What is Data Mapping in eDiscovery?
In eDiscovery, data mapping is like creating a detailed blueprint of where all the important information is stored within a company. This data could be anything from emails and documents to text messages, cloud data, or files on a server. The goal of data mapping is to know exactly where to find the information needed for a legal case so nothing important is overlooked.
For example, if you're looking for all the relevant emails between two employees about a project, data mapping helps you figure out where those emails are stored—whether it’s on individual computers, company servers, or in a cloud service.
This map makes it easier to plan how to gather the data.
How is Data Extracted in eDiscovery?
Once we know where the data is, the next step is data extraction. This is the process of pulling the information we need while making sure it stays in its original form. Here's the process:
Identifying the relevant data: Using the data map, we pinpoint the exact files, emails, or information that need to be collected for the case.
Preserving the data: One of the most important things in eDiscovery is to collect the data without altering it. If we change a file, even slightly, it can impact its authenticity and its use in court. Simply copying a file can change it in ways you wouldn’t expect—sometimes even the act of copying can modify key details like the metadata. This metadata includes things like when the file was created, last edited, and where it’s been stored.
For instance, if you copy a file from one location to another, the "last modified" or "created" date might change. This may seem small, but in a legal case, this change could create problems, such as making the document appear newer or older than it really is. That’s why eDiscovery tools are designed to capture data without copying it in the usual way—these tools preserve the file exactly as it was.
Extracting in Native format: This means collecting the file in the format it was originally created in. So, if it’s a PowerPoint, it stays a PowerPoint, or if it’s a PDF, it remains a PDF. Extracting in the native format ensures that nothing is lost or altered in the process.
Maintaining the metadata: Metadata is the "behind-the-scenes" information about a file—things like who created it, when it was last opened, or where it was saved. When we extract the data, we must ensure that the metadata stays intact. Changing or removing this information can compromise the file’s authenticity, which is crucial for legal purposes.
The entire process requires specialized eDiscovery software to make sure everything is collected properly and securely without changing the data or its history. This way, when it’s time to present the information, it’s clear that nothing has been altered from its original state.
In short, data mapping helps us find the right data, and data extraction makes sure that we can pull it out safely—without accidentally changing important details—so it can be used in legal proceedings.
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