Prevent Getting Bogged Down Moving Relativity Cases Through Data Lifecycles

Your litigation support team is buried under an avalanche of data management tasks. Every week, they run reports, check client agreements, and manually shuffle Relativity cases between storage tiers. What used to be a manageable part of the job has turned into a time-sucking monster that keeps growing.

Here's what's really happening: While your team burns hours on administrative busywork, your hosting bills keep climbing. Cases sit in expensive Review workspaces long after anyone's touched them. Your staging area hits overage fees because nobody had time to clean it up. Does this sound familiar?

CaseFlow changes this completely. It's a Relativity application that automatically handles all the tedious lifecycle management, so your team can focus on actual legal work instead of playing data janitor.

The Problems With Manual Relativity Case Management

Let's be honest about what managing Relativity cases looks like: Your litigation support staff spend their days buried in reports, trying to figure out which cases can move to less expensive storage. They're constantly coordinating with case teams, checking client retention requirements, and manually executing transitions one by one.

The workload keeps getting worse; there are more cases, bigger datasets, and more clients with different requirements. Your skilled professionals, the ones who should be analyzing data and supporting case strategy, end up as glorified file clerks.

Take archiving, for example. Before you can archive something, someone has to run reports to determine if it's safe to move, they need to email everyone involved to make sure nobody needs the data, then they wait for responses. Finally, maybe, they can actually archive the workspace. Multiply this by dozens of cases, and you see the problem.

Moving cases to Repository mode or cold storage isn't much better. It's all manual coordination, scheduling, and hoping that nothing gets missed. Meanwhile, you're paying premium storage rates for cases that nobody's touched in months.

Storage Options for Relativity Cases: Theory vs. Practice

Relativity offers numerous storage options, but using them efficiently is where things become complicated.

• Staging is supposed to be a temporary space for preparing data. The catch is that your billing is based on your monthly peak usage. Many firms discovered this the hard way when their staging bills exploded because nobody was cleaning up regularly.
• Repository workspaces can save serious money, especially for early case assessment work. You process and filter data there, then push only what you need to expensive Review workspaces. It’s a smart strategy, but it requires someone to actually manage these transitions. How feasible is that when you're juggling hundreds of cases?
• Review workspaces cost the most because they're built for active work. The problem is that cases often stay in Review mode long after the active work is done, since moving them requires time that nobody has.
• Cold storage offers the best rates for inactive cases, and you can bring them back online quickly if needed. However, someone still needs to identify the candidates, obtain approvals, and execute the moves. Workspaces bill at their original rate until the next calendar month, so timing matters.

These are great options, but they all require manual management that your team doesn't have the bandwidth for. This works fine when you have a handful of cases. However, when you scale it up to the volume of Matters that most firms handle today, it becomes unsustainable, and your team gets stuck in an endless cycle of administrative tasks.

How CaseFlow Eliminates the Manual Nightmare

CaseFlow runs continuously in your Relativity environment, monitoring every case and handling transitions automatically.

“Set It and Forget It” Monitoring

CaseFlow watches your entire Relativity instance 24/7. It tracks activity across all cases and identifies transition opportunities without any human intervention. While your team sleeps, it determines which cases can move to less expensive storage.

Smart Configuration for Different Matters

Every client has different requirements, and CaseFlow handles this automatically. You configure the rules once, at the instance level or for specific Matters, and the system applies them consistently.

Automatic Candidate Identification

The system uses configurable rules to define "activity" for each Matter. Cases that meet your criteria for inactivity are automatically flagged.

Simplified Bulk Actions

CaseFlow's Actions On-Demand enables you to schedule lifecycle actions for individual cases or batches from a single interface. If you need to move ten cases to cold storage next month, you can set it up once instead of managing ten separate manual processes.

Practicality Verification

We're not talking about theoretical improvements here. CaseFlow delivers real, measurable benefits that are reflected in your operations and your bills.

Your Team Gets Their Time Back

Case analysis, client service, strategic support—these are the things that actually move cases forward and generate revenue.

Storage Costs Drop

Cases are shifted to the appropriate storage tiers based on actual activity, not when someone finds time to review them. This systematic approach cuts hosting costs across your entire caseload. More cases in cold storage or Repository mode means lower monthly bills.

Compliance Gets Easier

Client retention requirements are applied consistently without relying on someone remembering the details. The system follows the rules that you've configured, reducing compliance risks and keeping clients happy.

Growth Doesn't Mean More Administrative Burden

Here's the big win: As you take on more cases, the administrative workload doesn't grow proportionally. CaseFlow handles increased volume without requiring more manual effort from your team.

Make the Switch Without Disrupting Your Work

Your litigation support team has valuable skills that shouldn't be wasted on administrative busywork. CaseFlow fixes this by automating the administrative burden. Your team focuses on legal work, your costs stay under control, and your clients get better service.

The best part is that CaseFlow installs directly in Relativity as a native application. Your team members don't need to learn new systems or change their workflow. The interface is familiar, and the configuration process enables you to codify your existing policies into automated rules.

The choice is simple: Keep burning time and money on manual processes, or automate the problem with CaseFlow and get back to practicing law.

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.