FREQUENTLY
ASKED
QUESTIONS

EVERYTHING YOU NEED TO KNOW

If you want to learn more about our services or how to become a client, or anything about us in general, below are our answers to frequently asked questions

FAQ

General

In what states do you assist your clients?


Our team members are capable of assisting clients in all U.S. states. Our team members are well versed in multi-state law. Our team members' are highly skilled and trained and can adapt to assist any attorney, practice group or department throughout the United States.




Why are your team members better than a freelance professional?


While there are many skilled freelance professionals, there are significant differences between working with an individual and having a company support you. 1. Your team member will be able to offer you more services directly through Lit Support 365 versus a freelance professional. For example, you need trial exhibit binders made, your dedicated team member has direct access to all materials need to create your binders while a freelance professional might have to outsource the request or manage a vendor which will increase your project cost. 2. Your team member has access to all the latest and greatest software to efficiently and effectively complete your project, whereas a freelance professional may not have the latest and most secured version of software needed to complete the task. 3. Your team member as access to more resources than a freelance professional. Your project requirements expertise in ESI beyond the scope of their project, your team member can reachout to someone in the company to get the answer for you. Your project needs more individuals to assist with document review immediately, your team member can manage the scale up of the other team members needed for the document review and can get them up to speed on the project without wasting critical time. A freelance professional may not have immediate access to a team to help with any immediate need. 4. Your team member is insured and the equipment they use is secured and insured for data breaches. Your team member MUST comply with our strigent information governance policies. A freelance professional may not be insured and their equipment may not be as secured. 5. If your team member is sick or ill or unavailble or any reason, they have an immediate backup to take their place with no delay. A freelance professional may not have a qualified person to back them up if they are ill. 6. Your team member offers you or your practice group a full option of litigation support functions from copy services, court reporter services, data hosting to trial preparations and everything in between. Generally speaking, a freelance professional can not offer these services without coordinating with other vendors which makes the proposition more costly.




Are there any set up fees or hidden fees?


Nope! We believe in transparency, that's why our prices are listed online. No bate and switch, no restricted services unless you go up to this or that plan, no lesser software used or any other tactic to lure you in to our services to only change it on you when you sign the agreement.




How does the subscription process work?


1. Pick your subscription plan. 2. One of your team members will contact you to discuss your specific needs, the area or areas of law that you or your firm/practice group practices, general hours and all other relevant information to define the scope of work. 3. We'll send you some paperwork to fill out and return. 4. We assign you a dedicate team member and schedule your introductory call/video meeting. 5. Start working with your new dedicated team member. You need more team members, just wash and repeat.




Where are team members located?


Our team members are located nationwide. We are United States based service and do not utilize any offshore staffing or any offshore legal process outsourcing companies. While we have nothing against those companies, all Lit Support 365 team members are stateside.




How experienced are your team members?


Our team members are required to have a minimum of 10 years experience in the legal industry, must have held a supervisory role during some point in their careers and worked for a mid-size or large law firm. They must be in good standing with all of their credentials.




How secured is my clients' data?


First all team members are required to sign any confidentiality agreements that are required by you, your firm or clients. Additionally, all team members' software sits on either Microsoft Azure Servers or Amazon Cloud Servers (depending on project and service) and utilize their security services. All access requires multifunction authentication. All hard drives provided for any projects are encrypted. Any links provided are password protected, only available to the email address the link was sent to and all links expire after 7 days. Any large data transfers that may be needed are done through several FTP sites depending on client requirements. Our team members must follow a strict information governance protocal that is implemented by the company.




What is litigation support?


Litigation support has been defined as “the process of providing consultation and support services to attorneys or others in regard to current and pending cases." Litigation support services can range from legal research, to the valuation of property, to determining the extent of damages incurred in an accident or injury, and perhaps forensic accounting services to trace out fraud, waste, and abuse in financial activities. As our world becomes more complex and information transforms from the written page to digital material maintained on a server or in a cloud, more and more litigation support is being focused on digital formats, coining a new term E-Discovery. E-Discovery refers to the discovery of information in civil litigation which deals with the exchange of information in electronic format, i.e. electronically stored information. E-Discovery is frequently utilized by law firm and business support staff, outsourced by the firm to specialty groups whose sole role is to extract and analyze evidence supplied by attorneys using digital forensic procedures which are incorporated into a document review format.




What if we have never used a litigation support company before?


No problem! We will talk to you about our process and services and see what best suits your needs related to your matter of firm's need in general. Reach out to us to find out how we can support you.




What type of clients do you serve?


We assist sole practitioners, law firms, in-house counsel, corporations and legal service providers. We do not assist the general public or attorneys not in good standing with their respective bar. All of our services provided to licensed attorneys only.




What is Document Imaging?


The process of converting paper documents into a digital format using hardware and software.




What is OCR'ing?


OCR stands for Optical Character Recognition. This is the the process that allows digital documents that contain text or characters to be searched by key words or phrases and in some instances allows a user to edit the text or characters.




What is a Deposition Subpoena?


A deposition subpoena is a legal document usually in the form of a Judicial Counsel Form requesting either the appearance of a person or party to appear at a deposition or requesting that a person or party produce documents by a certain date.





Virtual Team Members

What is a dedicated team member?


Each LS365 Subscription Plan includes a dedicated team member to work with you and/or your practice group. You or your practice group would assign tasks and projects directly to them. Your dedicated team member will learn and develop an understanding of nuances of you or your practice group, preferences and all things needed to avoid repeating yourself. Since your team member is on demand, during the on boarding process, you let us know the best hours that you would need your team member and the general turn around time for each assignment of project. We then coordintate their time to best serve your schedule. You contact your dedicated team member and within a specified timeframe they will respond and begin working on your project with no delay. Think of it like you're looking for someone who is not at their desk, you leave them a message to get back to you because you have a project. We do not offer immediate turnarounds on projects, most projects are completed within 24-48 hours. We encourage you to set priortiy deadlines on projects provided to your dedicated team member.




How do you choose your virtual staff?


Every team member goes through a thorough process. Each member must have a minimum of 10 years of applicable experience and they have held a senior role during their career. We conduct background checks, government clearance checks, professional references and certifications, NDAs and confidentially agreements.




Can my team member make outbound calls for me?


Yes! Your dedicated team member can make calls for you. They can contact vendors, courts, clients, opposing counsel, experts and other calls on your behalf. However, there are limitations to their phone calls. They can not make sales or prospecting calls, solicit clients, offer legal advise to clients, provide or accept ex parte notifications or violate any ABA ethics rules.




What tasks can my team assist with?


Your dedicated team member can assist you with just about everything outside of actually practicing law. Here is just a small list of what your team member can assist you with: Legal Research Document Productions Document Review Data Processing and Database Management Privilege Review e-Discovery Document Conversion Trial Support Court Filings Drafting Documents Discovery (Propounding, Responding, Shells)




Will I get the same team member each time I have a project?


Yes! Your team member is dedicated to your account. That means that you only work with one team member each time you have an assisgnment or project. Your team member will get to know your preferences and work style and how you like to work.




Where is my team member located?


Our team members are located throughout the United States.




What hours do the team members work?


Our team members are available between 8am - 8pm, Monday through Friday. For weekend work, you must give your team member 48 hours notice. For emergency projects that are after hours, your dedicated team member may or may not be available, in those instances, we work to find you a team member who is available to make sure your project gets completed.




Do you have overseas team members?


No we do not. While there are LPO companies that utilize offshore talent, we only hire team members that reside in the United States.





Billing

How are subscription services billed?


Your subscription services will be automatically billed and charged at the beginning of each month. We will debit a bank account, credit card or other account of your choosing during the setup process. If a subscriptioni payment is declined, you will be notified by our accounting department accounting@litsupport365.com to update your payment method. If payment isn't rendered after 5 days of the billing cycle, the subscription will be suspended until the subscritpion is brought current.




Do unused hours roll over to the next month?


Yes! As indicated in your Scope of Work Agreement, unused hours are rolled over for up to ninety (90) days from the date of your subscription payment. However, there is a cap on unused hours. Any subscription plan can only roll over a maximum of 50 hours during any subscription period.




How many hours can I use per week?


You can have your dedicated team member work as many hours per week you want until you exhaust your monthly subscription hours. You can schedule to dedicated team member to work 2 hours one week and 20 hours the next week. How you utilize your team member is up to you. However, if you do go over your subscription hours, you will be billed for those additional hours.




How do the team members track and bill time?


Our client's have two options, they either provide a team member with a license to their billing/accounting software and your team member will enter their time directly into the client's software, or your team member will enter their time in our project management software and we will generate a report for you at the end of the month to incorporate into your invoices to your client.




What about emergency or weekend work?


Emergency or weekend work that is not scheduled with your dedicated team member will incure a higher rate for the work. Please see your Scope of Work for rates or subscription prices page.




What happens if I don't have any work for my team member?


Your team member only works when you need them. You will not lose your subscription hours if you don't use the. Remember though, there is a cap for rollover hours.




What happens if I underestimated my subscription plan?


You can switch plans anytime during a billing cycle and you will be charged the difference. You can increase or decrease your subscription anytime. If you decrease your plan, we will credit your account the monthly difference. To make a change to your subscription, please email accounting@litsupportcom.




What happens if I go over my subscription hours?


We along with your team member monitor your monthly hours. If it appears that you will go over your hours for any given month, we will notify you prior to going over your hours. At that moment, you can change your subscription plan for a larger subscription plan or just be billed for the additional hours at an increased rate.




What payment methods do you accept?


Wire Transfers ACH Payments Credit Cards




How do the team members enter their time?


Your team member will either use your billing/invoicing software or they will use our project management software to enter their time for assignments and projects. They will bill their time in increments specified by the client. If a client doesn't specify an billing increment, your team member will bill in increments of .01 (6 minutes). Your team member will include a client/matter for all entries unless a client/matter number wasn't provided and description of the work. If the team member is using the client's billing/invoicing software, the team member will use any necessary billing code associated with the assignment or project.




Can I bill my clients for their work?


Yes! Your team member is no different than an onsite part time employee or temporary employee. Our clients generally charge their clients $150.00 - 250.00 an hour for our team members.




What is the billing cycle?


You are billed on the day that you sign up and then billed again every 30 days thereafter. For example, if you sign up on September 9, you will next be billed for your plan on October 9. If you upgrade your plan before the end of the 30 days, your billing period will reset from the day of the upgrade. To use the same example, if you upgraded your plan on March 30, the next date that your credit card would be charged is April 30. Your card will be automatically charged each month unless you cancel your plan by contacting our accounting department at accounting@litsupport365.com





e-Discovery

What is e-Discovery?


eDiscovery is the digital aspect of identifying, collecting, and producing electronically stored information (ESI) in response to a request for production in a lawsuit or investigation. ESI includes but is not limited to emails, documents, presentations, databases, voicemail, audio and video files, social media, and websites. The processes and technologies around eDiscovery are often complex due to the sheer volume of electronic data produced and stored. Additionally, unlike hard-copy evidence, electronic documents are more dynamic and often contain metadata such as time-date stamps, author and recipient information, and file.




Do you cover the complete EDRM process?


Transferring data between vendors for different EDRM stages is complicated, expensive, and less secure. Vendors that handle early case assessment, collection, filtering, processing, and review & production provide a bigger bang for your buck – and remove the risk associated with moving your data. Lit Support 365 offers an end to end eDiscovery solution.




What is a Load File?


A load file is a text file that is used to import images or metadata into a database for review. It is used to set out links between records in a database and the images to a document to which the record pertains too. This is a critical deliverable of any processing, scanning or coding job. Without a correctly structured load file, documents will not be properly linked and reviewable in a database.




What is Metadata?


The term metadata refers to “data about data”. The term is ambiguous, as it is used for two fundamentally different concepts (types). Structural metadata is about the design and specification of data structures and is more properly called “data about the containers of data”; descriptive metadata, on the other hand, is about individual instances of application data, the data content. In this case, a useful description would be “data about data content” or “content about content” thus metacontent. Data about data. Metadata captures data elements or attributes (name, size, date, type, etc.), data about records or data structures (length, fields, columns, etc.) and data about data (where it is located, how it is associated, ownership, etc.). Metadata is information about a particular data set which describes how, when and by whom it was collected, created, accessed, modified and how it is formatted. Some metadata, such as file dates and sizes, can easily be seen by users; other metadata can be hidden or embedded and unavailable to computer users who are not technically adept. Metadata is generally not reproduced in full form when a document is printed. (Typically referred to by the not highly informative “short hand” phrase “data about data,” describing the content, quality, condition, history, and other characteristics of the data.) Metadata is information about a particular data set which may describe, for example, how, when, and by whom it was received, created, accessed, and/or modified and how it is formatted. Some metadata, such as file dates and sizes, can easily be seen by users; other metadata can be hidden or embedded and unavailable to computer users who are not technically adept. Metadata is generally not reproduced in full form when a document is printed. (Typically referred to by the less informative shorthand phrase “data about data,” it describes the content, quality, condition, history, and other characteristics of the data.) Data that describes how, when and by whom a particular set of data was created, edited, formatted, and processed. Access to meta-data provides important evidence, such as blind copy (bcc) recipients, the date a file or email message was created and/or modified, and other similar information. Such information is lost when an electronic document is converted to paper form for production. A description or definition of electronic data, or data about data. Often, metadata can only be assessed in certain viewing modes. Metadata can include descriptive HTML tags and information about when a document was created, and what changes have been made on that document. Data about data. In data processing, metadata provides information about a document or other data managed within an application or environment. There are five types of metadata: file system, document, email, vendor-added, and customer-added. Data about data. In data processing, metadata provides information about a document or other data managed within an application or environment. There are five types of metadata: file system, document, email, vendor-added, and customer-added. Traditionally, the OCR base was the only data extracted from the documents. With e-discovery, the metadata can also be obtained. OCR base in the information that is culled from the images contained within each page. (Read: Whatever text is displayed in the image). Contrasting this is the metadata. The metadata is the “foot print” of the document: it the user to review information obtained about the actual document rather than the content. In data processing, metadata is data that provides information about or documentation of other data managed within an application or environment. There are two types of metadata: general and file-specific metadata. Metadata is available for any particular Microsoft file in Windows by right-clicking on a file and viewing file Properties. In the Summary tab the Advanced option brings up the list of all possible metadata for that file. See also general metadata and file-specific metadata. Information about data which describes how, when, and by whom it was received, created, accessed, and/or modified and how it is formatted. Some metadata is visible such as file size and date of creation; most is not visible even when the document is printed. The data that is attached to files in a computerized filing system. For instance, in a word processing document, the metadata includes: the author, date created, person and date editing the document, the name of the document, the location stored on a hard drive, how many times and when it has been accessed, changed or altered, etc. Data about a file itself, such as when it was created, modified, and which computer user authored it. For emails this could also include: bcc, date received, opened status, undeliverable, etc. Different metadata are available for different types of electronic files. Metadata can be useful to understanding more about the document and its relevance to the case. Properties of an electronic file, some of which will be internal and some external, not all of which are necessarily visible when viewing that file.




What is an Annotation?


Annotations are the changes or additions made to a document using sticky notes, a highlighter, or other electronic tools to used to make changes or notes to a document.




What is a Boolean Search?


A search technique that utilizes Boolean Logic to connect individual keywords or phrases within a single query such as AND, OR, and NOT, within (w/5) , and NOT withinN (not w/5). A Keyword Search in which the Keywords are combined using operators such as “AND,” “OR,” and “[BUT] NOT.” The result of a Boolean Search is precisely determined by the words contained in the Documents. (See also Bag of Words method.) The term “Boolean” refers to a system of logic developed by an early computer pioneer, George Boole. In Boolean searching, an “and” operator between two words results in a search for documents containing both of the words. An “or” operator between two words creates a search for documents containing either of the target words. A “not” operator between two words creates a search result containing the first word but excluding the second. A search type using Boolean logic operators between search terms that indicate a relationship between them. An “AND” operator between two words or other values (for example, “pear AND apple”) means one is searching for documents containing both of the words or values, not just one of them. An “OR” operator between two words or other values (for example, “pear OR apple”) means one is searching for documents containing either of the words. Mathematical query language developed by English mathematician George Boole in the 19th century. Boolean searching of text is based on the underlying logic functions of various true/false statements. Common Boolean operators are “and,” “but not,” and “within.” A search for information using “AND,” “OR” and “NOT” commands, such as “Tom but not Jones” or “bankruptcy and trustee.” The use of the terms “AND,” “OR” and “NOT” in conducting searches. Used to widen or narrow the scope of a search.





Subscriptions

Do unused hours roll over to the next month?


Yes! As indicated in your Scope of Work Agreement, unused hours are rolled over for up to ninety (90) days from the date of your subscription payment. However, there is a cap on unused hours. Any subscription plan can only roll over a maximum of 50 hours during any subscription period.




Do you offer non-subscription on demand services?


Yes! You can retain a team member's services for a specific project or time frame without committing to a subscription plan. Subscription plans have discounted hourly rates versus our non-subscription hourly on demand services. Take advantage of our highly flexible team members and services. We support you in any capacity needed in order for you or your practice group to succeed. Have a specific document review project and only need a couple of team members for a couple of hours or only have a one month project, what ever the need, you offer you complete and total flexibility to fit your budget and needs.




Do I really need the introductory call with my team member?


No. You don't need to have the introductory call with your dedicated team member. You can signup and begin assigning projects or assignments to your team member. However, it is beneficial to treat your dedicated team member like an onsite employee. Walk your team member through the intricies of your work flows and policies, the nuances of your office or practice group and provide an overall feel and expectation of the work to be done. Our team members want to be as valuable to you as possible, and learning and gaining insight about you and your practice group is tremendously helpful and the introductory call doesn't count against your subscription hours. So chat away!




NDAs, Confidentiality Agreements and Protective Orders


All team members sign any confidentiality agreement or non disclosure agreement that you, your firm, or client ueses. Additionally, any matter that requires a team member to sign a protective order, the team member and company will sign the protective order.





Remote Depositions

Are remote depositions valid in California?


Yes. Rule 3.1010. Oral depositions by telephone, videoconference, or other remote electronic means (a) Taking depositions Any party may take an oral deposition by telephone, videoconference, or other remote electronic means, provided: Notice is served with the notice of deposition or the subpoena; That party makes all arrangements for any other party to participate in the deposition in an equivalent manner. However, each party so appearing must pay all expenses incurred by it or properly allocated to it; Any party may be personally present at the deposition without giving prior notice. (b) Appearing and participating in depositions Any party may appear and participate in an oral deposition by telephone, videoconference, or other remote electronic means, provided: Written notice of such appearance is served by personal delivery, e-mail, or fax at least three court days before the deposition; The party so appearing makes all arrangements and pays all expenses incurred for the appearance. (Subd (b) amended effective January 1, 2016; previously amended effective January 1, 2007.) (c) Party deponent's appearance A party deponent must appear at his or her deposition in person and be in the presence of the deposition officer. (d) Nonparty deponent's appearance A nonparty deponent may appear at his or her deposition by telephone, videoconference, or other remote electronic means with court approval upon a finding of good cause and no prejudice to any party. The deponent must be sworn in the presence of the deposition officer or by any other means stipulated to by the parties or ordered by the court. Any party may be personally present at the deposition. (e) Court orders On motion by any person, the court in a specific action may make such other orders as it deems appropriate. (Subd (e) amended effective January 1, 2007.) Rule 3.1010 amended effective January 1, 2016; adopted as rule 333 effective January 1, 2003; previously amended and renumbered as rule 3.1010 effective January 1, 2007.




Are remote depositions valid in federal courts?


Yes. FRCP 30(b)(4) (4) By Remote Means. The parties may stipulate—or the court may on motion order—that a deposition be taken by telephone or other remote means. For the purpose of this rule and Rules 28(a), 37(a)(2), and 37(b)(1), the deposition takes place where the deponent answers the questions.





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