RelativityOne data management

Data management encompasses the methods for which data can be stored within your RelativityOne environment. The format and level of access needed for the data will help guide and determine which storage option will be best.

Data volume considerations

Note the following data volume considerations for RelativityOne and RelativityOne Government:

  • The use of RelativityOne with users/data bundled is limited to one thousand logged in users per instance per 1 TB of data in Standard, Repository, and Cold Storage workspaces. The data volume size is based on the actual file size of data stored in Review, Cold Storage, and Repository workspaces, which includes the text only document conversion rate. See the topic Users for information on managing users.
  • The use of RelativityOne Government with users/data bundled is limited to three hundred and fifty users per instance per 1TB of data in Standard, Repository and Cold Storage workspaces. The data volume size is based on the actual file size of data stored in Review, Cold Storage, and Repository workspaces, which includes the text only document conversion rate.

Data retention

Relativity retains file share backups and SQL Server backups for 14 days. Relativity cannot restore data outside of these windows.

Data management tools comparison

The following table contains a high-level comparison of the various data management tools available to you within RelativityOne.

  Staging Repository Workspace Review Workspace Cold Storage
Used for
  • Prepare (stage) data for processing and importing into RelativityOne
  • Temporary holding area for ARM archives for restoration or for raw data prior to processing into a Repository or Review Workspace
  • Searching, analytics, and visualizations to perform early case assessment
  • Repository to store documents and coding decisions for future use
  • Review, code, and produce documents
  • Store workspaces for active and ongoing matters
  • Store inactive cases for an extended period 
  • Can be easily brought back online on short notice
Billing Considerations

Staging is calculated based on the highest consumption peak during a given month.

To ensure that you are charged at the repository rate for the current month, you must install the Repository in a new workspace within 24 hours of creating it.

If you convert an existing Review workspace to a Repository workspace by installing the Repository application, it will continue to be classified as a Review workspace until the beginning of the next calendar month.

Workspaces transitioned to cold storage are billed at their original data tier rate until the start of the following calendar month. At that point, billing automatically switches to the cold storage rate.
Pricing model

Minimum data size included based on contract

Repository workspaces data rates based on subscription volume

Standard review workspaces data rates based on subscription volume

Cold Storage data rates based on subscription volume
Data limits Per contract N/A N/A N/A
Links

Staging Area

Staging Explorer

Utility Server

GlobalProtect VPN

Repository Workspace

Review

Workspaces

Cold storage help

For more information on viewing, monitoring, and managing billing and usage data, see the Cost Explorer.

Data management workflows in RelativityOne

There are several workflows that can be utilized to manage your data.

Repository to Review workflow

This workflow allows you to process and strategically filter within one workspace (repository workspace), and then push only a select set of data to a separate review workspace.

Use case

This is useful when dealing with the same set of data and multiple matters where separate reviews are needed. This enables dedicated teams to focus on these specific areas of processing and review. It also lets you save on your overall data subscription utilization by processing and culling data in the Repository workspace before pushing just the documents you need for review.

Specifically, this workflow is used for early case assessment (ECA) workflows.

High-level process

  1. Create a new workspace and install the Repository Workspace application. Alternatively, utilize a template workspace with the Repository application already installed (e.g., the ECA template).
  2. Process data into your Repository workspace and be sure to keep in mind the Usage Limits.
  3. After searching and culling processing data, utilize Integration Points to move the subset of data to a review workspace using links only.

Use traditional review workflows in the review workspace, and then continue to process and push any additional data for review from the Repository workspace. You can also push data from Review workspaces back to the Repository workspace if needed based on things like coding decisions.

Review to Cold Storage workflow

This workflow involves placing an existing case workspace into cold storage if it’s inactive for an extended period of time, where it can be retrieved when it becomes active again.

Note: Workspaces in Cold Storage can be archived directly using ARM without having to be moved to an active state before archiving. See Creating and running an Archive job for more information.

Use case

During a matter, if review is placed on an extended hold or is near completion, the Cold Storage option is available to help you save costs for your impacted workspaces. Then if case review starts up again, you can easily retrieve those workspaces from Cold Storage and continue with the review.

High-level process

  1. Navigate to the inactive workspace and click the Workspace Admin > Workspace details tabs.
  2. Select Migrate to Cold Storage in the Relativity Utilities console.
  3. On the Cold Storage Confirmation dialog box, click Migrate Workspace.

When the review is preparing to start up again, navigate to the Workspaces tab, and then click on the workspace you want to retrieve. Follow the standard prompts to retrieve the workspace from cold storage.

Archive to cloud storage (staging area) workflow

This workflow involves creating an ARM archive of the workspace and storing it within your RelativityOne cloud storage (staging area) for easy access. Once an archive is created, you have the option to delete the corresponding case workspace.

Use case

In situations where a review has completed but you still want or need to maintain an archive in ARM format in case it’s needed again.

There are two primary storage options within your RelativityOne environment.

  • ARM folder in RelativityOne Staging—The RelativityOne Staging area is the default storage location for your RelativityOne instance and how data is transferred to and from the cloud via Staging Explorer. From the Staging area you can easily pull the ARM file down for local storage or maintain the copy in the Staging Area for quick restoration access if needed.

High-level process

Note: Before archiving a Repository workspace to cloud storage via ARM, determine if the repository workspace has been linked from any standard review workspaces via an ECA workflow. If so, you should consider transferring over ALL native files currently accessed in review workspaces linked to the repository via Integration Points links. To transfer these native files, you can utilize Integration Points and ensure to copy the files or you can export the natives from the Repository workspace, and then import them into the Review workspace using Import/Export.

  1. Create an archive of the workspace using ARM.
  2. Transfer the archive via Staging Explorer to your Staging Area.

When needed again, you can easily restore an archive from the staging area using ARM by setting the Sourcelocation for the archive file.

RelativityOne cloud storage to Repository or Review workflow

This workflow enables you to quickly transfer data from either Staging Area to a Repository or standard review workspace when processing is ready to begin.

Use case

Sometimes a data source is known, but certain aspects of the case are still in discussion and may take weeks or longer to finalize. For situations where you have the data, but are waiting to begin processing data, you can store data in your Staging Area to ensure quick access to the data when specifications are finalized, and processing is ready to begin. In addition to quick access, utilizing Staging storage can help you manage your subscription utilization by making sure to only add data to your Instance when ready.

High-level process

  1. Transfer data via RelativityOne Staging Explorer to either your Staging Area.
  2. Organize your data and ensure it’s clearly named.
  3. When ready to act, set your storage location as your Processing Data Source.
  4. Process and review with traditional workflows.

Note: Be sure to manage the Staging Area data after processing and error remediation is complete.

Review to Repository Conversion workflow

This workflow involves converting an existing large case workspace to a Repository workspace, and then creating new review workspaces to push your data to where you can perform the review on a smaller set of culled data.

Use case

Same set of data needed for a separate matter - During the midst of an ongoing case, this workflow allows your already processed dataset to be used for multiple matters.

Used when size or scope changes during an ongoing matter - you may not realize how large a data set will become at the onset of a new case and you may only have a limited set of data for review. The large volume of data that’s not being reviewed is still being calculated towards your data subscription utilization and you may want to convert the workspace to a Repository workspace to save on costs.

High-level process

  1. Install Repository Workspace application into your current workspace.
  2. Create a new workspace or workspaces (if multiple matters) for review to be performed in.
  3. Utilize Integration Points to move the subset of data to a Review workspace(s) using Links Only.

Process any new data in the former review workspace now being utilized as a Repository workspace and push additional data as links only to the appropriate review workspace(s). You can also push data from Review workspaces back to the Repository workspace if needed based on things like coding decisions.

RelativityOne Repository to Cold Storage

In this workflow, you transfer data from your Repository Workspace to Cold Storage to save on storage costs when discovery and processing complete while review is ongoing.

Use case

When the discovery and processing phase is completed while the review phase is still ongoing, one possible option for managing your subscription utilization is to transition a Repository workspace into Cold Storage.

High-level process

Note: Before placing a Repository workspace into Cold Storage, determine if the workspace is linked to a Review workspace via an ECA workflow. If the repository workspace is utilized for an ECA workflow, you should consider transferring ALL native files currently accessed from the Review workspace via Integration Points links. To transfer these files, you can utilize Integration Points and ensure to copy the files or you can export the natives from the Repository workspace, and then import them into the Review workspace using Import/Export.

  1. Identify native files in the Review workspace that reside in the Repository Workspace as links via Integration Points.
  2. Transfer native files from the Repository workspace to the Review workspace via the Copy Physical Files option in Integration Points.
  3. After you copy the native files to the Review workspace, navigate to the Repository workspace you are migrating to cold storage.
  4. Click the Workspace Admin > Workspace details tab in the Repository workspace.
  5. Select Migrate to Cold Storage in the Relativity Utilities console.
  6. On the Cold Storage Confirmation dialog box, click Migrate Workspace.

If there is ever a need to process additional files, retrieve the workspace from Cold Storage using the standard process.

Resources