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These requests continue to grow, in both number and complexity -- nearly 1.43 million FOIA/FOIL requests were made in the United States over the past two years, with 262,500 still backlogged. Email, meetings records, court records, relevant news reports and social media posts, even video surveillance are among the items that must be gathered, packaged, and provided upon request.
As a result, the document sets for a FOIA/FOIL records search can be
massive. The good news for both citizens and government agencies is that technology is catching up, enabling a quicker, easier, and more automated fulfillment process.Advanced eDiscovery in Office 365 features predictive coding and advanced text analytics that enable de-duplication and sorting of data. This helps agencies work with smaller, more precise records and email. These advanced features in Office 365 got a boost in 2015 with Microsoft’s acquisition of eDiscovery software company Equivio.
With Advanced eDiscovery, you can work with data stored in Exchange Online, SharePoint Online, OneDrive for Business and even Skype for Business.
Here’s how the Office 365 features can simplify FOIA/FOIL requests:
- Case data analysis: Advanced eDiscovery enables the identification and grouping of near-duplicate files and hierarchically structured groups of email threads. This helps de-duplicate data and narrow data sets.
- Relevance processing: Through the Advanced eDiscovery Relevance module, files are identified and ranked by Relevance scores, which assist with early case assessment, document culling, and review.
- Running reports and other utilities: Advanced eDiscovery enables you to export manageable levels of case data and results for review, including .csv file output for selected reports. Additional tools are available to set parameters to further refine searches and cull data.
- User roles and access: With Advanced eDiscovery, you also can assign user roles and access levels when teams are collaborating ondata reviews.
Many of these Advanced eDiscovery tools are part of the E5 enhancements added to Office 365 in the past year. In an earlier blog post, we wrote in broader sense about how these tools can boost your agency’s regulatory compliance or better prepare it for internal investigations or possible litigation.
DynTek provides and implements technology solutions such as Office 365 to help your organization do more with less. As always, let us know if you have any questions and make sure to contact us if you are interested in exploring options for eDiscovery. You can learn more about how the cloud is enabling government agencies today at www.dyntek.com/government-cloud.
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