By John Patzakis
For today’s corporate legal departments, controlling runaway costs is no longer optional — it’s a mandate. Nowhere is this more evident than in the spiraling expenses for outsourced eDiscovery and information governance services. While litigation and regulatory demands continue to grow, many organizations still rely heavily on costly outside service providers to identify, collect, process, and produce electronically stored information (ESI). This outdated model drains budgets, strains timelines, and introduces unnecessary risk.
Enter the modern legal operations executive. One of their core responsibilities is to identify inefficiencies and leverage technology to reduce costs and streamline workflows. Modernizing eDiscovery and information governance processes is a very fertile and high-impact opportunity to do exactly that. Doing so can save organizations tens of millions of dollars in hard (actual) costs. Here’s how:
1) Bring eDiscovery In-House and Slash Costs with the Right Technology
Outsourced eDiscovery vendors typically charge steep hourly rates and volume-based markups for even routine tasks like identifying and collecting custodial data. Yet studies — and real-world case studies — consistently show that corporations can reduce eDiscovery costs by up to 90% by adopting targeted collection and in-place search technology.
Solutions like X1 Enterprise enable legal and compliance teams to index and search data in place — without cumbersome, time-consuming manual collection. By deploying this technology internally, the legal operations team can replace costly third-party workflows, including highly inefficient Microsoft 365 processes, with faster, defensible, and far less expensive processes. This means greater control over timelines and budgets, and reduced exposure to data security risks associated with handing over large volumes of sensitive information to multiple vendors.
2) Drive Broader Efficiencies Beyond Litigation
The benefits of a modern eDiscovery platform extend far beyond document production in a lawsuit. The same technology can be leveraged for critical information governance and data compliance functions. For example, when a company needs to respond to internal audits, regulatory data access requests, or data privacy audits and inquiries, in-place search capabilities allow teams to quickly find and manage relevant data without reinventing the wheel each time.
Legal operations executives can champion the use of enterprise eDiscovery tools for these broader use cases, creating synergies between compliance, privacy, IT, and legal teams. This not only reduces redundant spending on separate point solutions but also ensures better control of data and improved risk management across the organization.
3) Partner with Finance to Uncover Hidden Cost Savings
A key role of legal operations is to align legal spend with broader corporate financial goals. When evaluating an in-house eDiscovery solution, legal ops leaders should engage their CFO early. One common pitfall is focusing solely on capital IT budgets while overlooking how much is siphoned away from the legal operating budget to fund expensive outsourced eDiscovery services.
In one real-world example, a company assumed they could not afford an internal solution based on their limited IT budget. However, when they worked with their CFO to analyze total eDiscovery spending, they discovered they were paying tens of millions annually from a separate operating budget to outside providers. Redirecting even a fraction of this spend towards a robust internal platform not only paid for the technology but will yield millions in net savings — year after year.
Final Thoughts
For legal operations executives looking to deliver immediate cost savings, increase efficiency, and elevate the department’s strategic value, modernizing eDiscovery and information governance processes is perhaps their greatest opportunity for an immediate and significant impact. By bringing the process in-house with proven technology like X1 Enterprise, expanding its use to multiple compliance and governance scenarios, and partnering with finance to eliminate wasteful spending, legal operations can transform eDiscovery and information governance from a financial drain into a model of operational excellence.
Interested in learning more about how to achieve this transformation? Schedule a briefing today at sales@x1.com or visit www.x1.com/solutions/x1-enterprise-platform.