Review-Only Projects

Overview:

A case may contain lots of documents that are not relevant for investigation or review. With large
cases, there may be an impact on performance when navigating or reviewing documents. To
better manage the eDiscovery workflow, the admin may want to create a new case that contains
only documents that need further investigation or review from an existing case. Once all the
documents in a case are identified to be used for the next phase of eDiscovery, the admin will
want to quickly create a new case with these documents.

VenioOne has multiple features to facilitate creation of a project intended for review only. These various workflows allow specific ingested data to either be replicated or promoted to a new or existing project.

Promotion Workflow (Recommended):

Promotion is recommended as standard operating procedure for this type of workflow within Venio. In promotion workflows, deletion of media in the destination project will not delete the media in the original project. In addition to that, if a media in the source project is deleted, it does not delete in the destination project. Media deletion is also independent.

Promoted projects create copies of all the work product, as well as the data in the project folder's location including copies of all the natives, text, images, production pages, control IDs, etc... This will necessarily increase your storage space overhead needs because the processing data is duplicated across two different projects.

The Promote Project module is used to promote or transfer metadata, physical files (native, full
text, images), and/or work product from one project to another.

Promotion Guide (Venio OnDemand)

Click the user name icon in the top right of the Venio OnDemand interface. Select Admin Settings

Under Case Admin select Promote Project

Select the destination case that you want to promote data to, from the upper right corner.

Enter the Promotion Name.
Select the Source Project from which you want to promote data.
Select Source Type from the drop-down list.
The options are: Tag, Folder, Saved Search, and Media.
The page will be updated based on the Document Source selected.
Select the source items to be included

Tag

Folder

Saved Search

Media

Select the Combining Operator OR or AND for a Source Type that has multiple values selected.
If you wish to copy documents, check the Copy Document Information checkbox and then select
a document copy option. This option promotes the document information from the source
project to the destination project. This includes custodian/media and metadata of the
documents.
If you wish to copy files, check the Copy generated files checkbox and then select a generated
files option. This option promotes physical files: Native, PDF, HTML, RTF, Fulltext (original fulltext, OCR text, TIFF OCR text, Redacted OCR text), TIFF (Original TIFF, Redacted TIFF) .
If you wish to copy work product, check the Copy work products checkbox and then select a
work product option. This option promotes the work product like tagging, foldering, redaction,
and values of custom fields for the documents.
NOTE: There are two methods to copy the data and files:
• Skip if present in destination: If this option is selected, only data and files that have not
been promoted before will be promoted.
• Overwrite with source data: If this option is selected, it will promote and override existing
data with new information/data.
Click the Promote button.

Promotion jobs are created and may be tracked in the in System Admin > Job > Status as shown below.

Promote Project Fields

In order to display the promoted source fields from a promoted project as searchable fields in
the new project, you will need to add them from Field Management

Add the following fields:
• PROMOTED_SOURCE_PROJECT_ID: Field is populated with the Project ID from the
source.
• PROMOTED_SOURCE_PROJECT_NAME: Field is populated with the Project Name from
the source project.
• PROMOTED_SOURCE_FILEID: Field is populated with the source FileID.

Replication Workflow:

Replicated projects support replicating most work-product (WP) except for produced images.

Replicated media do not support replicating any work-product (WP). This means that all tags, redactions, exports, custom folders, etc. that were created in one project must be exported and overlaid into the replicated project manually.

The main reason someone might consider choosing replication despite the many disadvantages compared to promotion is the ability to replicate only the project database entries. This reduces storage space requirements as the media are shared between the two projects. However, if this option is selected and data is deleted from the source projects folder, the natives, text, images, etc... will not be accessible to the review-only project any longer. Venio will prevent users from deleting media or project folders from the source project, however, it does not prevent deletion from saved searches. This can result in unexpected and undesired behavior including the other project losing the natives, text, etc... Only the database record will remain in the other project.

Screenshot showing prevention of media deletion due to shared storage between projects.

To delete only the database records from the source project, the options to delete index and media folders must be de-selected.

Screenshot showing media deletion of database records only from the source project.

Venio also prevents projects from being deleted with the options to delete the index folder and project folder if it detects it is being shared by another project.

Screenshot showing prevention of project folder deletion due to shared storage between projects.

To delete only the source project's database, the options to delete index and Project folders must be de-selected.

Screenshot showing project deletion of database only of the source project.

Replicating all project data or all media data is only recommended instead of promotion only if both of the following are true:

You want none of the work product that was done in the source project to be replicated into the review-only project
AND you are wanting to avoid increasing the impact of project data on your fileshare server.

Dos and Don'ts of Media Replication

Don't

Do not ingest in the project that is intended for "Review-Only". Please only ingest in the source project, then replicate the ingested media from the source project into the "Review-Only" project.
Do not replicate media from multiple projects into the same destination "Review-Only" project. Each source project should have its own individual destination project.
Do not Delete documents from search in either project. This will result in the other project losing the natives, text, etc... Only the database record will remain in the other project

Do

Export work product (tags, previous exports, custom foldering, image generated OCR, production image pointers, redactions, highlights, etc...) from the source project in order to overlay in the destination project on internal fileid

Replicating the entire project:

Replication is performed from the Backup/Restore Project wizard in the Venio Console Administration tab

Screenshot showing the Backup/Restore Project wizard in the Venio Console Administration tab

This will bring you to the welcome page of the Backup/Restore Wizard. Click 'Next'

Screenshot showing the Backup/Restore Wizard welcome page.

Select the option 'Replicate Project' then click 'Next'

Screenshot showing the Replicate Project task option selection in the Backup/Restore wizard

Select the source project, name of the new project, specify the Client, specify the Matter Number, select the option 'Replicate project database only', then click 'Next >'

Screenshot showing the Project Replication Options page in the Backup/Restore Wizard's Project Replication Module.

This will replicate the project. When it finishes you should see the status as "Completed". Click 'Next >'

Screenshot showing the Replicate Project Summary page in the Backup / Restore Wizard's Project Replication Module

You will reach a page telling you the replicate project completed successfully. Clicking finish will give you a pop-up asking if you would like to save a log.

You may now log into the new project.

Replicating Specific Media: