How to Review Text Messages Most Efficiently

If properly collected, each text message record has metadata associated with it that can be used to stitch together the bigger story. See an example of text message review in Relativity.

There are very few people today who don’t thumb text messages on their phones. We tend to treat text messages as if they can’t be retrieved once we hit send. “Nobody will find this” one may tell themselves. Oh really? What happens when opposing counsel requests that text messages are included from one of your key custodians? At first, you object in that your client’s text messages are not “reasonably accessible,” but that argument isn’t as easy to win as it used to be. Once you’ve accepted the fact that review of the text messages is going to happen, the question hits you — “How can text messages most efficiently be reviewed?”

How to Review Text Messages Efficiently

The answer may surprise you. Think of each individual text message as a record (like an email or Word document). If properly collected, each text message record has metadata associated with it that can be used to stitch together the bigger story. Text message timeframes are normally measured in seconds (rather than days, as with email), so they are often reviewed in a separate database than email or scanned documents.The key for efficient text message review is to have a common “date and time” field to sort the messages in order to create a conversation. This is especially true if messages for more than one custodian are being reviewed. Another key is to leverage relational fields that can be used to associate phone numbers to participants, as well as, to enable “group and pivot” reports between phones, participants, timeframes, and even conversational tone.

How to Review Text Messages Using Relativity

The screenshots below show how to review text messages in Relativity, one of the hosted review platform options offered by D4. Text messages from three different phones were placed into this database. From here, the reviewer can choose which phones to include, as well as, which participants to include in the query. Sorting by date and time will piece together the text messages between parties, which can help establish intent and/or reveal interesting behavior.

Reviewing-text-messages-Relativity-Pivot-feature-sorting-by-date-and-time

Using the “Pivot” feature in the Relativity system, one can analyze which participant created the most messages.

Reviewing-text-messages-Relativity-Pivot-feature-total-messages-per-participant

By grouping on participant and pivoting on “tone,” one can determine which messages are sent and received for business, personal, and with analytics, the type of conversational tone used in the message, such as “aggressive” or “flirtatious.” Pretty cool.

The next time you uncover opposing custodians using text messaging, and have reason to believe there are facts important to the case that may only be found in text messages, don’t be afraid to include that in your ESI request. Also, now that you know there are simple workflows that can handle multiple people using text, you may want to ask your client for the same to help your side of the story.

If you need assistance deciding which workflow and tool to use for your matter, D4’s Professional Consulting Group is here to help. Reach out to us anytime for a complimentary call. 800-410-7066

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