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Transcript of © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Technology and Document Production Management From...
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Technology and Document Production
ManagementFrom War Room to Database
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
DIGESTING, ABSTRACTING AND INDEXING DOCUMENTS
• War Room– Boxes– Files
• Introduction to Databases– Box Labels– File Labels & File Index– Document Database
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
War Room
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
DIGESTING, ABSTRACTING AND INDEXING DOCUMENTS
• War Room– Boxes– Files
• Introduction to Databases– Box Labels– File Labels & File Index– Document Database
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Introduction to DatabasesBox Labels
Field #1 Field #2 Field #3
Record #1Record #2Record #3Record #4Record #5Record #6Record #7
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
DIGESTING, ABSTRACTING AND INDEXING DOCUMENTS
• War Room– Boxes– Files
• Introduction to Databases– Box Labels– File Labels & File Index– Document Database
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Introduction to DatabasesFile Labels
• Bates Number• File Title• Matter Name &
Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Introduction to DatabasesFile Index
• File Title
• File Description
• File Date(s)
• Notes
• File Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
DIGESTING, ABSTRACTING AND INDEXING DOCUMENTS
• War Room– Boxes– Files
• Introduction to Databases– Box Labels– File Labels & File Index– Document Database
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Simple Document Database
• Document Bates Number
• Document Date
• Document Title
• Name(s)
• Document Type
• Document Description
• Issue(s)
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
ANALYSIS OF SOFTWARE AND HARDWARE
• Software– Concordance Document Database– Excel Document Database– CaseMap Database– IPRO Image Database
• Hardware
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Concordance Document Database
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Concordance Document Record
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
ANALYSIS OF SOFTWARE AND HARDWARE
• Software– Concordance Document Database– Excel Document Database– CaseMap Database– IPRO Image Database
• Hardware
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Excel Document Database
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
ANALYSIS OF SOFTWARE AND HARDWARE
• Software– Concordance Document Database– Excel Document Database– CaseMap Database– IPRO Image Database
• Hardware
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
CaseMap Document Database
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
CaseMap Objects
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
ANALYSIS OF SOFTWARE AND HARDWARE
• Software– Concordance Document Database– Excel Document Database– CaseMap Database– IPRO Image Database
• Hardware
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Image Database Software - IPRO
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
ANALYSIS OF SOFTWARE AND HARDWARE
• Software– Concordance Document Database– Excel Document Database– CaseMap Database– IPRO Image Database
• Hardware
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
PUTTING TOGETHER PROCEDURES
• Document Numbering & Coding
• Scanning & Imaging Documents
• In-house vs. Vendor
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Numbering & Coding
• Case Background & Coding Manual– Case Description– File Index– Numbering System– Document Database– Coding Protocols– Issue Review– Scanning & Imaging Specs
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Numbering & Coding
• Case Background & Coding Manual– Case Description– File Index– Numbering System– Document Database– Coding Protocols– Issue Review– Scanning & Imaging Specs
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Numbering & Coding
• Case Background & Coding Manual– Case Description– File Index– Numbering System– Document Database– Coding Protocols– Issue Review– Scanning & Imaging Specs
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Numbering System
• Organizational Bates Numbers– Replicates Original Organization– Allows for Relevance and Privilege Review
• Production Bates Numbers– Replicates Production Organization– Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Numbering System
• Organizational Bates Numbers– Replicates Original Organization– Allows for Relevance and Privilege Review
• Production Bates Numbers– Replicates Production Organization– Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
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
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
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
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Numbering & Coding
• Case Background & Coding Manual– Case Description– File Index– Numbering System– Document Database– Coding Protocols– Issue Review– Scanning & Imaging Specs
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Simple Document Database
• Document Bates Number
• Document Date
• Document Title
• Name(s)
• Document Type
• Document Description
• Issue(s)
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
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
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Numbering & Coding
• Case Background & Coding Manual– Case Description– File Index– Numbering System– Document Database– Coding Protocols– Issue Review– Scanning & Imaging Specs
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Coding Protocols
• Unitization
• Substance Review
• Substance Data Entry
• Issue Review
• Issue Data Entry
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Coding Protocols
• Unitization
• Substance Review
• Substance Data Entry
• Issue Review
• Issue Data Entry
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Coding Protocols
• Unitization
• Substance Review
• Substance Data Entry
• Issue Review
• Issue Data Entry
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Coding Protocols
• Unitization
• Substance Review
• Substance Data Entry
• Issue Review
• Issue Data Entry
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Coding Protocols
• Unitization
• Substance Review
• Substance Data Entry
• Issue Review
• Issue Data Entry
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Numbering & Coding
• Case Background & Coding Manual– Case Description– File Index– Numbering System– Document Database– Coding Protocols– Issue Review– Scanning & Imaging Specs
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Issue Review
• Issues tie everything together
• Subject vs. Issue Outline
• Keyword vs. Hierarchical Organization
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Issue Review
• Issues tie everything together
• Subject vs. Issue Outline
• Keyword vs. Hierarchical Organization
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Subject (Issue) Outline
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Issue Review
• Issues tie everything together
• Subject vs. Issue Outline
• Keyword vs. Hierarchical Organization
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Keyword vs.Hierarchical Organization
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
PUTTING TOGETHER PROCEDURES
• Document Numbering & Coding
• Scanning & Imaging Documents
• In-house vs. Vendor
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Scanning and Imaging Documents
• Image Database Software - IPRO
• Imaging Specifications
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Image Database Software - IPRO
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Scanning and Imaging Documents
• Image Database Software - IPRO
• Imaging Specifications
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• Definition of Documents & Boundries
• Image Resolution
• Image File Format
• Image File Naming/Numbering
• CD Folder Structure
• Load File Format
Imaging Specifications
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• Definition of Documents & Boundries
• Image Resolution
• Image File Format
• Image File Naming/Numbering
• CD Folder Structure
• Load File Format
Imaging Specifications
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• Definition of Documents & Boundries
• Image Resolution
• Image File Format
• Image File Naming/Numbering
• CD Folder Structure
• Load File Format
Imaging Specifications
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Image File Format
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• Definition of Documents & Boundries
• Image Resolution
• Image File Format
• Image File Naming/Numbering
• CD Folder Structure
• Load File Format
Imaging Specifications
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Image File Naming/Numbering
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• Definition of Documents & Boundries
• Image Resolution
• Image File Format
• Image File Naming/Numbering
• CD Folder Structure
• Load File Format
Imaging Specifications
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
CD Folder Structure
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• Definition of Documents & Boundries
• Image Resolution
• Image File Format
• Image File Naming/Numbering
• CD Folder Structure
• Load File Format
Imaging Specifications
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Load File Format
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
PUTTING TOGETHER PROCEDURES
• Document Numbering & Coding
• Scanning & Imaging Documents
• In-house vs. Vendor
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
In-house vs. Vendor
• Litigation Copy Vendors
• Imaging Vendors
• Litigation Support Vendors
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
In-house vs. Vendor
• Litigation Copy Vendors
• Imaging Vendors
• Litigation Support Vendors
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
In-house vs. Vendor
• Litigation Copy Vendors
• Imaging Vendors
• Litigation Support Vendors
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
INPUT NEEDS
• Database Development/Management
• Document Review and Data Entry
• Imaged Document Downloads
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
INPUT NEEDS
• Database Development/Management– In-house IT– Outside Vendor
• Document Review and Data Entry
• Imaged Document Downloads
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
INPUT NEEDS
• Database Development/Management– In-house IT– Outside Vendor
• Document Review and Data Entry
• Imaged Document Downloads
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
INPUT NEEDS
• Database Development/Management
• Document Review and Data Entry
• Imaged Document Downloads
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
INPUT NEEDS
• Database Development/Management
• Document Review and Data Entry– In-house– Outside Vendor
• Imaged Document Downloads
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
INPUT NEEDS
• Database Development/Management
• Document Review and Data Entry– In-house– Outside Vendor
• Imaged Document Downloads
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
INPUT NEEDS
• Database Development/Management
• Document Review and Data Entry
• Imaged Document Downloads
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
INPUT NEEDS
• Database Development/Management
• Document Review and Data Entry
• Imaged Document Downloads– In-house IT– Outside Vendor
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
INPUT NEEDS
• Database Development/Management
• Document Review and Data Entry
• Imaged Document Downloads– In-house IT– Outside Vendor