conditions. • creating opportunities for employees to provide feedback on work design, culture and conditions via engagement surveys. • addressing work-life balance challenges that take account of employee and organisational needs i.e flexible hours, part-time work. • ensuring that managers have the necessary knowledge, training and sensitivity to work effectively with their staff, to encourage open two-way conversations about mental health and to highlight the support available at all stages of employment. • having an employee assistance programme offering support to employees for financial, mental and physical wellbeing: o Legal professionals provide support on a range of financial issues. o Employees can speak to a qualified counsellor and benefit from face-to-face counselling sessions. o advice on how to keep fit and healthy o employees can access Nursing and Midwifery Council registered nurses who can help with medical concerns. • Our Social Committee provides access to weekly themed activities designed to promote physical and mental health: Meditation Monday (guided meditation sessions), Topic Tuesday (talk and Q&A session with an expert speaker), Wellness Wednesday (yoga and Pilates sessions), Connect Thursday (coffee catch-ups and networking sessions), Feelgood Friday (employee appreciation sessions). We track key metrics on the wellbeing of our employees, including absence and sickness rates, retention rates, training completion rates and engagement survey completion rates. We ensure that our health and wellbeing strategy is implemented in our local markets with initiatives that include strategic partnerships, targeted recruitment campaigns, leadership development programmes, and conferences. We promote local employment and recruit locally for all our contracts. We provide mentoring programmes, networking opportunities, and actively encourage employee involvement in community and charitable activities.

Pricing

• Price: £30 to £45 a gigabyte
• Discount for educational organisations: No
• Free trial available: No

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.