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

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Presentation on theme: "© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizing Documents From Disorganization to War Room."— Presentation transcript:

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

2 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 DEVELOPING INFORMATION RETRIEVAL SYSTEMS Maintaining Original Organization War Rooms

3 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Maintaining Original Organization Physical Organization (paper-based) –Bates Numbers –Box Labels –File Index & Labels Logical Organization (image-based) –Subdirectories –Folders –Files

4 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Bates Numbers Organizational vs. Production numbers Simple vs. Complex numbers

5 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

6 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

7 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

8 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

9 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

10 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

11 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Bates Numbering Documents Organizational vs. Production numbers Simple vs. Complex numbers

12 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML LVCORP00001 –Producer, construction spec number, location, corporate division, and page number

13 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML LVCORP00001 –Producer, construction spec number, location, corporate division, and page number

14 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML LVCORP00001 –Producer, construction spec number, location, corporate division, and page number

15 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML LVCORP00001 –Producer, construction spec number, location, corporate division, and page number

16 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Maintaining Original Organization Physical Organization (paper-based) –Bates Numbers –Box Labels –File Index & Labels Logical Organization (image-based) –Subdirectories –Folders –Files

17 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Box Labels

18 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Maintaining Original Organization Physical Organization (paper-based) –Bates Numbers –Box Labels –File Index and Labels Logical Organization (image-based) –Subdirectories –Folders –Files

19 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number

20 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number

21 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number

22 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number

23 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number

24 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 File Labels Bates Number File Title Matter Name & Number

25 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Maintaining Original Organization Physical Organization (paper-based) –Bates Numbers –Box Labels –File Index & Labels Logical Organization (image-based) –Subdirectories for Boxes –Folders for Folders –Files for Documents

26 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Box and Folder-level Organization Bates Number File Names Easy to Find Correct File Maintaining Original Organization Image-based Systems - Good

27 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Box and Folder-level Organization Bates Number File Names Easy to Find Correct File Maintaining Original Organization Image-based Systems - Good

28 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Box and Folder-level Organization Bates Number File Names Easy to Find Correct File Maintaining Original Organization Image-based Systems - Good

29 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 No Physical Context Indistinct File Names No Bates Numbers Difficult to Find Correct File Maintaining Original Organization Image-based Systems - Bad

30 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 No Physical Context Indistinct File Names No Bates Numbers Difficult to Find Correct File Maintaining Original Organization Image-based Systems - Bad

31 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 No Physical Context Indistinct File Names No Bates Numbers Difficult to Find Correct File Maintaining Original Organization Image-based Systems - Bad

32 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 No Physical Context Indistinct File Names No Bates Numbers Difficult to Find Correct File Maintaining Original Organization Image-based Systems - Bad

33 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 DEVELOPING INFORMATION RETRIEVAL SYSTEMS Maintaining Original Organization War Rooms

34 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 War Room

35 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 War Room Shelves Boxes Directory Supplies

36 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 RESPONDING TO DOCUMENT PRODUCTION REQUESTS Client Preparation Document Review Production

37 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

38 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

39 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

40 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

41 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

42 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

43 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 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

44 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 RESPONDING TO DOCUMENT PRODUCTION REQUESTS Client Preparation Document Review Production

45 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Use Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers

46 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Review Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers

47 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Review Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers

48 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Review Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers

49 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Review Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers

50 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Review Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers

51 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 RESPONDING TO DOCUMENT PRODUCTION REQUESTS Client Preparation Document Review Production

52 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant

53 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant

54 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant

55 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant

56 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

57 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

58 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

59 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

60 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Pulling Documents Pull Original Insert “Privileged Document” Marker Keep Original with other non-production Privileged documents Create Privilege Log

61 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Pulling Documents Pull Original Insert “Privileged Document” Marker Keep Original with other non-production Privileged documents Create Privilege Log

62 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Pulling Documents Pull Original Insert “Privileged Document” Marker Keep Original with other non-production Privileged documents Create Privilege Log

63 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Pulling Documents Pull Original Insert “Privileged Document” Marker Keep Original with other non-production Privileged documents Create Privilege Log

64 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

65 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redacting Documents Pull Original Redact Copy –Redaction tape –Black marker –Redaction stamp Insert Redacted Copy Create Redaction Index/Privilege Log

66 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redacting Documents Pull Original Redact Copy –Redaction tape –Black marker –Redaction stamp Insert Redacted Copy Create Redaction Index/Privilege Log

67 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redacting Documents Pull Original Redact Copy –Redaction tape –Black marker –Redaction stamp Insert Redacted Copy Create Redaction Index/Privilege Log

68 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redacting Documents Pull Original Redact Copy –Redaction tape –Black marker –Redaction stamp Insert Redacted Copy Create Redaction Index/Privilege Log

69 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redacting Documents Pull Original Redact Copy –Redaction tape –Black marker –Redaction stamp Insert Redacted Copy Create Redaction Index/Privilege Log

70 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

71 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redaction Index/Privilege Log Bates Number (or Privilege Document No.) Date Description Privilege


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