RECIPE FOR CUCESSFUL LITIGATION DOCUMENT PRODUCTION

Ingredients

• 108 NSF Lotus Notes e-Mail Files (equaling about 1,000,000 records).
• 3537 pages of scanned paper.
• 271,148 eDocs.
• 500,000+ of your opponent’s documents.
• 2,000,000+ pages needing summary coding.
• 20 People in 4 countries around the globe needing 24 hour access to the documents.
• 2+ Terabytes of working space needed to process, and store all the information.

Directions: First, contact the e-Team at Midwest Imaging & Electronic Data Support. They will provide you with the answers to all the questions you have regarding the ingredients listed above. Plan some extra time to filter through any new information and questions that will arise.

Using high speed internet access, have Midwest provide you with an easily accessible (yet highly secure) internet portal for you to transfer all of the above ingredients for processing.

Process the 108 NSF files and eDocs through Z-Print to break them into their respective individual e-mail and attachment documents (this may be over 1,000,000 records, so be careful). WARNING: Make sure that you maintain the parent/attachment relationship for each document. Also, collect all metadata information about each file including, but not limited to: Date Sent, Date Modified, From, To, CC, BCC, Subject, Body, and Title.

Next, convert all the documents to tiff images so that they can be numbered and electronically bates stamped. Remember to capture the electronic text as it will function better than processed OCR for searches you may do later. For those documents that have issues being converted to tiff (extra large text files, Program files…) make sure that they are captured and produced as eDocs. Mix in the scanned paper.

Export all documents to Summation DII and eDII load files (provide the same exports in Concordance load files requested by your opponent). Have Midwest’s e-Team provide you with all the technical support you may need for loading, storing and sharing all this information. Have Midwest Paralegal’s staff: Summary code, name and word search all the documents, prioritizing them in order of deposition witness, and type of document.

Finally, go into depositions and trial having confidence that in 9 months you have produced and reviewed over 2,000,000 pages of documents leaving no stone un-turned.

THINKING AHEAD WITH LEADING ZEROES

When planning a document production, one must always plan ahead especially when considering the possible growth of the production. Many times we have heard here at Midwest that the production will never hit 10,000 pages only to have it exceed 100,000 pages. This becomes very important when Bates labeling documents.

A leading zero is any zero that leads a number string with a non-zero value. For example, James Bond's famous identifier, 007, has two leading zeros. Leading zeros are used to make ascending order of numbers correspond with alphabetical order: e.g. 11 comes alphabetically before 2, but after 02.

Most computer programs organize alphabetically and leading zeros are a necessity yet many firms seem to be reluctant to add too many. It is so much easier to add a couple extra of zeros at the beginning of the production than to re-organize later. Even if the production never does hit 10,000 pages the extra leading zeros won’t hurt anything but will definitely help if the case picks up again a few years down the road.

Summation Blaze LG Keystrokes

In Summation Blaze LG systems, different keystrokes are available depending on the view in focus (e.g. case Explorer, Imaging, Database). Here is a list of keystrokes in accordance with view to which they belong.

ALL VIEWS
Ctrl+C Copy Text
Ctrl+O Open Text
Ctrl+P Print
Ctrl+Q Puts Focus on Quick Search Box
Ctrl+V Paste Text
F1 Open Help System
F11 Toggle Full-Screen Normal View
Shft+Ctrl+F4 Close Current View

ocrBASE VIEW
Alt+I List Notes by Issue
Alt+P Quick View Image
Ctrl+N Find Note
F3 Network Status
F7 Previous OCR Document
F8 Next OCR Document
Shft+F4 Retrieve All ocrBase ­Documents

IMAGE VIEW
Ctrl+B Toggle Show/Hide Bates Stamp
Ctrl+L Load DII File
Ctrl+R Print Current Page/Image
F Fint Image in Window
F2 Toggle edit/display Markups
F7 Previous Document
F8 Next Document
F12 Next Image
L 90 Degrees Left
Minus Sign(-) Zoom Out
Plus Sign (+) Zoom In
Page Down Next Page
Page Up Previous Page
R 90 Degrees Right
Shft+Alt+Ctrl+C Returns Number of Markups or the Current Image
Shft+F12 Previous Image
Shft+H Toggle show/hide markups
W Widw Mode

TRANSCRIPT VIEW
Alt+A Add New Note
Alt+D Delete Note
Alt+E Edit Note
Alt +I List note issues (Must select Tran/ocrBase Notes from CE)
Alt+L Create Link
Alt+P Show Image for Note
Alt+V Show Transcript Vocabulary
Ctrl+A Copy Excerpt into New Note
Ctrl+B Print Transcript Cites
Ctrl+G Go to Page
Ctrl+N Find Note
Ctrl+R Re-find Search Phrase
F7 Previous Note
F8 Next Note
Shft+Ctrl+V Show All Vocabulary
Ctrl+F Final Word/Phrase

DATABASE VIEW
Alt+F5 Increment Field
Alt+L Open Linked File
Alt+T Show Attachment
Alt+U UnMark All
Alt+Z Transcript Zoom
Ctrl+F Show Database Field List
Ctrl+G Go to Summary
Ctrl+H Toggle Mark/Unmark HotFact
Ctrl+M Mark Summary
Ctrl+R Retrieve Format Settings
Ctrl+S Sync Form & Columns
F2 Toggle Display/Edit DB
F3 Clear Current Field
F4 Input Today’s Date
F5 Duplicate Field
F6 Opent Lookup Table
F7 Previous Record
F8 Next Record
F9 Zoom
F10 Save Summary
Shft+F2 Add Summaries
Shft+F4 Decrement Field

TECHTERMS

LOAD FILE
('lOd, 'fI(-&)l)
(Middle English)
Function: noun
Tech Definition: A data file that sets out links between the records in a database and the document image files to which each record pertains. This is a critical deliverable of any scanning and coding job. Without a correctly structured load file, documents will not properly link to their respective database records.

There is no “industry standard” load file, however any reputable and experienced Service Bureau should be able to generate the most popular types of load files (for example, LFP or DII) for almost any kind of ALS software.

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