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Technology and Document Production Management From 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 Databases Box Labels Field #1 Record #2 Record #3 Record #4 Record #5 Record #6 Record #7 Field #2 Field #3 © 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 Databases File Labels • Bates Number • File Title • Matter Name & Number © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Introduction to Databases File 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 – Case. Map 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 – Case. Map 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 – Case. Map Database – IPRO Image Database • Hardware © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Case. Map Document Database © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Case. Map Objects © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
ANALYSIS OF SOFTWARE AND HARDWARE • Software – Concordance Document Database – Excel Document Database – Case. Map 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 – Case. Map 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 System Simple vs. Complex • Simple - ML 00001 – Indicates Producer and page number • Complex - ML 01 -00001 – Producer, RFP number, and page number • Complex - ML-CORP 00001 – Producer, location, and page number • Complex - ML 002317 -LVCORP 00001 – Producer, construction spec number, location, corporate division, and page number © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Numbering System Simple vs. Complex • Simple - ML 00001 – Indicates Producer and page number • Complex - ML 01 -00001 – Producer, RFP number, and page number • Complex - ML-CORP 00001 – Producer, location, and page number • Complex - ML 002317 -LVCORP 00001 – 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
Imaging Specifications • • • Definition of Documents & Boundries Image Resolution Image File Format Image File Naming/Numbering CD Folder Structure Load File Format © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Imaging Specifications • • • Definition of Documents & Boundries Image Resolution Image File Format Image File Naming/Numbering CD Folder Structure Load File Format © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Imaging Specifications • • • Definition of Documents & Boundries Image Resolution Image File Format Image File Naming/Numbering CD Folder Structure Load File Format © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Image File Format © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Imaging Specifications • • • Definition of Documents & Boundries Image Resolution Image File Format Image File Naming/Numbering CD Folder Structure Load File Format © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Image File Naming/Numbering © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Imaging Specifications • • • Definition of Documents & Boundries Image Resolution Image File Format Image File Naming/Numbering CD Folder Structure Load File Format © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
CD Folder Structure © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Imaging Specifications • • • Definition of Documents & Boundries Image Resolution Image File Format Image File Naming/Numbering CD Folder Structure Load File Format © 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 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002