Thanks to eDiscovery with Office 365, law firms and their legal teams are managing data differently than in previous years. They no longer have to manage separate tools for emails, chats, and documents. One platform lets teams use a safer system built right into Microsoft, and countless companies are benefiting.
Are you in the legal sector? If so, Office 365 is no longer a choice -- it's the wave of the future, and how firms do business. More importantly, it's how they build trust with clients.
The landscape of law firms and how they work has changed forever, and it's all thanks to eDiscovery. The sensitive data that was once in Teams chats is now front and center, altering the trajectory of legal cases while assisting with legal team efficiency.
Why Office 365 Matters for Legal Work
Think about how businesses access different communication apps. Now think about the type of information shared. Some of these apps include:
- Outlook
- Teams
- SharePoint
There are also emails, attachments, and meeting notes, not to mention separate chat messages. You also have cloud files shared back and forth, each with embedded comments, all of which can be managed more effectively with modern eDiscovery SaaS solutions. The amount of information is staggering.
Legal teams consider this information as "electronically stored information" (ESI). This means that, if there is ever an investigation or lawsuit against a business, firms must find this information, free it, and review it as fast as possible.
For overtaxed teams of legal professionals, this can take a lot of work, not to mention expensive labor. Fortunately, Office 365 has built-in compliance tools that help legal teams with this tedious task. This means that this platform is one of the best eDiscovery solutions for modern businesses.
What Is a Legal Hold Platform?
A legal hold acts like a type of hold button. A case shows up, and it's essential that no emails are deleted or files are wiped clean -- intentionally or otherwise. When you use a legal hold platform, you're essentially locking that information in place.
Office 365 makes this easier than ever. It takes a few clicks, and holds are in place across the following:
- Mailboxes
- Teams chats
- OneDrive files
It happens in the background, which means employees can keep working without any type of disruption. The system works to preserve the data until the case is closed, keeping things simple.
What Is Microsoft 365 eDiscovery?
Microsoft 365 eDiscovery is a set of built-in tools. They're designed to help legal teams with digital information in Office 365. These tools can find, preserve, and review this information with ease.
This makes things easy, as it streamlines the process of searching digital information from one convenient location. The system circumvents the need to pull data manually, making it fast, secure, and easier to stay compliant during a lawsuit or investigation.
How Do I Turn On eDiscovery?
With eDiscovery in Microsoft 365, there's nothing to install. It's already in the program. The catch is that you need the right permissions to access it.
An administrator has to grant you access through the Microsoft 365 compliance center. After they give you access, you just need to create a case and apply a legal hold to it. You can then start searching through data.
It only takes a few clicks to set everything up, but if you don't have permission, you can't access the tool.
What Are Common eDiscovery Mistakes?
One of the biggest -- and most common -- mistakes is when people assume that email is the only source of data they need to worry about. Evidence is everywhere. This includes:
- Teams chats
- Shared drives
- Generative AI platforms
- Cloud apps connected to Office 365
These are just a few of the places evidence is stored.
Another big mistake is skipping legal holds. Always test your searches ahead of time. Otherwise, you might waste hours sorting through irrelevant data.
Case Management Tools and Legal Technology Integration
Data preservation is great, but it's not enough. After you preserve it, you have to organize it. Then you have to review it.
The best and most efficient way of doing so is with case management tools.
These tools are ideal for documents. They let you:
- Tag
- Sort
- Track
They're also perfect for assigning tasks to different reviewers. If you integrate these tools into Office 365, you'll benefit from a smoother workflow since everything is connected in one tidy location. Hours of manual work can be prevented with this feature.
Frequently Asked Questions
What Is Office 365 Compliance?
Office 365 compliance protects and manages data across systems. This includes Outlook, Teams, SharePoint, and OneDrive.
Its tools focus on retention policies, legal holds, and audit logs. This makes it easier for legal teams during an investigation or lawsuit.
Information is then preserved in its original state, proving that nothing was tampered with. This works to show that a company is credible and works to maintain defensibility.
Do I Still Need Outside eDiscovery Tools if I Use Office 365?
It depends. Office 365 is great for straightforward matters, which may be all you need.
However, if the data is huge, you may need specialized platforms that feature predictive coding, clustering, and analytics. Office 365 is an excellent starting point, but you may require more dedicated tools depending on your specific needs.
Is eDiscovery With Office 365 Secure?
Yes. Microsoft prides itself on heavy security.
It relies on encryption, strict access controls, and third-party certifications. This includes ISO and SOC. Microsoft provides the tools, but each business must configure permissions properly to ensure maximum security.
If you're ready to work with a platform that helps your firm achieve greater success and client satisfaction, then schedule a demo today to turn discovery into a competitive advantage.
