1. Hosted by: Fred Marsh & Christina Chevitanondr September 29, 2008 Claim Project Documentation Open Discussion

2. 1.Present the MBP document management process 2.Share an example of the MBP Document Index from a recent Fairfax Branch claims project 3.Promote discussion between branches Basis of Discussion

3. Claim Project = Large Volume of Documents Claim Project Documents

4. Can be electronic, hardcopy or both Not all are relevant to the Claim Could cause project to go over budget “Searching for that Needle in a Haystack” → Creates the need for a comprehensive Document Management Method Claim Project Documents

5. Analysis of technical issues, delays, and/or costs associated with the claim Need a way to organize project documents so they become ◦Manageable ◦Easier to find the needed information MBP’s Role

6. How are the documents provided? ◦CD/DVDs ◦Hardcopies ◦Downloaded Important factors ◦Native format (doc, xls, P3, etc.) or PDF? ◦Do the documents have Bates Numbers? ◦Is there already an indexing system? Receipt of Documents

7. Direction & Oversight Engage Admin. early Take time explaining the project & tasks ◦Help them understand the basis of what we are going to accomplish Foster communication Set goals and deadlines Keep Admin. in the loop Analytical TM’s Role

8. Ask questions Foster communication Accuracy & attention to detail Organization of documents Maintain/update documents Administrative TM’s Role

9. 1.Bates Numbers 2.MBP Document Index 3.Issue Books  Which do we use? Often more than one Current Indexing Methods

10. Assigned by counsel Used for referencing documents as exhibits during trial Sequential numbering of all pages of documents Not sorted by document type or issue Difficult to isolate specific causes of delay/damages Bates Numbers

11. Easy to follow organization of documents by document type Makes documents manageable Can be applied to hardcopy and electronic files Makes creation of issue books easier Can be customized for each project MBP Document Index

12. MBP Index Customizing General categories can be adjusted for each project Index includes sub- categories for all document types, but can be modified if needed Binder numbering can be adjusted depending on volume of documents

13. St. Louis Cross-County Metrolink: Reviewed over 300 schedules Reviewed over 400 binders Searched nearly 200GB of electronic data No Bates Numbers….  Used MBP Index MBP Index Example

14. 24-page index Provides a unique number for each document or binder Breaks documents into large, general categories

15. MBP Index Example Sub-divides the categories into document types Numbering can be adjusted to accommodate a large number of binders Can be applied to CDs, DVDs or videotapes

16. Can be created ◦Directly from received documents, or ◦After indexing documents Used to combine documents according to their subject matter Documents can be included in more than one issue Useful for support of MBP’s analysis Issue Books

17. Used by most law firms Can be used to display exhibits during litigation Allows outside parties access Examples: ◦Summation (DFD-Puerto Rico) ◦Concordance (Montgomery Point) ◦Casemap Electronic Document Management Software

18. Pros: ◦Process large volumes of information quickly ◦Keyword searchable ◦Possibly maintained by attorney instead of MBP ◦Environmentally friendly (sort of) ◦Easier to lose or damage hardcopies Electronic Document Management Software

19. Cons: ◦Possibly maintained by Counsel instead of MBP, therefore ◦May not be initially granted access to needed information, and ◦Interface/Connection problems (slow connections, print settings, etc.) ◦End up printing hard copies anyway ◦More difficult to track what we’ve looked at Electronic Document Management Software

20. Claim Project Documentation Open Discussion

21. Claim Project Documentation Thanks for Participating!