If you manage a Relativity environment, you know that active cases need immediate access, older Matters should transition to Repository mode, inactive data belongs in cold storage, and completed cases require archiving. But each manual decision impacts accessibility and cost, storage expenses continue climbing, and overage notifications arrive with unwelcome regularity.
Most organizations rely on manual processes to navigate these transitions. Litigation support teams dedicate significant time to generating activity reports, reviewing client agreements, and coordinating with project managers to determine which Matters are ready for the next stage. As data volumes expand, these administrative tasks consume increasingly valuable resources.
Relativity data typically flows through multiple stages: Staging → Repository → Review → Cold Storage → Archive. Each serves a specific purpose with a different cost structure.
With high volumes of clients and Matters in a Relativity instance, transitioning data through these stages requires substantial manual effort. Litigation support teams find themselves running activity reports, reviewing client agreements, and coordinating case transitions from active status to Repository mode, cold storage, or archive.
Identifying which Matters are ready for lifecycle transitions presents its own challenges. With rapidly growing data volumes and diverse client agreements, monitoring workspace stages can demand dedicated resources. Teams must continuously generate activity reports and coordinate with clients and project managers to stay current.
The archiving process adds another layer of difficulty. Administrators must first generate reports to confirm a Matter's archive readiness and then coordinate with clients and team members to ensure that the transition won't disrupt ongoing work or violate retention agreements.
Continuous Monitoring and Smart Identification
CaseFlow continuously monitors the entire Relativity instance to provide visibility and automatically move Matters to appropriate stages in the data lifecycle. By using configurations to define “activity” in each Matter, it can accurately report inactive Matters ready for transition.
Automated Lifecycle Actions
CaseFlow automatically executes all administrative actions and can be configured at the instance and client/Matter levels. This flexibility enables the service to adapt to different clients' and Matters’ retention agreements.
Additionally, CaseFlow automatically identifies inactive Relativity Matters based on individual configurations that match data retention rules for each client and Matter. Before archiving, it notifies all stakeholders to prevent the case from being inadvertently taken offline. They can stop the auto-archive action by clicking on the notification, which will effectively reset the timer.
Streamlined Data Management Administration
CaseFlow's Actions On-Demand enables administrators to schedule various data lifecycle actions for single or multiple Matters from a single interface. This eliminates the time-consuming process of manually moving them to Repository mode, cold storage, or archiving offline across several Matters on different dates.
Automated data management reduces storage costs through proactive lifecycle management. By automatically transitioning Matters to appropriate storage tiers, organizations avoid the overage fees that many early RelativityOne adopters are experiencing.
Administrative resources are freed from repetitive manual tasks like running activity reports and coordinating with multiple stakeholders. Teams can focus on higher-value work instead of managing data transitions.
Compliance with retention policies is enhanced through the automated monitoring and execution of lifecycle actions based on client-specific retention agreements. The stakeholder notification system and its safeguard controls ensure proper coordination before any transitions.
The solution scales naturally as data volumes grow, unlike manual processes that become increasingly burdensome with more Matters and clients.
Automation shifts data management from reactive to proactive. Instead of scrambling to manage storage costs and coordinate manual transitions, organizations can take control of their Relativity data lifecycle with a purpose-built tool, such as CaseFlow. The result is streamlined operations, reduced costs, and the ability to scale data management as legal technology demands continue to rise.
Ready to take control of your Relativity data lifecycle and eliminate unnecessary costs and wasted time? CaseFlow provides the automation that you need to proactively manage your Relativity storage, seamlessly transitioning cases through Repository, Cold Storage, and Archive based on your specific requirements. Don't let manual processes bog you down; see how CaseFlow can save your law firm time and money. Contact us today, and discover the power of automated Relativity data lifecycle management.