Avoid Legal Problems: e-Discovery with Version Search for SharePoint 2010

Written by Inna Gordin. Posted in Business Solutions

new-product  If your company is using SharePoint 2010, your business benefits from its rich collaboration abilities and content management capacity. Departmental SharePoint sites multiply and grow, content is structured and classified, documents are shared, and collaboration and team work flourishes. You are getting great results – and then something goes wrong. Here is one of the examples: In January 2011 Delaware’s Chancery Court ordered defendants in the case of Victor Stanley, Inc. vs. Creative Pipe, Inc. to pay over $1 million in damages for the willful loss and destruction of electronically stored information.

Your case may be different. It may be in the realms of antitrust, regulatory compliance, litigation pertinent to intellectual property or patent law, or an unrelated event. The commonly held thinking of what is best practice to protect your business in the event of unforeseen litigation, audits and investigations is that you must preserve all relevant and potentially relevant electronic information.

However, how do you as a business owner, with no detailed knowledge of law, know what information is relevant and what is not, in order to safely keep it as evidence? The answer is simple - you have to search for this information. Your lawyer or legal team should, in fact, do the search, using specific keywords or META data criteria – or both. SharePoint 2010 provides incredibly powerful search capabilities via its native SharePoint search engine or by FAST. The content and documents stored in SharePoint sites are easy to search for; and just as easy to find. There is, however, one problem. Neither SharePoint nor FAST search for historical versions of documents. Therefore, if the crucial information you need existed in a prior version of the current published document, neither a SharePoint nor a FAST search will find it, even though prior versions of the documents in the electronic file still exist in the system.

How then will your company be able to comply with a Court Order to present every relevant piece of electronic information as evidence, including data in historical versions of documents?

Stoic Technologies offers a solution: a Version Search for SharePoint that enables SharePoint 2010 and FAST to search across everything in the electronic file – and this includes prior and updated versions of all documents. Version Search is able to hunt through the document content, as well as to run a META data search. 

version-search

How Version Search works:

Version Search extends SharePoint's own search engine which is optimized for multi-threaded document processing to enable version indexing. No additional tools or interfaces are required for maintenance; thus your original SharePoint management tools will ensure the health of the index. The design has a minimal overhead on real time activities conducted on SharePoint sites.

For security purposes, you can configure the product to restrict version searches to dedicated accounts only. Even when Version Search is deployed to a common corporate search center, regular users will only see regular search results; whereas your lawyer/legal team will be able to see the more extensive results provided by Version Search.

Version Search eliminates the risk of not capturing relevant electronic evidence and simplifies research efforts for Legal Teams. To learn more about Version Search visit http://www.stoictech.com/Products/VersionSearch.aspx.

 
Inna Gordin
Author: Inna GordinWebsite: http://www.linkedin.com/in/innagordin
Founder and Principal of SharePointReviews.com, the world's largest independent SharePoint product directory. | Follow Inna @innagordin