Once the decision is made that you no longer need active and ongoing access to your Everlaw database and case documents, there are a few options for what to do next:
Delete all documents and data:
When to consider: There is no chance you'll need future access to documents or review data.
The default option upon case closing is to simply destroy all data from our cloud-based servers. This ensures all sensitive client data is expunged from the platform.
Even if you choose an exporting or archival option discussed below, case data will be fully deleted once those actions are complete.
Suspend the case on Everlaw:
When to consider: If there is any chance you may need to reopen, or otherwise access, your database with all materials in place.
This option involves archiving your project on the Everlaw platform in a suspended state, and thereby keeping all documents, review data, and user analytics in place and accessible should the need arise to reopen the database. Given that this requires continuously storing all case data in the cloud, it comes with a one-time fee equivalent to the full one-month storage amount—in addition to any accrued monthly charges prorated to the time of suspension. This payment covers one year of suspended storage. At the conclusion of that year, the bill transitions to a monthly charge equivalent to 10% of the one-month storage amount.
In other words, if your final month hosting charge was $2000, your suspended database bill would be $2000 paid at the time of suspension.
The advantage to this method is immediate and complete access to your archived database, when needed. Turning the case back to active status is easy and takes just a few minutes, with no data lost in the process and no need to export any data.
Everlaw managed export for self (or third-party) storage:
When to consider: If you want to retain documents and review data (but not user analytics), and have an external to Everlaw storage solution available.
Everlaw can provide a complete and managed export of all case data without any expectations of long-term storage either locally or in the cloud. This will ensure you have all documents and review data in a format compatible with other review platforms, allowing for easy reupload should the need arise. Data can be exported and downloaded into any formats that can be exported from Everlaw, listed here. This managed export incurs a one-time fee equivalent to the amount charged for the final full month of storage.
Should you wish to reupload this data to Everlaw a future date, there will also be a one-time reuploading fee. Re-uploaded data will not retain any document audit trails, case histories, or analytics. Again, both fees are equivalent to the final full month of storage amount.
This provides a full set of documents and review data that can be reused as needed without an ongoing outlay for storage, but you must make your own reliable storage arrangements.
User managed export for self-storage:
When to consider: If you would like an export of case data and do not need Everlaw to manage that process on your behalf.
You can manage your own data export without incurring any financial charge using the built in exporting tools on the Everlaw platform. This includes downloading native, text, and image versions of all documents, along with exporting a CSV of metadata, codes, binders, and other review data.
This provides a set of tools for targeted export without any additional cost or ongoing storage fees. You can view a list of file types available for export here.
Need help deciding which option is right for you? Please reach out to firstname.lastname@example.org to discuss these options in more detail.