Repository workspaces in RelativityOne

When setting up a workspace for documents, it is useful to understand that RelativityOne provides administrators the flexibility to setup a workspace either as a regular workspace or as a Repository Workspace.

This topic highlights some of the items that admins need to be aware of as they create the repository workspace in RelativityOne. It also covers how to prepare and handle the flow of data between the review and the repository workspaces.

Setting up a repository workspace

All organizations start with a template that is shipped with RelativityOne or a template that is customized for your instance that meets your workflow requirements. The workflows described here will apply towards all such template workspaces in your RelativityOne environment.

Here are some advantages of executing these workflows in the below scenarios to designating repository / review workspaces:

  • You have the same fields / layouts / views available in both workspaces (repository and review) so the learning curve for the teams administering the case is minimal.
  • When you promote data between repository and review workspace (using Integration Points) you can use the same field names and types to push data between them, reducing the opportunity for errors since both workspaces are born out of Template Review Workspace (Workspace –A) originally.

Below we will describe a couple scenarios for creating a Repository Workspace and following that a few quick workflows that will come in handy as you use those workspaces.

Example 1

You currently have a Review Template (Workspace-A). You can create a new workspace (Workspace-Z) from Workspace-A, add the Repository application to Workspace-Z and designate it as a Repository Template.

  1. In Repository Template Workspace-Z remember to setup the appropriate security groups that limit access to case admins and disable access to the reviewer groups.
  2. You have two designated workspace templates – one for review (Workspace–A) and one for repository (Workspace-Z).
  3. You can create Review Workspace-B and Repository Workspace-Y from these templates.

Example 2

You currently only have a Review Template Workspace-A. You have created a new Review Workspace-M and loaded data into it and are well into review. With time you receive more data and the size of the workspace is expected to increase dramatically.

At this point, you can still take advantage of the Repository feature and here is how:

  1. Create a new review workspace called Workspace-N (from Template Workspace-A).
  2. Now, add the Repository application to the original Review Workspace-M and from this point on it becomes your repository workspace.
  3. Turn off Review access to Workspace-M.
  4. Promote the reviewed data from Workspace-M to your new Review Workspace-N.
  5. Proceed with review in Workspace-N.

Special considerations

  • Administrators can load data in using the Relativity Desktop Client (load files) into a repository workspace.
  • Repurpose some of the suggested Data Load / Analytics / Searching Dashboards to facilitate analysis and culling your data sets for promotion.
  • When promoting subsets of data:
    • Promotion workflow is not limited to just repository to review (ex: documents and metadata), it will also work between review and repository (ex: overlay Priv Coding designations).
    • It is recommended to tag documents that were promoted on an admin field in the repository workspace to facilitate easy QC.
    • Following promotion of, inclusive & non-duplicate emails or some documents from certain clusters, trying to rerun the email threading or clustering (in these examples) in the review workspace, will result in different results, by design.
    • To take advantage of the reduced data costs offered by the repository workspace, it is recommended to promote documents via links only to review workspaces instead of storing copies of the files in the case review workspace. If you choose to promote actual files to your case review workspace, your calculated data usage will include both the files in the repository workspace billed at the reduced rate and the duplicated files in the standard case review workspace which is billed at the standard rate (please refer to your contract for more specific information for how this is calculated).
    • If you promote documents via links from repository to review workspace – keep in mind that if you did delete the documents in the repository workspace or delete the repository workspace itself, the links to the promoted documents in the review workspace will be broken.
  • When using Relativity Processing:
    1. Administrators can load data in using the Relativity Desktop Client (and load files) and processed data via Relativity Processing in the repository.
    2. If you are loading data via the Relativity Desktop Client:
      1. Watch out for deduplication challenges across the mixed data.
      2. To avoid errors on retry (of processing errors), use unique control numbers that will not conflict with the Relativity Processing Numbering scheme (Ex: HardCopy-xxxxx or LoadFile-xxxxx).
    3. Process data with deduplication turned off on the processing profile and use the Processing Duplication Workflow to cull your data. It provides better flexibility in case of changes in dedupe order / type.
  • When using Analytics:
    1. For structured analytics sets - Evaluate if you need to Run Full Analysis or Run Incremental Analysis.
    2. For conceptual indexes – Evaluate if you need to Populate Index:Full or Populate Index:Incremental.
    3. When clustering documents, evaluate if you would like to cluster the entire universe or just a subset of documents based on your needs.