Searching for Email Addresses Can Have Lots of Permutations Too – eDiscovery Best Practices
November 15, 2012
Tuesday, we discussed the various permutations of names of individuals to include in your searching for a more complete result set, as well as the benefits of proximity searching (broader than a phrase search, more precise than an AND search) to search for names of individuals. Another way to identify documents associated with individuals is through their email addresses.
Variations of Email Addresses within a Domain
You may be planning to search for an individual based on their name and the email domain of their company (e.g., email@example.com), but that’s not always inclusive of all possible email addresses for that individual. Email addresses for an individual’s domain might appear to be straightforward, but there might be aliases or other variations to search for to retrieve emails to and from that individual at that domain. For example, here are three of the email addresses to which I can receive email as a member of CloudNine Discovery:
- firstname.lastname@example.org (an alias to the first address to enable people to send me emails related to this blog);
- email@example.com (an Outlook contact group which includes people within our company that provide support to our applications OnDemand® and FirstPass®)
To retrieve all of the emails to and from me, you would have to include all of the above addresses (and others too). There are other variations you may need to account for, as well. Here are a couple:
- Jim Smith[/O=FIRST ORGANIZATION/OU=EXCHANGE ADMINISTRATIVE GROUP (GZEJCPIG34TQEMU)/CN=RECIPIENTS/CN=JimSmith] (legacy Exchange distinguished name from old versions of Microsoft Exchange);
- IMCEANOTES-Andy+20Zipper_Corp_Enron+40ECT@ENRON.com (an internal Lotus Notes representation of an email address from the Enron Data Set).
As you can see, email addresses from the business domain can be represented several different ways, so it’s important to account for that in your searching for emails for your key individuals.
Personal Email Addresses
Raise your hand if you’ve ever sent any emails from your personal email account(s) through the business domain, even if it’s to remind you of something. I suspect most of your hands are raised – I know mine is. Identifying personal email accounts for key individuals can be important for two reasons: 1) those emails within your collection may also be relevant and, 2) you may have to request additional emails from the personal email addresses in discovery if it can be demonstrated that those accounts contain relevant emails.
Searching for Email Addresses
To find all of the relevant email addresses (including the personal ones), you may need to perform searches of the email fields for variations of the person’s name. So, for example, to find emails for “Jim Smith”, you may need to find occurrences of “Jim”, “James”, “Jimmy”, “JT” and “Smith” within the “To”, “From”, “Cc” and “Bcc” fields. Then, you have to go through the list and identify the email addresses that appear to be those for Jim Smith. Any email addresses for which you’re not sure whether they belong to the individual or not (e.g., does firstname.lastname@example.org belong to Jim Smith or Joe Smith?), you may need to retrieve and examine some of the emails to make that determination. If he uses nicknames for his personal email addresses (e.g., email@example.com), you should hopefully be able to identify those through emails that he sends to his business account.
In its Email Analytics module, FirstPass® makes it easy to search for email addresses for an individual – simply go to Global Email Search and type in the string to retrieve all email addresses in the collection with that string. It really streamlines the process of identifying email addresses for an individual and then reviewing those emails.
Whether or not your application simplifies that process, searching by email address is another way to identify documents pertaining to a key individual. The key is making sure your search includes all the email addresses possible for that individual.
So, what do you think? How do you handle searching for key individuals within your document collections? Please share any comments you might have or if you’d like to know more about a particular topic.Disclaimer: The views represented herein are exclusively the views of the author, and do not necessarily represent the views held by CloudNine Discovery. eDiscoveryDaily is made available by CloudNine Discovery solely for educational purposes to provide general information about general eDiscovery principles and not to provide specific legal advice applicable to any particular circumstance. eDiscoveryDaily should not be used as a substitute for competent legal advice from a lawyer you have retained and who has agreed to represent you.