Digital WarRoom

The implementation of Digital WarRoom is designed to be fast and user-friendly, especially for legal teams with urgent eDiscovery needs. Here's a step-by-step overview:

1. Initial Consultation & Demo

   • Schedule a demo with the Digital WarRoom team to assess your needs and choose the right deployment (Pro, Single Matter Hosted, or Private Cloud).

2. Account Setup & Licensing
   • For cloud-hosted versions, accounts are provisioned quickly—often within 1 business day.

   • For on-premise (Pro), software is installed on a local machine with license activation.

3. Data Ingestion
   • Upload data via drag-and-drop or secure transfer.

   • The system automatically extracts metadata and indexes all content for searchability.

4. Environment Configuration
   • Set up user roles, permissions, and case-specific settings.

   • Customize filters, tags, and review workflows.

5. Training & Onboarding
   • Digital WarRoom provides unlimited training and support.

   • Teams are trained on search, review, redaction, and production tools.

6. Review & Production
   • Begin document review using advanced filtering, Gist TAR, and visual tools like email thread mapping.

   • Prepare and finalize productions with endorsements, Bates numbering, and export options.

7. Ongoing Support
   • Continuous access to support, updates, and additional training as needed.

⏱️ Typical Timeframe:

• Cloud-hosted setup: 1–2 business days
• On-premise setup: 2–5 business days, depending on IT coordination
• Full implementation with training: 1–2 weeks

Digital WarRoom is designed to be highly configurable to meet specific business and legal needs:

• Flexible Deployment Options:
  • Choose between desktop, single instance cloud, or private cloud hosting.

• Custom Metadata Fields:
  • Add and manage custom tags, issue codes, and privilege labels.

• Tailored Review Workflows:
  • Configure filters, search templates, and batch review settings.

• Production Settings:
  • Customize Bates numbering, redaction rules, and export formats (PDF, TIFF, native, etc.).

• Role-Based Access Control:
  • Define granular permissions for reviewers, admins, and external collaborators.

• Language & OCR Support:
  • Supports over 160 languages for document processing, including Arabic.

• Visual Tools:
  • Email thread visualizer, date histograms, and “Who to Whom” heatmaps can be tailored to case needs.

• API & Integration:
  • While not widely advertised, advanced users can request integration support for legal tech stacks.

Additional Costs: Setup Fees, Maintenance, and Support Charges

• Transparent Pricing: Digital WarRoom emphasizes clear, upfront pricing with no hidden fees. For hosted subscriptions, there are no setup fees, no migration fees, no processing fees, and no support or training fees beyond what is stated in the plan.

• Subscription Costs:
  • Single Matter Hosted: Starts at $250–$500 per month, includes a set amount of storage (e.g., 25–50 GB), with additional storage billed at $10/GB per month.
  • Pro (On-Premises): $1,995 per year per license, includes 1 hour of installation support and 2 hours of training.
  • Private Cloud: $2,000 per month, includes 500 GB, with additional storage at $1/GB.

• Support and Training: Unlimited email support and standard onboarding training are included in all hosted subscriptions at no extra charge11214. Additional professional services, if requested, are available at $250–$350 per hour but are not required for normal operation.

• Training Bundles: For DWR Pro, a 10-hour training bundle is available for $1,000, but this is optional and primarily for users needing advanced or extended training beyond what is included.

• No Maintenance Fees: There are no ongoing maintenance charges outside the subscription fee. All software updates and support are included.

• Onboarding: All new hosted subscription users receive personalized onboarding, including initial training and assistance with data upload and matter setup, typically via phone or Zoom with a senior consultant.

• Included Training:
  • Hosted subscriptions include unlimited training and support at no extra cost.
  • Pro (on-premises) users receive 1 hour of installation support and 2 hours of training with their license, plus unlimited email help desk access.

• Ongoing Support: Unlimited email help desk, chat, and phone support are available for all users1215. The support team consists of experienced eDiscovery professionals.

• Webinars and Resources: Digital WarRoom regularly offers webinars, demo sessions, and educational content to help users optimize their eDiscovery workflow.

• Professional Services: For complex or urgent needs, expert consultants are available for a fee, but most users can rely on included support and training.

• Data Center Security: Digital WarRoom’s facilities adhere to strict data center security standards, including limited access points, strict permissions, virus monitoring, and breach protocols.

• Encryption: The platform identifies and flags password-protected or encrypted data containers during processing. Exception reports are generated to track such files, and decrypted content is processed securely.

• Access Controls: Role-based permissions and strict access controls are in place to ensure only authorized users can access sensitive data.

• Data Integrity and Confidentiality: Measures include regular vulnerability checks, data minimization, and adherence to principles of lawfulness, fairness, and transparency as outlined by GDPR and other compliance frameworks.

• Audit Trails: All actions within the platform are logged, providing a defensible chain of custody and full activity tracking for compliance and audit purposes.

• Redaction and Masking: Tools are provided to redact or mask sensitive information, ensuring irrelevant personal data is protected during the eDiscovery process.

• Two-Factor Authentication: Digital WarRoom supports two-factor authentication to further secure user access

Digital WarRoom is structured to maximize client control over their data:

• Data Ownership: The platform is designed so that all case data resides within a secure environment controlled by the client, minimizing risks associated with data movement and external processing.

• Portability: One of Digital WarRoom’s key benefits is its ability to save case data in a portable format. Databases created in any Digital WarRoom product can be seamlessly moved to other Digital WarRoom products, with all attorney work product and metadata preserved. This flexibility allows organizations to handle matters in-house or transfer them to hosted environments as needed, without data loss or reformatting.

• Client Control: The privacy policy reinforces that Digital WarRoom does not sell or distribute client data except as explicitly permitted, and clients retain the right to manage, export, and control their information.

Digital WarRoom offers flexible terms to accommodate changing organizational needs:

• Hosted and Private Cloud: Subscriptions allow for unlimited matters and users within the chosen plan. Storage is billed based on the maximum GBs preserved at any point during the month, making it easy to scale up by adding data or users, or to scale down by deleting unneeded data before the next billing cycle.

• On-Premises (WorkGroup/Pro): Licenses are based on the number of simultaneous users (reviewers), and the system is designed to support teams from a few users to large, distributed review teams. Additional reviewer licenses can be added as needed, and the platform can support unlimited users and matters.

• Portability and Migration: Organizations can migrate existing matters between Digital WarRoom products (e.g., from on-premises to cloud) without fees, supporting both upscaling for large projects and downscaling when needs decrease.

• Cost Management: Clients are encouraged to manage data volumes proactively, as billing is tied to storage usage. This provides a straightforward mechanism for organizations to align costs with actual usage and scale up or down as their caseload changes.

Contract Renewal Terms

• Automatic Renewal: For Digital WarRoom Pro (on-premises), the subscription is billed annually and will automatically renew. The company sends an invoice email one to two weeks before the renewal date to notify customers of the upcoming charge.

• Renewal Process: Renewal is typically passive (automatic), but users can take action before the renewal deadline to renegotiate terms, adjust the scope of services, or discontinue the agreement. This aligns with standard industry practices, where contracts either renew automatically unless canceled or require active negotiation for renewal.

• Opportunity for Changes: Renewal periods are opportunities for customers to revisit and renegotiate pricing, service levels, deliverables, or other contract aspects to better align with evolving needs.

Contract Cancellation Terms

• Cancellation Process: Customers can cancel their subscription at any time by emailing Digital WarRoom support ([email protected]).

• Notice Period: While the specific minimum notice period is not detailed, the renewal reminder email sent before the renewal date provides a practical window to initiate cancellation and avoid automatic renewal.

• Refund Policy: The provided sources do not specify a refund policy for early cancellation. Typically, cancellation stops future renewals, but prepaid fees for the current term may not be refundable unless otherwise negotiated.

• General Industry Practices: In line with standard contract law, contracts may also be terminated by mutual agreement, for cause (e.g., breach), or in cases of impossibility (e.g., unforeseen events that make performance impossible). The specific Digital WarRoom contract may outline additional details.

• Data Center Security: Digital WarRoom’s facilities adhere to a wide range of data center security standards, including strict permissions, limited access points, virus monitoring, and breach protocols.

• SOC 2 Compliance: While the sources do not explicitly state Digital WarRoom’s SOC 2 certification, they emphasize robust security protocols similar to those required by SOC 2, such as access controls, monitoring, and incident response5 (Note: DigitalOcean, a cloud provider, maintains SOC 2 Type II and SOC 3 Type II certifications, which are relevant if Digital WarRoom leverages their infrastructure.)

• Confidentiality and Privacy: Digital WarRoom’s protocols are designed to protect the confidentiality and privacy of client data, aligning with industry best practices for legal and eDiscovery software.

• Other Standards: The company’s long-standing focus on legal, regulatory, and data protection requirements suggests alignment with common compliance frameworks in the legal technology sector, though specific certifications (e.g., ISO, GDPR) are not listed in the provided sources.