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In the #Spotlight: Digging Deep With COVER by iCONECT

In the #Spotlight: Digging Deep With COVER by iCONECT
We had the opportunity to spend time with Ian Campbell, President & CEO of iCONECT recently. Successfully navigating the COVID-19 lockdown, iCONECT have been quietly building a powerful portfolio of timely software tools in the eDiscovery and broader data governance marketplace today.

What strikes us as significant is how customer-focused and practical their solutions are. This is certainly the case with their redaction toolset, COVER. As regulatory frameworks grow and data privacy, governance goes truly mainstream, so clients face significant data hurdles and huge risks in their management of data.

In conjunction with the iCONECT team, we’ve compiled some helpful information assets. If you’re grappling with privacy and redaction issues, consider taking a few minutes to read their helpful FAQ, COVER Capabilities Summary and a helpful White Paper written by Joshua Gilliland, Esq.

Cover iConect

COVER is the ideal way to protect PII, PHI and sensitive information which may be considered confidential or proprietary. While retaining the format of the original file, COVER, a module included in iCONECT v10,  can identify and redact protected information helping to meet regulatory compliance. Ideal for use in Legal, Healthcare, Public Safety and Government, COVER is the ideal way to make sure that personal information is identified, redacted and protected. COVER is ideal as a component of CCPA and GDPR compliance workflows.

The Process

What can be found, foldered and redacted?

Any word or phrase which appears in text on any native file, even if you don’t know the specific data you are searching for. You get to choose the information or entities that you want to redact and COVER will do the rest.

Personal Information:

  • Address
  • Phone
  • Fax
  • Email
  • URL or Domain
  • Names (personal/employers)
    Organization
    Location

Bank/Finance Information:

(Domestic/International)

  • Credit Card
  • Bank Name
  • Bank Identifier
  • Account Number/Policy Number
  • Account Holder

United States (or other government) Information:

  • Social Security Number
  • Employer Identification Number
  • Individual Taxpayer Identification Number
    International Bank Information

Other:

Any word or phrase, plus Personal information identified for a specific purpose, disclosure or investigation. (IE, Student Card Number, Airline ticket number, Automotive VIN, trade secrets etc.)

David T Kinnear

DAVID T KINNEAR

What file-types can be queried for entities?

Ian Campbell

Ian Campbell

COVER supports searching and redacting in over 800+ file types including standard Office file and PDFs.

David T Kinnear

DAVID T KINNEAR

Can multiple redaction types be run at the same time?

Ian Campbell

Ian Campbell

YES. Users simply indicate the redactions they would like placed and click GO.

David T Kinnear

DAVID T KINNEAR

Can I just search and report?

Ian Campbell

Ian Campbell

YES. Instead of redacting, you can create a search-term-report which will indicated the number of occurrences and number of documents that contain hits so that you can assess risk.

David T Kinnear

DAVID T KINNEAR

Can each entity be foldered/tagged?

Ian Campbell

Ian Campbell

YES. The system can place each entity type into it’s own folder for further review.

David T Kinnear

DAVID T KINNEAR

How do I identify records to redact?

Ian Campbell

Ian Campbell

Documents can be imported using drag-and-drop (including the explosion of PSTs and ZIP files). Alternately, files can be bulk loaded using an administrative tool. You can choose ‘all’ or ‘selected’ records

David T Kinnear

DAVID T KINNEAR

Can text be placed on redactions?

Ian Campbell

Ian Campbell

YES. For example, a redacted ‘Visa card number’ can optionally have the word ‘CREDIT CARD’ placed in white text, centered on the redaction.

David T Kinnear

DAVID T KINNEAR

Will it work with foreign languages?

Ian Campbell

Ian Campbell

YES. UNICODE language words can be identified and redacted. PII from 51+ countries can also be identified. Further, the COVER interface can be localized for users including French, German, Japanese, Mandarin, Spanish and Russian.

David T Kinnear

DAVID T KINNEAR

Will COVER also redact words or names in meta-data?

Ian Campbell

Ian Campbell

No. COVER is designed to create redactions on the ‘body’ of a document. Meta-data will not be redacted.

David T Kinnear

DAVID T KINNEAR

Can I place highlights instead of redactions?

Ian Campbell

Ian Campbell

YES. Some clients only want PII and PHI highlighted for easier visual recognition of sensitive data. Optionally users can select to ‘Highlight’ (yellow transparent highlight) instead of ‘Redact’ (black opaque bar), at no additional cost.

David T Kinnear

DAVID T KINNEAR

Can I add or delete redactions once they have been placed?

Ian Campbell

Ian Campbell

YES. A QC (Quality Control) review is available where users can check for false positives (which can be removed manually) or additional redactions (which can be redacted manually). Users can navigate through documents with ease using hyperlink navigation from redaction to redaction. Redaction layers/sets can be merged prior to production.

David T Kinnear

DAVID T KINNEAR

Can I ‘undo’ a redaction?

Ian Campbell

Ian Campbell

YES. Both ‘undo’ and ‘delete selected’ functions are available. Since the original file is not touched, the redaction layer is all that’s effected.

David T Kinnear

DAVID T KINNEAR

Will COVER redact text within Microsoft Excel (XLS) spreadsheets?

Ian Campbell

Ian Campbell

YES. Text in tables in native XLS spreadsheets be redacted, including text in charts and comments.

David T Kinnear

DAVID T KINNEAR

How long does the process take?

Ian Campbell

Ian Campbell

The process of identifying and creating the redaction takes seconds per average document. See the Technical Info section of this document for information on handling larger volumes.

David T Kinnear

DAVID T KINNEAR

What resulting file is created?

Ian Campbell

Ian Campbell

Once redactions are completed, the entire ‘production’ toolset is available  which can create fully searchable PDF files or TIFF images all with headers, footers, slip-sheets and other standard production features. Users can re-OCR files to create body text fields that hide redacted content.  For XLS, a second native file is created and attached to the same record.

David T Kinnear

DAVID T KINNEAR

Can COVER work on images that don’t contain embedded text?

Ian Campbell

Ian Campbell

YES. Tiff, JPG and image-only PDFs can all have text identified and redacted.

David T Kinnear

DAVID T KINNEAR

Can COVER also redact video and audio files?

Ian Campbell

Ian Campbell

YES, although workflows may vary depending on multi-media type, requirement and data volume. Contact [email protected] to discuss your project.

The Cost

How much does it cost?

For IN-HOUSE deployment, see the COVER price matrix. Pricing includes an annual ‘system fee’, plus a transactional ‘per document’ fee. Contact [email protected] for pricing.

David T Kinnear

DAVID T KINNEAR

How much does it cost?

Ian Campbell

Ian Campbell

COVER is an included component of iCONECT v10. For those looking to deploy COVER (auto-redaction) only, without the full suite of iCONECT v10 review features, COVER has an annual ‘system fee’ which includes a starter pack. Additional processing is charged as a transactional ‘per document’ fee. Contact [email protected] for pricing.

David T Kinnear

DAVID T KINNEAR

Can I buy an unlimited use license?

Ian Campbell

Ian Campbell

YES. Contact [email protected] for pricing.

David T Kinnear

DAVID T KINNEAR

Is COVER available on the GSA schedule?

Ian Campbell

Ian Campbell

YES (coming soon) via immixGroup. www.immixgroup.com

David T Kinnear

DAVID T KINNEAR

Is COVER available for government use from a FedRAMP cloud?

Ian Campbell

Ian Campbell

YES (coming soon) via Innovative Discovery. www.id-edd.com

David T Kinnear

DAVID T KINNEAR

What if I only have a small project?

Ian Campbell

Ian Campbell

COVER redaction services are available from select iCONECT service providers on a transactional basis. Check out https://www.iconect.com/hosting/ for a full listing.​

 Technical info

David T Kinnear

DAVID T KINNEAR

Can I run this behind my firewall?

Ian Campbell

Ian Campbell

YES. The COVER platform can be incorporated into an existing network OR run in a secure Azure, AWS or GoogleCloud environment. Full technical hardware/software specifications are available by contacting [email protected]

David T Kinnear

DAVID T KINNEAR

Is it secure?

Ian Campbell

Ian Campbell

YES. Beyond Username/Password, administrators can add multi-factor authentication or run the COVER system behind their VPN as a secure system.

David T Kinnear

DAVID T KINNEAR

Are redaction actions logged?

Ian Campbell

Ian Campbell

YES. COVER monitors all user activity providing a granular level comprehensive log to prove ‘chain of custody’.

David T Kinnear

DAVID T KINNEAR

Can I add hardware to increase performance speed?

Ian Campbell

Ian Campbell

YES. COVER uses a ‘worker architecture’ which will allow horizontal expansion of the system to manage higher volumes.

David T Kinnear

DAVID T KINNEAR

What happens to my original file?

Ian Campbell

Ian Campbell

It is kept intact. All redactions are stored as a layer. For XLS, a second native with redactions is created

David T Kinnear

DAVID T KINNEAR

Can I export a new text file which hides the redacted text?

Ian Campbell

Ian Campbell

YES. Optionally users can download a ‘.txt’ file which contains the body text (with redacted text eliminated) which can save re-processing costs as part of an eDiscovery workflow.

David T Kinnear

DAVID T KINNEAR

Is this compatible with eDiscovery platforms?

Ian Campbell

Ian Campbell

YES. Documents can be imported from and exported to ediscovery platforms such as iCONECT, Relativity, IPRO, Ringtail/NUIX and others.

If you have additional questions about COVER, please don’t hesitate to reach out.

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