© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizing Documents From Disorganization to War Room.

© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002

Organizing Documents

From Disorganization to War Room


DEVELOPING INFORMATION RETRIEVAL SYSTEMS

• Maintaining Original Organization

• War Rooms


Maintaining Original Organization

• Physical Organization (paper-based)– Bates Numbers– Box Labels– File Index & Labels

• Logical Organization (image-based)– Subdirectories– Folders– Files


Bates Numbers

• Organizational vs. Production numbers

• Simple vs. Complex numbers


Organizational vs. Production Bates Numbers

• Organizational Bates Numbers– Replicates Original Organization– Allows for Relevance and Privilege Review

• Production Bates Numbers– Replicates Production Organization– Identifies Production Documents






















Bates Numbering Documents

• Organizational vs. Production numbers

• Simple vs. Complex numbers


Simple vs. ComplexBates Numbers

• Simple - ML00001– Indicates Producer and page number

• Complex - ML01-00001– Producer, RFP number, and page number

• Complex - ML-CORP00001– Producer, location, and page number

• Complex - ML002317-LVCORP00001– Producer, construction spec number, location, corporate

division, and page number



























Box Labels



• Physical Organization (paper-based)– Bates Numbers– Box Labels– File Index and Labels



Creating a File Index

• Title

• Description

• Date(s)

• Notes

• Bates Number



• Title

• Description

• Date(s)

• Notes

• Bates Number



• Title

• Description

• Date(s)

• Notes

• Bates Number



• Title

• Description

• Date(s)

• Notes

• Bates Number



• Title

• Description

• Date(s)

• Notes

• Bates Number


File Labels

• Bates Number• File Title• Matter Name &

Number




• Logical Organization (image-based)– Subdirectories for Boxes– Folders for Folders– Files for Documents


• Box and Folder-level Organization

• Bates Number File Names

• Easy to Find Correct File

Maintaining Original Organization Image-based Systems - Good












• No Physical Context

• Indistinct File Names

• No Bates Numbers

• Difficult to Find Correct File

Maintaining Original Organization Image-based Systems - Bad




















DEVELOPING INFORMATION RETRIEVAL SYSTEMS

• Maintaining Original Organization

• War Rooms


War Room


War Room

• Shelves

• Boxes

• Directory

• Supplies


RESPONDING TO DOCUMENT PRODUCTION REQUESTS

• Client Preparation

• Document Review

• Production


Client Preparation

• Review Demands

• Client Meeting– Provide Simple Translation of Demands– Get Client Corporate Organization– Get Document-control System Index– Get Names and Phone Numbers

• Preliminary Inspection


Client Preparation

• Review Demands




Client Preparation

• Review Demands




Client Preparation

• Review Demands




Client Preparation

• Review Demands




Client Preparation

• Review Demands




Client Preparation

• Review Demands






• Document Review

• Production


Document Review

• Create & Use Procedures Manual Beforehand

• Create File Index

• Marking Documents– To be Produced– Not to be Produced– Issues– Production Request Numbers


Document Review

• Create & Review Procedures Manual Beforehand




Document Review





Document Review





Document Review





Document Review







• Document Review

• Production


Production

• CCP 2031– “Usual Course” order– “Demand order”

• Production Attendant


Production




Production




Production




TRACKING PRIVILEGE

• Privilege Review– Definitions– Document Marking

• Pulling Documents

• Redacting Documents

• Redaction Index/Privilege Log


TRACKING PRIVILEGE






TRACKING PRIVILEGE






TRACKING PRIVILEGE






Pulling Documents

• Pull Original

• Insert “Privileged Document” Marker

• Keep Original with other non-production Privileged documents

• Create Privilege Log


Pulling Documents

• Pull Original





Pulling Documents

• Pull Original





Pulling Documents

• Pull Original





TRACKING PRIVILEGE






Redacting Documents

• Pull Original

• Redact Copy– Redaction tape– Black marker– Redaction stamp

• Insert Redacted Copy

• Create Redaction Index/Privilege Log


Redacting Documents

• Pull Original





Redacting Documents

• Pull Original





Redacting Documents

• Pull Original





Redacting Documents

• Pull Original





TRACKING PRIVILEGE






Redaction Index/Privilege Log

• Bates Number (or Privilege Document No.)

• Date

• Description

• Privilege

© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizing Documents From Disorganization to War Room.

Documents

production numbers simple

complex numbers

production documents

page number slide

page number complex

page number complex

rfp number

lvcorp00001 producer