Servicing more than 100,000 organizations and 40 million users worldwide, Box is one of the most popular content management platforms out there for its ease of use, collaboration capabilities, and high security standards. If you’re reading this, Box is probably also where a big portion of your own electronically stored information (ESI) lives.
When it comes to eDiscovery, Box is a key source of potentially relevant information, so it’s crucial to understand how its built-in discovery features work, the challenges they present, and the most efficient ways to collect, review, and produce data stored in the platform.
What Makes Box Different?
Before we dive into Box eDiscovery, let’s focus on how Box differs from other cloud storage services like Google Drive or Dropbox.
You can think of Box as a one-stop shop for all your work files, regardless of which application you originally used to create them. This means you can simultaneously work on a Google Doc, an Excel spreadsheet, and a PowerPoint presentation from the platform while collaborating with your peers. Its cloud-based service, also enables you to keep track of your progress in real time and access your files from anywhere.
With the ability to create and edit docs directly from the platform and advanced collaboration options with different levels of permission, Box is a content platform where teams can work together in a coordinated and efficient manner.
Box’s eDiscovery Features: Box Governance
The eDiscovery solution Box offers, Box Governance, comes in handy to minimize risks and stay compliant when you need to manage the document lifecycle in your organization.
Available under Box’s highest-tier pricing plan, Governance allows you to implement flexible retention schedules, select your preferred preservation settings, and manage the disposition of unnecessary data.
Let’s take a closer look at the functionalities it includes for each of these three governance categories:
Retention policies: You can automatically apply your preferred retention policies to each individual document or document type based on business events like an employee’s departure or the end of a contract term. Once the schedule is set, you can decide what happens to the content when the retention time period is up.
Legal holds: Box’s legal hold functionality makes it easier to avoid potential litigation by keeping your discovery process defensible. Box’s holds allow you to find content relevant to litigation based on a user and preserve it indefinitely. However, the platform doesn’t include features to issue legal hold notifications, track custodian acknowledgment, or send reminders. You’ll need a different legal holds software for that.
Disposition options: This feature allows you to remove unnecessary data without compromising retention by purging content while restricting permanent trash deletion to authorized users. It also makes it easy to restore accidentally deleted content.
Limitations of Box Governance
While Box’s eDiscovery features are useful for preservation purposes, they are only accessible for top-paying enterprise users and, more importantly, they fall short when it comes to covering the discovery process end to end.
This means that you’ll need to use a different tool to collect, review, produce, and — ideally — preserve your data, should Box’s preservation features not be available for you.
But, how to find the right tool with so many options available? Well, you can narrow down your search by focusing on tools that:
- Cover the entire EDRM, from preservation to production
- Offer a native integration with Box for fast collections
- Allow you to collect and review data from any other relevant source such as Slack, Google Workspace, or MS365
- Support any data format you may store in Box (video, audio, images, etc.)
Logikcull is a great option here as it checks all those boxes while operating under the same cloud philosophy as Box. Read on for a simple three-step process to conduct eDiscovery on Box data in the most efficient way.
How to Collect, Review, and Produce Box Data with Logikcull
Since Logikcull announced its native integration with Box back in 2014, Box users have been able to seamlessly transfer documents and metadata from the content management platform into Logikcull in the context of discovery and investigations.
With this one-click integration, Box customers can easily search, collect and preserve ESI stored in Box as part of litigation or regulatory matter. Through this direct integration with Box APIs, you can also eliminate multiple manual steps such as copying files and burning DVDs.
Here’s how you can collect Box data with just one click:
"When Box approached us about building a cloud-to-cloud eDiscovery integration back in 2014 we knew we had to make the process incredibly user-friendly and seamless. Box users can now transfer any set of documents they want into Logikcull with just one click while keeping all relevant metadata."
- Andy Wilson, co-founder & CEO of Logikcull.
Logikcull’s automatic processing will deduplicate, OCR, index, and organize all your Box data, so you can use any relevant metadata as filters to quickly parse through your documents and get rid of any junk.
Once the documents and metadata have been transferred from Box to Logikcull, you can leverage Logikcull's Culling Intelligence™ engine to quickly get to the facts of the case. Logikcull’s filters will show your Box documents sorted by Language, Email domains, Custodians, and Document Types, to name a few.
Use these smart filters and advanced search options to quickly narrow your data set and get an eyes-on review of your most relevant documents.
Logikcull is an end-to-end discovery and review platform, so at this point, there's no need to download the documents into another review software. You can leverage dozens of review capabilities — similar doc detection, bulk redactions, audiovisual transcriptions, comments and annotations, etc. — to hone in on your most relevant data while collaborating with your team.
From there, generating productions in any format required by the opposing party takes only a few seconds, and you can also download all your data as a single PDF with just a click.
In short, Logikcull allows you to keep the entire Box eDiscovery process in a single secure place from preservation to production.