Choosing the Right Discovery Management Software for Education Agencies with Limited IT Resources

Schools and education agencies handle vast amounts of digital data. This includes, but isn't limited to, emails, cloud drives, and LMS platforms. This can quickly become overwhelming during legal or compliance reviews, which is why the right discovery management software is an absolute must.

Schools and education agencies are faced with a staggering amount of digital information day in and day out. They also handle Learning Management Systems (LMS), shared drives, and cloud apps. However, should a legal or compliance issue arise, all of this data becomes discoverable.

Unfortunately, many education organizations have small IT teams or tight budgets, making it difficult for them to keep up. Now more than ever, schools and education agencies need the best eDiscovery software available. It not only helps them take control back but also works to mitigate chaos should something become discoverable.

The only challenge is finding Discovery Management Software that fits their needs. It should handle complex cases while still being IT-friendly software, so non-technical staff can access it with ease.

Understanding the eDiscovery Needs of Education

Schools and districts vary greatly from corporate legal departments. For example, they seldom have a dedicated discovery specialist available to assist with their needs. Additionally, their IT department might just be one person juggling countless demands, including:

• Cybersecurity
• Tech support
• Student devices

This makes it virtually impossible for them to add another task to their plate should a records request or investigation come in. These small teams with limited resources are now forced to locate, review, and produce digital evidence — and they have to do so quickly. Meanwhile, they must maintain student privacy through FERPA and other state laws. For most, this can feel overwhelming.

A good law discovery software platform, on the other hand, should be able to adapt to that environment. It should automate repetitive tasks and simplify searches across a variety of systems. From there, a discovery management platform should deliver results that don't require any type of coding or advanced database knowledge, making it accessible for all employees.

Why Cloud-Based Solutions Make Sense

For schools and education agencies, a cloud based eDiscovery solution is an absolute game changer. For example, it removes the need to purchase any type of expensive hardware or perform manual software updates.

Instead, cloud-based discovery tools allow staff to log in remotely so long as they're using a secure browser. The great thing about this is that a small team can manage cases virtually. They can then collaborate in real time and scale storage on an as-needed basis.

Another perk is that security is stronger than most would assume. Modern cloud providers use encryption, role-based access, and audit logs. From there, they're able to maintain compliance in a way that often exceeds what an on-premise system can achieve.

Integration Is Everything

Schools rely on a myriad of educational software tools and systems. Some platforms include:

• Google Workspace
• Microsoft 365
• Canvas
• Blackboard
• PowerSchool

These are only a few of the platforms they use. Whenever there is any type of discovery request, it's highly likely that data will be scattered across all of these platforms. This makes it even harder for limited teams to find the information they need.

However, when you use a discovery management solution, you'll find it's able to seamlessly integrate all these platforms. The right tool should automatically connect to your existing data sources. From there, it should pull files, messages, and metadata into one secure location.

The best platforms also support education technology solutions that strengthen agency resource management and simplify the way data is collected, stored, and reviewed. When combined with the right technology in education, discovery management tools give schools the power to remain transparent, compliant, and efficient — all without overloading small IT teams.

Ease of Use and Training

In education, you'll commonly see administrators and staff members handling discovery. You may even see compliance officers managing discovery instead of full-time legal technologists.

This is why software needs to be easy for everyone to use. If you're not sure what to look for in a strong discovery system, consider the following:

• A clean interface
• Step-by-step workflows
• Built-in templates

What makes this system ideal is that it applies to a variety of common case types. Training should always be simple; this allows agencies to respond faster. They won't require constant assistance from IT, which helps them stay defensible.

Cost Control and Scalability

Education budgets are tight. This is why schools and education agencies need to find the most affordable models available.

It's best to look for vendors who offer flexible subscription plans and avoid expensive licenses. Many modern discovery platforms have a pay-as-you-go model that only charges for the amount of data processed.

What's great about this is that it's completely scalable. Should a school have an unpredictable workload, it can process more data as needed. Whether it's a small HR dispute or a larger public records request, you need a platform that expands as required.

FAQs

Why Do Schools Need eDiscovery Tools?

All schools are subject to lawsuits and public record requests. This is why eDiscovery software and tools are essential for staff members — they help locate information while complying with privacy regulations.

What's the Biggest Challenge for Education Agencies During Discovery?

Limited IT resources. The majority of educational organizations don't have large legal or tech teams.

How Can Data Be Kept Safe in Cloud Computing?

When you use a reputable cloud platform, it provides strong encryption. It also offers multi-factor authentication and detailed audit logs.

Why Is It Important to Have Procedures for the Discovery Process?

This streamlines how data is collected, reducing errors. It reduces manual work since platforms can directly connect to email, LMS, and document storage systems.

Do staff need technical expertise to operate these systems?

No. The right Discovery tools are designed for non-technical users.

Selecting the Best Discovery Management Software

Schools and education agencies are tasked with staying compliant with privacy laws. This means they have to manage data efficiently, which requires the best discovery management software.

Suppose you're ready to adopt the best eDiscovery tools and empower your education agency. Reveal's cloud-based eDiscovery solutions offer effortless, secure access. It doesn't matter if your IT team is small or non-existent; Reveal is devoted to ease of use and scalability.

Learn more and schedule a demo today.