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

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Presentation on theme: "© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Technology and Document Production Management From War Room to Database."— Presentation transcript:

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

2 © 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

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

4 © 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

5 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Introduction to Databases Box Labels Field #1Field #2Field #3 Record #1 Record #2 Record #3 Record #4 Record #5 Record #6 Record #7

6 © 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

7 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Introduction to Databases File Labels Bates Number File Title Matter Name & Number

8 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Introduction to Databases File Index File Title File Description File Date(s) Notes File Bates Number

9 © 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

10 © 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)

11 © 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

12 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Concordance Document Database

13 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Concordance Document Record

14 © 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

15 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Excel Document Database

16 © 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

17 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 CaseMap Document Database

18 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 CaseMap Objects

19 © 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

20 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Image Database Software - IPRO

21 © 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

22 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 PUTTING TOGETHER PROCEDURES Document Numbering & Coding Scanning & Imaging Documents In-house vs. Vendor

23 © 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

24 © 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

25 © 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

26 © 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

27 © 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

28 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Numbering System Simple 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

29 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Numbering System Simple 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

30 © 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

31 © 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)

32 © 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

33 © 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

34 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Coding Protocols Unitization Substance Review Substance Data Entry Issue Review Issue Data Entry

35 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Coding Protocols Unitization Substance Review Substance Data Entry Issue Review Issue Data Entry

36 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Coding Protocols Unitization Substance Review Substance Data Entry Issue Review Issue Data Entry

37 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Coding Protocols Unitization Substance Review Substance Data Entry Issue Review Issue Data Entry

38 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Coding Protocols Unitization Substance Review Substance Data Entry Issue Review Issue Data Entry

39 © 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

40 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Issue Review Issues tie everything together Subject vs. Issue Outline Keyword vs. Hierarchical Organization

41 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Issue Review Issues tie everything together Subject vs. Issue Outline Keyword vs. Hierarchical Organization

42 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Subject (Issue) Outline

43 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Issue Review Issues tie everything together Subject vs. Issue Outline Keyword vs. Hierarchical Organization

44 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Keyword vs. Hierarchical Organization

45 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 PUTTING TOGETHER PROCEDURES Document Numbering & Coding Scanning & Imaging Documents In-house vs. Vendor

46 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Scanning and Imaging Documents Image Database Software - IPRO Imaging Specifications

47 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Image Database Software - IPRO

48 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Scanning and Imaging Documents Image Database Software - IPRO Imaging Specifications

49 © 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

50 © 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

51 © 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

52 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Image File Format

53 © 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

54 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Image File Naming/Numbering

55 © 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

56 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 CD Folder Structure

57 © 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

58 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Load File Format

59 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 PUTTING TOGETHER PROCEDURES Document Numbering & Coding Scanning & Imaging Documents In-house vs. Vendor

60 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 In-house vs. Vendor Litigation Copy Vendors Imaging Vendors Litigation Support Vendors

61 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 In-house vs. Vendor Litigation Copy Vendors Imaging Vendors Litigation Support Vendors

62 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 In-house vs. Vendor Litigation Copy Vendors Imaging Vendors Litigation Support Vendors

63 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 INPUT NEEDS Database Development/Management Document Review and Data Entry Imaged Document Downloads

64 © 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

65 © 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

66 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 INPUT NEEDS Database Development/Management Document Review and Data Entry Imaged Document Downloads

67 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 INPUT NEEDS Database Development/Management Document Review and Data Entry –In-house –Outside Vendor Imaged Document Downloads

68 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 INPUT NEEDS Database Development/Management Document Review and Data Entry –In-house –Outside Vendor Imaged Document Downloads

69 © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 INPUT NEEDS Database Development/Management Document Review and Data Entry Imaged Document Downloads

70 © 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

71 © 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

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