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Standalone files which are duplicate of email attachment


Vaibhav
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  • Cloud Solutions Architect

Excellent question Vaibhav.

 

With the industry standard for deduplication being set at the family level, our recommendation would be to include standalone documents that are found to be duplicated as attachments in separate document families. The reasoning behind this recommendation is mainly contextual. For instance let's say a responsive document was attached in an email sent from Custodian A to Custodian B. A copy of the same document is also found loose on the desktop of Custodian C. From a lawyer's prospective they may certainly have interest in knowing that other copies of this document exist amongst Custodians outside of A and B as well as why Custodian C also has a copy of this document. So if this standalone document is not included in the review, even though it is clearly a duplicate of a separate email attachment we could still run the risk of not identifying the fact that it exists elsewhere amongst your dataset and with different custodians.

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  • Cloud Solutions Architect

Excellent question Vaibhav.

 

With the industry standard for deduplication being set at the family level, our recommendation would be to include standalone documents that are found to be duplicated as attachments in separate document families. The reasoning behind this recommendation is mainly contextual. For instance let's say a responsive document was attached in an email sent from Custodian A to Custodian B. A copy of the same document is also found loose on the desktop of Custodian C. From a lawyer's prospective they may certainly have interest in knowing that other copies of this document exist amongst Custodians outside of A and B as well as why Custodian C also has a copy of this document. So if this standalone document is not included in the review, even though it is clearly a duplicate of a separate email attachment we could still run the risk of not identifying the fact that it exists elsewhere amongst your dataset and with different custodians.

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  • Cloud Solutions Architect

Excellent question Vaibhav.

 

With the industry standard for deduplication being set at the family level, our recommendation would be to include standalone documents that are found to be duplicated as attachments in separate document families. The reasoning behind this recommendation is mainly contextual. For instance let's say a responsive document was attached in an email sent from Custodian A to Custodian B. A copy of the same document is also found loose on the desktop of Custodian C. From a lawyer's prospective they may certainly have interest in knowing that other copies of this document exist amongst Custodians outside of A and B as well as why Custodian C also has a copy of this document. So if this standalone document is not included in the review, even though it is clearly a duplicate of a separate email attachment we could still run the risk of not identifying the fact that it exists elsewhere amongst your dataset and with different custodians.

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