© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Technology and Document Production Management From War Room to Database.

© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002

Technology and Document Production

ManagementFrom War Room to Database


DIGESTING, ABSTRACTING AND INDEXING DOCUMENTS

• War Room– Boxes– Files

• Introduction to Databases– Box Labels– File Labels & File Index– Document Database


War Room






Introduction to DatabasesBox Labels

Field #1 Field #2 Field #3

Record #1Record #2Record #3Record #4Record #5Record #6Record #7






Introduction to DatabasesFile Labels

• Bates Number• File Title• Matter Name &

Number


Introduction to DatabasesFile Index

• File Title

• File Description

• File Date(s)

• Notes

• File Bates Number






Simple Document Database

• Document Bates Number

• Document Date

• Document Title

• Name(s)

• Document Type

• Document Description

• Issue(s)


ANALYSIS OF SOFTWARE AND HARDWARE

• Software– Concordance Document Database– Excel Document Database– CaseMap Database– IPRO Image Database

• Hardware


Concordance Document Database


Concordance Document Record




• Hardware


Excel Document Database




• Hardware


CaseMap Document Database


CaseMap Objects




• Hardware


Image Database Software - IPRO




• Hardware


PUTTING TOGETHER PROCEDURES

• Document Numbering & Coding

• Scanning & Imaging Documents

• In-house vs. Vendor


Document Numbering & Coding

• Case Background & Coding Manual– Case Description– File Index– Numbering System– Document Database– Coding Protocols– Issue Review– Scanning & Imaging Specs








Numbering System

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

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


Numbering System

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

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


Numbering SystemSimple vs. Complex

• 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


Numbering SystemSimple vs. Complex

• 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





Simple Document Database

• Document Bates Number

• Document Date

• Document Title

• Name(s)

• Document Type

• Document Description

• Issue(s)


Complex Document Database

• Bates Number

• Date

• Title

• Name(s)

• Document Type

• Description

• Issue(s)

• Atty Notes

• RFP Number

• Contract Spec

• Depo Number

• Trial Number

• Property Address

• Doc Attributes





Coding Protocols

• Unitization

• Substance Review

• Substance Data Entry

• Issue Review

• Issue Data Entry


Coding Protocols

• Unitization



• Issue Review



Coding Protocols

• Unitization



• Issue Review



Coding Protocols

• Unitization



• Issue Review



Coding Protocols

• Unitization



• Issue Review






Issue Review

• Issues tie everything together

• Subject vs. Issue Outline

• Keyword vs. Hierarchical Organization


Issue Review





Subject (Issue) Outline


Issue Review





Keyword vs.Hierarchical Organization







Scanning and Imaging Documents

• Image Database Software - IPRO

• Imaging Specifications


Image Database Software - IPRO


Scanning and Imaging Documents

• Image Database Software - IPRO

• Imaging Specifications


• Definition of Documents & Boundries

• Image Resolution

• Image File Format

• Image File Naming/Numbering

• CD Folder Structure

• Load File Format

Imaging Specifications


















Image File Format










Image File Naming/Numbering










CD Folder Structure










Load File Format







In-house vs. Vendor

• Litigation Copy Vendors

• Imaging Vendors

• Litigation Support Vendors


In-house vs. Vendor


• Imaging Vendors



In-house vs. Vendor


• Imaging Vendors



INPUT NEEDS

• Database Development/Management

• Document Review and Data Entry

• Imaged Document Downloads


INPUT NEEDS

• Database Development/Management– In-house IT– Outside Vendor




INPUT NEEDS

• Database Development/Management– In-house IT– Outside Vendor




INPUT NEEDS





INPUT NEEDS


• Document Review and Data Entry– In-house– Outside Vendor



INPUT NEEDS


• Document Review and Data Entry– In-house– Outside Vendor



INPUT NEEDS





INPUT NEEDS



• Imaged Document Downloads– In-house IT– Outside Vendor


INPUT NEEDS



• Imaged Document Downloads– In-house IT– Outside Vendor