Gene Albert Principal, Lexbe LC eDiscovery FAST Affordable Hosting Alternatives for Summation & Concordance Productions Fast, Cost-Effective Document Reviews of TIFF Images and Loadfiles April 29, 2014
Gene Albert Principal, Lexbe LC
eDiscovery FAST
Affordable Hosting Alternatives for Summation & Concordance Productions
Fast, Cost-Effective Document Reviews of TIFF Images and LoadfilesApril 29, 2014
eDiscovery Webinar Series
○ Takes Place Monthly
○ Cover a Variety of Relevant eDiscovery Topics
○ Presentations Available for Download by Registrants.
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Info & Future
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eDiscovery Webinar Series
Lexbe is an Austin, TX based eDiscovery software and services provider.
○ Lexbe eDiscovery PlatformLexbe eDiscovery Platform is a hosted eDiscovery processing and review tool. Users can load a variety of file types, process for review, OCR for search, and conduct document reviews, productions, prepare for depos & analyze transcripts, conduct case analytics, prepare for dispositive motions, and provide litigation support during trial.
○ Lexbe eDiscovery Services Lexbe does large volume document culling, processing from native to PDF or TIFF, load file creation, high-volume OCR of image files, Rule 26 and project management consulting, and related eDiscovery Services.
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
About Lexbe
Lexbe Sales [email protected]
(800) 401-7809 x22
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If you have any questions or technical issues, please e-mail them to:
Questions will be forwarded to Gene and answered during the webinar or via e-mail if we run out of time.
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
eDiscovery Webinar SeriesQuestions & Technical Issues
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○ CurrentPrincipal of Lexbe LC, a developer and provider of cloud-based litigation review and document management software & eDiscovery services
○ Prior Experience-Legal experience as in-house counsel and in private practice-Business experience in software, medical services and internet-based businesses
○ Education-MBA & BA, University of Texas-JD, Southern Methodist University
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Gene Albert bioeDiscovery Webinar Series
Contact Gene [email protected]
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Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Cost-Effective TIFF Production Review
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Agenda
○ What are TIFF Productions & ‘Standard’ Concordancetm/Summationtm formats
○ Accessing Native & PDF Versions of Documents
○ Hosting Alternatives, Security & Cost Considerations
○ Loadfile Validation & Loading
○ Getting the Best Search: OCR text and/or Native Extracted Text
○ Document Viewing; Issue Coding
○ Fact & Issue Mapping, Depositions, and Motion Practice
○ Conclusion
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
What are TIFF Productions w/Loadfiles?TIFF & Text
What is it? Natives converted to TIFF-images, usually single-paged; or scanned
Advantages ● Traditional review format (predates PDF)● Required for some platforms (optional others)● Robust bitmapped file type (image-viewer used)
Disadvantages ● Cumbersome--requires separate text files/load files● Requires review platform to pull together● Substantial file expansion from native (3-5X)● May lose color/other data, depending how processed
Notes ● Usually in the form of one image and one text file per page (older text in load file)
● Document breaks and associated metadata are stored in one or more separate 'load files', which can corrupt
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Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
What are TIFF Productions w/LoadfilesLoad FileWhat is it? Structured text or database type file that references
document files and associates metadata and other information, for use in Litigation Review Database Systems
May Be Included ● Document and email metadata● Document breaks (for single page TIFFs)● Email family associations● Map to multiple versions of files (e.g., TIFF,
Text, PDF, Native)
Formats in Use ● DAT (Concordance, Ringtail, Relativity)● DII (Summation)● LFP (iPro)● Excel XLSX (Lexbe)
Notes ● Production may include multiple load files formats● Can be used in TIFF, PDF and Native productions● Some systems can load multiple
formats
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Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
What are TIFF Productions w/Loadfiles
Load File in Excel (Lexbe) Format
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Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
What are TIFF Productions w/Loadfiles
Load File in DII (Summation) Format
;Record 1@T ENRON 0000001@MEDIA eEmail@C ENDDOC# ENRON 0000001@C PGCOUNT 1@D @I\IMAGES\0001\ENRON 0000001.tiff
;Record 2@T ENRON 1000 0000002@PARENTID ENRON 0000001@MEDIA Attachment@C ENDDOC# ENRON 0000002@C PGCOUNT 1@D @I\IMAGES\0001\ENRON 0000002.tiff
;Record 5@T ENRON 0000005@PARENTID ENRON 0000003@MEDIA Attachment@C ENDDOC# ENRON 0000030@C PGCOUNT 26@D @I\IMAGES\0001\ENRON 0000005.tiffENRON 0000006.tiffENRON 0000007.tiffENRON 0000008.tiffENRON 0000009.tiffENRON 0000010.tiffENRON 0000011.tiffENRON 0000012.tiff
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Field Token
Record Token
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
What are TIFF Productions w/Loadfiles
Load File in DAT (Concordance) Format
þBEGDOCþþENDDOCþþBEGATTþþENDATTþþATTACHMENTþþPARENTIDþþRECORDTYPEþþDATESENTþþTIMESENTþþDATERECEIVEDþþTIMERECEIVEDþþFROMþþTOþþCCþþBCCþþSUBJECTþþDATECREATEDþþTIMECREATEDþþDATEMODIFIEDþþTIMEMODIFIEDþþFILENAMEþþFILEEXTENSIONþþSOURCEFILEPATHþþPAGESþþVOLUMEþþORIGINALSPATHþþTEXTPATHþþPDFPATHþþENRON 0000001þþENRON 0000001þþþþþþþþþþeEmail þþ05/26/2000þþ10:19:00 AMþþ05/26/2000þþ10:19:00 AMþþJohn J LavoratoþþJohn Zufferli{John Zufferli}þþþþþþMolson adþþþþþþþþþþ2000-05-26 10:19:00AM - Molson adþþ.msgþþjohn_lavorato_000_1_16\Top of Outlook data file\lavorato-j\John_Lavorato_Jun2001\Notes Folders\All documents\2000-05-26 10:19:00AM - Molson ad.msgþþ1þþVOL01þþ\ORIGINALS\0001\ENRON 0000001.msgþþ\TEXT\0001\ENRON 0000001.txtþþ\PDF\0001\ENRON 0000001.pdfþþENRON 0000002þþENRON 0000002þþENRON 0000001þþENRON 0000002þþþþENRON 0000001þþAttachment þþþþþþþþþþþþþþþþþþþþþþþþþþþþmolson-canadian-i-am.movþþ.movþþjohn_lavorato_000_1_16\Top of Outlook data file\lavorato-j\John_Lavorato_Jun2001\Notes Folders\All documents\2000-05-26 10:19:00AM - Molson ad.msg\molson-canadian-i-am.mov.1þþ1þþVOL01þþ\ORIGINALS\0001\ENRON 0000002.movþþ\TEXT\0001\ENRON 0000002.txtþþ\PDF\0001\ENRON 0000002.pdfþþENRON 0000003þþENRON 0000003þþþþþþþþþþeEmail
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Field Delimiter
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Accessing Natives & PDFsBlended Productions Include Multiple Production Types
What is it? Delivery in multiple formats as needed: Native, PDF & TIFF/text, with multiple load file formats
Advantages ● Flexible for multiple platforms● PDFs available for easy transfer● Natives for backup and review● Versions linked for easy comparison
Disadvantages ● Must assure no privileged docs produced● Native docs can be easily modified
Notes ● Natives files are original versions: e.g., Outlook, Word, Excel, Powerpoint, etc.
● Multiple version of load files provided for system flexibility
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Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Hosting & Review Alternatives
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Installed Software Web-Based Hosting
Description Purchase, install & support litigation review software that supports TIFFs
‘Rent’ software from hosting provider as needed for a case or in general
Security Internally maintained Hosting provider maintains encryption, security procedures, certifications
Case Support Internally maintained or software provider
Hosting provider maintains
Access Beyond Firewall
Remote access software Usually web-based
Cost Software licensing, server(s), maintenance, personnel costs
Varies; Per GB, fixed, user fees
Reimbursable or Litigation Cost
No, usually non-reimbursable Possibly - Depends on jurisdiction
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 eDiscovery FAST
Production Loading
○ Can be done by Vendor or Self-Serve
○ Loadfile and data must be validated & checked for quality control
○ Best to handle internally with high degree of expertise, and available time
○ Vendor best option with large data set, limited internal expertise or a rush
○ With a Dual-Index approach the search engine indexes both text extracted from Native files (email, attachments, spreadsheets, etc.) and TIFF OCR test
○ Most comprehensive approach minimizes potential for lost and unsearchable data.
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Better Search with Dual Indexing
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Index MethodCaptures
Embedded Text
Captures Text Excluded From
PrintCaptures
Hidden Text
Imaged/OCR Yes No No
Native Extraction No Yes Yes
Dual Index Yes Yes Yes
Benefits of Dual Index Approach
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Search & Review
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Search Requirements
Basics
-Accurate-Fully Indexed-Easy to Use
Better
-Many search options-Concept-Fuzzy & Stemming-Boolean-Keyword Highlighting
Best
-Very Fast (returns in seconds)-Dual Indexing of natives/paginated
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 eDiscovery FAST
Document Viewing - Multiple Versions
○ Hits - Highlighted from search
○ Original - Native if available
○ HTML - Extracted text from Native
○ Page - One page at a time
○ PDF - Viewing & access
○ Text - OCR of images
○ Annotated - For depos
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Pre-Built & Custom Fields/Tags
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Built-In Fields
-Immediately usable-Integrated workflow-Leverage best practices-Wheel ‘already invented’
Custom Fields
-Issue coding-Reviewer assignment-Add’l filtering/sorting-Unlimited in number/use
Best to have both options
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Document Review Workflow
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Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Document Issue Coding
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Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Multidoc Edit for Fast Issue Coding
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Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 eDiscovery FAST
Getting Documents Out○ Needed for depositions,
conferences, motions, trial prep, etc.
○ TIFFs are cumbersome: Single-pages, not searchable, etc.
○ PDF usually best option (TIFFs joined/converted)
○ Native version availability
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Who’s on First: Key Case Participants
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○ Parties, deponents, fact-witnesses, related organizations, etc.
○ Show associations between
○ Link to evidence, case issues
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Timelines for Depo Prep
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Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Assigning Docs to Deponents
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Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Extract Facts from Depos & Exhibits
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○ Fact Highlighting○ Structured Extraction &
Timelining
Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Categorize Facts for Fast Motion Practice
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Cost-Effective TIFF Production Review
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Dispositive Motions - Filter Facts & Issues
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Thank YouContact Info
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Gene Albert:Lexbe Principal
[email protected](512) 686-3382
Stu Van Dusen:Marketing Manager
[email protected](512) 843-7672
Lexbe Sales: [email protected](800) 401-7809 x22
Webinar Questions: [email protected]
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