Discover Personal Emails
IN THIS ARTICLE:
This use case document provides details on utilizing a combination of MA's auto-recognition of personal email domains in an email population, and people profile features to locate and review documents that were sent from or sent to a personal email domain. This can help identify personal email communications in an investigation, during fact discovery for a matter, or to help find potentially privileged communication that may be hidden due to an attorney's use of a personal email address.
WHO CAN PERFORM:
You must have the following MA permissions:
View people profiles—required permission to view People Profiles under the Entity Profile tab. When disabled, it disables the Entity Profiles tab and disables the ability to click into people or organization details. Color coding by function remains viewable within reports and MA Viewers.
Edit entity profiles—allows access to the Edit Selected Profiles and Edit All Profiles menu options under the Actions menu on the People List and Organization List pages. Allows access to the Edit menu item under the Edit menu for a specific person or a specific organization. When disabled, it hides all edit options on the Actions and Edit menus.
Bulk edit entity profiles—allows access to the Bulk Update menu options on the Actions menu on the People and Organizations List pages for selected or all persons or organizations. When disabled, it hides the Bulk Update menu options.
In addition to the above permissions, Relativity Object and other Relativity permissions must be enabled for full functionality.
Auto-classification of personal email domains
When Name Normalization is run, the process extracts people and organization entities from the top level and subsumed message headers in a document population. Organizations are extracted based on detected email domains from email addresses found within the email headers. During the creation of the organization entities, MA uses an auto-classification process to compare the domain against a known library of law firms, as well as hundreds of known personal email domains from across the world. These organizations are automatically identified with an Organization Type of "Personal" and allow direct access to all individuals within the data population that possess an email address with that specified domain.
Find personal emails from Organization Profiles
To view people entities with at least one document with a personal email address from a specific domain associated with their people profile during name normalization, open the desired Organization Profile. The profile page table at the bottom lists all people and entities possessing an email address for a specified domain, including their Primary Organization, their assigned Function, whether they are Key or Custodians, and the number of emails with the personal email domain. Access individual People Profiles by clicking their names or view the corresponding documents directly in Relativity by clicking on the linked document count in the right column.
Find personal emails from People Profiles
When viewing an individual's People Profile page, the table at the bottom will display all detected email and name variances associated with the profile during name normalization on the HEADERS tab. Here, you can discover the presence of personal email content for an individual based on a cursory view of the email addresses presented, as well as the time frame of communication for the specified address and a document count for the number of documents where the email address was detected in the top-level or subsumed message headers. Clicking on the document count will open a Relativity document list of the relevant documents.
Find personal emails from People Profile Summary cards
When a box appears around a people entity name in MA within reports, viewers, and communication analysis screens, it is linked to an individual's Summary Card. Clicking on the name will open a modal window that provides additional detail about the individual, including a summary of all name and email address variance associated with the individual. If there is personal email content found that you wish to explore, you can click on the Display Name value at the top left of the summary card and a new tab will open in your browser, presenting you with the individual's People Profile page, where you can access related documents directly.