subject: Managed Document Review: Process Is Vital [print this page] Managed document review is a business term which refers to a method of collecting statistics or information to examine the records or documents of a firm or organization. It is a formal way for completing this accumulation of pertinent data that avoids inefficient collection and/or duplication tasks. An organized, clearly outlined and documented review process assures that a thorough document review occurs. To do this a review team must describe and follow a legally defensible process.
The business which wishes to conduct the document review may do so by hiring a managed document review service. They may choose instead to do a managed document review using their own staff. No matter which method they choose a review team must be named. Within the team three members are a must: technical support people, legal counsel and a project manager. It is the job of the latter to supervise the review, write the concluding report and work hand in hand with legal counsel to ensure the review is defensible in court.
From start to finish, the managed document review has to be organized, efficient and carefully documented. Interim and final report will describe the steps of the review and list review team recommendations.
From its initiation to the post-production report, the managed document review must be organized, efficient and keep good records. The final report should document all the steps of the review and make any necessary recommendations.
The document review team follows guidelines outlined by legal counsel. The two goals of the review process are: to identify the pertinent documents related to the cause of the review and to select and bring to legal counsel those documents related to the review that the review team deems important to the topic of the review.
Managed document review always includes a project plan, a project management manual, and detailed review notes as well as a set of pertinent documents. The project plan describes the step-by-step review, definitions of what is pertinent and what should be excluded from the document review because it is irrelevant or non-responsive, confidential or personal. The purpose of the review is noted.
A thorough project plan is an important part of the managed document review. Included should be a project management manual and detailed notes listing and describing the steps of the review. It is a working plan for the review team. It includes definitions of terms, statement of the goal and method of review.
Sample reports from other reviews also form part of the manual. Their purpose is to aid the team in creating interim and final reports to the company describing the status of the review. These reports in doing a managed document review are vital. Through them, the company can evaluate the work of the review team and the documents they study. The report must demonstrate both accuracy and legal defensibility of the review team and the documents they examined.
A manual for managed document review includes sample reports which will help the team create their interim and final reports to management so that reviewed documents may be assessed. The report confirms accuracy and defensibility of the review and the documents.
