ARMA Live! Selecting eDiscovery Technology and Service Solutions Boot Camp, Presented by eDJ Group

    Sponsored by Xact Data Discovery:


     Chicago Sept. 26, 2013
     Westin Michigan Avenue
     Register Onsite!

    Registration for this event is free, courtesy of our sponsors!* Space is limited to 50 participants. 

    Technology and service selection is a foundational process in a mature, successful eDiscovery effort at a corporation or law firm.  This boot camp, facilitated by the eDJ's Babs Deacon, will focus on the following steps that lead to an effective selection process:

    • Preparing for vendor selection by gathering the right participants and information as groundwork
    • Understanding the components of an efficacious RFI/RFP document and methods for analyzing responses
    • Implementing the steps involved in grading and assuring the veracity of vendor responses and in performing appropriate tests, acceptance and implementation tasks. 


    9:00am – 10:00am                  Registration / Morning coffee

    10:00am – 11:00am                Intro to program/Case Study/Introductions

    11:00am – Noon                    Preparing Your Organization for Vendor Selection

     It is important for an organization to be adequately prepared to conduct a preferred vendor selection program if it is to succeed.  The right participants and information gathering is key to laying the groundwork for a preferred vendor program or even just a single vendor selection project.

    This session will help you understand the benefits and process of a preferred vendor selection program and learn the steps required, before selection begins, to prepare the organization and project team for the selection process.

    Setting up an organization for a preferred vendor program to succeed

    • Getting the right stakeholders, input and buy-in
      • Building a case for preferred vendors: Metrics and Risk Assessment
      • Powerful stakeholders and user buy-in are key to prevent consumers from ignoring preferred vendor programs, once they’re in place
      • The right input is necessary to understand the required features of the software or service, as well as the impact on users, departments and the organization as a whole
    • Understanding cultural, historic and people related issues that are speed bumps to implementing a successful process
    • Determining the scope of what needs to be procured: services, software, staffing
      • Needs assessment
      • Infrastructure assessment
      • In-house/outsource assessment
        • How to formulate in-house metrics
    • In-house resource assessment: 
      • Can selected solution be supported it with current head count?
      • What are the risks in outsourcing
        • Quality
        • Cloud issues
    • Budget – what level of software/service can you afford?
    • Materials: (case studies, check lists, articles, white papers, exercise scenario)
    • Test/Exercise:  Each table will participate in a roll playing scenario designed to require participation in the tasks outlined in the module.

    Noon – 1:30pm                      Luncheon & Thought Leadership Panel

    The lunch hour is an opportunity for our Thought Leadership Panel to discuss the topic from their perspectives.  Panelists will represent various sponsors and provide a non-sales, collegial response to five to six questions prepared by the eDJ moderator, such as:  “What are the most important metrics to provide to a service provider when selecting eDiscovery services?” and “What is the most misleading question or issue on most RFPs?”

    1:30pm – 2:30pm                   RFI/RFP Crafting

    Learn how to formulate a selection process that you control and is an equitable comparison of respondents, and understand the components of an efficacious RFI/RFP document and methods for analyzing responses.

    • Outline:
    1. Drafting an RFI/RFP
      1. Controlling the process through guidelines, formats and timelines
      2. Purpose and components of an RFI
      3. RFP methods, formats and examples
      4. Apples to Apples
      5. Use of Excel
      6. Create a scenario that fits your organization
    • Create ranges of numeric responses to allow for volume discounts and assist with budgeting.
    • Create multiple scenarios to understand various data reduction strategies such as use of TAR
    • Prioritize questions/features before receiving answers
    1. Managing vendor questions, modifications to RFI/RFPs
    •  Materials: (Case Studies, Check list, articles, white papers, exercises)
      • Sample RFI with Instructions to respondents
      • Sample RFP with Instructions to respondents
      • Use of the eDiscoveryMatrix
        • Test/Exercise: Participants will complete an incomplete RFP to show that they have understood the module specifics

    2:30pm – 3:00pm                   Break

    3pm – 4pm                             Evaluation and Implementation

    You’ve received vendor responses, how do you use them to make a final selection?

    • Outline:
    1. Grading responses
    2. Reference Checks
    3. Non-Reference Checks
    4. Demonstrations
    5. Testing
    6. Contracts
    7. Back-up relationships
    8. Implementing new vendors/following preferred vendor method program.
    • Materials:  (Case Studies, Check lists, white papers, exercises)
    • Test/Exercise:  Each table will return to the roll playing scenario in order to participate in the steps and tasks related to vendor selection.

    4pm – 5pm                             Happy Hour

    *Registration to this event is free, courtesy of our sponsors. By registering for this event, you agree to provide your contact information to the event sponsors. Sorry, no non-sponsoring vendors may attend. 

    To sponsor, contact:

    Company name A-J: Elizabeth Zlitni

    Company name K-Z: Karen Lind Russell and Krista Markley

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