Initial Consultation and Planning: The implementation process begins with a thorough consultation to assess organizational requirements, workflows, and data volume. A detailed project plan is created to align the software with specific business objectives.
Infrastructure Setup: For on-premises deployments, the required hardware and IT environment are prepared. For RelativityOne (cloud-based), the account is provisioned, and initial configurations are applied.
Software Installation and Configuration: The platform is installed (if on-premises) and configured, including user permissions, integrations, and workflows to align with organizational processes.
Data Migration and Testing: Existing data is imported into the system, ensuring compatibility and integrity. Testing ensures smooth operation and functionality before the software goes live.
Customisation
Workflow Customization: Relativity allows businesses to tailor workflows to match their specific eDiscovery or compliance processes, including automated workflows for repetitive tasks.
Dashboard Personalization: Users can create customized dashboards to display relevant analytics and track key performance indicators (KPIs).
Custom Scripting: The platform supports custom scripts to automate specific processes, enhancing productivity for unique business needs.
Integrations with Other Tools: Relativity integrates with various third-party software, such as document management systems, case management platforms, and data visualization tools.
Relativity App Hub: Offers prebuilt apps that extend the platform's functionality and allows organizations to develop their own custom applications.
AI Customization: Machine learning models can be trained on specific datasets to improve the accuracy of predictive coding and classification.
Role-Based Access Controls: Permissions can be customized to ensure users only access the information they need, ensuring compliance with internal policies.
Language and Localization: Multilingual support and the ability to adapt the interface for regional needs enhance usability across diverse teams.
Additional Costs
Setup Fees: For on-premises installations, setup costs include hardware preparation, installation, and initial configuration. Cloud-based deployments like RelativityOne may include onboarding charges.
Data Hosting Charges: RelativityOne charges based on data volume, making costs variable depending on the amount of hosted data.
Maintenance Fees: Annual maintenance contracts may be required for on-premises installations, covering updates, patches, and basic support.
Support Costs: Advanced support packages, such as 24/7 assistance or dedicated account management, may incur additional fees.
Training Costs: While basic training may be included, advanced or customized training sessions often require additional charges.
Training
Onboarding Training: Relativity offers detailed onboarding sessions to familiarize new users with the platform’s features and workflows.
Self-Learning Resources: Access to extensive documentation, video tutorials, and online courses is provided through the Relativity Help Center and training portal.
Certifications: The platform offers certifications like Relativity Certified Administrator (RCA) to empower advanced users and administrators.
Dedicated Support: Users can access technical support via email, phone, or chat, with premium options for priority assistance or dedicated account managers.
Security Measures
Data Encryption: Relativity ensures all data is encrypted both in transit and at rest using advanced encryption standards.
Access Controls: Role-based access control (RBAC) and multifactor authentication (MFA) provide layered security for user accounts.
Compliance Standards: The platform complies with industry standards such as ISO 27001, SOC 2 Type II, GDPR, and HIPAA to ensure regulatory compliance.
Regular Audits: Regular security audits and penetration testing are conducted to identify and mitigate potential vulnerabilities.
Data Backup and Recovery: RelativityOne offers automated backups and disaster recovery mechanisms, ensuring minimal data loss in case of unforeseen incidents.
Updates
Regular Release Cadence: Relativity typically releases updates on a quarterly basis, focusing on feature enhancements, security improvements, and bug fixes.
RelativityOne Updates: For the cloud-based RelativityOne, updates are automatically applied, ensuring users always have access to the latest features and security measures.
On-Premises Updates: For on-premises deployments, updates require manual installation, often coordinated with IT teams to minimize disruptions.
User Notifications: Users are notified of upcoming updates via email or the Relativity support portal, including detailed release notes outlining changes.
Testing Environment: Relativity provides a staging environment for organizations to test updates before deploying them in production.
Support During Updates: The Relativity support team assists with troubleshooting and guidance during the update process to ensure seamless transitions.
Data Ownership and Portability
Data Ownership: Organizations retain full ownership of their data stored within Relativity, whether on-premises or in RelativityOne.
Portability: The platform allows data export in widely accepted formats, ensuring compatibility with other systems or eDiscovery platforms.
Data Migration Support: Relativity provides tools and support to facilitate smooth data migration, whether transferring into or out of the system.
Retention Policies: Users can define data retention periods and manage deletion processes to align with organizational or regulatory requirements.
Exit Support: In case of contract termination, Relativity assists with data extraction and ensures secure transfer to other platforms.
Encryption and Security During Transfer: Data portability processes are secured with encryption protocols to maintain data integrity and confidentiality during migration.
Scaling Up / Down
Flexible Licensing: Relativity offers scalable licensing options to accommodate increased or decreased data volumes or user counts.
Cloud Scalability: RelativityOne allows organizations to scale storage and compute resources dynamically, ensuring performance even with fluctuating workloads.
Usage-Based Billing: For cloud deployments, billing is often tied to usage, enabling cost efficiency during scaling.
Consultation for Scaling: Relativity provides account managers or consultants to help organizations plan and implement scaling strategies based on projected growth or contraction.
The terms & conditions for contract renewal and cancellation
Contract Renewal: Renewal terms are typically outlined in the initial agreement, with the option to adjust terms based on evolving needs or usage.
Notice Period for Cancellation: Organizations are required to provide written notice within a specified period, often 30–90 days, before the contract's end date.
Early Termination Fees: Cancellation before the contract term may incur penalties or require payment of remaining fees.
Data Access Upon Termination: Relativity ensures that organizations can retrieve their data before termination, often providing a limited period for access post-cancellation.
Automatic Renewal Options: Contracts may include auto-renewal clauses unless explicitly terminated, ensuring uninterrupted service.
Compliance
ISO 27001: Relativity adheres to ISO 27001 standards, ensuring robust information security management systems.
SOC 2 Type II: The platform is SOC 2 Type II certified, indicating compliance with stringent data security, availability, and confidentiality standards.
GDPR Compliance: For European users, Relativity ensures compliance with the General Data Protection Regulation (GDPR).
HIPAA Compliance: The platform is equipped to handle healthcare-related data, meeting HIPAA requirements for data privacy and security.
FedRAMP Authorization: RelativityOne is FedRAMP-authorized, making it suitable for use by U.S. federal agencies requiring high-security standards.
