Is your software cloud-based?

Most of our solutions can be set up to be hosted on-site, in our Cloud Vault, or in a hybrid of the two.

What are the advantages & disadvantages of using the cloud?

One big advantage to having a cloud-based system is the speed at which updates can happen.  Many large corporations use cloud based systems because of the speed at which technology advances.  With a cloud-based system, updates can be deployed almost instantly by the provider.  Cloud-based systems can typically be accessed from anywhere, and have variable levels of security, depending on the needs of the company; at the same time, this may also mean a change in company disclosure on how data is stored.   

How secure is it?

Permissions control, level-based security, encryption capabilities up to AES-256, key management, firewalls, portioned LANs, back-end servers separate from public interface, anti-malware, detection, and mitigation—plus site penetration testing and user activity alerts.  All are available to help protect your data.  What’s more, your security dynamic may include settings derived from the metadata of the document itself— a highly dynamic methodology that allows for automated document permissions.  There’s a reason we call it the “Cloud Vault.”

Can your systems integrate with Outlook? How about my accounting system and other company software programs?

5i Solutions Inc. takes pride in our custom solutions.  Many of our products have pre-built connectors for the entire Microsoft Suite of Office products, as well as linking bi-directionally to other systems including ERP, CRM, Accounting Software, and more.  If there is no connector prebuilt, we can create a custom one.

Can I limit who has access based on their role or department?

Not only can you limit access by user, department, and or a combination of both, but this can be configured automatically from the metadata of the document itself to determine access rights.

Can we us electronic signatures?

E-Signature capability exists for both electronic and digital signatures.  Integration also exists for use with 3rd party signature programs that you may already have.

What’s the difference between electronic and digital signature?

An electronic signature is an acknowledgment of acceptance by a person that they agree or approve of something. A digital signature is a more in depth acknowledgment that could involve time/date stamp, registration of the IP address, user login credentials, and ISP account name.

What’s the difference between version control and redlining (or tracking changes in Word)?

Our software solutions can help you always identify the most recent version of a document—that ensures that everyone has access and is working with the most correct version, while at the same time previous versions are held—this is version control.  Redlining is preserving the copies of proposed changes, and making those proposed changes available to the editor.

Can I add paper documents to system? If yes, how do I do that?

Yes, this can be done using scanning or by taking a picture of a document. It can be done using OCR (Optical Character Recognition) technology, manual indexing, and coding/tagging. It is not restrictive of the type of hardware scanner you use.

We have a large amount of important documents that must be held for a period of years. Can you help?

We can help you convert paper to digital ‘Smart Data,’ and extract data from virtually any source.  This protects your vital data, tames your paper pile-up, allows much more rapid access of any data in what were previously paper documents, and is compliant with government regulations—including how long to keep active.  One good feature with this is the day you classify and save a document can also be the day that it is automatically archived for you based on your company or industry/regulation standard for archive.  We can either provide the tools for you to do this efficiently yourself, or one of our data centers can extract the information for you.

We have a lot of math that has to be done from the forms we gather. Not sure you can help with that?

Metadata means a set of data that gives information about other data, which makes working with the relevant data easier.  Short answer is:  not only can data be extracted from your electronic or paper forms, but once converted to metadata– or as we like to call it, ‘Smart Data’– lots of powerful functions can happen, including complex math calculations.

Is there a minimum size of information recommended for efficient use of your legal review tools?

No, the size of a case put into our legal review software depends largely on our client– and their definition of what would otherwise be a cumbersome or overwhelming amount of documents to review.  The budget is actually secondary for many in this decision, as many of our legal clients find the flexible analytics provided actually streamline and reduces the attorney review time—thereby saving money in legal review.

How do I get documents into the system for legal review?

5i Solutions, Inc. can assist you in reviewing your document collection and provide tools to accommodate the importing of documents. If you have a hardcopy collection of documents, we can provide scanning and coding services. If you have an electronic document collection, we can provide electronic discovery tools that will allow for importing of native file, tiff file or a combination of both.

Do your review tools offer email threading?

Yes, email threading is an important feature of legal review.  With advanced analytics, you are provided the functionality to group and review emails by message threads.  You can then sort by inclusive emails and speed your review process.

Do your systems show near duplication in documents?

Sometimes small differences in document text make big outcomes in legal cases.  Our advanced analytics provide the functionality to group and review multiple document versions for consistent coding.

Can I load and review files for E-Discovery in their native format?

Absolutely!  E-Discovery (electronic discovery) processing can easily accommodate the loading of native files. Once loaded into the system, a quick view of the document will be rendered for viewing.  Or you can always click on a link that will open the document in its native program.

How do you handle redactions on native files in E-Discovery?

Should you wish to perform redactions on native files, a quick ‘tiff on the fly’ process can accommodate redactions.

What about legal cases with foreign documents?

Our E-Discovery tools are “international project ready,” which means the system has built-in languages.  English, Spanish, Russian, Japanese, German and more—you can search, view and code international documents in any language.

Can I do conceptual searching with your legal tools?

Yes, we offer advanced analytics to provide many different searching options, including retrieving conceptually similar documents. You can also create a custom find similarly by creating a “perfect document” to act as a model or “exemplar”.

Can I control user access by fields or review batches?

Yes, you can limit users to specific fields, batches, documents or workflow.

Can I use my tablet with your software solutions?

Yes, indeed!  Laptop, iPad®, iPhone®, Android and Windows tablets—anywhere you have an internet connection, you can be set up to access the data that you need.