RFQ__2024-01_eDiscovery_-_Questions_and_Answers.pdf

1 of 2 State of California State Lands Commission

Procurement and Business Services

No. Question Answer

Could you please specify the total number of users and workstations that the eDiscovery solution needs to support?

12 current users, each on their own computer. We don’t share workstations. Possible expansion in the future to add a couple of more positions, but nothing big. 1 TB seems to be working for us so far.

Could you provide details on the current and anticipated data size/volume that the solution will need to manage?

Current specs: 1TB Hosted Storage, 100 insights entity extraction, 1 machine translation, 10 A/V transcription/search

The RFQ mentions that you are currently using the ZyLAB One Business Package. Could you provide more details on how this solution is being utilized, including the data size it handles, the number of users, and any specific features that are critical to your operations?

It is being utilized by a state agency for Public Records Act (PRA) response and early filtering of discovery in litigation.

12 current users, each on their own computer. We don’t share workstations.

Current specs: 1TB Hosted Storage, 100 insights entity extraction, 1 machine translation, 10 A/V transcription/search Critical features: Optical Character Recognition (OCR), tagging, scanning for Personally Identifiable Information (PII), redaction.

Is ZyLAB currently being used as a cloud-based solution, or is it deployed on-premises? Additionally, does the RFQ specify whether you are seeking a cloud-based eDiscovery solution, or are you open to on-premises or hybrid solutions as well?

Current solution is a cloud-based SaaS.

Remain cloud-based SaaS.

While we understand ZyLAB is a cloud-based solution, does the Commission have a preference for the deployment model of the new eDiscovery solution (cloud-based, on-premises, or hybrid)?

Current solution is a cloud-based SaaS.

Remain cloud-based SaaS.

Will there be a need for data migration from the current ZyLAB One system to the new solution? If so, can you provide details on the volume and types of data that need to be migrated?

Migration would be necessary for any new solution. Migration cost is not an item of bid for this RFQ.

Are there any specific existing systems (e.g., case management, document management) that the new eDiscovery solution needs to integrate with? If so, could you provide details on those systems?

No. We have O365 Security and compliance center (Microsoft Purview) to search our emails/Office suite of documents. We also use DT search to comb our archives. It might be nice if we could direct connect to O365.

RFQ 2024-01

Legal eDiscovery Software as a Service (SaaS)

2 of 2 State of California State Lands Commission

Procurement and Business Services

No. Question Answer

RFQ 2024-01

Legal eDiscovery Software as a Service (SaaS)

How many distinct user roles or permission levels are required within the eDiscovery platform? Are there any specific access controls or security requirements that need to be implemented?

There are probably 2 levels needed.

1. A “super user” or “global admin”

2. Standard user

It would be nice to have the ability to make certain matters not visible to all for some of the HR concerns we work on.

Otherwise, our teams are collaborative and should be able to share work on matters. There is very little need to secure cases from other attorneys.

IF there is an option to reserve a 3rd role for limited access paralegal, that would be a bonus.

Are there any specific compliance standards (e.g., SOC2, GDPR, HIPAA) that the eDiscovery solution must adhere to? Are there any additional security measures or certifications that the Commission requires?

No.

Please see Special Terms and Conditions: Cloud Computing

- Software as a Service (SaaS) - Link available in the Solicitation.

Does the Commission have any specific requirements for ongoing support, training, or documentation? Are there any preferences for how training should be delivered (e.g., on-site, online, self-paced)?

We will need ongoing support at some level. We will need some basic training. We are flexible on how that is done. We are hoping for a system that is intuitive enough that a basic training would cover 95% of our uses.

Are there specific reporting and analytics features that are essential for the Commission? For example, do you require customizable dashboards, automated reporting, or real-time analytics?

Not a requirement. It would be nice to see our overall usage of the system and the size per matter.

Are there any expectations or requirements regarding the scalability of the solution, particularly concerning potential increases in data volume, user numbers, or additional features?

Larger data sets go to the Attorney General’s office. We probably will have some increases, but likely not too much.