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5 Proven ways to simplify PPR review and accelerate the disclosure process

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Brenda Dodd |April 16, 2019|Read time: 2 min

As the number of FOIA and Public Records, requests increase exponentially, the cost for identification, collection, review, and disclosure of the requested information weighs heavy on the Legal and IT departments of these agencies. ZyLAB has enhanced its Gartner #1 rated eDiscovery solution to help organizations ease the burden of FOIA and Public Records Act requests.

Let’s take a look at the core features to find out why innovative cities and counties have selected the ZyLAB solution to save valuable resources, time, costs and risks, especially with respect to the handling of exemptions and meeting deadlines for disclosure.

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1. Analytics for collecting and processing 

ZyLAB’s Legal Processing enables organizations to identify, preserve and collect the most relevant information from a targeted source, be it email, files shares, SharePoint and other data sources.  That data goes through a series of processes from de-duplication, OCR, data enrichment and indexing to make the data fully searchable.

A key component of the ZyLAB technology is the use of analytics to cull data as well as pre-identify content based on text analysis. Agencies can tell the system what categories are most important to them, whether it’s identifying potentially sensitive information such as PII or, PHI or other data that is potentially exempt from disclosure.

2. Instant access to sensitive information 

Once the data is automatically categorized it is presented in easy to understand Facets from the ZyLAB Legal Review Facet Dashboard allowing the review team immediate and direct insight to the documents that are most likely to be subject to an exemption.

Reviewers can quickly browse the data by that which has been classified as Potentially Sensitive, based on these pre-categorized analytics.

3. Automated redaction  

Redaction is an important aspect of the disclosure process.  ZyLAB makes the process seamless with pre-populated jurisdiction specific exemption codes and auto-redaction of bulk information to optimize review and protect privileged and exempt information. Redactions and exemption codes are burned into the document image during the disclosure process and exemption reports and privileged logs are automated to meet reporting requirements.

4. Streamlined workflow 

Unlike a document collection and review resulting from a litigation matter, a public records request in most instances is focused on a very specific and limited subject matter.

The ZyLAB FOIA and Public Records review template has been created to maintain the simplicity of the review process.

The tagging process was developed to streamline the review process while keeping the public records disclosure workflow in mind, including the ability to assign a document for further review or coordination by another user to determine the disclosability of the document, which is a common practice in public disclosure reviews.

5. Disclosure Wizard

Once the review has been complete, use the ZyLAB Disclosure Wizard to efficiently create searchable PDFs of the documents then upload them to your organizations personalized Disclosure Portal where requestors can log in and view or download the disclosure.

Using ZyLAB ONE for the handling of FOIA and Public Records Requests significantly saves time and resources, and reduces the errors and risks associated with accidental disclosures.

Get started now 

See for yourself!  Sign up for a free trial account and experience firsthand ZyLAB ONE’s innovated and easy to use software to simplify the complex public records review and disclosure process. 

And if you want to read more on whether a single technology platform is the best option for your agency, this whitepaper will give you all the information you need to persuade agency decision-makers. 

Brenda Dodd
Brenda is a Certified eDiscovery Specialist with over 20 years of experience in eDiscovery and public records disclosure/FOIA technology. Leveraging her unique combination of experience, she has helped law firms, corporations and government entities define best practices and procedures for cost-effective and efficient management of electronically stored information for legal review and disclosure.

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