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Should I Use an External or Embedded Database?
Making Decisions about eDiscovery Review Tool Access, Control and Resources
“Do I have access to the back-end database?” As rudimentary as this question may seem, it is
imperative that law firms and organizations clearly understand “eDiscovery review software” (“ERS”)
and the database features, functions and benefits prior to “signing on the dotted line.” While review
tools can empower users to control millions of records, manage multiple users, create critical security
layers and potentially integrate with other software, understanding an ERS’s underlying database
structure and the potential to access the data within it is a critical factor as “with great power comes
great responsibility.”
Bottom line—eDiscovery projects and the databases that contain them can be complex.
Hence, ERS tools require a logical, structured way to store, access and use eDiscovery project
information to operate seamlessly. To illustrate the multiple, complex layers an eDiscovery review
project might entail—and the need for an underlying database that can handle them, imagine the
following labryinth:
To begin, visualize tens of thousands of emails and documents (PDFs and Microsoft Word®),
each of which contain important “meta-data” information about the document properties (i.e.,
created date, author, document type, To, From, size, etc.) in addition to the contents included
within the documents themselves.
Then, picture a large multi-layered spreadsheet that has literally millions (or sometimes billions)
of rows, each representing a record where each column contains a particular property about
that specific document.
Now, theorectically combine the original multi-layered spreadsheet with additional smaller
spreadsheets that contain more detailed information like notes, annotations, security
properties, redactions and comments.
And, to further complicate the scenario, understand that these databases need to be searched
so that the system only returns the records for which you ask. Consequently, you will need to
build a structured “Search Index”—essentially a HUGE dictionary containing every word within
every document that contains pointers to the specific records that contain those precise words.
Now you have “clearer” idea of what a complex database can look like.
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The Database—Direct or Indirect Access?
Whether used for knowledge management, records management or document review, the database is
the foundational component behind any solid document management tool. Firms and organizations
considering licensing an ERS must decide whether or not they need direct access to the database. Thus,
the choice is whether to license an ERS with an “embedded database” or an ”external database.” From
an end user’s perspective, there is no change in appearance or their experience, so training, features
and functionality are not impacted. However, for an administrator, it can make a huge impact on
resources, infastructure, cost, licensing and overall cost of ownership over the life of the ERS.
Let’s take a quick look at the core definitions of each prior to taking a deeper dive:
Embedded Databases are internal to the ERS and function solely inside the ERS’s interface. They
enable adminstrators to perform complex tasks and manage millions of documents through the
ERS’s interface while restricting the adminstrator’s direct interaction with back-end database
administrative tools. While some adminstrators find database administration tools complex,
others may want the flexibility, control and confidence of knowing what is happening “in the
back-end.” If you fall into the latter category, you’re more likely to explore a version of the ERS
which “sits on top” of an external database, enabling you full access to interact with the data
directly….keep reading.
External Databases, on the contrary, are external to the ERS itself, meaning that users would
license a separate copy and access a third party database that sits as a standalone licensed
piece of sofware, holding the data for the ERS. However, keep in mind that with full access to
the back end, the potential to make mistakes or create incompability increases and, if not
managed properly, could cause a system malfunction of which the ERS has no control. External
databases can come in a variety of flavors (SQL® and Oracle®, for example), each with their own
sets of features, functions and benefits.
Now, let’s take a deeper look at the differences and considerations when choosing between Embedded
and External Databases across four key areas of evaluation:
Administering an ERS With an Embedded Database
Administrative Tasks - Adminstrative tasks are presented in the ERS’s user interface. Each click
of a button, checkbox or entry triggers activities in the back-end database that are not
transparent to the administrator. There are distinct advantages in that potentially complex tasks
like automatic indexes on data load, optimization, re-indexing and automated sync of database
data will be reduced to simple mouse clicks. Furthermore, non-database specific tasks like
system backups of data, annotations and coding can be performed automatically with a timed
utility built right into the ERS.
Links to Other Programs and Tools - If the intent of using the system is not to use it in isolation,
but to create links to other tools and products to ingest, then an embedded tool comes with
some limitations. Typically the licensing between the ERS and database software permits ONLY
the designated ERS to communicate with the database, thus administrators are restricted in
running programs like Crystal Reports which would need to access the information in the
database directly. This means that any tools or access would have to be controlled using
software code written by the ERS company. Many companies (iCONECT® included) have
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developed what’s referred to as an “API” (application programming interface) which allows third
party applications to have read and write access to the database using the API as the interface.
Much like a “universal translator” from science fiction movies, the API would allow
administrators to create custom reports, load data, and manipulate data within the database
itself or allow access via other applications.
Resources Required - Since the database is locked down, there is limited regular maintenance or
manipulation required, nor knowledge required to perform what could be otherwise complex
database maintenance tasks. A multi-day administrative training session and some basic
computer smarts are all that would be required to load, maintain and administer what could
potentially include millions or billions of records accessed by hundreds of users.
Troubleshooting and Support - Since the data is always operating within a controlled
environment with the back-end database locked down from direct manipulation and potential
errors, it’s key to work with an ERS company that has a solid track record for technical and
customer support. That way, you can be assured that the triggers to the data will keep the
database stable and error free. And, in cases where errors on the software are discovered, your
vendor can diagnose the issue quicker since the interface and the links to the database back-end
are all written by one company.
Administering an ERS with an External Database
Administrative Tasks - From back-up to optimizations and health checks to keeping track of
error logs, the responsibility falls on the administrator with almost all tasks being performed
through the interface of the third party external database software (SQL® or Oracle®), as
opposed to an administrative interface within the ERS.
Links to Other Programs and Tools - Although this will require adminstrative knowledge and
potentially some programming skills, access to the databases is direct. The database itself is
typically formatted (i.e. specific columns, row set-ups and parameters, etc.), giving an
administrator the ability to perform tasks within fields to generate reports, load new data or
access the data for display in another application.
Resources Required - In the same way you wouldn’t give your car keys to someone without a
driver license, you wouldn’t allow an inexperienced user access to the back-end database of
your ERS. Anyone with access to the database should have certifications such as MCSA®
(Microsoft Certified System Adminstrator), OCA® (Oracle Certified Associate) or OCP® (Oracle
Certified Professional), as well as solid troubleshooting and database skills to minimize the risk
of an error that might cause a disruption in workflow.
Troubleshooting and Support - Although the troubleshooting of end-user activities doesn’t
change with this option, troubleshooting administrative and database errors can be a challenge
for the ERS’s review staff—mainly because they won’t know what has been done (or not done)
in the database tables via direct manipulation. It is key to work with an ERS company that has
experience with database troubleshooting; to ensure that any staff with access to the system
are trained in best practices; and to keep accurate logs of what has been done directly in the
back-end.
SQL® or Oracle® - The age-old debate still rings strong with many advocates and cheerleaders
for each option. It’s key to your decision making process to have the flexibility to choose an
external database that best fits your resources and infastructure with the size, scope and
complexity of your data. Once you’ve made the “external” decision, you’ll want to work with
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your IT department, or perhaps a consultant, to make sure that your decision is in sync with
your requirements.
NOTE – Since most independent database programs release patches for updates, upgrades,
security and additional features, it’s important to ensure that any patch applied (sometimes
automatically by the database software company) is tested and approved by the vendor of the
ERS for compatibility to the database version to avoid being out of sync with the ERS version you
are licensing.
Conclusion
Obtaining the appropriate ERS for your firm and working with a vendor that can offer options in
choosing the right type of database for your specific needs are critical decisions that can have long term
impact upon your eDiscovery projects, organization and clients. Hence, it’s key to identify your
business, technology and end-user / administrator goals inside and outside of the system, then to
evaluate your resources and requirements to make sure you can meet those goals. There are many
resources and references available that will recommend one platform, technology, vendor or database
solution over another. It is important to do objective research, be flexible and compare options to
ensure you weigh the benefits of using embedded or external databases with the ERS that best fits your
needs.
[NOTE: In an effort to make sure iCONECT® can meet the various needs of multiple firms and
organizations, the XERA® Review Platform comes in both flavors.]
For additional information about
http://www.iconect.com/xera/.
iCONECT’s
XERA
Review
Platform
(ERS),
please
visit
ABOUT THE AUTHOR
IAN CAMPBELL
Co-Founder and Chief Business Development Officer
Ian Campbell is Chief Business Development Officer for iCONECT Development LLC, a world leader in
litigation support and collaboration software. He is responsible for sales operations and business
development, product lifecycle development, legal service provider (LSP) and partner relations. A key
priority is cross-marketing the company’s products and services to the legal, medical, government,
corporate, and insurance industries.
With more than 12 years of strategic product development in the litigation support field, Campbell has
consulted on major international legal projects to help firms achieve their long-range business goals. He
is a frequent industry spokesperson, sharing his experiences and expert commentary with audiences for
the American Bar Association, LegalTech, ILTA, AIIM, IQPC, Marcus-Evans, and other legal and
management groups around the world.
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ABOUT iCONECT DEVELOPMENT, LLC
iCONECT Development, LLC is a global market leader and the first to provide a combination of innovative
eDiscovery software products, client support services and strategic partnership programs to empower
litigation professionals within the legal industry to maximize financial returns, minimize costs and
streamline processes.
As early innovators of eDiscovery review software since 1999, and with the recent release of its
revolutionary web-based, XERA eDiscovery Review Platform, iCONECT continues to raise the bar for the
advancement in new technologies through a genuine, consultative approach with legal service providers
(LSPs), law firms, government agencies and corporations across multiple markets. iCONECT’s worldwide
corporate headquarters are based in Reston, VA (Washington, D.C.) with satellite offices in Los Angeles,
California and London, Canada.
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