Upgrading Your eDiscovery Software: How to Switch Providers Seamlessly

05 October 2021 by Anith eDiscovery

Takeaway: Switching eDiscovery providers is often stressful. But here’s how to limit the stress: (1) Explore your new provider’s transition services, (2) Create a transition plan, (3) Master the software before showing it to your team, (4) Set a budget and stick to it.

It’s worth upgrading your eDiscovery software if you find a better option. But how do you make the switch as smooth as possible?

eDiscovery providers have so much new technology to experiment with, and they regularly innovate better products. But it’s a pain to switch to a new provider, even if it’s an upgrade. There’s new pricing to negotiate, potentially complicated software to get used to, and you’ll probably have to work a bit to get your team on board. But we’ve been in the eDiscovery business long enough to share a few tips to make this transition smoother.

1. Explore the transition services your new provider offers.

When you’re evaluating possible new eDiscovery software options, make sure to assess how easy it will be to shift services. Some eDiscovery applications come with inbuilt migration tools, while others are simple enough not to need these tools. Both options are fine, as long as you have the resources to make the shift. For example, if you need to use a migration tool, is there someone on your team who is tech-savvy enough to run it? And if not, does your new eDiscovery provider have responsive customer support who can guide you through the process? For small and midsize law firms, it’s often simplest to find a Cloud eDiscovery service. I.e., eDiscovery software that runs in the Cloud and which you access through your web browser. Here, instead of buying software, you’re subscribing to an online service. And this makes the transition easier because you’re uploading data to easily accessible Cloud servers. Often, you’ll just drag-and-drop files into your eDiscovery browser. And many providers also offer fast and secure FTP uploads.

2. Create a clear transition plan.

The transition isn’t just about setting up new software. It’ll also be about adapting your eDiscovery systems to fit the software better. For example, will you need to develop new systems/protocols for naming files and eDiscovery tags? And who’ll have access to which files and when? You’ll also have to allow for possible case downtime when you’re making the transition. (Ideally, you can use this time to upskill your team – teaching them about technology basics like file types, databases, indexing, metadata, and more.) Finally, your team will have to get used to the software and learn how to use its collaboration tools. This can be a lot to handle for some, so it’s worth recruiting your team’s early adopters to help ease the others in. The key to a smooth transition is to make sure everyone understands why the switch is worth it. So, highlight new software features and how they’ll simplify your firm’s workflow. For example, does your software have a powerful search engine that makes it easier to find evidence? Or does Cloud eDiscovery mean your team can access files even when on the go?

3. Learn how to use the software before introducing it to your team.

There’ll be less resistance if you can first give your team a brief tutorial. If you’ve vetted your eDiscovery options thoroughly, you’ll likely have found an application that’s intuitive and easy to use. Remember, if you have to read a dense manual, the software is too complicated. The best eDiscovery services borrow elements from the apps you already use. So, you’ll log in to the service like you do with email, move files around like you do on your PC or Mac, search for documents like you do with Google, store files like you do with Dropbox, and so on. The fewer new skills your team has to learn, the less resistance they’ll feel. So, experiment with the software for a bit before introducing it to them. That way, you’ll be able to step in and help anyone who gets stuck.

4. Set a budget and stick to it.

eDiscovery pricing can be tricky, so make sure you explore your new service’s pricing scheme thoroughly. Most eDiscovery plans fall into one of two categories: (1) À la carte pricing, where you pay for each eDiscovery step, and (2) Flat-rate pricing, where you pay an all-inclusive fee based on a single factor – like upload size, storage, or custodians connected to your case. Here are some pros and cons of different eDiscovery pricing plans, and it’s worth understanding them because pricing plans affect eDiscovery workflow. But, most importantly, keep an eye out for hidden fees like paying extra for data processing, deduplication, software updates, and more. Many eDiscovery providers offer a low up-front cost but then tack on these surprises down the line, and they can inflate your bill significantly. So, put someone in charge of monitoring your budget and tracking expenses proactively.

Switching eDiscovery providers is stressful, but it becomes easier if you find software that fits your firm’s needs.

At GoldFynch, we designed our eDiscovery service specifically for small and midsize law firms. That’s why:

It costs just $27 a month for a 3 GB case: That’s significantly less than most comparable software. With GoldFynch, you know what you’re paying for exactly – its pricing is simple and readily available on the website.
It’s easy to budget for. GoldFynch charges only for storage (processing is free). So, choose from a range of plans (3 GB to 150+ GB) and know up-front how much you’ll be paying. You can upload and cull as much data as you want, as long as you stay below your storage limit. And even if you do cross the limit, you can upgrade your plan with just a few clicks. Also, billing is prorated – so you’ll pay only for the time you spend on any given plan. With legacy software, pricing is much less predictable.
It takes just minutes to get going. GoldFynch runs in the Cloud, so you use it through your web browser (Google Chrome recommended). No installation. No sales calls or emails. Plus, you get a free trial case (0.5 GB of data and a processing cap of 1 GB), without adding a credit card.
It’s simple to use. Many eDiscovery applications take hours to master. GoldFynch takes minutes. It handles a lot of complex processing in the background, but what you see is minimal and intuitive. Just drag-and-drop your files into GoldFynch, and you’re good to go. Plus, you get prompt and reliable tech support.
Access it from anywhere, and 24/7. All your files are backed up and secure in the Cloud.

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