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•• Litigation Services
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•• LexisNexis® LAW PreDiscoveryTM

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•• LAW PreDiscoveryTM (EDD/ADM)
Certified Professional Training Manual
•• © 2009 LexisNexis, a division of Reed Elsevier Inc. L019631-0 0609

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•• LexisNexis® LAW PreDiscoveryTM
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•• LAW PreDiscoveryTM (EDD)
Certified Professional Training Manual
•• © 2009 LexisNexis, a division of Reed Elsevier Inc. L019631-0 0609

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•• TABLE OF CONTENTS

•• About LAW PreDiscoveryTM ............................................................................... 6

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LAW EDD Certified User Training ...................................................................... 7
Using LAW to process Electronic Discovery ................................................... 8

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Common Project Scenarios .............................................................................. 9
LAW PreDiscoveryTM Processes ..... ................................................................. 9
Establishing A Workflow ................................................................................. 10

•• Getting Started-LAW PreDiscoveryTM Main User Interface ........................... 12


LAW PreDiscoveryTM Main User Interface ...................................................... 12

•• Creating Cases .................................................................................................. 17


Launching the New Case-Properties dialog ............. ....................................... 17

•• Selecting Database Engine ............................................................................ 17


New Case - Properties Dialog ........................................................................ 18

•• Creating a New Case ..................................................................................... 20


LAW PreDiscoveryTM Open Case Dialog ......................................................... 21

•• To launch the Open Case dialog .................................................................... 21


Opening a Case .............................................................................................. 24

•• Acquisition of Documents-Electronic Discovery ......................................... 25


LAW Electronic Discovery Loader .................................................................. 26

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Settings ........................................................................................................... 27
Archives .....................................................................................................28
Compound Documents ............................................................................... 29

•• Deduplication .............................................................................................. 31
E-Mail ......................................................................................................... 33

•• Exclusions .................................................................................................. 36
File Types ................................................................................................... 37

•• General ......................................................................................................41
Output ........................................................................................................43

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Post Import Actions ................................................ ,................................... 44
Text Extraction ........................................................................................... 45
Session Defaults ........................................................................................ 46

•• Selecting Sources ........................................................................................... 47


Session Configuration ................................................................................ 47

•• Adding Sources ........... ............................................................................... 50


Source Queue ............................................................................................ 53

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•• LAW EDD Training Manual
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Obtaining a Native File Summary .................................................................... 54
Summarizing the Source Queue ..................................................................... 54
Reviewing Files ................................................................................... ·.··· ...... 57
Generating a Report ....................................................................................... 58
Saving File Summaries ................................................................................... 59 ••
Accessing a Saved Native File Summary Database ....................................... 60
Importing Electronic Discovery ....................................................................... 61 ••
Cancelling and Resuming Sessions ....................................................... ·.··· ... 64
Resuming a Session .. ................................................................................ 65
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Quality Control - Session Viewer..................................................................... 66
Opening the Session Viewer and Session ...................................................... 66
Reviewing the Session Viewer ....................................................................... 67
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What to Review in the Session Viewer ....................................................... 69
Exporting Session Data ......................................................................... ····· 70 ••
Opening the Session Viewer Outside of LAW ............................................ 70
Documents Are Loaded. Now What? .............................................................. 71 ••
Project Scenario - Tiff Conversion ................................................................. 72
Extracting Page Counts and Obtaining ED Reports ...................................... 73 ••
Extracting Page Counts .......................................................................... ········ 73
ED Pages Field .................................................................................... ······ 74 ••
Supported Source Applications .................................................................. 75
Obtaining ED Reports ..................................................................................... 76
Batch Processing-Converting to TIFF ............................................................. 78
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TIFF Conversion ............................................................................................. 79
Establishing TIFF Options .......................................................................... 79
Converting Native Files to TIFF ...................................................................... 90
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Quality Control-Getting Started ..................................................................... 92
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Grid Views .................................................................................. ·.···· ...... ········ 92
Accessing the Embedded Grid .............................................................. 92
Accessing the Standalone Grid ............................................................ 94
Grid Views Toolbar ..................................................................................... 94
Selecting/Removing Fields Displayed in Grid View .................................... 95 ••
Grouping and Filtering ................................................................................ 95
Quality Control-TIFF Images ........................................................................ 97 ••
ErrorMsg Field .....................................................................................······· 97
TiffStatus .................................................................................................... 98
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Reviewing Problem File Types ................................................................... 99
Single-Document Tiff Conversion (One-Off Printing) ...................................... 99
Quality Control - Text Files .......................................................................... 101
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•• Batch Process-OCR ........................................................................................ 103
Batch Processing-Numbering and Endorsing .............................................. 105

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Assigning a Unique Page 10 through Batch Process .................................... 105
Endorsing ..................................................................................................... 106
Modifying Endorsements .......................................................................... 108

•• Removing an Endorsement ...................................................................... 108


Exporting ......................................................................................................... 109

•• Supported Export Format Table ................................................................... 110


Export Utility ................................................................................................. 112

•• Accessing the Export Utility ...................................................................... 112


Formats/Documents Tab .......................................................................... 113

•• Fields ........................................................................................................ 117


Options ..................................................................................................... 119

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Output Settings ......................................................................................... 125
Exporting in LAW .......................................................................................... 126
Exporting for Concordance and Summation ............................................. 127

•• Congratulations-Completion of TIFF Conversion Project ........................... 137

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Project Scenario - Native File Review .......................................................... 137
Native Production - Before the Review ........................................................ 138
Project Scenario ....................................................................................... 138

•• Quality Control- Addressing Import Errors ................................................. 140


Inserting Electronic Documents .................................................................... 140

•• Compound Document Extraction Errors ....................................................... 142


Ensuring Text Files Exist .............................................................................. 142

•• Isolating Text Extraction Errors ......................................................... 143


Converting to TIFF ................................................................................ 144

•• Batch Process - OCR ............................................................................ 144


Reviewing File Types with TextXStatus of N ................................... 145

•• Document-Level Numbering .......................................................................... 146


Creating an Index Field for Document Numbering ........................................ 146

•• Working with Duplicates ................................................................................ 148


Deduplication through the Electronic Discovery Loader .................... 149

•• Reviewing Duplicate Files ........................................................................ 150


Duplicate Review through the Session Viewer. ........................................ 150

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Reviewing Duplicates through the LAW Grid View ................................... 151
Deduplication In LAW ............................................................................... 153
Duplicate Exclusion ................................................................................... 157

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•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 3


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Document Numbering-Batch Processing ..................................................... 160
Exporting _ Native File Production ............................................................... 162
Native File Production - Processing after the Review ................................ 166
Tagging Relevant Documents for Production in LAW ................................... 167
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Import Tag List Dialog .............................................................................. 167
Creating a Produce Tag Field and ProduceDate Field ....................... ...... 169
Filter Tagged Records .................................................................................. 172
Producing Relevant Documents ............................................. ·· ..... ··············· 173
"Mudroom" Scenario - Culling in LAW ........................................................ 174 ••
Project Scenario .................................................................. ·· ...... ·· .. ········· 174
Working with the Database ............................................................................ 176 ••
Creating and Modifying Index Fields ............................................................ 177
Modify Fields Dialog .................................................................. ··············· 177 ••
Creating Index Fields ............................................................ ···· .... ··········· 178
Deleting User-Defined Fields ................................................................... 179 ••
Changing Field Information ...................................................................... 179
Displaying Fields ................................................................ ···· .... ·············· 180
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Working with the Database Grid Views .......................................... ·.............. 182
Grid Views .................................................................................. ···· .... ·········· 182
Accessing the Embedded Grid ................................................... ············ .. 182
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Accessing the Standalone Grid ................................................... ··········· .. 184
Grid Views Toolbar ................................................................................... 184 ••
Grouping ....................................................................................................... 185
Advanced Sorting ......................................................................... ················ 186 ••
Working with Filters ................................................................... ··· ...... ·········· 187
Tagging ......................................................................................................... 188
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Tagging Records .......................................................................................... 189
Tagging Individual Records ... ................................................................... 189
Hotkeys .................................................................................................... 189
Tagging Filtered or Searched Records ..................................................... 190
Batch Updating ......................................................................................... 191 ••
Import Tag Lists ........................................................................................ 192
Searching ........................................................................................................ 195 ••
Launching the Database Query Builder ................................................ 195
Database Query Builder ....................................................... ······.············· 195 ••
Searching Field Data in LAW ................................................................... 200
Saving Searches ............................................................. ····· .... ················ 205 ••
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Accessing a Saved Filter ...................................................... ······· .. ··········· 205

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•• Full Text Searching ......................................................................................... 206
Full Text Indexing ......................................................................................... 206

•• Verifying Records are Indexed for Full Text Searching ............................ 206
About Full Text Searching ............................................................................ 207
Dictionary ................................................................................................. 208

•• Full Text Search Options .......................................................................... 208


Load Terms .............................................................................................. 210

•• Full Text Reports ...................................................................................... 210


Overview of Full Text Search Requests ................................................... 211

•• Creating a Full-text Search ....................................................................... 212


Noise Words ............................................................................................. 212

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Combining Data and Full Text Searches ...................................................... 213
"Mudroom" Project Scenario - Completion ................................................. 214

•• Conclusion ......................................................................................................215
Contacting LexisNexis ................................................................................... 215

•• About LexisNexis .......................................................................................... 215


Technical Support ......................................................................................... 215

•• Training .........................................................................................................216
Sales ............................................................................................................. 216

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Common Edd Buzzwords ............................................................................... 217

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•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 5


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About LAW PreDiscoveryTM
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To meet the increasing demands in the world of paper and electronic discovery,
LexisNexis has developed a powerful "one-stop" application that incorporates the
necessary tools for successful discovery and document production. Legal Access ••
Ware (LAW) PreDiscoveryTM Software is a production-level scanning and e-discovery
application, often used as a front-end to all of the popular litigation support
applications. LAW has been designed with a user-friendly interface and a multitude of ••
intuitive features, which is essential when faced with sizeable and complicated
scanning and e-discovery projects.
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One of the most beneficial aspects of LAW is its ability to handle any type of project,
from scanning boxes and boxes of paper to importing millions of e-mails and
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attachments from a mail store.

LAW allows users to:


Create cases to store scanned documents, imported images, and imported
electronic discovery
Process electronic discovery extracting e-docs and/or e-mail and their
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attachments, Meta data, and text
Assign custodians at a batch or source level ••
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• Deduplicate files on a global or custodian level
• Convert native files to tiff format or print to paper
• Quality Check (QC) documents using built in review tools and tiffing

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capabilities
• Review, flag, and cull records through the use of grid displays and tag fields
• Invoke batch processes such as Bates numbering, endorsing, OCR, printing,

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and tiffing
• Perform optional coding of fields in addition to the default EDLoader fields
• Export native files and/or images, coded data, and text to the desired
litigation support application

With so much functionality built into a single platform, imaging and e-discovery ••
projects will be easier than ever to manage!

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January 2009 Version 5.3.08 Page 6


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•• LAW EDD Certified User Training

•• The LAW EDD Certified User training provides learners with a foundation for
processing electronic discovery. Utilizing various project scenarios, learners will

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become familiar with the five key processes in LAW: Case Creation, Acquisition of
documents (electronic discovery), Quality Control/Coding, Batch Processing, and
Exporting. The five key processes help learners to develop policies, procedures, and

•• best practices for managing electronic discovery projects. Upon completion of the
LAW EDD Certified User training, participants will:

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Understand key terminology used in electronic discovery.
Know and understand the three different document states as they relate to
electronic discovery.

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Identify the key processes in LAW and know how to utilize them for electronic
discovery processing.
Be familiar with three common electronic discovery project scenarios and

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know how to establish workflows for proper processing.
Know how to create cases specific to electronic discovery.
Know how to select sources and identify information for the import of

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electronic discovery.
Know how to establish settings for importing based on project specifications
as well as best practices.

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Understand the Session Viewer and key items to review for initial quality
control.
Know how to generate various reports including summaries, estimated page

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counts and supported/unsupported documents.
Know how to create custom CSV reports.
Recognize the importance of quality control and specific fields and file types

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to review when performing quality control.
Learn basic trouble-shooting of common errors.
Be able to perform single-document reprocessing or one-off printing.

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Understand how LAW handles deduplication including how to review duplicate
files.
Know how to assign and endorse a page-level number.

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Understand the export utility.
Know how to create fields for tagging.
Be comfortable with filtering, grouping, searching and tagging.

•• • Be comfortable with workflows for straight TIFF conversions, native


productions, and "Mudroom" productions.

•• In order to earn the LAW EDD Certified User status, partiCipants are required to
demonstrate their skills of the application through the completion of activities
throughout the training and a written examination. A score of 80% or higher must be

•• received.

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•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 7


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Using LAW to process Electronic Discovery
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Electronic discovery is the discovery of electronic files. There are two classifications
of electronic files: E-docs and E-Mails. E-docs are loose files contained on the media.
Samples of e-docs are Word, Excel, Power Point, ZIP, loose e-mails (MSG, EML), etc. ••
E-Mails are e-mails contained within mail stores such as Outlook PST and Lotus NSF
files.
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Electronic discovery is typically received on media such as a CD, DVD, or hard drive.
Once electronic discovery is received, LAW is used to process the files. During the
processing, files are imported into LAW creating a copy of the native file and
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extracted the text and Meta data. Files stored in containers such as mail stores and
ZIP files are "bursted" or expanded from their containers, creating a record for the
file and any attached or embedded files. After files are imported, various activities ••
will take place based on the scope of the project.

There are many features in LAW for processing electronic discovery. Some of the
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features are:

• Acquire documents through the import of electronic discovery extracting text


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and Meta data.
Easily QC documents to ensure all files are imported and properly processed. ••
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• Generate various reports including summaries before the import, estimated
page counts, and supported/unsupported files for TIFF conversion.
• Isolate problem file types for additional manipulation.

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• Create custom CSV reports to use for reporting.
• Perform deduplication either during import or after the import.
• Search text and Meta data to isolate records specific to the production



request.
Tag relevant documents.
Perform groups and filters to isolate documents. ••



Produce to TIFF or paper format.
Utilize single document or one-off printing.
Number documents at a page or document level. ••


Perform OCR on files where text cannot be extracted.
Export TIFF images, native files, text files, and Meta data to the application of
choice. ••
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January 2009 Version 5.3.08 Page 8


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•• Common Project Scenarios

•• While every project is unique, there are three common project scenarios:

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• TIFF/Native Print - The project requires all supported files to be converted to
TIFF or paper. Once converted, page IDs are applied, the TIFF and text files
are exported accordingly.

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• Native file Production - Files are imported into LAW, extracting text and Meta
data. A unique document-level number is assigned. The native files, text and
Meta data are produced to the application (IE Concordance, Concordance FYI,

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ETC) used for review. Files are reviewed identifying relevant documents. A
list, based on the unique identifier (IE, DocID, ProdNo), of the relevant
documents is generated. The list is used to tag the documents in LAW. Once

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identified in LAW, the documents are converted to TIFF and produced
accordingly.
• "Mudroom" production-Files are imported into LAW extracting text and Meta

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data. Once in LAW, searching is performed to isolate relevant document.
Relevant documents are converted to TIFFs. All files may be produced for
further review, or only the documents matching the search criteria are

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produced.

Regardless of the project scenario, understanding the basic processes in LAW and

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how these processes are performed is essential for project management. Knowing
these processes will help lay a foundation for successful project planning and
delivery.

•• LA W PreDiscoveryTM Processes

•• There are five key processes in LAW: Case Setup and Creation, Acquiring
Documents, Quality Control/Review/Culling, Batch Processing, and Exporting.

•• Case Setup: Creating the case is the first process in LAW. In this process, you will
build the database to which your documents will be added and reviewed. Not only

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does case creation include the building of the database, it may also include the
establishment of a folder structure for organization of document and index fields for
coding.

•• Acquiring Documents: The process of acquiring documents may be performed in


three ways: scanning paper to electronic format, importing existing images received

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from an outside source, and importing electronic discovery.

With respect to electronic discovery, LAW PreDiscoveryTM will load the native files,

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Meta data, and extracted text into the LAW database. Once loaded into LAW, other
processes are performed related to the scope of the project.

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Quality Control/Review/Culling: Once imported into LAW, records are reviewed.
The review process may be as simple as verifying errors, warnings, suspected file
extensions, and duplicate files. Based on the scope of the project, more advanced

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forms of review may take place involving the process of filtering, searching, and
tagging. Whether you have loaded data, tiffed or printed documents, or exported
files, quality control will take place throughout the entire project.

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January 2009 Version 5.3.08 Page 9


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Batch Processing: Batch Processing involves the processing of large amounts of
data or records in a single batch. Functions of batch processing include: document
numbering, image cleanup, endorsing, tiff conversion, native file printing, tiff ••
printing, and OCR. Not all functions of Batch Processing will be performed. The
processes performed are based on the specifications of the project.
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Exporting: Exporting is the process of copying data out of LAW for importing into
another application; this is generally the final process in LAW. LAW allows you to
export native files, text, and images to the most popular litigation support ••
databases.
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Establishing A Workflow
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Many different features of LAW PreDiscoveryTM pertain to electronic discovery. The
specifications of the project will determine the workflow process you perform. Below
are samples of project specifications and the steps you would take to complete them. ••
Sample One: Entire electronic discovery collection needs to be converted to tiff,
Bates numbered, endorsed, and exported to a litigation support database. ••
1.
2.
Case is created in LAW
Documents are loaded via the Electronic Discovery Loader ••
3.
4.
5.
Basic quality control of error messages
Batch Processing-Tiff Conversion
Quality control of tiff documents, reprocessing if needed ••
6.
7.
Quality control to ensure all pages have text files, OCR any files necessary
Batch Processing-Document Numbering/Endorsing, assigning unique ID
and endorsement ••
8.
9.
10.
Quality control processes to ensure all pages are numbered
Export images and text to litigation support database
Creation of distribution media ••
11.
12.
Quality control of media
Delivery
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Sample Two: Native files are to be exported to litigation support database such as
Concordance or Summation. Files are searched, reviewed and tagged in the litigation
support database; list of unique identifiers (DoclD, ProdNo) are provided for tiff
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production.

1. Case is created in LAW


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2.
3.
Documents are loaded via the Electronic Discovery Loader
Basic quality control of error messages ••
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4. Identification of files where text could not be extracted, conversion to tiff
and OCR if applicable
5. Native file export to supported Litigation Support database

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6. Quality control of load files and native files
7. Delivery
8. Review conducted in Litigation support database (IE Concordance,

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Concordance FYI, etc), relevant documents are tagged and list of unique
IDs is generated for production to tiff

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January 2009 Version 5.3.08 Page 10


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9. Unique ID list is used to import into LAW, tagging an assigned field
10. Filtering or searching is performed to locate the documents tagged for
production to TIFF

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12.
13.
Batch Processing-TIFF Conversion
Quality control of images
Export to appropriate litigation support database

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15.
16.
Creation of distribution media
Quality control of media
Delivery

•• Sample Three: Electronic Discovery import with data and key word culling, convert
to tiff relevant documents, assign a unique Bates Number and endorse, export to

•• litigation support database.

1. Case is created in LAW

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3.
4.
Documents are loaded via the Electronic Discovery Loader
Quality control of error messages
Identification of native files without text; conversion to tiff and OCR

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6.
7.
Filtering and searching of search criteria, tagging relevant documents
Batch Processing-Tiff conversion of relevant documents
Quality Control of TIFF images

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9.
10.
Batch Processing-Assign Bates Number and Endorse
Export to load file
Creation of distribution media

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12.
Quality control of media
Delivery

•• The above samples to demonstrate the flexibility of LAW PreDiscoveryTM as it relates


to electronic discovery and how the processes previously described are used. LAW
offers flexibility in how you handle and deliver projects. Regardless of the project

•• specification, LAW PreDiscoveryTM can meet the requirements.

Regardless of the project, the first two processes are typically the same. The case

•• will need to be created and electronic discovery will be acquired. How cases are
created in LAW will typically be based on the organizations policies. How electronic
discovery is acquired will be based on best practices, policies, and project

•• specifications.

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•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 11


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Getting Started-LAW PreDiscoveryTM Main User Interface
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Before getting started in LAW, it important to become familiar with LAW's main user ••
interface.

LAW PreDiscoveryTM Main User Interface ••


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~':"'::':':::'~:':';'~~:'''''--'''-''''

==-~~=~~S:=:"E- ••
=~~~;f::=~~~ ••
••
~~=s:-:r~~"":.==..'.'::=
=~~:-=:.:~~W'~
~=z=.a='!-.,':'£Ef!!~~

'2 'AOOO344 ,,,EEDOOO4S'XLS ••


••
'1 A000346 EED00050' DOC
'1 AOOO347 EED00051'PDF
TIF '1 'AOOO348 EED00052,DOC
,0053 'TIF ,31 'AOOO34S "EED00053,DOC
0054 TIF ,8 'AOOO380· '"

••
0055 TIF 14 'A000388
:0056 TIF '19 'AOOO402,

The components to the main interface are:

1. Application and Case Name: Displays the application name and case ••
currently opened in LAW PreDiscoveryTM.

2. Menu Bar: Provides drop-down menu items for various functions. The visible ••
menu items are contingent on the licenses selected for use.

3. Pictorial Toolbar: Contains buttons, providing access to commonly used ••


features.
••
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••
••
NeHt
Width Page Page
Ne,., Save Print Best Pan Previous Rotate

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Case In Fit Window Page Last Right Display EHPOrt He
Page All
Records

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LAW EDD Training Manual
January 2009 Version 5.3.08 Page 12


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•• 4. Image: Displays supported image types that were imported as raw images
using a load file or importing a LAW case, scanned images, and/or images

•• that were created using the Tiff conversion batch process. Supported image
types loaded via the Electronic Discovery Loader will be displayed as well

•• When a native record only exists or the image file for a record has been
deleted, the default "NO IMAGE AVAILABLE" image will be displayed.

•• a. Thumbnails: By default, a thumbnail view


of each image within the document will be
displayed to the left of the image. If
Zoom In
Zoom Qut
Zoom lock
ctrl+Page Down
Ctrl+Page Up
Ctrl+Z

•• desired, the thumbnail view can be resized


to display several pages within a row.
~est Fit

•• Within the View menu you can change the


options to One Page (image only),
Thumbnails, or Page and Thumbnails
Page and Thumbnails

•• (default).
Scale to ~r ay

•• S. Text: Displays the associated text file of the document. There are three types
of a text files: text extracted during the import of electronic discovery, text
printed during tiff converSion, or OCR text. If text exists for the file, you will

•• see a iiipage icon. A green flag 11" indicates a document has been flagged
for OCR. If OCR fails, a red flag will indicate an error. Right-click the Text

•• display to select the type of text to display (OCR, Extracted, Printed).

6. Open File: When clicked, this button

•• will launch the native file that exists in


the case folder, if applicable. The native
file is also accessible via the blue

•• hyperlink. When using the Open File


button, users can select a different
source to open the native file and

•• change the source application used for


converting to tiff format.

•• Enabling AutoVue Suite Review Mode


or Quick View Plus Review Mode will
launch the native file through either
Choose Erogram ...

~hange Source Application ..


•• AutoVue or Quick View Plus. The
Synchronize Native View works along
with the AutoVue Suite Review Mode or
AytoVue Suite Review Mode
Quick ~iew Plus Review Mode

•• Quick View Plus Review Mode and will


synchronize the native file in AutoVue or
2ynchronize Native View

Quick View Plus when navigating via the Record List or Grid View.

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•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 13


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7. Index: Displays system, meta-data, and/or user-defined index fields that
have been created in the LAW case. Users can add/remove fields from this
display through the Modify Fields dialog, accessed via the Index menu or the ••
button located beside the Profile drop-down in the Index section.
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8. Embedded Grid View: Displays LAW records in grid format and is one of two ••
••
grid displays provided in LAW. The grid is an important tool when performing
certain tasks such as filtering records, tagging documents, quality control,
and reviewing Meta data. To launch the embedded grid view:
1. Click <Grid View>. LAW does not automatically load records into
the embedded grid view and therefore, the Query Builder will need
to be used to execute a search. A prompt will advise that no active ••
result set appears, and ask if you would like to search now.
2. Select <Yes> to open the Database Query Builder
3. Select the Send Results to Grid on Main Form option, then click ••
<Execute>. This will return all records in the case to the
embedded grid, which can take some time if a large number of
records exist in the case. If only a particular record set is needed, ••
simply add a search clause in the Query Builder prior to clicking
<Execute>.
••
••
••
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 14


••
••
••
9. Folder View: Displays the folder structure that was built for the specified
case. Folders may be manually created by the user or automatically created
when importing load files, raw images, LAW cases, or electronic discovery.

•• iO TrainingManual2_20070107
Iii,,~ OOlEDD

••
~.~ E-Doe
. 13·~ EDoes
5lolBB

•• i""~EDD
i.. ~ Sales Stuff
i·~ Storm

••
!.~ SummationFormIr
. L.~ ZPrint
Iil·~ E-Mail

•• lO.Record List: Displays the records contained within each folder. Each record

•• contains color-coded cubes symbolizing the document state of the record.


• Image: Left-Yellow cube symbolizing an image exists for the record.
The record must have been converted to tiff, scanned or imported via

•• raw images or a load file for this document state to appear.


• Text: Top-Blue cube symbolizing text exists for the record. The text
may be a result of extracted text, printed text, or OCR.

•• • Native: Right-Green cube symbolizing a native file exists for the


record.
Not all records will have all three document states.

••
•• 6
0003
0004

•• 6
60006
0005 TlF
TIF
1
2
EED .. .
EED ... iPDF

••
6 0007 TIF EED ... !MP3
6 0008 TlF EED ... iMP3
6 0009 TIF EED ... iWMV

•• 6 0010
60011
TIF
TlF
2
7
EED ... !XLS
EED···IDoe

••
0012 TIF 58 EED ... iPDF
6 0013 TIF 2 EED ... jPDF
...... ..,,04.

•• The record list contains six additional columns.


• ltemNo: Displays records contained within the folder, resetting to

••
0001 at the start of each new folder. An indented item indicates an
attachment to the previous record.
• ImgExt: Identifies the type of image based on the image extension.

••
This column will only be populated if an image document state exists.
• Pages: Identifies the Page Count of the document. This will only exist
when an Image document state exists.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 15


••
• Page Range: Displays the start and end page numbers within a ••

document range. This will only exist when documents are in image
format and a Page ID has been assigned.
DodD: Identifies the DoclD assigned when electronic files are loaded ••

via the Electronic Discovery Loader.
DocExt: Identifies the document extension of the native file.
••
You can choose which columns you wish to have displayed in the record list.
To do this: right-click on a column header a list of the column headers will
appear, a check signifies the field is displayed, click the specific column ••
header to de-select if already displayed or select if not displayed.

11.Page and Page Count: Identifies the page and page count of a document if
••
an image state exists.

12. Page ID: Displays the unique Page ID or Bates Number assigned once an
••
image state exists.
••
••
13.Scan Specific Toolbar: If a scan license exists and the scanner is selected,
the scan specific toolbar will appear allowing you to double-click to change
common settings.

ILetter· 8.5 x 11 in 1300 dpi ISimplex IOeA[Y) IAotation[O) IDrop Blanks[Y) ISingle·Page[y)
••
••
••
••
••
••
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 16


••
••
•• Creating Cases
The first process in LAW is to create a new case. Prior to doing so, it is important to

•• have a policy in place on the proper naming of the case and additional organizational
methods you may wish to invoke. This makes it easier to locate cases throughout the

••
duration of the project and, if necessary, at a later date. In addition, having a policy
in place makes it easier to train operators on how to locate and even create cases.
Below are some samples of naming schemes that may be used.

•• •

ClientName_JobNumber
ClientName_ClientMatter

••
• ClienCClientMatter_JobNumber
• MatterNumber_CaseName
• CaseName

••
• Client_JobNumber_date

Launching the New Case-Properties dialog

•• There are several methods of launching the New Case-Properties dialog:

•• •

Select File-New Case
Click the new case icon on the main toolbar

•• • From the Open Case dialog (File-Open Case), select

•• Selecting Database Engine

•• LAW currently supports three possible database


types for creating a new case: Advantage
Database Server 8.0 (ADS), Microsoft Access, and
Select Database Engine

••
. . . Choose which type of database to use for this case:
SQL or SQL Express. Access is the database type
packaged with LAW. Microsoft Access does not ! Available Database Engines ,~" '"

need to be installed on a machine in order to

•• create an Access case in LAW. The purchase and


configuration of ADS and/or SQL Server is
o Microsoft Access 2000
® SQl Server f SQL Express 2005

••
required before these database types may be fiADTf~r:n--1
Setver Name:'
used with LAW. SQL Express is a free version of
SQL with a limitation of 4 GB total database size o Use Windows NT integrated security

••
and may be downloaded from Microsoft. (Note:5erver name for SQl Express must be in
the form <Server Name>\SQLEXPRESS)

It is recommended that a SQL database engine is


r'"ci~' )t" 1
••
used especially when processing electronic Cancel·
discovery. SQL will provide you with a more stable
enVironment, accommodate for larger database sizes, and allow for full-text

••
searching with LAW (requires Full-Text index license).

Instruction on installing and configuring SQL is available in the LAW PreDiscoveryTM

••
Help file.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 17


••
New Case - Properties Dialog
••
The New Case - Properties dialog is used to create and input information about the ••
case. Information inputted is visible in the Open Case dialog and may be altered
through the Properties option. The case information is stored in the caselist.mdb file,
typically located with the LAW directory path. ••
••
••
••
••
••
••
••
••
• (1) Case Name<Required>: A Case Name must be established when
creating a new case. The case should be named based on the naming
policy you have set forth.

• (2) Case Description: Optional item that provides additional information


about the case. This feature is often used to store case specifications and ••

contact information.

(3) Enable Electronic Discovery for this case: If the project contains ••
•.!•
electronic discovery, this option must be enabled to create the required
fields and database tables necessary for an Electronic Discovery case.

• (4) Case Template: Allows you to use a created template to


automatically build index fields and folder structure. This feature is
particularly useful when the same fields are used for cases. Note: The .1
Case Template option is disabled if Enable Electronic Discovery for this
case is selected. A template may be applied after the case is created
through the Index-Modify Fields option. ••
• (5) Client or Project Name: Optional feature for organization of cases.
This feature is particularly useful for multiple cases with the same client or •.1
when multiple LAW cases exist for the same project. To create a
client/project, click <Edit List>. The Project Administration dialog will
appear. ••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 18


••
••
••
•• • New Project ~

••
N/A
N/A

•• Cancel J

••
Created~, 1)7/2007 9,35:38 f'I\I

ProjectIsActl'('"®''' ON<>
'~ Doadivated, I\IIA '

I OK 11 c.ncel

•• a. Select <New Project>. The New Project


dialog appears.

•• b. Enter a Project Name and Project


Description.
c. Click <OK> to return to the Project
ED DTraining20080708
Image Training
Internal

••
Marshall and Marshall
Administration dialog. The new project has MatterName
been added to the Project Administration list. Smith and Wesson
d. Under Client or Project Name, select the

•• appropriate client/project.

••
• (6) Case Paths: Identifies where the case will be stored. The default
location to which the database and images are stored is
LA WDirectoryPath > \Cases. The database and images can be stored in two
different locations. To change the location of the database or images, click

•• <Browse> to browse to where you wish to store the case. This will
change the location of the images and database on a case-per-case basis.

•• • (7) Options: The Options button allows you to specify default paths for
setting up future cases. The next time a case is created, the paths

••
contained here will be shown in the Case Paths sections.

••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 19


••
••
Creating a New Case
••
For purposes of training a case will be created, enabling electronic discovery. If SQL
or SQL Express is installed and configured, it will be used as the database type. If
not, Access will be the database type used. ••
1. Select File-New Case. The Select database Engine Dialog will appear.
••
2. Choose the appropriate database type. If SQL or SQL Express is installed
and configured, select SQL. If not installed, choose Access. Click <OK>.
The New-Case Properties dialog will appear. ••
3. Enter a Case Name. The naming scheme should be based on the policy in
place. For purposes of training, the case name will be ••
<Yourlnitials>_EDDTraining<Number>_ < Today's Date>. For Example,
TLM_EDDTrainingl_200S0S12.
••
4. Enter a Case Description. While this is optional, for purposes of training
enter information about the training project.
••
S. Select Enable Electronic Discovery for this case. This will create the
necessary tables and Meta data fields to import electronic discovery. This
must be enabled at the time of case creation, if not enabled electronic ••
discovery will not be imported into this case.

6. Create a Client or Project name.


••
a. Click <Edit List> to open the Project Administration dialog. Select
<New Project>.
b. Enter a Project Name, for training purposes EDD Training is used. If
••
desired, enter a description then select <OK>.
c. After creating the project, click <OK>. The client/project is added to
the list. Choose EDD Training from the drop-down list of
••
client/projects.
••
••
7. Use the default Case Path location for both the database and images.

8. The case is a new case, therefore it will be Active.

••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 20


••
••
••
••
••
••
••
••
•• The case is created and the main user interface appears. The case name appears in
the Title bar and is the first folder in the Folder-View. Additionally, the Index button
will display several fields that are created when "Enable Electronic Discovery for this

•• case is selected". The fields displayed are only a portion of the fields that were
created with this option.

•• LAW PreDiscoveryTM Open Case Dialog

•• The Open Case dialog displays LAW cases maintained in the case list and provides a
variety of methods for locating cases.

•• To launch the Open Case dialog

After launching LAW, select File-Open Case or click the open folder icon on the

•• main toolbar. The Open Case dialog appears. There are three tabs:

• Recent Cases: Displays the ten most recent cases opened. If running LAW

•• on a shared installation, this will be the last ten cases opened by any user or
workstation. If running LAW locally, it will be the last ten cases opened for the
workstation.

•• •


Active Cases: Displays only cases marked "Active" in the case list. Cases
may be marked as inactive through the <Properties> option.
All Cases: Displays all cases within the case list regardless of whether they

•• have an active or inactive state. Within the All Cases option it is possible to
search by the CaseName or Created Date.

••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 21


••
••
••
••
ImageTest
LAW 5.0 Demo
LAW Demo Case Demo Scanned Images
7/3/2007
611912007
6/1512007
6121/2007
71312007
6126/2007
612012007
612112007 ••
••
RMS_EDDTrairing2_20... For Training2
TestimporlDe~mitted 71312007 71312007
TestScanning 7/1112007 7/1112007
Te,tSQL 6/1512007 6115/2007
713/2007 71312007

••
By default, the Recent Cases tab will be displayed when the Open Case dialog is
launched. ••
1. New Case: Opens the New Case-Properties dialog and allows you to create a
new case. ••
2. Browse: Allows you to browse and select a case that does not appear in the
case list. If a case does not appear, select <Browse>. Browse to the location ••
of the case and select either the Project.MDB (Access cases) or Project.ini
(SQL/SQL Express cases). Click <Open>. The case will be added to the case
list and viewable in the Open Case dialog. Once selected, the case will ••
immediately open to the main user interface.

3. Properties: Opens the Case Properties dialog (same as new case dialog) to ••
adjust case properties.

4. Delete from list: Deletes a case from the case list, but does not delete the ••
case from your local or network drive. If removed from the list, the
<Browse> button will allow you to browse to the Project.mdb or Project.ini
file for the case.
••
5. Project/Client View: Displays cases in an organized grouping based on
project or client assignment. To utilize Project/Client View, click the
••
Project/Client View button. The grid in this dialog will be grouped by the
Project Name column. If a project/client has been assigned to cases, those ••
cases will be grouped under their project name; cases without a project name
will fall into the [none] category.
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 22


••
••
••
••
••
••
••
••
•• The ProjectName field can be expanded by clicking on the :::J icon. Once
expanded, you will see all cases for the particular project/client. The
<Expand All> button will expand all groups. The <Collapse All> button will

•• collapse all groups. Hint: When the Project/Client View is enabled it is


possible to group by any column header by dragging the column header up to
the "Drag a column here to group by" area and releasing. A common field

•• used for grouping is the DateCreated or DateLastOpened column.

6. Recent Cases: Displays last ten cases opened.

•• 7. Active Cases: Displays all cases in Active state.

•• 8. All Cases: Displays all cases regardless of their state.

9. Search: Only appears in the All Cases tab. This feature will allow you to

•• search for a case either by the case name or by the date it was created. To
perform a search:
• Select the search method you wish to use: CaseName or DateCreated.

•• • Begin entering the value. For CaseName, once you start entering letters,
the Open Case dialog will begin returning values. For example, if we wish
to search for the LAW Demo Case and enter "L", all cases beginning with

•• "L" will be returned.

10. Column Headers: You can display multiple columns in your view. By default,

•• DB Type, CaseName, Description, DateCreated, and DateLastOpened are


revealed. Additional columns may be added or default columns may be
removed by right-clicking on a column header. The list of columns will appear.

•• Click on a column header to add or remove it from the view. You can also sort
ascending or descending by clicking on the column header.

•• 11. Case Information: Displays information about the case based on the visible
columns.

••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 23


•.!•
Opening a Case

1. Highlight the case you wish to open.


.'••
2. Click <OK>. The case will open in LAW.
••
••
••
.'••
••
••
••
••
••

.1
••
I

••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 24 ••
••
••
••
•• Acquisition of Documents-Electronic Discovery

•• The next step in LAW is to acquire documents. There are three methods for the
acquisition of documents in LAW PreDiscoveryTM: scanning paper documents to an

••
electronic image, importing images created by another source, and importing
electronic discovery. This section will focus on the import of electronic discovery.

•• In LAW, the acquisition of electronic documents involves:

• Copying of native files; containers such as mail stores and archives are

••
expanded or "bursted", creating a record for each individual file
• Extraction of text
• Extraction of Meta data

•• Each file will be a record in the LAW database. When processing mail stores,
individual records are created for the e-mail and any attachment(s). Attachments will

••
directly follow the e-mail and be linked as a parent/child relationship in LAW.

Once imported into LAW, there are many options that may be performed. These

•• include: performing searches and filters to cull down documents for production,
convert to tiff images, print to paper, produce native files, and produce tiff files. The
steps you choose after loading the documents will depend on the project

•• specifications.

••
••
••
••
••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 25


••
••
LAW Electronic Discovery Loader
••
••
Electronic documents are imported through the LAW Electronic Discovery Loader. To
launch the Electronic Discovery Loader, select File-Import-Electronic Discovery.

••
••
••
••
••
••
••
••
••
Note: A Warning: some functionality may be disabled, click here for details
message will appear, along with the appropriate application glyph, if any of the
following are not found: ••
• Lotus
• Outlook (or at least one account is not configured)
• Word ••
• LawPrnSrvr.exe.
••
••
If a warning message appears, click on the warning. The Application(s) Missing
Warning dialog will appear advising of any applications missing.
••
••
There are two tabs in the LAW Electronic Discovery Loader: Sources and Settings.
The Sources tab is used to identify information about the session and to select
electronic files for import. The Settings tab is used to determine how specific files are
processed in LAW. Settings are often established based on best practices and project
specifications.
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 26


••
••
•• Settings

•• The Settings tab is used to determine how specific file types will be handled during
the import process as well as how files will be organized in the folder-view of LAW.
The determination of settings often follows policies, best practices, and project

•• specifications.

••
• LAW Electronic Discovery Loader ~I

LAW Electronic Discovery Loader (Batch add model

•• liources Se!.tings
Categories
I
General

••
Archives
Compound Documents
, ., Source Ci..L....tinn '-'" "" '''.,-''"-,, """""" "" "_'' __ ' __'''''"M'M'''_'''''''__' ' ""'''.,'''' ' ' ' - , - - - --"'--'.,-'""''-'----,-'--'--''~"'---,,-"" "'-'''',
Deduplication
E-Mail
~ Ensure source names are unique when they are added to the queue
Exclusions
~ Automatically set E-Doc folder sources to 'Recurse' when I add them via drag and drop

••
File T::es
••@!4 ~ Scan folder selections for supported mailstores when added to the queue
Output
Post Import Actions ~ Scan supported archives
Text Extraction
~ Add selected folder to queue when mailstore scan is active

•• ," "File Type Management Database '


Active database:

••
•• I ' ,lock Settings

••
[,APPly Settings

•• 5tart II"caneel]

••
There are several categories in the Settings tab: Archives, Compound Documents,
Deduplication, E-Mail, Exclusions, File Types, General, Output, Post Import Actions,
and Text Extraction. When selected, the General category is opened.

••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 27


••
••
Archives
••
Archive files are containers holding one or more files that have been compressed to
reduce the file size. LAW PreDiscoveryTM currently supports the extraction of files
contained in ZIP, RAR, JAR, GZIP, Z, and TAR archive file formats. If this option is ••
enabled, the contents of the archive file types will be extracted and imported into
LAW creating an individual record for each file contained within the archive.
••
••
~

Archives
rG1 Enable Archive Extraction
o Treat archive items as attachments (attach to archive source record)
o Include archive source file (copy fuU archive into law) ••
o Use nested filename for items extracted from archives
••
Enable Archive Extraction: Extracts contents of supported archive files. Supported
formats are: ZIP, RAR, JAR, GZIP, Z, and TAR. ••
Treat archive items as attachments: Imports the archive file as a parent record,
the content files are individual records grouped as attachments to the parent ••
document (archive file). When an archive file is attached to an e-mail, the e-mail will
be the parent record; the contents of the archive will be attachment records. No
record will be created for the archive file itself. The filename field for the attachments ••
will reference the archive file, provided 'Use nested filename for items extracted from
archives' option is selected.
••
Include archive source file (copy full archive into law): If this option is
selected the actual archive file will be imported in LAW creating a "parent" record to
the contents of the archive file. The Open File or Native File hyperlink options are ••
available and the archive file may be opened directly in LAW.

If not selected, the "parent" record is created for the archive but the actual archive ••
file will not exist. You will not be able to click the Open File or Native file hyperlink.
In many cases, the actual archive file is not necessary since the contents are already
extracted. Not including the archive source file will help to save space in the case ••
directory.

Use nested filename for items extracted from archives: The archive filename ••
will be nested within the filename of the document to appear as follows, in the
Filename field: archive. zip ?filename. doc
••
NOTE: If Enable Archive Extraction is the only option selected, files contained within
the archive will be extracted and created as parent records in LAW. The SourceFile
field is populated with the location of the original file and may be used as a reference ••
to locate files that originated in an archive file. Another way to identify files
contained in archive files is to select 'Use nested filename for items extracted from
archives'.
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 28


••
••
•• Compound Documents

•• Compound documents are files with other files "embedded" within it. If the 'Enable
Compound Document Extraction' box is checked, the file containing the embedded
file(s) will import as a parent document and the embedded file(s) will be listed as an

•• attachment or attachments.

•• Compound Documents
d~ Enable Compound Document Extraction

•• Note: Not all embedded files are supported. If an embedded file is suspected, but
could not be opened, a warning will be generated and logged in the Session

•• Viewer and ErrorMsg field. The table below identifies compound document container,
whether LAW can detect an embedded file, and whether the embedded file can be
extracted.

•• Compound Document Containers

•• I Description
Non-MS Office Formats
Adobe Acrobat (pdf)
Detection Extraction

••
**y N
Rich text format (rtf) *Converted to Word format for extraction. Y Y
Oriqinal file is preserved.
.
Office 2003

•• Word
Word (xml)
Excel
Y
Y
Y
Y
N
Y

•• Excel (xml) *Compound documents not supported in this


format
PowerPoint
*N

Y
*N

•• Publisher
Project
Project (xml) *Compound documents not supported in this
**y
y
*N
Y
Y
*N

••
format
Visio N N
Visio (xml) *Currently not recognized by file engine *y N

••
OneNote N N
.
Office 2002/XP Office 2000
Word Y Y

••
Excel Y Y
PowerPoint **y N
Publisher Y Y
Proiect Y Y

•• Visio
Office 97" Office 95
Word
N

Y
N

•• Excel
PowerPoint
Project
Y
Y
Y
Y
Y
Y

•• **Detection of embeds in these types is limited only to the types of files


supported for extraction (see above list).

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 29


••
Files currently supported for extraction from compound documents ••
• Word/RTF ••
••
• Excel
• PowerPoint
• PDF

••
• SnapShot
• Visio
• Outlook.FileAttach (Word-authored e-mail with inline attachments, generally

••
stored in RTF)
• Project
• Package*

*A Package is a general type of embed; for example, it can be a text file or a zip file.
Any of the above types may also be embedded as a package type depending on the ••
software installed when a user embeds the file. For example, if a user were to embed
an Excel spreadsheet into a Word document and Excel is not installed, the
spreadsheet will be embedded as Package. ••
ADDITIONAL NOTES: Regardless of whether "Enable Compound Document
Extraction" is selected, the SuspectOLE field will be populated with a Y value if an ••
OLE is suspected. Additionally, the text of an embedded file will be contained in the
extracted text of the "parent" document.
••
••
••
••
••
••
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 30


••
••
•• Oeduplication

•• Deduplication is the process of comparing electronic records based on their


characteristics, and removing or marking duplicate records within a data set.
Duplicate files are determined by comparing the hash value of the file. The hash

•• value is generated by a mathematical algorithm and represents a unique value for


the electronic file; similar to a fingerprint or the DNA of a file.

•• The scope of the project will determine whether or not deduplication will be
performed and which methods will be used. Deduplication may also be performed
after the documents are imported in LAW through the Deduplication Utility (Tools-

•• DeDuplication Utility).

•• Deduplication

••
The "Worl<ing digest' will be stored in tbe Dedupl(ey
field in LAW as weB as its respectively named field.

: Case Level (Globally)

••
If record is considered a duplicate then (ActiOn):
IInclude (Log record)

•• Enable Duplicate Checking: Turns duplicate checking on for the current session.
Files importing will be compared against each other as well as any record that

•• currently exists in the LAW database.

Working digest: This is the method of hashing that will be conducted to determine

•• duplicates. The values are obtained through Meta data fields (e-mail) or by hashing
the entire file (e-docs). LAW PreDiscoveryTM works with two types of hashing
methods:

•• •

MD5: MDS hash is 128-bit output
SHA-l: SHA-l Hash is 160-bit output.

•• The Electronic Discovery Loader will output both hash values; however, the method
used for comparison will be the hash value assigned as the Working digest.

•• E-docs - The key value is generated using the entire file as the input.

•• E-mail - The key value is generated using an input value of certain Meta data after
any processing of the Meta data fields has been executed. The purpose of using the
post-processed Meta data is to match the Meta data that is stored in LAW; therefore,

•• if the key is regenerated in the future, the value would match the original. E-mail
includes both e-mail message contained in mail stores and loose e-mail messages.
The term "loose e-mail" refers to a file that is identified as a mail item and

•• successfully converted to a mail item by Outlook. These include .msg files, .eml files,
and other RFC822 format e-mails. The following fields are used to generate the
dedup key for e-mail and loose e-mail items:

••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 31


••
• Bee ••

• ee

Body

From ••



IntMsgID
To
Attach (semi-colon delimited string of first level attachments in the e-mail) ••
Attachments - Attachments will inherit the DupStatus of their parent item. This
includes all types of attachments, such as e-mail attachments, attachments to an ••
••
archive file (i.e. zip), and loose e-mail message attachments. At no time will an
attachment be classified as a duplicate if the parent is not a duplicate.

••
Test for duplicate against (Scope): This will be the scope for deduplication.
During the import process, deduplication can be performed at one of two levels:

••
• Custodian: Dedups documents against others with like custodian values.
• Global: Dedups documents against entire incoming and existing collection.

••
If record is considered a duplicate then (Action): Determines the action to take
once a duplicate is located. Three options are available:


Include: Creates a record and copies the native files into the database,
allowing users to review the duplicates.
Partially exclude: Creates a record in the database, but does not copy the ••
••
native file.
• Exclude: The file is not recorded in the database and not copied to the case
folder.

Regardless of the option selected, all duplicate files will be logged in the Session
Viewer. ••
The first file imported into LAW will be known as the "Parent" or primary record. Files
matching the primary record will be logged as duplicates. ••
••
••
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••
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••
•• E-Mail

•• The E-Mail settings identify howe-mails are sorted when loaded into LAW, the
format in which they are saved, and the format of the date field values.

••
••
••
••
••
••
••
•• Sorting: When loading e-mailsfrommailstores.itis important to identify the order

•• of how files will be imported into LAW and later produced. The Sort Key options are
the same as the sorting options in Outlook. There are four choices: From, Received,
Sent On, and Subject. If you choose SentOn e-mails will be imported by the date

•• they were sent. The Sort Direction may be Ascending (oldest to newest) or
Descending (newest to oldest).

•• The way e-mails are sorted will depend on the project specifications, as sort order
will reflect the order in which e-mails will be produced.

•• Save Outlook messages as: By default, the Electronic Discovery Loader will load e-
mails as parent documents and attachments as attachments to the parent. There are

••
four options for saving Outlook e-mail messages:

• HTML-Messages are saved to HTML files with the exception of messages

•• containing embedded OLE items that cannot be rendered in HTML, such as


an Excel worksheet. These embedded images and non-mail items such as
calendar, contacts, journal, notes, and tasks, are saved as native Outlook file

•• (. *MSG). Embedded images in HTML messages are saved in the same folder
as the converted message. These images are not LAW records. Instead they
are linked to the HTML files for proper rendering. They are listed in a

•• dependency file (* .dep) with the same root name as the native file. During
Export, linked images are exported along with the native files so the HTML
file can be properly rendered with the associated images.

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January 2009 Version 5.3.08 Page 33


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••
• HTML/MHTML (Based on format) -The format of the output file is
determined based on the format of the e-mail message. Messages formatted
as RTF, non-mail items, or HTML messages, including HTML with linked ••

images, are saved as MHTML. All other messages are saved as HTML.

HTML/RTF (based on format)-The format of the output file is determined


••
based on the format of the e-mail message. Messages formatted as RTF and
non-mail items are saved as RTF. Text or HTML messages are saved as
HTML. RTF messages are saved directly from Outlook, so the GMT date
••
option is not applied to the display of the converted file.
••
••
• MSG- Messages are saved as native Outlook files (*.msg) with the exception
of e-mails that contain extremely large recipient lists (typically over 5,000).
These messages can cause Outlook and the Electronic Discovery Loader to

••
hang. Messages that cannot be saved as MSG files are saved as HTML files.

Note: When performing native rendering (MSG), e-mails converted to tiff

••
format or printed to paper will print with the default e-mail account set up on
the processing station. The account name will appear on the image or paper.
The date converted or printed will also appear. Choosing HTML, HTML/MHTML,

••
or HTML/RTF (based on format) will prevent this from occurring. If native
rendering is required, establishing a generic POP3 e-mail account in Outlook,
such as L), and setting it as the default e-mail account will prevent an actual

••
account name from appearing on the converted or printed e-mail.

• MHTML- All items are saved as MHTML files (* .mht). MHTML files are web

••
archives that allow the embedding images directly in an HTML file. This
eliminates the need for any linked images or dependent files. Similar to the
HTML/RTF setting, e-mails are converted to HTML or RTF based on their

••
original format, and then converted to MHTML file. Note: Due to the
secondary conversion processing printing speeds are slower when using this
option.

HTML/RTF (based on format) is the preferred setting if native rendering (MSG) is


not required. While subtle formatting differences may exist, this will prevent the ••
potential of lost images or embedded objects when saving RTF-Formatted
messages as HTML.
••
Translate date fields to universal time (GMT): When opening a mail store, the
date and time stamps will take on local properties. If e-mails were generated in ••
Eastern Standard Time, but processed in the Pacific Time zone, the time stamp will
be that of the Pacific Time zone's date and time. For this reason, you have the option
to translate all date/time fields to the universal time zone, Greenwich Mean Time ••
(GMT). Selecting the "Translate date fields to universal time (GMT)" is a
decision to be made based on project specifications.
••
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January 2009 Version 5.3.08 Page 34


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••
••
Outlook folder types: This feature allows you to import non-mail folder types
including Calendar items, Contacts, Journals, Notes, and Tasks. The way non-mail
items are saved in LAW will depend on the selection of the Save Outlook message

•• as option. If HTML or MSG format is selected, the file format will be saved as MSG. If
HTML/RTF (based on format) is selected the file format will be RTF. Processing as
MHTML will create a MHT file.

•• NOTE: Deduplication is not currently performed on non-mail folder types.


This feature is still under development, not all Meta data will be extracted into

•• fields therefore the preservation of the native file is important.

Lotus Notes: E-mails contained in NSF mail stores will be saved as HTML. The Log

•• warning messages for e-mails containing RTF body content option will provide
a warning message when RTF is found in the e-mail body since formatting or data
may be lost when converting RTF to HTML format. When producing to tiff or paper,

•• there is an option to process Lotus Notes e-mails natively from Lotus. If processing
directly through Lotus, formatting will be maintained. Note: If you intend to process
Lotus Notes e-mails using Lotus the mail store must reside in the same location

•• where they were originally processed.

••
••
••
••
••
••
••
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•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 35


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Exclusions
••
The Exclusions settings are conditional settings that exclude specific file types
entirely from being loaded to LAW.
••
Exclusions
••
••
Items that meet the selected conditions are considered 'Conditional Exclusions' and are excluded completely from
the target LAW database. These items are logged seperately from other types of filters or exclusions. Entries can
be viewed in the Log Viewer on the 'Conditional Exclusions' tab.

Predefined Exclusions "~'~~~O'o'~~~'~o' 0

~ Exclude mailstores from e-doc processing (Mailstore as EDoc)


~ Exclude empty files (0 bytes) from processing (0 Length file)
••
Exclude mailstores from e-doc processing (Mailstore as Edoc): This option ••
prevents mail stores from being processed as e-docs. For example, if a PST is
contained in a folder selected for proceSSing, the mail store would be recorded as a
single e-doc record when this option is disabled. If enabled (checked) an individual
••
record will not be created for the mail store itself. Regardless of this exclusion, if a
mail store is a selected source in the Source Queue it will be "bursted" or expanded
••
••
creating a parent record for each e-mail and an attachment record for corresponding
attachments. The exclusion of mail stores as e-docs is often performed to save on
storage space.

Exclude empty files (0 bytes) from processing (0 Length file): Any files that
are empty will not be copied or written to the database. ••
The Session Viewer will identify excluded mail stores and empty files in the
Conditional Exclusion tab. ••
••
••
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January 2009 Version 5.3.08 Page 36


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••
•• File Types

•• Essentially, LAW supports the import of all file types. Even if a file type is not
supported for printing or conversion, there is a possibility that Meta data and text
can be extracted. Once imported in LAW, if you have the native file application then

•• it can be opened, reviewed, and processed to tiff (if applicable) individually or


possibly in a batch.

•• Files that could not be converted to tiff can still be exported and delivered in native
file format. Provided the reviewer has the native file application, they can also open
and review the file. For this reason, it is recommended that all file types are loaded

•• into LAW. However, it is understandable that you may not wish to import certain file
types, such as common system files. The File Types setting option allows you to
identify specific files for processing.

•• File Types

••
•• If fietype is not included then: (Action)
(Partially E~clude) Log record but do not copy file

•• File type manager: I Edit. •• 1

•• ~ Auto assign suspect extensions


** When ~ fil. is flagged.s "suspect" this option will.ssign the 'Act;'r. Ext.' field in tm. FUe!l'pe Mon.gertoLAW', DotEXllleld.

•• Enable File Filtering: If this option is not enabled, all files will be imported into

•• LAW. If enabled (checked), the files imported will depend on the scope selected.

Active List (Scope): Identifies the files that will be imported into LAW. There are

•• two lists that can be selected for import: Include and Exclude. If you choose the
Include list, files marked as Include in the File Type Manager will be imported into
LAW. If you select the Exclude list, files marked as Exclude in the File Type Manager

•• will be excluded and not imported into LAW. While housed in the same File Type
Manager database, the Include and Exclude lists will act independent of each other.
If the Include list is selected as the Active list, the Exclude list is not considered

•• during the import and vice versa.

If filetype is not included then (Action): Determines which action is taken for

•• filtered file types. Options are:

• Include: This option will copy the native file and log the record in the

•• •
database.
Partially Exclude: This option will not copy the native file, but will log a
record in the database.

•• • Exclude: This option will not copy the native file or log the record in the
database.

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January 2009 Version 5.3.08 Page 37


••
••
Auto Assign Suspect Extensions: LAW automatically validates files to ensure the
extension assigned to the file is actually the true file extension. If a suspect file is
found, it will be reflected in the SuspectExt field ("Y"). This feature will automatically ••
assign the true extension to the Doc Ext field and place the original extension in the
OrigExt field. If this feature is disabled, the OrigExt field will not be populated and
the DocExt field will contain the original extension. ••
File Type Manager Database
••
The File Type Manager is a database that is used to determine the scope of the
files that will be imported into LAW when Enable File Filtering is selected. It ••
••
displays the Include (Inc.) and Exclude (Exc.) file type lists, as well as additional
information about file types based upon the File ID. Within the File Type category,
click <Edit> to open the file type manager.

••
••
••
••
••
••
••
Pre-set categories: On the left side of the file type manager there are several pre-
set categories based on the file type. When selecting a category, the file type ••
••
manager will return files specified for that category only. For example: If Included is
selected in the left pane, only the files with a checkmark in the Inc. column are
displayed. The All Entries category displays a list of all file types.

File Type Manager Columns: On the right side of the file type manager there are
several columns displayed in a grid format. The information contained within the ••
columns offer information about the file type. Column headers may be grouped using
the Drag a column header here to group by option located at the top of the grid.
••
• Inc.: When "Enable File Filtering" is selected and Include is the Active List
(Scope), LAW uses the Inc. list in the File Type Manager database to
determine what files are imported. Files selected (checked) are imported into ••
LAW. Files not selected (unchecked) are handled according to the "Action"

••
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January 2009 Version 5.3.08 Page 38


••
••
••
selected in the File Types category. The ED Loader will log such files in the
Session Viewer's FT Filtered tab.

•• • Exc.: When "Enable File Filtering" is selected and Exclude is the Active List
(Scope), LAW uses the Exc. list in the File Type Manager database to
determine what files are imported. Files not selected (unchecked) are

•• handled according to the "Action" selected in the File Types category. The ED
Loader will log such files in the Session Viewer's FT Filtered tab. Files not
selected (unchecked) are imported into LAW.

•• • File ID: The File ID is a numeric value associated with each file in the file
type database. This value is assigned to each file when imported into LAW

•• once the header of the file has been read to determine the true file type. If a
file has an extension assigned that is different than the header, it will be
flagged as a suspect file.

•• • Description: Provides a description about the file based on the File ID.

•• • Extensions: Identifies a list of possible extensions based on File ID and


Description.

•• • Active Extension: The Active Extension is the most common extension


based on the File ID. It will be the extension LAW assigns to the file if Auto
Assign Suspect Extensions is used.

•• • Extract Text: The Extract Text column identifies files types that LAW will
attempt to extract text from during an ED Loader import. Selected items

•• •
(checked) will indicate that text will be extracted if available.

Application: The Application column identifies the source application LAW

•• will assign to the file type for TIFF conversion and/or printing. A file type with
<No Source Specified> indicates that LAW will import the file (if it meets the
scope of the file types), and text and Meta data may be extracted if

•• available. However, the file may not be able to be processed (TIFF converted
or printed natively) through Batch Processing. If you know a specific file type
may be opened with one of the integrated Source Applications, you can

•• either assign it in the File Type Manager database, or update the SourceApp
field in the resulting imported records. An advantage of establishing the
Source Application in the File Type Manager is that the File Type Manager

•• database can be used on all cases. Note: The Source Applications must be
integrated into LAW to TIFF convert or print to paper in Batch Processing and
they have to be installed on the computer that will do the processing.

•• • Group: Users may create groups, assigning specific file types to the group.

••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 39


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••
Creating File Type Databases

It is possible to create your own file type databases based on your practices or client
specifications. To create a new database:
•.i•
1. Within the file type manager, select File-New. The Create new file type
database dialog will appear. ••
2. Select the location to which you will store the database.
••
3. Enter a name for the database.

4. Choose <Save>. A new database will be created with the default include and ••
exclude lists already identified.

5. Make any adjustments, then choose File-Save. The file list manager is now
••
saved based on your criteria.
••
••
Note: The file type manager database used for a project is selected in the General
category of the Settings tab.

••
••
••
••
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••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 40 ••
••
••
••
•• General

•• The General category is used to determine how sources are added to the source
queue and the file type manager database used to determine the files that will be
imported.

•• Source Selection

•• The Source Selection option relates to how the Electronic Discovery Loader identifies
and adds sources to the Source Queue for processing.

•• c50urce 5election""""'~~"~"""'~"~'"
~ Ensure source names are unique when they are added to the queue

•• ~Automatically set E-Doc Folder sources to 'Recurse' when I add them via drag and drop
~ Scan folder selections for supported mailstores when added to the queue
o Scan supported archives

•• ~ Add selected folder to queue when mailstore scan is active

•• Ensure source names are unique when they are added to the queue: Enabling
this item will ensure there are no duplicate source names as they are added to the
Source Queue and imported into LAW. This feature is particularly useful when dealing

•• with mail stores named "Personal Folders". Multiple mail stores will be added as
Personal Folders, Personal Folders-OOl, Personal Folders-002, etc. when this option
is selected.

•• Automatically set E-Doc folder sources to 'Recurse' when I add them via
drag and drop: If using the drag and drop method to select sources for processing,

•• this option will add the selected folder and all subfolders to the source queue for
processing. If this option is not turned on, only the selected folder will be added and
imported.

•• Scan folder selections for supported mail stores when added to the queue:
Invoking this option ensures the Electronic Discovery Loader will identify mail stores

•• and add them to the Source Queue for processing when using the Folder or "Drag
and Drop" options for selecting sources. This option is also located in the Select
Folders dialog when selecting sources for processing. There are two subcategories to

•• this option: Scan supported archives and Add selected folder to queue when mail
store is active.
• Scan supported archives: The "Scan supported archives" option will

•• look at supported archive files for mail stores. If a mail store eXists, a
dialog will appear advising that mail stores exist and if you would like to
extract them from the archive file and add to the Source Queue for

•• processing as a mail store.


• Add selected folder to queue when mailstore is active. If the "Add
selected folder to queue when mailstore is active" option is invoked, both

•• folders containing loose e-doc files and mail stores will be added to the
source queue for processing. All files, e-doc and mail stores will be
imported. If this option is not invoked, only the mail stores, if any are

•• located, will be added to the Source Queue for processing. No e-doc


folders containing loose files will be selected for import.

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January 2009 Version 5.3.08 Page 41


••
••
File type management database: If file type filtering will be used, this option
identifies which file type management database is referenced for processing. See
File Types and File Type Management Database for additional information. ••
••
••
••
••
••
••
••
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••
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LAW EDD Training Manual
January 2009 Version 5.3.08 Page 42


••
••
•• Output

•• The Output settings will determine how selected sources are identified and organized
in the folder view of LAW and may be important to export specifications for the
project.

•• Output

••
•• I
Options ",wwwww",ww<ww"wwww" """'''''ww"w_,~ w"w~<,w,w,~w,ww,w'5tructure'w""'w"

~ Categorize output sources (E-MaiislE-Docs)


~ Use source name as top level folder

•• ~ Ensure root output folder is unique in LAW


• Only applicable to sources that are nOl mapped to tho root folder in
I
LAW'I
Th. 'Source name as top l.v.1 folder' option will also enable this option

•• Folder Output Scheme: Two choices exist for this option: Mirrored and Relative.
If mirrored is selected, the entire folder structure of the electronic files will be

•• created in the LAW folder view. Relative applies to e-docs only. LAW will create
folders to the selected source rather than the entire structure.

•• Options: These options pertain to how the files are imported and organized in the
LAW PreDiscoveryTM folder view. There are three options:

•• Categorize output sources (E-Mails/E-Docs): When enabled, all mail store


sources will be imported into an 'E-Mail' folder and all e-doc sources (including loose
e-mail) will be imported into an 'E-Doc' folder.

•• Use source name as top level folder: The Source Name, as displayed in the
Source column on the Sources tab, will be used as the top level folder name for each

•• source when imported into LAW.

Ensure root output folder is unique in LAW: Ensures the target folder for each

•• source is unique in LAW. This only applies when <Case Root> is NOT set as
the target folder for a source or sources. For example, if this option is checked and
the other two output options (listed above) are not checked and a user loads two

•• folders that are both named 'EDOC' into a folder in LAW named OOlCD, LAW will
import one of the EDOC folders into a OOlCD-OOl folder and the other EDOC folder

••
into a OOlCD-002 folder. This will prevent records in both EDOC folders from being
loaded into one folder.

••
Structure: The structure displays how the files will be organized in LAW, depending
on the selected options.

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 43


••
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Post Import Actions
••
••
The Post Import Actions category will allow users to choose which actions to execute
once the loading of electronic discovery is complete.

Post Import Actions


r These actions will be eKecuted by LAW 5.0 when the session is complete ••
o
o
Convert imported documents to TIFF
Display imported documents in grid ••
~ PerForm Full-text indexing

Besults dialog will close after 600 seconds, unattended.


••
••
Convert imported documents to TIFF: When enabled, the 'Display imported
documents in grid' action will also be enabled and grayed out. LAW will automatically
attempt to begin converting the imported documents to tiff once the results dialog ••
has closed. Note: Options for tiff conversions must be set prior to launching the
electronic discovery loader. To set tiff options select Tools-Batch Processing-
Options-Tiff Options. ••
Display imported documents in grid: Following the import, LAW will close the
results dialog after the specified number or seconds. Then, the grid view will ••
launch and display only the records imported during that session.

Perform full-text indexing: When enabled, LAW will automatically begin indexing ••
any documents flagged to be indexed immediately after closing the results dialog
that appears following the import. Note: In order to perform full-text indexing, a
SQL or SQL Express database must be used and a Full-Text Index license must be
••
selected.

Results dialog will close after <N> seconds, unattended. Allows users to
••
specify the number of seconds to pass before the results dialog is closed and the
selected post import action takes place. This option will not be available unless one
••
••
of the above options has been enabled.

••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 44


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••
•• Text Extraction

•• This category is used to configure settings related to the text that is extracted from
files during import. The extracted text can then be used for culling down in LAW or
other applications.

••
••
••
••
••
Enable Text Extraction: Extracts text during the import process. If this option is
not checked, no text will be extracted.

•• Include Meta data in extracted text: Includes Meta data information at the end of
the extracted text file (i.e Author, Title). Note: LAW provides an error message if
text is not found in a file that should contain text (i.e PDF). If this feature is enabled,

•• a text file is generated for the Meta data even if text actually does not exist. Since a
text file is created, an error message will not be generated.

•• Enable binary scanning in text extraction: Overrides the Extract Text flag in the
File Type Manager so that all files will be scanned for text. If valid text eXists, all text
for the file will be extracted including binary data. Use this feature along with the

•• Validate extracted text feature to ensure only files containing text is extracted.

Validate Extracted text: Scans each text file for readable text. Any text files that

•• do not contain readable text will be considered invalid and discarded (i.e. text files
with only form feed characters).

••
••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 45


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••
Session Defaults
••
In addition to the various configuration settings
for Electronic Discovery Loader sessions, the Settings tab
contains three options that should be considered when ••
users are configuring sessions for import: Lock Settings,
Apply Settings, and Set as Default.
Exclusions ••
••
File Types
Lock Settings: Once the Electronic Discovery Loader General
settings have been configured in a particular LAW case, you Output
may choose to 'Lock Settings' to make it known to other Post Import Actions

••
Text Extraction
users entering the same case that the settings should not
be changed. Once enabled, the button will read 'Unlock
Settings' and will do just that when clicked.

Apply Settings: This option will save the current settings


to a case-level Electronic Discovery Loader configuration ••
file. This feature will be useful if a user needs to cancel out
of the Loader prior to starting a session; applying the
settings will ensure that the user does not have to 'start ••
over' when re-Iaunching the Loader.

Set as Default: This option is used to set the current ••


settings as the defaults for all LAW cases that are launched
with the same LAW executable. All settings in the Settings
tab are saved as well as the Session Label and DocID seed.
••
The EDLoader.global.config.ini, located in the ED Loader folder of the executable ••
directory, will store default settings for the Electronic Discovery Loader. An
EDLoader.case.config.ini will store settings specific to the case when the first session
is imported into LAW.
••
It is recommended that default Electronic Discovery Loader settings are established
based on the organizations policies as well as best practices. This will help to
••
maintain a standard practice for processing. If necessary, changes to settings may
be made on a case per case bases. ••
••
••
••
••
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January 2009 Version 5.3.08 Page 46


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••
•• Selecting Sources

Within the Sources tab you will select the folder to which you wish to import, identify

•• a session label, create and assign custodians, establish doc IDs, and select the
sources or files to import for the session.

•• Session Configuration

•• Each time electronic documents are imported into a case, a session is created. The
session is then tracked and recorded within the Electronic Discovery loader, the
Session Viewer, and the LAW Database.

••
••
•• Default Target Folder

•• The default target folder is the location in the folder-view to which you will be
importing electronic documents. This feature is useful for organizing the electronic

•• discovery data being loaded into LAW.

1. To select a Default target folder,

•• clickO. The Select LAW Target Folder


dialog appears. If folders have already

•• been created, select the folder you wish


to import into, then click <OK>. The
folder will appear as the Default Target

•• Folder.

2. If folders do not exist, click <New

•• Folder>. The New Folder dialog will


appear. Create a new folder, then click
<OK> to return to the Select LAW
OK

Cancel

•• Target Folder dialog. Select the newly


created folder and then click <OK>. The
folder appears in the Default target folder field.

•• Session Label

•• The Session Label identifies each session of electronic documents imported into a
case. This label can be used when researching logs and tracking the data imported.

••
By default, the session label will contain the date and time the session was
initialized. Other information may be applied to the session label. To launch the
Session Label Editor:

•• 1. Click O. The Session Label Editor will appear.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 47


••
••
Session label Editor
Enter the label you would like assigned to your session, You can also use variables ~sted on the left to aut
a portion of the session. variables will have their values assigned when the session is created.
[IIiJ
••
••
v~_~·
=-,'~_ _~Se,~onlabel,
{3tCREATEO] ~se~ssio;;ng;cre~.t;;ded~On~[&c;;;R:EAEA:rnTEDDjj]iil.mijliSliiiemilIE-IIIII- - - - I
[&CUSTODIAN]
[&DOCIDSEEO]
[&SOURCECOUNT]
[HARGETFOLOER]

••
[&USER]
Uii7i:Ja••II.
~--~I~~=~~~~=:~~~~:~~~:=

••
Description:
The current workstation name,

2. Select a variable, a Description appears about the variable. If you wish to


include the selected variable, double-click to add to the Session Label.
••
Multiple variables may be used, or you may also enter information directly
into the Session Label if you choose.
••
3. After identifying the session label, Click <Accept>.

4. The new label will appear in the Session Label field.


••
The session information assigned will be used to locate sessions through the LAW ••
••
Electronic Discovery Loader, Session Viewer, or in the EDSession field within the LAW
database.

••
Hint: The Session Label may be useful when tracking Chain of Custody.

Default Custodian

During the import process, you can assign the same custodian to all selected sources
in the session, or specify different custodians for each source. Custodians are added ••
through the Custodian Manager. To create a custodian:

1. In the Sources tab, next to Default Custodian, click [J to launch the


••
Custodian Manager. Custodians may be added one at a time or by importing a
*.LST or *.TXT file of multiple custodians. ••
Custodian Manager

.
_ . . . . . . . c.....nt
lDog, Brian
I
!
Import .. .
••
••
Export .. .

(lear AI

••
OK I ••
••
C/lnCei

••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 48


••
••
••
2. To add custodians: Under <Current> enter the custodian value, then click
<Add>. The Custodian will appear in the list of Custodians. If desired, a
description may be added about the custodian. Highlight the custodian to

••
which you wish to add a description, enter a description, then click
<Update>. The description is now added. The <Delete> option will delete a
selected custodian. <Clear All> will remove all added custodians.

•• 3. To Import a list of custodians: Select <Import>, the Select Import File for
Custodians dialog will appear. Browse to the custodian list, click <Open>.

•• The list of custodians will be imported and appear in the Custodians section.
The custodian list file should be similar to the sample below.

•• 1
2: "Gr iff in, Stewie"

••
3 "Griffin, Lois"
4 "Dog, Brian "
S "Quagmire, Glen "

••
6 "Griffin, Chris"
7 "Griffin, Meg"
8 "s impson, Horner"

•• 4. Custodians may also be exported for use in another case. Select <Export> to
export the custodian list to a *.LST or *.TXT file.

•• 5. Once you have added, updated, deleted, or imported your custodian list, click
<Done>. Custodians are now available in the drop-down list.

•• DocID Seed

•• The DocID Seed is a unique identifier assigned to each document processed through
the Electronic Discovery Loader. This value will serve as the link between the

••
Electronic Discovery Loader, Session Viewer, and LAW. It is important to ensure the
DoclD value is unique to each record; therefore, if you are loading with multiple
workstations, you will want to assign each workstation with a different DoclD. Once

••
in LAW, additional fields can be created for unique numbering, such as a "Production
Number". The DoclD field is limited to 50 characters in length.

•• Note: All files processed through the Electronic Discovery Loader will receive a
DocID, regardless of whether the file is actually imported into LAW. Excluded files,
such as duplicate files, file type manager exclusions, and conditional exclusions will

•• have a record created in the session log and will receive a DocID. These records are
visible in the Session Viewer. Because of this, there may be gaps in the DoclD field
of LAW. To resolve the gaps, create a new document-level text field, such as

•• "Production Number" and assign a new number to the documents imported in LAW.

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 49


••
••
Adding Sources
••
The 'Add' section of the Sources tab will be used to add one or more
sources to the Source Queue. LAW has five classifications of sources:
Mail Stores, Outlook folders, Folders, Files, and File lists. You can add ••
multiple sources of one type, as well as multiple types of sources, to be
imported at the same time.
••
Mail Stores
••
A mail store is a container of e-mail messages and their attachments are
stored. Supported mail stores are Outlook *.PST and Lotus Notes *.NSF (Lotus Notes
Client 6.5 or higher must be installed).
••
To add mail stores:
••
1. Click <Mail Store>. The Select Mail Store dialog will appear. Browse to the
location of the mail stores.
••
2. Select the Mail Store(s) you wish to import, then click <Open>. The selected
mail stores will be added to the Source Queue.
••
Note: Mail stores may also be added through the Folder(s) button when the "Scan
folder selections for mail stores when added to the queue" option is selected. ••
Outlook Folders
••
Provided the desired mail store is currently open in Outlook, one or more Outlook
folders may be added as sources. This feature is useful when only specific folders
within the mail store need to be produced. ••
To add Outlook folders:
••
1. Click <Outlook Fldr.>. The Select Outlook
Folder(s) dialog box will appear. This dialog
displays all of the mail stores currently ••
••
I Folders
existing within Outlook. D.~t.d
Items (1038) (470)
Inbox (907)(67)
Back To Zero (240) (0)
8etalAW50 (149) (5)
2. Expand the mail store(s) containing the DCi (Todd (12) (0)
v
desired folders. Place a in the box to the
left of the folder(s) you wish to import. 1£.
Ow. downloads and registrations
era"".!··'"''
Dt.;;a JobPosting (0) (0)
DCi lAWSOBeta (19)(0)
DCi litsupportGroups (52) (0)
(338) (327)

••
••
Dt.;;a Private (4)(0)
3. If subfolders exist, check the "Recurse DCi SaiesReps (0) (0)
Subfolders" option at the bottom. This will E21Ci Summation (16) (0)
·DI:Ji SupportEmans (531) (55)
import the entire contents of the folder DUi Train"g Group (47) (15)

••
~ outbox (0)(0)
including all subfolders. n:;,.,'R.C""..,~, .............. f?t"ln'/rl\

ecsm II Cancel

4. Once all folder(s) are selected, click


<Accept>. The selected folders are added to the Source Queue.
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 50


••
••
•• Folder(s)

•• When selecting electronic files, this option is used to add the entire contents of a
folder or folders.

•• 1. Click <Folder(s» to launch the Select Folder(s) dialog box.

••
••
Local Disk (C:)
I±: D c dell 5-16 to 5-27
Ei· D c Demo Set 5-2 to 5-13 Time sheet.xIs
. I±: D c CowcoNN 6-1 to 6-15Time sheet.xls
6-16 to 6-30 Time sheet.xls Microsoft Excel .•.
aDQliII!I

••
7-1 to 7-15 Time sheet.xls Microsoft Excel .. .
~cEDD Airport_Hotel.pdf Adobe Acrobat .. . I
~1i::::I Saiesstuff ARMA_Lynn_Brewer _10232 ••. 11,991 .. . MP3 Format So .. . II
DQ5torm ARMA_Shira_ScheindHn_IO .•• 18,702 .. . MP3 Format So .. . 1112012e
~Q summationFormInformation bar,wm 2,977 KB Windows Medi .. . 1112012C

••
~QUnicode bluetrace concordance field ... 20KB Microsoft Excel .. . 1112012C
Dczprint BUZZ WORDS GLOSSARV.doc 37 KB Microsoft Wor •• , 11/2012C
··Dc PST Files CaseBook_Data_Standards ... 703KB Adobe Acrobat .. . 1112012C
Comfortinn_ICE.pdf 122KB Adobe Acrobat .. . 1112012C
tt!D~ DemoTools
Config.pdf 20KB Adobe Acrobat .. . 11120/2C
~·DIi::::I Documents and Settings

••
Creating a Case Template in ... 29KB Microsoft Wor .. . 11/20/2C
~. D~ drivers drag and drop.OOI 68KB 11120/2C
~DcExports Export Guide_SummationIO .. . 707KB WinRAR ZIP ar ... 11/20/2C
lit: D~ ExportTestprofiles EXPORTING TO TRIAL DIRE .. . 324KB Microsoft Wor, .. 11/20/2C
D~HSM HOUSE INFO w doc.xls 162KB Microsoft Excel .. . IIIZO/2C
HOUSE INFO.xls 132KB Microsoft Excel .. . 1112012C

••
I±:D~i386
IMPORTING INTO CONCOR .. . 16SKB Microsoft Wor .. . 11/20/2C
Ii D c ILTAshootout
IMPORTING INTO CONCOR .. . 126KB WinRAR ZIP ar .•. 11/2012C
D c ImageS i.J")nl")('

tt:DQImport ~i

•• 2. Select the folder(s) you wish to import by placing a v' in the box to the left of

•• the folder.

••
3. At the bottom of the dialog, you will see two additional options: Recurse
Subfolders and Scan selection(s) for mailstores. The "Recurse Subfolders"
option will process the selected folder, as well as all subfolders inside the

••
folder. The "Scan selection(s) for mailstores" will scan the selected folder(s)
to the Source Queue for processing. Select one or both options.

••
4. Click <Accept>. The folders are added to the Source Queue.

Drag and Drop Folder Selection Method: An alternative method of adding folders

••
is through a drag and drop process. To drag and drop: using Windows Explorer,
browse to the folders you wish to process. Highlight, then drag them to the Source
Queue. Folders will be added accordingly. Note: Recurse subfolders and scan for

•• mail stores are two options you will want to ensure are checked when performing the
drag and drop method. These options are located on the Settings tab under the
General category.

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 51


••
••
Adding Files
••
••
There may be times you wish to add specific files as opposed to the entire folder.

To add files:

1. Click <File(s» to open the Select File(s) dialog.


••
2. Browse to the location of the files. Once a folder is selected, the files
contained in the folder will appear.
••
3. Select the file(s) you wish to import. Use the <Ctrl> or <Shift> keys to
select certain files or a range of files.
••
"'i::iI""
~UDemoSet ••
••
iii! J.E!J CowcoNN
"'.t::l""'"
\:;)EOD
o SaiesstufF
·~storm
o SurnmabonFotrnInformation

••
Ot.klicoc!e
~ZPri1t
t:l PSTFdes
1iQDemoTOo!s
:b L:i DocuneI'ts n Settings
lflC,)drivers
';h'~Exports

••
~ ~ ExportTMtProfiles
t:I
H:lII
&t1QI366
~ C3 IlTAShootout
t:l IiMgeS
r£iClIrnpcrl

••
••
4. Click <Accept>. The selected files will be added to the Source Queue.

Adding File List(s)

Another method of adding files is through the file list option. A file list is a * .TXT or
* .CSV file format containing a list of all files to be processed. The file list feature is ••
most often used when specific files have already been identified through an initial
review process and a list of file names are provided for production.
••
To add file list(s):

1. Click <File List(s». The Select File List dialog will appear. ••
2. Browse to the file list. Note: If the file list does not contain a path to the files,
then the file list must reside in the same location as the files. If there is a ••
path contained in the file list, then the file list need only to reside in a location
to make a qualified path. Once selected, click <Open>. The file list is added
to the Source Queue. The Source Queue will indicate a file list has been ••
selected.
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 52


••
••
•• Source Queue

•• The Source Queue provides a listing of the sources added to the session. The Source
Queue displays the selected folders, files, or mail stores by groups according to their
source category (Folders, Mail Stores, Outlook Folders, Files, and File Lists), then

•• lists each selected source independently.

••
••
••
••
••
••
Once sources are selected, you can:
• Change the Source Name
• Assign Custodians to each source

••
• Change the LAW Folder(s) to which the files will be inserted

Note: If the Source Name, Custodian, or LAW Folder(s) are changed, they will

••
appear in Green.

<Reset All> option will reset the Source Name, Custodian, and LAW Folder back to

•• the defaults.
<Reset Names> will reset the Source Name back to the default for all sources.
<Reset Custodians> will reset the Custodian for all sources back to the default.

••
<Reset Paths> will reset the LAW Folder back to the original folder selection for all
sources.

•• The "Show source paths" option will display the path to the selected source.

Viewing Details: If you wish to review information about sources selected for

•• processing, click <View Details>. The View Source Details dialog will appear. This
dialog displays information about the selected sources. If the source consists of a file
selection or file list, all filenames will be displayed. Click <Exit> to close the dialog.

•• Remove: To remove a source from the selection, highlight the source, then select
<Remove Item>. The source will be removed from the Source Queue. <Clear All>

•• will clear the entire Source Queue.

Once you have identified the Target Folder, Session Label, Custodian, DocID Seed,

•• and have selected the sources for processing, click <Next> to verify settings,
<Start> to begin processing, or <Cancel> to cancel the session.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 53


••
••
Obtaining a Native File Summary
••
LAW PreDiscoveryTM makes it possible to obtain an inventory of the files selected in
the Source Queue. The summary will provide you with a list of the file types and the
total size of the files. Once the summary is performed, a report may be generated, ••
the summary database can be saved to queue for processing at a later date, or you
can begin importing into LAW. The file summary feature is a useful tool when
submitting bids for projects, making the decision to process internally, or ••
determining how the files will be processed and delivered in native, tiff, or paper
format.
••
Summarizing the Source Queue
••
1. Within the LAW main user interface, select File-Import-Electronic
Discovery. The LAW Electronic Discovery Loader will appear.
••
2. Select the Source(s) you wish to inventory.

••
••
••
••
••
••
3. Within the LAW Electronic Discovery Loader select Tools-Summarize ••
Queue.
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 54


••
••
•• 4. A File Type Summary Progress dialog will appear providing a status of the
inventory process.

••
••
••
••
••
•• 5. Once complete, the File Type Summary dialog will appear.

••
••
••
••
•• 5 Outlook Item
76 Adobe Acrobat Document
I ~ PFL File ..

••
~"~ ~~ ,~-.,~.-~...~~~~~,.~

3 Microsoft PowerPoint Slide Show


6 Microsoft PowerPoint Presentation
. 4 'Office Dat.~ File ~ ~ ~ ....
I ~ RAR File

••
•• Initially files are identified based on their file extension. The All tab will
display e-docs and e-mail attachments. The E-Oocs tab displays those found

••
as electronic documents while the E-mail Att. tab summarizes initial (first-
level) attachments found within mail stores. Each tab displays the extension,
file count, description, and size.

•• A fourth tab, the Identified tab will identify files based on a file ID as
opposed to the extension of a file. This tab will interact with the electronic

•• discovery loader's file type manager database. When the Identified tab is first
selected it will indicate the File Count and a Description of <Unidentified>.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 55


••
••
••
••
••
••
••
••
6. Click the button to identify the files based on the file ID. The
Identified tab will indicate that files are being identified. Once complete, the ••
Identified tab will reveal the File ID, Number of Files, Description, Application
that will be used for processing, total Size of file types, and Warnings.
••
••
••
6665
••
••
Image Printer 139
29, MS Word for. ~nd~SP0t7u.~;nt : Mi;;'~~ft Word 6188'
53, Adobe Portable Doc,ument Format Adobe Acrobat 15470,
1. HyperText Markup language Internet Explorer 2
I Empty File ,Text/RTF Printer
MS Outlook Personal Folder

••
4 <No Source Specified>
1 r:-"l? Visio Do~men~lf?r.~ing , M~C!O.~?~ ~i.o~_.
2 MPEG Mu~c File (+103v2 Tags)
1 RAR Compressed ArchiVe~ ~
j'MS Windows Media 9 so:e.m

••
The Identified tab will interact with the File Type Manager database making it
possible to select/deselect file types for import into LAW based on the Active ••
list (Include or Exclude) and Action selected in the File Types category of the
Electronic Discovery Loader Settings tab. To use this feature, Enable File
Filtering setting must be selected along with the desired Scope and Action. ••
Note: Changes made in the File Type Summary will be saved to the selected
File Type Management Database, for this reason it is recommended to create
a backup of the selected file type management database. ••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 56


••
••
•• Reviewing Files

If desired, you can review specific file extensions prior to loading them into LAW.

•• This feature may be used to determine if a file type can be opened and viewed in
another source application and assigned accordingly. To review files:

•• 1. Choose a tab, if files are Identified it is recommended to choose the


identified field to ensure suspect file extensions are also included.

•• 2. Select the file type you wish to review.

•• 3. Click the button, to launch the Files dialog.

••
••
•• c: \LAW50Tr aining\EDocs\
c: \LAW50Trainlng\Epocs\
c: \I.AW50Tr~ining\EDo~~C '
c :\LAW50Training\EDocs\
5-2 to 5-13 Time sheet.xls
. 6-1 to 6-15Time sheet. xis
,::§:l,t;~tOt;-301.i!""'.~.b~e.t~~TS::=~" ,,~~,9
: 7-1 to 7-15 Time sheet.xls

•• C:\LAW50Tr aining\EDocs\"
c: \LAW50Tr alning\EDocs\
c,:\i.~~?i:ll!~ining\Ep~~A
c: \LAW50Tr aining\EDocs\
bluetr~ce concordan~e fields. xis ""
HOUSE INFO w doc.xls
0" • ,~,

,!:i,oLJSE: INFO. xis


!LAW _matrix.OOl
".,' '¥~

~.l
~'" ' _

••
I

C;\i.AW50Trail1~g\EDoc~\ I proprties. xis


.1I",stl "xis
[I est2. xis
Test3.xls

•• . Test4.xls
···:'Test5. xis

••
••
•• Within the Files dialog you can use t~e button to launch a selected

•• file. The Prev Set and Next Set

feature LAW El
buttons navigates to the
previous or next set of file descriptions. You can also use the searching
to search based on folders, filenames,

•• descriptions, and size. Choose the Exit button to close the Files Dialog.

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 57


••
••
Generating a Report
••
A report may be generated for distribution to interested parties. The report
generated is based on the native file extension.
••
To generate a report:

••
••
1. After creating the summary, click the reports button. The View
Report dialog will appear.

••
••
••
••
••
••
••
2. Choose the appropriate report, currently only one type of report exists. If
desired, choose to apply a logo to the report. The logo will be an image
format and will be placed on the upper right corner.

3. Click <View Report>. The Summarize Files by Native Extension report will
appear. ••
••
••
••
File Type DetaIl:

Ext.
001
AVl
FIJe T)lPBDeKrtpton
OOfFie
v~a1J
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E-.......

1_
0<.

".
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0
14
0"
",MB
0<.
,
14 ""'"
12MB

".
••
••
0 1

,_"'.
lobGt'osofIOffic:eExcelCOI!lITJIII5ep«etedV8IlJesFlle
II'"
.-
OAT DATFIle 0 O<B 1 1'"
Dli 011 Fie 1 0 O<B 1 JKB
DOC
..f'O
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JPEOlmage '", 30_ "0 0<. ", 13O<B
LST LST fie I,," 0 OKB I""

"...

••
MP3 M113 FormatSOl.lfld 0
MSQ Otllooklem 0
OPTFMe
"'" 0
49

••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 58


••
••
•• There are two sections to the report: File Type Summary and File Type Detail.
The File Type Summary provides the Files and File Size based on E-Docs,

••
Archives, E-Mails, E-Mail Att., and Total. E-Mails are e-mails contained within
mail stores. The E-mail Att. are the attachments contained within the e-mails.
The File Type Details section provides a break down of each file type based on

•• the extension and if the file was an E-Doc or E-Mail Attachment. NOTE: The
summary is an estimation of the "Bursted" or expanded amount and is only
met to be used as a tool to determine the file types and how they will be

•• handled. While close, the file size will not be exact and should not be used for
billing purposes.

•• 4. You can select <Print> to print the report or File-Save As to save the
report. By default a report will be saved in an RDF format, however reports
can also be saved in Adobe *.PDF, Excel *.XLS, Text *.TXT, HTML *.HTM, or

•• Tiff * .TIF format. Enter a File name, choose the appropriate type, then click
<Save>.

•• Saving File Summaries

••
Summaries may be saved and accessed at a later date. This feature is often used
when a file summary was performed to determine the course of action for the
electronic discovery. Once a decision is made, the summary can be opened, file

••
types can be specified for the import (files are identified and "Enable File Filter" must
be selected), then added to the Source Queue for import.

••
To save a summary database:

1. Within the file type summary, click the Save As button or choose

•• File-Save As. The Save summary database dialog will appear.

••
••
••
••
••
••
•• 2. Choose the location to which you wish to save the summary. Summary
databases can be saved in any location desired. Choose a file name, by

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 59


••
default the name of the summary is LAWS_EdSummary. If saving summaries ••
in the same location, you will want to come up with a naming convention for
the summaries making it easy to select previously ran summaries to start the
import process. The summary will be saved as an * .edsd file type. Click ••
<Save>. The summary database is saved accordingly.

Accessing a Saved Native File Summary Database


••
A saved file type summary may be opened and reviewed. Once opened, the ••
summary may be queued to the electronic discovery loader for processing. To open
an existing file type summary:
••
1. Open or create the case then select File-Import-
Electronic Discovery. The Electronic Discovery
Loader dialog will appear. ••
2. Select File-Open Summary.
••
3. The Select summary database dialog will appear. Browse to locate the
appropriate summary database. Click <Open>. The file type summary dialog ••
will appear. Review files if necessary. If preparing to process the files and
Enable File Filtering is selected, select or deselect file types for import through
the Identified tab. ••
4. The Summary Database can be used to add the
sources to the source queue for import. Within ••
the File Type Summary select Tools-Enqueue.
Sources selected at the time of the summary will
be added to the Source Queue tab of the ED
identify Files

••
Loader.
••
Once added, it is possible to add additional sources to the Electronic discovery loader
for processing and/or re-summarizing. It is not possible to select multiple saved
summaries for processing at one time.
••
Note: In order to queue a summary database for import, the sources must reside in
••
••
the location from which they were originally located.

••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 60

••

••
••
•• Importing Electronic Discovery

•• Now that you understand the Electronic Discovery Loader you can begin to import
electronic documents.

•• To import electronic discovery:

•• 1. Select File-Import-Electronic Discovery. The LAW Electronic Discovery


Loader will appear.

•• 2. Identify the Default target folder, Session label, Default custodian (if
applicable), and DocID Seed.

•• 3. Add items to the Source Queue by choosing the sources you wish to <Add> for
processing. Identify individual Sources, Custodians, and Target Locations if
applicable.

•• 4. Click <Next> to go to the Settings tab.

•• 5. Select the Settings based on best practices and/or the project specifications.

6. Click <Start>. A Confirm Settings dialog will appear. Confirm settings, then

•• click <OK>.

ft Confirm Settings ~

•• ,
Archives
En-abled
Nes:tfilenames
TRUE
TRUE

•• Load arohive Items: as aHachments: TRUE

Compound Documents
EnJlbled TRue

•• E-Mail
Sorting
Msgfotmat
Convert dAtes: to GMT
Sort By: Received, Direction: Desc&nding
FALSE
FALSE

•• Output
Scheme

Cate:gory .!Stop level folder


Relative (Output path is relathte to sEJE!ciion)
(Applicable tQ. SD(lcselemtons only)
TRUE

••
SOUtce name astop level folder TRUE
Ensure foot(luiputfoldet is unique TRUE

Filetype Filtering

••
Enabled FALS.E

I OK II C.ncel I

•• Hint: Obtaining a screenshot of the Confirm Settings dialog may be useful to


ensure settings are consistent with best practices and project specifications.

•• 7. The Electronic Discovery Loader will first inventory the files, then it will begin to
load the documents into LAW. A progress dialog will appear during the import
process. The Progress dialog will indicate the source it is currently processing,

•• how many records have been processed, and how many are remaining. In
addition, it will identify any issues encountered with the files being processed.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 61


••
••
••
to be processed.
Mail Stor~i "' ••
••
items ready to be processed.
11 ••""on.fi'old"",-U02 Mail Stores]
lems ready to be processed,
11_".", _. __ .• - --- [outlOok Mail storesi .".
Inv~ory .~omplete 50 items re~ t? be ~oc:ss~~

_
1IemsDis_: 9
Records Written: 9
Processing item 9 Of 193
Errors: 0
WarningS: 0
FIetype E><eeption" 0
OupIIcotesDetected:9
CondItional Exclusions: 0 ••
••
Incomplete (FaIled): 0 _E"",""",,: 1
Size: 33.06 M8

EIopsod: 00:00:02

••
••
Note: After the inventory, you can <Cancel> or <Pause> an import process
at any time. To restart the process, select File-Import-Electronic Discovery,
then select File-Sessions. Select the appropriate session, then click

••
<Resume>. The session will resume. For more information, see the
Cancelling and Resuming Sessions section.

••
8. Once the import process is complete, the Complete dialog will appear
providing a report the documents imported. There are two tabs: Containers,
which identifies each Source Container and indicates a summary of each
container, and Summary, which will display a summary of all containers.

••
F< Rems Processed (J 93 of 193) Elapsed Time: 00:00:43
Items Discovered: 284
s Records Written To LAW: 281
E-MaiIs:: 99 ••
••
Attachments: 91
Archives: 9
Archi ....e Items: 21
Total Size Written To Law: 75.82 MB
H Messages (96)

••
b Duplicates Detected: 93 I
Desc: Deduping at globallelfel. If dup then add record and file (sets duplicate attribute)
Suspect Extensions: 3

••
••
9. Clicking <View logs> will launch the Session Viewer. The Session Viewer ••
••
provides you with the opportunity to view important information about the
session such as warnings and errors. It is important to review these to ensure
all records were imported into LAW. The Quality Control-Session Viewer

••
section provides additional information about the Session Viewer.

LAW EDD Training Manual


January 2009 Version 5.3.08 Page 62

••

••
••
••
••
••
. wlMod; 51)J12OO79:44:1:3 AM
Created: 513012007 9:44:11 AM
,From:
S"",""
SenIOn:
Received.
Law 10: 238

••
,LawPalh: EOO Training\EOD Trai1i1g
Law Doc Order. 1
~ ContainerDetaih
Nmne:EDDTrail'ling
(Or) N5Jle: EnD Tf1!lining
Type:EDocFoIdef
P«h: C"\MeldownTraining\meidown

••
trainng\EDDTrM'ling\

••
••
Note: The Session Viewer is an external viewer and is not linked to the LAW
database. Click <Exit> to close the Session Viewer.

••
10. Click <Exit> to close the summary. If one or more post import options were
selected, the dialog will close automatically after the specified number of
seconds (see Post Import Actions). The post import action will begin. When the

••
Complete dialog closes.

11. If no post import options were chosen, text was extracted, and you are working

•• with SQL or SQL Express, the Update Full Text Index dialog will appear
immediately after closing the Progress dialog. If you select <Yes>, then text is
indexed and will allow key word searching. If you choose <No>, you will be

•• able to index at a later time.

Update Full Text Index ~'"

•• Would you like to index any imported text at this time?

NOTE: You will not be able to perform full text searches

••
on new documents until they have been indexed.

r ves'.1 No

•• 12. Once full-text indexing is complete, a prompt will appear, indicating how many
files were indexed. Click <OK>.

•• Electronic documents are now imported into LAW, it may be necessary to refresh LAW
in order to see the documents. To refresh: within the folder view, double-click the root

•• folder (top folder); all imported folders will be expanded. Select a folder, expanding
subfolders if necessary until records appear within the record list.

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 63


••
Cancelling and Resuming Sessions
••
Each time electronic documents are imported into a case, a session is created. This ••
session is tracked within the Electronic Discovery loader and Session Viewer. Once files
are inventoried, it is possible to cancel the session, resuming at a later time. When
the import process begins, a Progress dialog will appear. The LAW Electronic Discovery ••
Loader will first inventory the sources for process, and then it will begin to process the
files.
••
••
••
••
••
••
••
••
The inventory process creates an entry for each item in the session database. After the
inventory is performed, the import process begins. The progress dialog will change to ••
indicate the files are being processed.

Once inventoried, it is possible to cancel and later resume the session. To cancel a ••
session:

1. Select <Cancel>. A Confirm Cancellation dialog will appear. ••


••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 64

••

••
••
••
2. There are three options:

• Safe Cancel (Recommended)-stops the process once the current item is

••
complete.
• Normal Cancel-immediately stops the process and does not complete the
current item.

•• • Continue-resumes the import process.

Choose the appropriate option; the process will stop providing a summary of

•• the already imported documents. Note: After cancelling, any enabled post
import actions will be initiated after the summary dialog is closed.

•• Resuming a Session

To resume a previously cancelled session or review the status of a session:

•• 1. In LAWs main user interface select File-Import-Electronic Discovery.

•• 2. The LAW Electronic Discovery Loader dialog will appear.

••
3. Select File-Sessions, the Session Browser appears listing all sessions ran for
the case so far.

•• :.. Session Cleated On 7112/20071:18:22


y ......d•• (1)

••
: SIiJS$ionCreatedOn711112OO711: .
Older (0)

••
••
••
•• 4. Select the desired session, a summary about the session is displayed. The
Status will indicate if the session was Completed or Cancelled (recoverable).

•• 5. Select <Resume> the Electronic Discovery Loader will resume importing the
cancelled session.

••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 65


••
••
Quality Control - Session Viewer
••
Each time electronic discovery is imported into LAW, a session database is created.
The session database will provide information, such as errors and warnings, about the
electronic documents selected for import. As a best practice, the Session Viewer ••
should be the initial point of quality control. It will provide you with information about
the records created in LAW as well as files that were not imported into LAW.
••
Opening the Session Viewer and Session
••
••
To view a session, use one of the following methods:

• After a session has been imported, click the <View Logs> button on the


Complete dialog.

Through the LAW Electronic Discovery Loader: ••


1. In LAW's main user interface, select File-Import-Electronic Discovery.
The LAW Electronic Discovery Loader dialog will appear. ••
2. Select File-Open Session. The Session Browser appears listing all sessions
ran in the current the case. ••
3. Select the desired session. A summary about the session is displayed. The
Status will indicate if the session was Completed or Cancelled (recoverable). ••
4. Click <View Session>. The Session Viewer will open the selected session
database. ••
••
••
••
••
,... Re,,"ved : 12119120058:45:53 PM
: law ID: 100
: ···Lo.. Path: 00ICC'\E-Do<:\EDoc.\EDo'''!I
, law Doc Order: 1 ••
L ,Name: EDocs
~ ····(Or.) Name: EDocs

••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 66


••
••
•• Reviewing the Session Viewer

•• The Session Viewer displays the session database in a grid view. Items appearing in
bold are either parent documents or documents that are not, and have no,

••
attachments. The Session Viewer is divided into five categories.

••
••
'~:140
Folder: J
fileSJze: 10110
·"lMtMOd :
;
;
-Created: ;
:SarahS/m$<Weh,~

••
'···From
5ubJect:[~Trainers)D«aI',
'SentOn: 12JJ9J20058:45:16PM 1
I Received: 12119/20058:45:53PMr
··lawID:l00 r
-law P8th: OOlCD\f-Doc\fDocs\EDor,

••
.. Law Doc Order: 1

••
••
••
•• (1) Tabs: There are 10 tabs displaying query results from the session database. The
tabs provide information about the files selected for import.

•• • Sources - Lists all sources that were included in the session. If a source-
level failure occurred, this tab will provide the error message in the row of

••
the item that failed. A sample of a failure is a password protected source.

• Incomplete - During the inventory process, a record is created in the


session database for all files contained within the selected sources. When

•• the Electronic Discovery Loader begins to process the files, the record is
created in LAW. The Incomplete tab lists any records that did not complete

••
the import process. An incomplete file is often a result of a cancelled
session, due to a problem file that caused a crash during the import, or a
corrupt file.

•• • All - Lists all records created during processing of the session. This includes
those files that are otherwise excluded from import into LAW. Excluded files

•• •
may be from conditional, deduplication, or file type exclusions.

Warnings - Lists records that received some sort of warning message

••
during the import. The record is created in LAW and a warning message is
logged in the ErrorMsg field for the affected records. Samples of a warning

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 67


••
message are: No text was found in specified file; Compound document ••

extraction, and File is encrypted.

Processing Errors - Lists records that received an error message during ••


the import. These documents may still be imported into LAW despite the
error. If imported, the error message will be logged to the ErrorMsg field for
affected records. While records containing a process error are often ••
imported into LAW, it is recommended that you verify to ensure the record
was imported. The DocID can be used for verification. A sample of a
Processing error would be a failure of Meta data extraction. ••
• Commit Errors - Identifies records that received an error during the
import. Typically, documents receiving commit errors were unable to be
••
imported in LAW due to the error. Commit errors could be a result of a lost
connection between the Electronic Discovery Loader and the LAW database
caused by a SQL or network connection drop. ••
• Duplicates - Lists records that were flagged as duplicates during the
import process. These records mayor may not have been imported, ••
depending on the selected action in the Deduplication settings. The Dedup
Action field will indicate whether the duplicate record was Included, Partially
Excluded, or Excluded.
••
• FT Filtered - Lists records that were filtered based on the Include or ••
••
Exclude list. The documents mayor may not have been imported into LAW,
depending on the selected action. The Filter Act. field will indicate if the file
was Included, Partially Excluded, or Excluded.

• Condo Excluded - Lists documents that were excluded based on the


predefined exclusion settings in the Electronic Discovery Loader Exclusions ••
••
category. These documents are not written to the LAW database.

• Suspect - Lists records that were determined to be suspect files based on

••
the file extension and file header. LAW validates all files to ensure the
original file extension reflects the actual file type. An example of a suspect
file is a Word .DOC extension that was renamed to a .001 extension.

••
Suspect files are imported into LAW. The SuspectExt field in LAW will
contain a Y value if it is believed to be a suspect file.

(2) Case Paths: This section of the Session Viewer allows users to browse to a case
list, which will populate the drop-down list with all cases contained within that case list
database. Users can then choose a LAW case from the list and view session logs for ••
that particular case.

(3) Sessions: Provides a list of all sessions ran for the case. The session will be ••
named according to the Session Label specified by the user in the Electronic Discovery
Loader.
••
(4) Fields: Lists the fields available for display for the currently selected tab. Check
the box beside a field to display it in the grid.
••
LAW EDD Training Manual
••
January 2009 Version 5.3.08 Page 68

••

••
••
••
(5) Document Properties: Displays certain Meta data and other information specific
to the selected record. The properties for attachment records will contain information
about the parent record as well.

•• What to Review in the Session Viewer

•• The Session Viewer provides information about the session and the documents
selected for import. While some records receiving warning or error messages are
imported in LAW and recorded in the ErrorMsg field of the LAW database, other

•• documents may not be imported. An important aspect of the Session Viewer is


providing users with information about the documents that were not imported into

••
LAW.

When reviewing the Session Viewer, special attention should be given to the following

••
tabs:

• Incomplete: This indicates the file was inventoried, creating a record in the

••
session database, but has not been imported into LAW. Resuming a session
may resolve an incomplete item.

•• • Processing Errors: While documents receiving a processing error will typically


be imported in LAW, it is recommended that you verify the record exists in
LAW. The DocID can be used as a reference to ensure the document is

••
imported.

• Commit Errors: A commit error is a result of the record not being committed

••
to the LAW database. Commit errors should be addressed immediately. One
method of resolving a commit error is to utilize the Insert-Electronic
Documents feature. (See Inserting an Electronic Document).

•• You may also want to review the following:

•• • SuspectExt: Files that were determined to have suspect extensions are listed
in the SuspectExt tab. Interested parties should be made aware of any suspect
extensions that appear to be intentionally changed. Looking at the Meta data

•• •
information may help to determine whether the files were intentionally altered.

FT Filtered: If file filtering was enabled, this tab will provide list of all files that

•• were excluded or marked for exclusions based on file type. The file mayor may
not have been imported into LAW, depending on the action selected.

•• • Duplicate: If de-duplication was enabled, the action chosen will determine


whether the file was imported in LAW.

••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 69


••
••
Exporting Session Data
••
Data contained within the various tabs of the Session Viewer may be exported to a
.CSV or .TXT file format. This feature is useful when generating reports. For example,
you have enabled file filtering and chosen to exclude the files from the import (File ••
Types). You wish to generate a report of all files that were excluded and provide the
report to the appropriate parties. Following are the steps necessary to create such a
report. The directions assume the Session Viewer and appropriate session is already ••
open.

1. Choose the tab containing the data you wish to export. For this example, FT ••
Filtered is selected.

2. Within the Fields section, select the fields you wish to export. For this example: ••
Folder, Filename, DocExt, and FilterAct are chosen.

3. Select File-Save As. Enter a file name, select the file type, and choose the ••
location to where you wish to save the file. Click <Save>. The current tab will
be saved in either CSV or TXT format.
••
Note: Each tab must be saved separately; there is currently no way to export all tabs
at once through the Session Viewer. ••
Opening the Session Viewer Outside of LAW ••
The Session Viewer is its own application and may be opened outside of LAW. To open
the session viewer: ••
1. Browse to the LAW executable directory.
••
2. Open the EDLoader folder and locate the EDLoaderLogViewer.exe. Launch
the viewer.
••
3. If not already selected, locate and select the LAW case list (caselist.mdb). All
cases contained within the case list will be available in the drop-down list.
••
4. Select the case you wish to view. The case will open, listing all sessions. The
sessions are named by the Session Label specified at the time of import.
••
5. Highlight the appropriate session. The session data is now viewable in the
Session Viewer.
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 70

••

••
••
•• Documents Are Loaded. Now What?

•• The Electronic Discovery Loader loads native files, extracted text, and Meta data into
the LAW database. While settings may change based on the project specifications, the

•• process of importing is the same regardless of the project. However, once imported
into LAW PreDiscoveryTM, the next course of action will often depend on the project
specifications as well as policies and procedures that have been set forth. For example,

••
if all documents are to be converted to TIFF format you may wish to identify files that
are supported and unsupported for Tiff conversion. Additionally, you may want to
obtain an estimated page count. This action may not be necessary for a native file

•• production.

Following are samples of actions that may take place based on the three common

•• workflow scenarios: Tiff Conversion, Native Review, or "Mudroom" review.

Tiff Conversion or Printing to paper

•• •

Obtain ED Reports of supported/unsupported file types for conversion
Obtain estimated page counts

•• •


Review and address errors (may be delayed until after TIFF conversion)
Batch Process - Tiff Conversion or Paper format
Perform Quality Control of errors

•• •


Review problem files, such as Excel
OCR images that do not have extracted or printed text
Assign page-level numbering

•• •

Endorse Images
Export to litigation support database

•• Native File Review

• Review and address errors received during the import process

•• •


Identify files not containing text, convert to tiff, OCR if necessary
Review duplicate files, perform query to exclude duplicate files
ASSign document level numbering

•• • Export native files for native review

"Mudroom" Review

•• •

Review and address errors received during the import process
Identify files not containing text, convert to tiff, OCR if necessary

•• •


Perform full-text index
Create tag fields
Identify relevant files through data and key word searches

•• •

Convert to tiff relevant documents
Perform Quality Control of problem files

••
• Review duplicate files, perform query to exclude duplicate files
• Assign appropriate numbering
• Export to litigation support database

••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 71


.'•.1
For purposes of training/ a foundation will be established by first focusing on the
actions that will normally take place with a project requesting that all supported ••
documents are converted to tiff. After working through the five key processes once/
processes will be reviewed while new features will be introduced.
••
Project Scenario - Tiff Conversion
••
••
You received a CD of electronic files and have been asked to convert all supported
documents to TIFF format/ assign and endorse a unique page level number/ and
export native, TIFF/ and text files to Concordance. The electronic documents are

••
imported, you reviewed the session in the Session Viewer/ no errors or warnings exist.
It is your policy to obtain a report of supported/unsupported documents as well as
estimate page counts. Following are a list of actions based on project specifications
and policies that will be taken to complete the project:

• Extract ED Page Counts ••





Obtain ED Report or supported/unsupported documents
Convert documents to TIFF
Perform Quality Control ••



Assign page-level numbering
Endorse images
Export ••
••
••
••
••
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 72 ••
••
••
••
•• Extracting Page Counts and Obtaining ED Reports

•• Once documents are imported into LAW, it is possible to obtain estimated page counts
and generate reports of supported and unsupported file types for TIFF conversion or

••
printing. The page counts and reports may be useful when determining course of
actions for the project.

•• Extracting Page Counts

•• LAW has the ability to provide estimated page counts for most of the common native
file formats that have been imported into a LAW case via the Electronic Discovery
Loader ("ED Loader"). These page counts may be obtained without the requirement of

•• printing to paper or converting the native file to TIFF. LAW performs the page count
extraction by opening the files in the native application listed in the SourceApp field
and retrieving the page count value. Since some source applications are unable to

•• provide an exact page count without actually sending the document to a printer, the
page counts returned using this process should only be considered an estimated page
count. To obtain a more accurate page count, convert the native files to TIFF.

•• The Extract ED Pages feature is located in the stand alone grid view. Only records
visible in the standalone grid will be processed. Therefore, the process can be

•• executed on all records in the case at once or on certain subsets only. For purposes of
this document, page counts will be extracted on all records. Extracting Page Counts:

•• 1. In LAWs main user interface, select Tools-Display All Records or click on


the toolbar. The Search Results dialog will appear displaying all records in the
case.

•• 2. Select Tools-Extract ED Page Counts. The Extract ED Page Counts dialog will
appear providing a status of the extraction process.

••
••
••
•• 3. Once the page count is complete a Page Count Extraction Complete dialog

••
appears displaying the number of files processed, pages discovered, elapsed
time, speed, and number of errors.

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 73


••
••
••
••
••
4. Click <OK> to close the Page Count Extraction dialog. If errors occurred during ••
••
the process, a Page Count Extraction Error Log dialog will appear.

••
••
5. Click <Yes> to review errors. The Log Viewer will appear providing a list of all ••
errors received during the page count extraction. If <No> is selected, the error
log may later be reviewed by selecting Tools-Log Viewer -Page Count
Extraction Logs from the main user interface. ••
••
••
••
••
••
ED Pages Field
••
The resulting page count estimates are logged for each record in the "EDPages" field. ••
This field is created automatically if a case is enabled for electronic discovery when
creating a new case in LAW. The EDPages field is also used to store the number of
pages actually printed to paper when using the E-Print batch process. If this field does ••
not exist in the case, it may have been created with an older version of LAW that did
not create this field automatically. If this occurs, create the field manually using the
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 74


••
••
••
field editor (Index-Modify Fields). Name the field EDPages, choose Document-Level as
the table, and Numeric as the field type. The absence of the EDPages field can also
indicate the case is not ED-enabled. This feature is not supported for non-ED records

•• Supported Source Applications

•• Certain source applications do not support page count extraction, such as Microsoft

••
Outlook and Quick View Plus. See the table below for a complete list. If a page count
cannot be extracted, a warning message will be returned to the error log. Also, the
page counts for items with a source application of Microsoft Excel will be estimated
based on the TIFF/E-Print Excel print options currently set in the LAW case (Tools-

•• >Batch Process->Options->TIFF Options->Excel).

••
Source Applications Supporting Page Count Extraction:

Source Application Supports Page Additional Notes

•• Adobe Acrobat
AutoVue Suite
Count Extraction
Yes
Yes

•• Binary/Hex Printer
Corel WordPerfect
Yes
Yes

•• eDrawings Viewer
Image Printer
Internet Explorer
Yes
Yes
Yes
Reads the page count from the image.
Uses the alternate HTML engine to

•• calculate page counts. Therefore, the


output may not exactly match the output

••
printed with Internet Explorer.
Microsoft Excel Yes
Microsoft Outlook No

•• Microsoft PowerPoint
Microsoft Visio
Microsoft Word
Yes
Yes

••
Yes
Quick View Plus No
Shell Printer No

•• Snapshot Viewer
Text/RTF Printer
Yes
Yes

••
VoloView Express Yes Always returns a page count of 1.
<No Source No Always returns 1 page to account for a
Specified> slip sheet.

•• Warning: Extracted page counts are estimates only. Converting the native files to

•• TIFF or printing to paper will yield a more accurate page count result.

••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 75


••
••
••
Obtaining ED Reports
Once documents are imported into LAW I it is possible to obtain a report of supported
and unsupported file types for TIFF conversion or printing. ED Reports are available
through the standalone grid view.

To generate ED reports: ••
1. In LAWs main user interface l select Tools-Display All Records or click
the toolbar. The Search Results dialog will appear.
on
••
2. Select Tools-ED Reports.
••
••
••
••
••
••
••
3. The Report Preview dialog will appear. There are four reports that can be ••
generated in LAW:

• Supported Files By Type: Lists all supported files loaded via ••


Electronic Discovery Loaderl grouped by file type. The term
'supported' refers to records that have an application assigned in the
SourceApp field. The report contains paths to each file l a total count ••
of supported files, and a count of supported files for each file type. If
the EDPages field contains datal these values will also be included in
the report. ••
• Unsupported Files By Type: Lists all unsupported files loaded via
Electronic Discovery Loader, grouped by file type. The term
'unsupported' refers to records that do NOT have an application ••
assigned in the SourceApp field «No Source Specified». The report
contains paths to each file l a total count of unsupported files, and a
count of unsupported files for each file type. If the EDPages field ••

contains data these values will also be included in the report.
Supported Files By Type (Condensed version): This report is
similar to the Supported Files by Type report, but does not include ••
paths/filenames to each individual file. The report contains a total
count of supported files and a count of supported files for each file
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 76

••

••
••
••
type. If the EDPages field contains data, these values will also be
included in the report.
• Unsupported Files by Type (Condensed version): This report is

•• similar to the Unsupported Files by Type report, but does not include
paths/filenames to each individual file. The report contains a total
count of unsupported files and a count of unsupported files for each

•• file type. If the EDPages field contains data, these values will also be
included in the report.

••
••
•• - Unsupported file. By Type

- Supported file. By Type (Condensed)

- Unsupported file. By Type (Condensed)

••
••
••
4. A watermark, such as a company logo, may be applied. To apply a watermark,
check the "Apply watermark to reports" option then browse to locate the image
file you wish to apply. The watermark will be applied to the upper right corner

••
of the report

5. Click the name of a report from the list or choose it from th.e "Selected Report"

••
drop-down list. The Report Preview dialog will display the report. If performed,
the estimated page count will appear on the report. Once the report is opened,
it can be printed (File-Print) or saved in PDF or HTML format (File-Save).

••
•• Supported Files By Type (Condensed)

••
Description ED Poges FDes
.adobe Portl9ble Document Format 668 44
Comma Sepsrated VeluesTe:ti File 1
HwerT ext Markup Language 101 68
JPEG File Intetehange FMe 6 6

••
MS E )CelWorksheet/Add-tnfTempiate 52 26
MS PO'J'el'Point SlideslA:k:l-on 137
MS Rich Te:t Format Dorumeni 9
lIAS Visio 314 Oocum ent,orSll'llngJShapesfT e 0 1
MSWord forWirIdo\o\s:DOClIment (OLE) 229 32

••
Tfig 1m age File Form at(lntel) 5
Te.ld:FHe 13

1,222 204

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 77


••
••
Batch Processing-Converting to TIFF
••
If the project specifications require documents to be produced to TIFF format, after
loading electronic documents and reviewing them, the next logical step is to convert
documents to TIFF. The TIFF conversion option is located under batch processing. ••
To open the Batch Processing dialog:
••
• From the main user interface or standalone grid view, select Tools-Batch
Process. ••
••
• From the main user interface, standalone grid view, or embedded grid view

click the Batch Processing icon

The Batch Processing dialog will appear. Within this dialog, users are able to perform:
Document Numbering, Image Cleanup, Endorse Image, OCR, Print (Standard-Image
Only), E-Print (Ed-Native Files), Scan for suspect footers, TIFF Conversion, and Update ••
Page Data.
••
••
••
••
••
••
1. Options: Provides options unique to the different batch ••
processes. When selected, the menu options will appear.
2. Processes: Lists the processes that can be performed
during batch processing. ••
3. Selected Documents: Documents selected for Batch
Processing. There are three ways to select documents: All
Documents-processes the entire database; Current Record ••
Set-processes documents from a filter or search results;
Selected Documents-select folder(s) or document ranges
for processing. ••
4. Sharing: Sharing allows you to distribute batch processes over multiple
workstations. The batch processes that can be shared are: Image Cleanup,
Endorsing, OCR, Tiff Conversion, and Scanning for suspect footers, and Update ••
Page Data.
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 78

••

••
••• TIFF Conversion

•• Tiff conversion is the process of converting native files to TIFF format. The scope of the
project will depend on when or if files are converted to TIFF format. Some projects will

•• require all supported files to be converted to TIFF. If this is the case, TIFF conversion
may take place immediately after the import of electronic documents. If the scope of
the project requires a review of the native files, then the TIFF conversion will take

•• place later.

The "TIFF" process will be used to batch convert native files to TIFF images, or to

•• reprocess files already in the TIFF format. The documents to be included for processing
are determined by the user; anywhere from one document to the entire case may be
sent for TIFFing at one time.

•• Establishing TIFF Options

•• Before converting to TIFF, options specific to TIFF conversion should be reviewed

•• and/or set for processing. Project specifications, policy, and best practices are used
when establishing TIFF Options.

•• In the Batch Processing Dialog select Options-TIFF Options... , the TIFF Conversion
Options dialog will appear.

••
••
••
••
••
••
••
••
•• The TIFF Conversion Options dialog is grouped by categories.

•• LAW EDD Training Manual


January 2009 Version 5.3.08

••
Page 79
••
••
••
Acrobat

The Acrobat option is used when experiencing problems while printing PDF documents.

••
LAW prints PDF documents with a default PostScript level of 3 to prevent possible
problems with PostScript printers. This setting may be modified by enabling "Allow
Binary Data".

E-Mail
••
The E-Mail option allows the printing of e-mails directly from Lotus Notes instead of
using the HTM output file created during Electronic Discovery Loader imports. Using
this option, the output retains the original Lotus formatting, including inline images ••
and RTF content. The E-Mail option is selected by default for new cases.
••
••
••
••
••
Note: When using this option, the Lotus mail stores (* .NSF) must remain in same
location from which they were imported. The E-Mail option requires access to the ••
••
source mail store during the print process. If the mail stores are moved after the
import, attempts to access the store will fail and error messages will be logged for all
e-mails.

Excel
••
The Excel Category provides you with an Override Default Settings which may be
used to ensure specific settings are established for processing Excel files. This includes
the Orientation of the file; Scaling of files; what to Print; and Page Order of the file.
••
Note: Excel files are challenging to process for various reasons. First, an Excel file may
have never been set up for printing. Second, there could be formatting or spacing
••
throughout the entire document which will cause excessive pages to print. For this
reason, we encourage you to QC Excel files after converting to Tiff or printing to paper. ••
••
Depending on the scope, Excel files may need to be manually edited then reprocessed
using Single-Document AKA One off printing.

••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 80

••

••
••
••
••
••
••
••
••
••
•• Override options include:

•• • Orientation: Use this option to choose whether to print in Portrait or


Landscape mode. The most common method will be Landscape.

•• • Scaling:
• Auto-Size Columns: Adjusts the column sizes so the information

•• contained within the cell is not 'cropped' or hidden by an adjacent


cell.

••
• Fit to Page: Forces the entire spreadsheet to fit onto one page when
printed. Caution: This option may cause unreadable or extremely
small font sizes if the sheets are very large. This feature is not

••
recommended if printing Excel files with unknown content or large
amounts of data per sheet.

•• Note: By default, LAW prints Excel files with a 75% ZoomFactor. The
ZoomFactor may be changed in the lawprnsrvr.ini file with the following
entry:

•• [Excel]
ZoomFactor=70

•• • Print:
• Gridlines: Displays the gridlines or cell outlines in the spreadsheet if
selected.

•• • Footers: Prevents sheets from including footers on processed


documents when disabled. This can be helpful if the footer contains
date information that the user does not want included in the output.

••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 81


••
• Headers: Prevents sheets from including headers on processed ••

documents when disabled. This can be helpful if a header contains
date information that the user does not want included in the output.
Hidden Columns/Hidden Rows: When selected, prints any ••

columns and rows that have been hidden.
Hidden sheets: When selected, prints any hidden sheets contained
in the Excel file.
••
• Print black &. white: Forces Excel documents to be printed as black
and white only, removing all background colors and forcing all text to
black. If this setting is enabled, all background fills and patterns are
••

cleared, which can prevent unnecessary parts of a worksheet from
being printed.
Remove repeating columns: Prevents any columns set to repeat
••

from repeating in the tiff output when selected.
Remove repeating rows: Prevents any rows set to repeat from ••
••
repeating in the tiff output when selected.
• Rowand column headings: Includes the headings in the printed
spreadsheet when selected.

••
• Comments: Comments saved in the Excel files can be printed using
this option. They can be shown 'As Displayed' (as saved in the Excel
file) or at the 'End of the Sheet'. If printed at the end of a sheet, the

••
cell and author will be referenced accordingly.

• Page Order:

••
• Down, then Over: Causes the spreadsheet to be printed down the
sheet, then over and back down, if selected.
• Over, then Down: Causes the spreadsheet to be printed across

••
first, then down the columns and back over, if selected.

• Field Replacements: The following Field Replacement options allow users


to specify the actions LAW should take when encountering these types of
dynamic fields in a document.
• Date/Time: Users may choose how to deal with date and times stamps ••
with one of the following options:
• Do not modify (Print as is): prints as it appears when opened.
• Do not print: does not print the date/time field. ••
• Replace with date created: uses the date and time created.
• Replace with modify date: uses the last modified date.
• Show field codes: uses the field code instead of a value. ••
• Filename fields: There are four different filename field options.
• Do not modify (Print as is): prints the current path and filename.
• Do not print: does not print field value. ••
• Remove path from filename: removes the path from the
filename.
• Show field codes: uses the field code instead of a value. ••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 82

••

••
••
•• HTML

•• This category contains options relating to the printing of HTML files.

••
••
••
••
••
••
••
•• • Remove indentation from presaved e-mails (HTML) when printing:
Removes the indentation from e-mails converted to HTML for printing. If
enabled, all indentation will be stripped when printing to prevent e-mail

•• threads from being pushed so far to the right that the output ends up with
very few characters per line. This setting affects only printed output and
does not directly affect the native files.

•• • Use alternate HTML rendering engine for Internet Explorer: This


HTML engine will increase print speeds dramatically for HTML documents

•• printed using Internet Explorer. However, it is not as mature and tested as


Internet Explorer for handling extremely complex HTML and all the
possibilities of malformed HTML that may occur. Although substantial effort

•• has been taken to verify the output of a wide array of HTML documents
printed using this engine, there is no way to test every possibility

••
and LexisNexis cannot absolutely guarantee the quality of any third-party
product. Before using this alternate engine for large scale productions,
LexisNexis STRONGLY encourages users to perform their own tests on some

••
small samples and perform periodic QA on any output produced with this
engine.

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 83


••
••
Image Printer ••
Applies only to image files and may be used to auto-rotate images during the print
process. ••
Image Printer ••
PowerPoint
NOTE, These settings only
Prinl:'!f' application,

~ Auto·Rotate imageo
opply to documents printed via the 'Image

••
••
TIFF Output
Word €I C1ockwi<e (90 <leg)
o Counter-clookwi<e (270 dog)

••
••
••
o Save settings as default OK II Cancel
••
Auto-Rotate Images: This feature will look at the length of the paper size, i.e.
Letter 8'5"X11", if the length is 8'5" and the width is 11" LAW will rotate accordingly. ••
••
The rotation can be clockwise or counter-clockwise. This is useful when printing images
containing a mixture of portrait and landscaped documents ensuring landscaped
images do not print in portrait mode.

••
••
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 84


••
••
•• Passwords

•• Used for password-protected files, known passwords can be inputted when a password
protected file is being processed, LAW will attempt to open the file for processing with
the provided passwords. Acrobat Passwords are limited to three, while MS Office

•• Passwords may be unlimited. To enter passwords, click <ADD>. Enter the value of the
password, then click <OK>. The new password will be added and tried during the
processing.

••
••
••
••
••
••
•• I II
Ds.ve_ .. dof.uIt OK cancel

Hint: For each password protected file, LAW will cycle through the list of passwords

•• until the correct password is found which may reduce TIFF conversion speeds. For this
reason, processing password protected files in a separate batch from other files may
be beneficial.

••
••
••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 85


••
••
PowerPoint
••
••
This category contains options for Microsoft PowerPoint documents converted to tiff or
printed to paper.

••
o Donoll"int dateltimeolamp$
000 not print looter$
o Dc. no\ print header,. ••
••
~ Print.hidden slide.
o Seale tc fd paper
Print ....!:

:Color mode:

••
••
••
o Save set~ngs as default OK .! I cancel I ••
• Do not print date/time stamps: Removes auto-date and auto-time
stamps from a slide before processing. ••
• Do not print headers/footers: Disables the values placed in the header
and footer sections of a slide. The contents of the header and footer fields
can be viewed in PowerPoint under View->Header and Footer ... These
••

are the header and footer sections which will be disabled for each slide if
either of this option is enabled.
Print hidden slides: Forces PowerPoint to print any hidden slides which
••

may exist in the presentation.
Scale to fit paper: Forces the PowerPoint slide to be scaled to the current
••
••
page size.
• Print What: This setting allows users to select the information to print from
the document. The two options are to print only the 'Slides' or 'Slides and

••
Notes'. The 'Slides and Notes' option will place the slide at the top of the
page and any notes made by the creator at the bottom of the page.
• Color mode: Use this setting to adjust the color settings of the printed slide

••
to either 'Pure black and white', 'Greyscale', or 'Color'. NOTE: This setting
only affects how PowerPoint will send the file to the printer, not the actual
printed output. Setting the mode to 'Color' will not necessarily print in color.

••
If color output is desired, the printer must also support color and be set to
color, and if printing to TIFF, the color reduction must be set to 'None' or
'Reduce to optimal palette'.

••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 86


••
••
•• Tiff Output

•• This category is used to establish options specific to the TIFF output. This includes
setting the active tiff printer, selecting color options, identifying output format, printing
placeholders for excluded/unsupported docs, and saving text with images.

••
••
••
••
••
••
••
••
••
••
• Active Driver: Stores the active tiff printer driver. LAW currently supports
the Informatik Printer Driver, LexisNexis® Image Driver (packaged with
LAW), and the Peernet Tiff Image Printer Version 7.0 (must be purchased

••
through Peernet). Click <Setup> to configure printer specific settings.
• Color Reduction: The Color Reduction allows you to choose from four
options: None, Reduce to optimal palette, Reduce to black & white, and

••
Reduce to grayscale. What you choose will depend largely on the scope of
the project. Typically, the Reduce to black & white option will process the
quickest and with the smallest file sizes. All images will be produced in black

••
and white. The Reduce to grayscale option reduces any color files to
grayscale format. The Reduce to optimal palette option will cause the
image to be saved as a color image or black and white image based on the

••
image color properties. If the image contains any color, then the image is
saved in a color format; if no color is found the image is saved as black and
white. Typically, this option will be slower in processing and yield larger

•• fifes. Using the None option is not recommended as larger files will be
produced and processing speeds will decrease dramatically.

••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 87


••
••
• Color Compression: The Color Compression setting allows users to specify ••
••
the compression type of the produced images. The most widely supported
and more commonly used format is the JPEG compression format. This
format will also produce the smallest file sizes compared to the other two

••
formats. The Packbits, LZW, and no compression settings may also be used,
but the file sizes will be larger than the JPEG format and may not be
viewable in the destination application.

••
• Output Format: LAW can produce tiff images in either single-page
(serialized) or multi-page format. If the multi-page format is selected, each
document will have its own tiff image associated with it containing all the

••
pages of the document in the single tiff file. If serialized is selected, a tiff
file will appear for each page within the document. The 'Multipage unless
size is over: N KB' option can be used for printing large files where

••
documents may contain thousands of pages per document (text files for
example). Use this feature to force those documents over a certain file size
to be converted serialized instead of multi-paged. LAW stores the output tiff


images in the <case root>\$Image Archive folder.
Drop blank pages: When selected, LAW will detect any blank pages
created during the TIFF conversion and remove them from the output TIFF ••

image.
Overwrite Existing Files: With this option selected while tiffing, LAW will
overwrite any existing images that were created as a result of a previous ••

TIFF Conversion batch process.
Print placeholders for unsupported/excluded docs: With this setting
enabled, LAW will print a placeholder image for any documents that were ••

included for printing but did not have a source application assigned.
Print placeholders for documents that error during conversion: When
enabled, LAW will produce a placeholder image for any documents that ••

error and could not be converted to tiff.
Template: The Template option offers a drop-down list of placeholder
templates to be used in conjunction with the 'Print placeholders for ••

unsupported/excluded docs' setting.
Save text with images (LexisNexis Image Driver only): When enabled,
the LexisNexis Image Driver will extract text from documents during the ••
TIFF conversion process. This text can be viewed from the main LAW
window. Select the document and then select the Text tab. Right-click the
text and select Open Text (Printed). This feature is often used when single- ••
page text files are to be delivered or when Meta data was included in the
extracted text. Note: Adobe PDF files are not supported for text extraction
during TIFF conversion. ••
• Treat Native TIFF images as images for record (bypass TIFF
conversion): When enabled, LAW will copy the native file to the
appropriate location rather than converting it again, saving processing time. ••
o Force TIFF conversion settings on native TIFF images: When
enabled, LAW will apply the active color reduction, color
compression, output format (multi-page or serialized), and drop ••
blank pages settings to a copy of the native image.
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 88


••
••
•• Word

This category contains options specific to files processed through Word.

••
•• o Do not print hea~
o Do not print footsr<

•• o FOIee repagination before printing


o Log warnings lor Word 9516.0 document.
o Show comment.

••
E!l Show re""'"

DatelTimefieldt:

•• Fdenamefieldt:

••
•• o Save ,ettlngs as default OK II cancel

•• • Do not print headers: Disables printing of headers contained within the

••
Word document. This can be useful if the original document contains
information in the header which is not desired in the printed output.
• Do not print footers: Disables printing of footers contained within the

•• •
Word document. This can be useful if the original document contains
information in the footer which is not desired in the printed output.
Force manual repagination before printing: This option causes Word to

•• •
repaginate itself before printing which can prevent the last line from running
onto the next page in certain conditions.
Log warnings for Word 95/6.0 documents: This option is used to log a

•• warning message for the purpose of reviewing these documents for possible
formatting issues that can occur with some older Word documents. This
makes it easier to isolate, QC, and optionally reprint all Word 95 documents

•• •
if needed.
Show comments: This option enables the printing of comments included in
the Word document if present. Note: Printing of comments on the actual

•• •
page where they occur is only available in Word XP and higher. In prior
versions, the notes will be printed after the last page of the document.
Show revisions in printed document: Some Word documents may also

•• contain tracked changes which can be printed through LAW by selecting this
option. LAW will only print the changes that have been made to the
document if Track Changes has been enabled for the document.

•• • Field Replacements: The following Field Replacement options allow users


to specify the actions LAW should take when encountering these types of
dynamic fields in a document.

•• • Date/Time: Users may choose how to deal with date and times
stamps with one of the following options:

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 89


••
• Do not modify (Print as is): prints as it appears when opened. ••
• Do not print: does not print the date/time field.
• Replace with date created: uses the date and time created.
• Replace with modify date: uses the last modified date.
••

• Show field codes: uses the field code instead of a value.
Filename fields: There are four different filename field options.
••
•.'
• Do not modify (Print as is): prints the current path and
filename.
• Do not print: does not print field value.

••
• Remove path from filename: removes the path from the
filename.
• Show field codes: uses the field code instead of a value.

Saving Defaults
••
The "Save settings as default" may be used to set current settings as the default for
this case and future cases. These settings are stored in the tiffopts.ini file located in
the directory to which the LAW executable is stored. If default settings change for a ••
specific case, LAW will store a tiffopts.ini file local to that case. For that case, the case-
level settings is used as opposed to the default TIFF options.
••
Converting Native Files to TIFF
••
To convert native files to TIFF format:

1. Open the Batch Processing dialog, Tools-Batch Process. The Batch Processing ••
dialog will appear.

2. Establish options based on project specifications and policies, Batch ••


Processing dialog - Options-TIFF Conversion ...

3. Under Processes, select TIFF Conversion. ••


4. Choose the records you wish to process. There are three choices under Select
Documents: ••
• All Documents: Default when accessing from the main user interface and
no grid view is open. The entire database will be processed. ••
• Current Record Set: Processes search results. If either grid view is open,
the "Current Record Set" will be selected and only records in the grid will be
processed. ••
• Selected Documents: Allows you to select folders or ranges for
processing.
• In the selected documents section, click <Select>. The Select Folders ••
dialog will appear. To select folders, place a check in the box to the left
of the folder(s) you wish to process. If you will be processing a
document range within a folder, click to highlight a folder so it appears
••
open.
• Next, select <Set Range>. The set range dialog will appear. In this
dialog select the starting and ending document. All documents will be
••
printed within this range.
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 90

••

••
••
•• 5. If you will be sharing the tiff conversion with multiple workstations, select
Enable Distributed Batch Processing and identify a Name for the distributed
batch (see Distributed Batch Processing).

•• 6. Click <Begin> to begin tiff conversion. The Batch Processing Status dialog
appears displaying the current status of the documents selected for TIFF

•• conversion. If necessary, the batch may be paused or canceled. The <Details>


button expands the Batch Processing Status dialog to display errors that have
occurred.

••
••
••
••
•• 7. Once complete, a Status dialog will appear indicating the Elapsed time, Total

••
pages, Average speed, if the process was completed or cancelled, and if errors
occurred. Click <Yes> or <No> to open and view the Error Log.

••
When the tiff conversion has completed, the newly created tiff images will be viewable
in LAW's image display (Image tab on main interface), and a yellow image indicator
will appear next to each document in the record list (lower right pane on the main LAW

••
form) that now has an image associated with it. Once the TIFF images are quality
checked (QC'd) they may be Bates numbered, endorsed, OCR'd (if no acceptable text
was extracted previously), and exported, if needed.

••
••
••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 91


••
••
Quality Control-Getting Started
••
Quality control (QC) is an essential process for producing electronic discovery. When
processing electronic discovery in LAW, some form of QC will take place after each
process is complete. The extent of QC for that process will largely depend on the scope ••
of the project and policies of the organization. After the import of Electronic Discovery,
the session log is reviewed as well as specific fields within the grid view. After
completing TIFF conversions, quality control is performed to identify errors that ••
occurred during the TIFF process, files that were not converted to TIFF, problem file
types that may need reformatting (i.e. Excel), and files that need to be aCR'd because
text extraction could not take place. While the most effective form of quality control is ••
to perform a direct comparison of the native file and the TIFF images, there are some
starting pOints that may help to expedite the quality control (QC) process.
••
The following fields are helpful when performing quality control. These fields may be
reviewed before or after documents have been converted to TIFF.
••
• ErrorMsg: The ErrorMsg field will report errors that occurred during the import
of electronic discovery as well as during TIFF conversion or printing of native
••
••
files.
• TiffStatus: The TiffStatus field identifies the status of the tiff conversion for
each record.
• FileDescription: The File Description field provides a file type description and
may be used to locate problem file types to be reviewed (i.e. Excel). The
DocExt and SourceApp fields may also be used to review problem file types.
••
••
• TextXStatus: Indicates whether text was extracted during the import of
electronic discovery.
• TextPStatus: Indicates whether text was printed during the TIFF Conversion.

••
• OCRStatus: Indicates if OCR exists.

Grid Views
The grid view is often used to review fields and documents during quality control. ••
There are two grid views in LAW: Standalone and Embedded. The Standalone Grid
view is launched in a separate window, while the Embedded Grid view is launched on
the main user interface. ••
Accessing the Embedded Grid ••
The embedded grid appears on the main user interface. This grid view is often used
when performing quality control, filtering, and tagging. To access the embedded grid: ••
1. Click Grid View
on the main user interface. The Search Records dialog will ••
••
appear, requiring a search to be executed.

••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 92


••
••
••
Search Records

There 1$ no active result set. WOUld you Ike to sem now?

•• I Yes II No 1

••
2. Click <Yes>. The Database Query Builder dialog will appear. You can perform a
query by adding conditions or query the entire database. In the sample below,
the entire database will be queried.

•• 3. Check the Send results to grid on main form option located at the bottom.

••
••
••
••
••
••
•• 4. Now click <Execute>.

•• 5. Results are returned to the embedded grid on the main form in LAW.

••
••
••
••
••
•• icon will remove all records from the grid.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 93


••
••
••
Accessing the Standalone Grid

The standalone grid view is an alternative to the embedded grid. To open the
standalone grid:

1. On the main user interface, select Tools-Display All Records or click the ••
glObe. icon on the toolbar. Note: If the embedded grid is launched after
clicking either of these options, that indicates the preference is set to the main ••
form, or embedded, grid display. This may be changed by clicking Tools-
Options-Preferences and deselecting the option to Send query results to
grid on main form by default. ••
2. The standalone grid will appear.
••
••
••
••
••
••
••
Grid Views Toolbar
••
••
••
Print
Paste dvanc
Sort Sync
Filter
lectio
eview
Mode Grid
Views ••
Print
review
Salle Cut
Copy
AutD
Size
ort
escendin
Sort
Spell
Check
Batch
Refresh

Search
Tagging
Hotkeys
Filter
EHport
Batch ••
••
Ascending Update Refresh Processing

The standalone grid-view also has drop-down menu items not available in the

••
embedded grid view.

••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 94


••
••
•• Selecting/Removing Fields Displayed in Grid View

Not all fields are displayed in the Grid View. To add or remove fields:

•• 1. In either grid view, right-click on any column


header. The Field List dialog will appear. This

•• dialog may also be accessed from the stand


alone grid view by selecting View-Field List. SoureeApp
SourceFile

•• 2. Fields displayed in the grid view will be


checked. Select fields by placing a check in
the box. De-select fields by clicking in a
Subjeet
SuspeetExt
SuspectOLE
Template

••
TextPStatus
TextXStatus
checked box. HIStatus
TimeCreated
TimeLastMod
3. All fields may be hidden or displayed at once

••
TimeLastPrnt

by right-clicking in the Field List dialog and selecting either Show All Fields or
Hide All Fields.

•• Grouping and Filtering

•• The Grouping and Filtering features in LAW PreDiscoveryTM are useful tools to use
during the quality control process.

•• Grouping

The grouping feature allows you to organize records based on field values. This feature

•• is useful when you wish to locate specific values in a field and review those records.
The DocExt field is a good example of a field commonly used for grouping problem file
types.

•• To perform a grouping:

•• 1. Open either the standalone or embedded grid.

••
2. With your left mouse button pressed, click on a column header. For the
following example, the Doc Ext field is used.

•• 3. Drag the column header to the "Drag a column header here to group by that
column" area.

••
4. Release your mouse. Documents are now grouped by that field.

••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 95


••
••
••
••
••
••
5. To expand a group, click the plus sign ::::I. Once expanded, the records in that
••
••
group will be visible. With the synchronize option invoked, the record will
be synchronized with the main user interface.

••
6. To collapse the group, click the minus sign :=1.
7. Drag a second column header to further group documents. Grouping can be up

••
to four levels deep.

To remove a group:

1. Click on the "grouped" column header.


••
2. Drag the column header and release to the column header area.

Working with Filters ••


Filtering records allows you to easily identify records containing the same value within
index fields. Filters may be performed on the entire database or on the results of a
••
search. Previously executed filters may also be narrowed down further using additional
filters. ••
To perform a filter:
••
••
For purposes of this document, a filter will be performed to isolate all records
processed through Microsoft Excel. This is a common filter during the QC process as
Excel files should always be reviewed.

1. Open either the standalone or embedded grid view.


••
••
2. Locate the SourceApp field, Right-click on a record with a value of Microsoft
Excel. A list of filter options will appear:

••
• Filter by Selection: Returns all records containing the selected value.
• Filter Excluding Selection: Returns all records not containing the selected
value.

••
• Remove All Filters: Releases all filters and returns the previous state of
the grid (prior to any filtering).

••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 96


••
••
•• 3. Since Microsoft Excel is the selected value, choose Filter by Selection. Only
the records processed through Excel are returned. Once these results are

•• returned, a second search may be performed on another value such as a


specific Author, narrowing the results even further. Only the results of the filter
are displayed in the grid-view.

•• To remove a filter:

•• 1. Right-click on any cell within a column.

2. Select Remove All Filters.

•• 3. All filters are released and returned to the previous state of the grid view.

•• Note: The Working With Grid Views section of this manual provides more detailed
information about the grid view, grouping, and filtering.

•• Quality Control-TIFF Images

•• Now that you are familiar with the grid view, selecting fields, grouping and filtering.
Quality Control of TIFF images can take place.

•• 1. Launch the preferred grid view.

2. Right-click on a column header to open the Field List dialog.

•• 3. Right-click within the Field List dialog, select Hide All Fields.

•• 4. Select the following fields:


• DoclO
• DocExt

•• • ErrorMsg
• FileDescription
• SourceApp

•• • TextXStatus
• TextPStatus
• TiffStatus

•• • OCRStatus
• pgCount

•• These fields are key fields when reviewing documents. Some of these fields may be
reviewed before ever converting to TIFF, while others after the TIFF conversion
process. For purposes of training, this portion will focus on what to review after

•• documents are converted to TIFF.

ErrorMsg Field

•• The ErrorMsg field will display errors that are either a result of the import of electronic

•• discovery or batch process TIFF conversion. Only the current error for the document
will be displayed. Therefore, if a document received an error during the import process
and also an error during the TIFF conversion only the error resulting from the TIFF

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 97


••
conversion will appear in the ErrorMsg field. The PrevErrMsg field will contain all ••
previous errors for a document separated by a semi-colon.

TiffStatus
••
The TiffStatus field will display the status of the TIFF conversion and may be one of
five possible values; see table below.

••
TiffStatus
y
Description
File is flagged for TIFF conversion, but has not been
converted to TIFF. A valid source application has been
••
N
assigned.
File is not flagged for TIFF conversion, no valid source ••
••
application was assigned during import.
w Warning- a warning occurred during the TIFF
conversion process. The warning message will appear

••
in the ErrorMsg field
E Error-an error occurred during the TIFF conversion
process. Review the error message in the ErrorMsg

••
field
c Complete-document has been converted to TIFF.

••
Documents not containing a C status should be reviewed to determine if the file is
unsupported, excluded from processing, or a warning or error was generated. Review
documents that do not have a C status to determine the next action. During the

••
review, make use of the filter feature to narrow down the results to a specific status.

Documents with an E or W Status indicate an error or warning occurred during the


TIFF conversion on a supported file type. These documents may still have been
converted to TIFF but should be examined to ensure everything matches the native
file. Reprocessing of records resulting in an error or warning may either be done ••
••
through batch process TIFF conversion or Single-Document TIFF conversion (One-off
printing).

Note: During batch process TIFF conversion a placeholder may be printed for
documents that error during the TIFF conversion. If this option is selected, the
TiffStatus field will contain an E or W. ••
An N status is a result of an unsupported file type; the SourceApp field will indicate
<No Source Specified>. These documents are not assigned to an application for batch ••
process TIFF conversion. If the file can be opened by a supported source application,
then it may be assigned accordingly. Once assigned to the Source Application, it may
be printed using batch process TIFF conversion. If a supported source application ••
cannot be used, but the application is installed, it may be possible to perform Single-
Document TIFF Conversion (One-off printing).
••
NOTE: It is possible to print a placeholder for unsupported/excluded file types during
batch process TIFF conversion by enabling "Print placeholders for
unsupported/excluded documents". If this feature is enabled, files with an N value or ••
<No Source Specified> in the SourceApp field will result in a TIFFStatus of a C value.
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 98 ••
••
••
••
•• Reviewing Problem File Types

•• Problem file types, such as Excel, can easily be filtered using either the
FileDescription, SourceApp, or Doc Ext fields. The FileDescription field will provide a

••
description based on the type of file. The SourceApp field identifies the application LAW
uses to open and print the file. The DocExt field indicates the extension associated
with the file.

•• Problem file types are often reviewed natively and compared against the TIFF image.
The native file may then be modified and reprinted using Single-Document Tiff

••
Conversion (One-off printing).

Single-Document Tiff Conversion (One-Off Printing)

•• Single-document tiff conversion makes it easy to review a native file, make


adjustments and process, or re-process, to TIFF. Once printed, you can review the

•• image then save or disregard. Saving the image will commit the image to LAW by
either replacing an existing image or inserting the image. Single-Document tiff

••
conversion makes it possible to open and print otherwise unsupported file types
provided you have the native file application installed. This feature is also helpful when
reviewing and re-processing problem file types such as Excel.

•• Performing Single-Document Tiffing:

••
1. In the document list or database grid, select a document in LAW.

2. Click the native file hyperlink or <Open File> to launch the native file.

•• 3. If necessary, make adjustments using the native application's settings.

••
4. Within the native file, select File-Print. The Print dialog for the application will
appear.

••
5. Choose either the LexisNexis Image Driver or Informatik driver as the selected
printer. Click <Properties> to adjust any properties.

••
6. Click <OK>. The document is printed.

7. Once printed, an Image Acquired dialog appears.

••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 99


••
••
••
••
"iI!H'iI<!,
;, Ii I
J

. '"
11f
••
••
••
••
••
••
••
8. Compare the image with the native file. If the image is acceptable, select the

save icon W to save the image to the LAW case. ••


9. An Import Text dialog may appear. The message will advise you of a
corresponding text file for the specified file and if you would like to import it ••
with the image. This means that a text file was extracted during the print
process (only available with LexisNexis Image Writer); if you wish to use this
text file, click <Yes>. Click <No> to discard the text.
••
10. A second dialog will appear indicating the image has been successfully replaced.
••
••
The image will be displayed accordingly.

Hint: The native file remains opened after saving the acquired image. To ensure

••
several documents do not remain open, close the file after printing, but do not save it.

••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 100


••
••
•• Quality Control- Text Files

•• If the project requires delivery of text files you will want to ensure that some form of
text file exists for as many records as possible. With any record in LAW it is possible to

••
have three text files associated to it: extracted text, obtained at the time of import;
printed text, obtained during TIFF conversion; and OCR, created from an image. A
Blue cube in the record list indicates if a text file exists. The TextxStatus,

••
TextPStatus, and OCRStatus fields can be used to identify records containing text
files.

••
TextXStatus: Identifies whether a text file was extracted during the import of
Electronic Discovery. The table below identifies the possible values for text extraction.

••
TextXStatus Description
C Complete. Text was extracted at the time of import.
N Text was not extracted during the time of import

••
based on the file type.
E An error occurred during text extraction; review the
error message in the ErrorMsg field.

•• TextPStatus: During TIFF conversion, text may be 'printed' when using the
LexisNexis Image Writer. This feature is often used when the delivery of text files

•• should be in single-page text format, when text could not be extracted during the
import process, or when Meta data has been included in the text file during the import
process. The table below identifies the possible values for printed text.

•• TextPStatus
C
Description
Text files were 'printed' during the TIFF conversion

•• N
process.
No-Printed text was not extracted. File type is either
unsupported or "printed" text was not enabled.

•• <Null> Records containing an empty value are either a result


of an error occurring during the TIFF conversion
process or the record was not selected for TIFF

•• conversion.

Note: If "Save text with images" is selected during the TIFF conversion process and

•• "Print placeholders for excluded/unsupported documents" is selected a text file of the


placeholder will be created. This will result in a C value for the TextPStatus.

•• OCRStatus: If a file is unable to have text extracted or printed text but an image is
generated it may be necessary to OCR the image. The OCRStatus field is used to
determine if OCR text exists. The table below identifies values found in the OCRStatus

•• field.

TextPStatus Description

•• Y Document is flagged to be OCR'd. LAW will


automatically flag documents for OCR when text
extraction fails or based on specific file types (i.e

•• N
PDF).
Record has not been flagged for OCR and will be

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 101


••
skipped during Batch Process OCR. ••
C
E
Complete-OCR has occurred on the document.
An error occurred when attempting to OCR the
••
••
document.
I OCR is incomplete for the document, typically a result
of stopping the OCR process in the middle of a

••
document.

If the TextXStatus or TextPStatus fields do not have a C value, the file should be

••
reviewed to determine if text may be generated by performing OCR. Once converted to
TIFF and OCR'd the OCRStatus field will contain a C value (See Batch Processing-OCR
for instructions on OCR).

Key word searching is instrumental to the review and production of electronic


discovery. Verification that a C value exists in the TextXStatus, TextPStatus, or ••
••
OCRStatus fields on as many records as possible is an essential process for effective
review.

••
••
••
••
••
••
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 102

••

••
••
•• Batch Process-OCR

•• With respect to Electronic Discovery, embedded text is normally extracted during the
import process into LAW or "printed" text is obtained when documents are converted

•• to TIFF format. Not all files have embedded text; for example image-only documents.
It may be necessary to OCR files where text cannot be extracted or printed. This
ensures text exists on as many files as possible and will help for key word searching.

•• Documents can be OCR'd either individually or through Batch Processing.

To perform OCR in batch process:

•• 1. After converting the documents to TIFF format, open the Batch Processing
dialog (Tools-Batch Process).

•• 2. Under Processes, select OCR.

•• 3. Choose Options-OCR Settings. The OCR options will appear.

••
••
••
••
••
••
•• The OCR Settings include:

••
• OCR Engine: identifies the selected OCR Engine.
• Page Layout: OCR results may be improved by adjusting the layout.
• Quality: specifies the quality of image that will be OCR/d.

•• •


Language: OCRs the document in the language the document is in. Only
certain languages are supported.
Output Format: the format to which the document will be outputted. OCR

•• may be outputted to HTML, Smart Text, Standard Text, WordPerfect, and


Word. If the OCR Add on license is available, then PDF options will also be
available.

•• •


Page Markers: applies a page marker to the text.
Auto Rotate: Rotates the image for OCR if applicable.
Auto Deskew: deskews before conducting OCR.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 103


••
• Retain page layout: retains the layout of a page. This is typically used ••

when creating OCR output for PDF, Word, and Wordperfect.
Overwrite existing files: overwrites an already existing text files (OCR
only).
••
• Create PDF thumbnails: creates a thumbnail of each page in the output
PDF file. ••
••
• Retain Pictures: maintains pictures contained within the documents. This
is used for PDF, Word and Wordperfect.
• Create web optimized PDF: This feature may be used for web optimized

••
PDF files.

4. After selecting the options, close and return to the Batch Processing dialog.

5. Select the document(s) you wish to OCR. Current Record Set will be the default
selection if a filter or search was performed to isolate records not containing ••
••
either extracted or printed text that may be OCR'd.

6. Click <Begin> to start processing.

7. A Batch Processing dialog appears indicating the status of the OCR processing.
Once complete, a second dialog will appear advising the status of the OCR. ••
Documents selected will have OCR created.

OCR Individual Documents: ••


OCR may also be performed on an individual document. This feature is often used
when only a few documents exist or when Single-Document Tiff Conversion has been ••
performed on a document. To OCR an individual document:

1. After creating a TIFF image, in the main-user interface select Tools-OCR- . ••


Document or CTRL-OCR. An OCR Status dialog will appear.

2. Once complete, an OCR Complete dialog will appear. Click <Yes> to view the ••
results of the OCR or <No> to close the dialog.

••
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 104

••

••
••
•• Batch Processing-Numbering and Endorsing

•• Electronic documents have been imported into LAW, converted to TIFF, and Quality
Control has been performed. Now that images exist, the next process may be to assign

••
a unique page-level number to the TIFF images.

Assigning a Unique Page ID through Batch Process

•• Once documents are converted to TIFF format a unique Page ID (Bates label) may be

••
assigned. Within LAW, a default <Page ID> field exists for unique page-level
numbering. Additional page-level fields may be created through the Index-Modify
Fields dialog (see Creating Index Fields). The document numbering process assigns a

••
number to the selected field either at a document or page level. It does not endorse or
"burn" the number on the image, that process is done through Endorsing. Only records
with an image can have a page-level number assigned.

•• Page-level numbering: A unique Page ID is assigned at the folder level using


Folder-Auto Number or through Batch Process. Assigning the number through batch

•• process makes it possible to number the entire case, current record set, or selected
folders. A TIFF image must exist on all records a page-level number will be assigned
to.

•• 1. Open the Batch Processing dialog, Tools-Batch Processing. The Batch


Process dialog will appear.

•• 2. Select Document Numbering.

•• 3. Choose Page or Document. In this scenario a TIFF image exists for all
records, Page is selected to generate a page-level number.

•• 4. Select the Target Field to which the number will be assigned. The <PageID>
field is the default field and is automatically created in LAW. Additional page-
level text fields may be created for numbering, once created they will appear in

•• the Target Field drop down and available for page-level numbering. If
numbering at the document level, a user-defined text field must be created.
Once created, the Document option will be available. In this sample, <Page

•• ID> is selected.

5. Enter a starting number in the Starting # field.

••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 105


••
6. Select Documents to process by choosing one of the following: All Documents ••
(default), Current Record Set (selected if grid view is open), or Selected
Documents. Based on the selection, a count will appear as to how many
documents, and pages (if images exist), are included in the selection.
••
7. Click <Begin> to start processing. A Batch Processing status dialog will appear
••
••
to indicate the process is running. Once complete, a Status dialog will appear
advising if the process completed successfully or if errors existed. If errors
occurred, review and address the errors.

The Page ID field has been numbered. Since Page ID was used, the start and end
pages will appear in the Page Range column of the record list. If a header/footer will
••
••
be applied, the next step is to endorse the images.

Endorsing

The Endorse process will apply a specified header and/or footer to the selected
images. The header/footer value, size, location, and font selections may be specified in ••
the options available through the Batch Process dialog. LAW will apply a border around
the image, ensuring no data is over-written.
••
To endorse a document:
••
••
1. Select Tools-Batch Processing to launch the Batch Processing dialog.

2. Under Processes, select Endorse. Only records containing images will be


endorsed.

I ~ Endorse Image ••
rJ First page only
••
••
All pages within a document will be endorsed, if you only wish to endorse the
first page of a document choose "First Page Only" option.

••
3. Click <Options>, located in the upper left corner of the Batch Processing
dialog. Select the Header/Footer option. The Header/Footer dialog appears.
~

Header/footer

••
••
••
••
LJ Save settlngs as defa.Jt OK Ii··· Cancel
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 106


••
••
•• Within this dialog you will:

•• • Select the border size: The Header (in) and Footer (in) options allow
you to determine the size of the border added to the image to hold the
header/footer text. The default is V2 inch header and V2 inch footer. If

•• the header/footer text is too large for the specified border size it will be
cropped unless the border is adjusted to accommodate for the
endorsements. To increase the border size, adjust the Header (in.)

•• and/or Footer (in.) accordingly. Note: Setting the border size has no
effect on the image if no text is entered for a header or footer.

•• • Enter data into the header/footer section(s): There are a total of


six sections to enter data. Within each section, up to eight (8) lines of
data can be applied. Data can be entered manually by placing your

•• cursor in the appropriate section and entering the value you wish to
apply. You can also use pre-set values. The Header/Footer preset values
are:

•• I@t- Inserts the "& [Page]", represents the current page.


I~I- Inserts the "& [Pages]", represents the page count.
•• I~I- Prompts you to select a field to which content will be applied
•• "[&fieldvalue]". This endorses images with document-level value of
the record.
I@I- Inserts the "& [PageID]", applies the page ID to the endorsement.
•• IAI_ Changes the font type and size. The font may be changed for each
•• entry or for all sections. To apply to all sections use the "Synchronize
fonts for all sections"

•• Identify the header/footer you wish to apply, and then click <OK>.

4. Select Documents you wish to process: choose either All Documents (default),

•• Current Record Set (selected if grid view is open), or Selected Documents.


Based on the selection, a count will appear as to how many documents are
included in the selection.

•• 5. Choose <Begin> to begin endorsing image files.

•• 6. A Batch Processing dialog will appear. This dialog will tell you the status of the
batch process, any errors caused by batch processing, and average pages per
hour. You can cancel the Batch Processing by clicking <Cancel>.

•• 7. Once complete, or canceled a Status dialog will appear indicating the status and

••
if any documents resulted in errors. The Log Viewer can be used to examine
documents resulting in errors.

••
Hint: When applying a header/footer to an image it may be helpful to perform a test
on one or two documents to ensure the header/footer information placement is

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 107


••
••
correct. This may prevent the need to re-endorse documents that were not endorsed
properly.

Documents are now endorsed with the header/footer desired and may be viewed on
.,•
the image. If an endorsement is not correct, it can be modified or removed.
••
••
Modifying Endorsements

If an endorsement is incorrect it can be modified. To modify an endorsement:

1. Return to the Batch Process Utility (Tools-Batch Process).


••
2. Select Options-Header/Footer.

3. Make necessary adjustments to the header/footer dialog. ••


4. Select Endorse, then <Begin>.
••
The new endorsement is applied.

Removing an Endorsement ••
If necessary, images previously endorsed in the case can be removed. To remove an ••
endorsement:

1. Select Tools-Batch Process, the Batch Processing dialog appears. ••


2. Within the Batch Processing dialog, select Options-Header/Footer.
••
3. Remove all information contained within the Header and Footer sections.

4. Adjust the Header (in) and Footer (in) to <None> to remove the border size ••
previously applied.

5. Click <OK> to close the Header/Footer dialog and return to the Batch ••
Processing dialog.

6. Select documents you wish to remove the endorsement. ••


7. Under Processes, select Endorse. Then click <Begin>. The endorsement
process will begin. Since no information exists in the Header/Footer dialog the ••
previous endorsement will be removed.
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 108

••

••
••
•• Exporting

•• Once the specifications of the project are complete, the final step is to export the
documents. LAW allows users to export one or a combination of the following items to

••
the desired litigation support software: native files, images, Meta data/index field data,
and full text. During the export process, a copy of the native files, images and text will
be created and outputted to a designated location along with a load file for each

••
selected format.

Production of quality load files requires some knowledge of the application to which

••
you will be exporting. Most of the applications LAW creates load files for have
configuration settings specific to the application. In addition, not all applications
support native files, text files, and data for import. The Supported Export Format

••
table provides information about the supported formats in LAW. It will provide you
with a reference of the output files LAW will create, if the application supports single or
multi-page images, native files, text files, Meta data, Unicode, and whether custom

••
configuration settings exist in LAW.

•• Note: This documentation focuses on the Export Utility in general. It does not go into
details about the custom settings for each application. Knowledge of the actual
application and load file format is encouraged.

••
••
••
••
••
••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 109


••
••
Supported Export Format Table
Single I Multi Native Full-Text
Meta data Unicode
Custom ••
••
Format Output Files Page Tiff File Support Configure
Support Support
Support Support Settings
[VolNamejDAT
[VoIName].OPT

••
Single Yes- No
BlueTrace ImportText.CPT Yes Yes Yes
Multi PreDefined
CreateHyperlinks.CPT
Single

••
CaseLogistix [VoIName].xML Yes Yes Yes Yes Yes
Multi
Yes-
Embedded
Single

••
in Load
Multi
File
CaseMap [VoIName].CSV No Yes No Yes
PDF-Multi
Searchable

••
Recommended
PDFs may
be used
Yes

••
[VoIName].DAT
[VoIName].OPT Single Yes
Concordance Yes May Yes Yes
ImportText.CPT Multi
embed in
CreateHyperlinks.CPT

••
load file
[VoIName]DCB
[VoIName].INI Yes
Concordance
[Vol Name]. KEY
Direct
(Requires
Concordance
installation)
[VoIName].NDX
[VoINamej.OPT
[VoIName].TEX
Single
Multi
Yes
Maybe
embedded
in
Yes Yes Yes
••
••
ImportText.CPT database
CreateHyperlinks.CPT
Single Yes
Delimited Text [VoIName].CSV Yes Yes Yes Yes

••
Multi
Single
Images must
Doculex Doculex3.dbf
have 16 bit file No No No No No

••
Viewer4.x
naming (8.3
characters).
Doculex
No
I No I No
••
Doculex5.dbf
Viewer 5/6
Single
I No I No
Documatrix Single
[VoIName].xML No Yes Yes No Yes
1.5 Multi

D ••
dtSearch -
Requires DT
Search N/A Multi No Yes Yes No
Desktop
version 5
EDRM.xML
1.0
[VoIName].xML
Single
Multi
Yes Yes Yes Yes Yes
••
iCONECT [VoINamej.xML
Single
Multi
Yes Yes I Yes
No- Can
I No Yes

••
inData's
TrialDirector
[VoIName].OLL
Single
Multi
No No
export a
Description
field
No Yes

••
••
Inmagic's Single Yes-
[VoIName].ADD No Yes No Yes
DBITextWorks Multi Embedded

••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 110


••
••
•• Format Output Files
Single J Multi
Page Tiff
Native
File
Full·Text
Support
Meta data
Support
Unicode
Support
Custom
Configure

••
Support Support Settinas

Introspect [VoIName].IDX I Multi I Yes Yes I Yes I No Yes

•• IPRO
IntelliView
[VoIName].LFP
Single
Multi
No
Yes-
Embedded
.OCR file
Yes-
Limitations
No Yes

••
must exist
Yes-Must
JFS [VoIName].JFS be linked to
Litigator's [VoIName].LOG Single No Yes JFS No Yes

•• Notebook

LaserFiche
Jfs.col .

rvoIName].lst Single No Yes


specified
fields
Yes No No

•• Omnidox
(Custom)
[VoIName].ID
PDF files
Single No Yes I Yes I No No

••
Will be image-only
files if exported as Yes- No
Single page. Embedded
May

•• PDF
Conversion
If OCR has been
performed and
PDF+ files exists
Single
Multi
No
Only if
OCR to
PDF+ file
populate
specified
document
No Yes

••
will export has been properties
Searchable with created on export
Multi-page
selected

•• Ringtail
Casebook
Ringtail.MDB
(Access DB)
Single
I Multi I Yes Yes Yes
No-Can
Yes Yes

••
Yes - Must
[VoIName].OLL Single export a
Sanction Yes be Single No Yes
[VoIName].OCI description
Page Text
field

•• EJ
Imagebase.ADD Yes-
Storm Single Requires
and Supporting Yes No No
Viewer Multi CD Publish
Tables

••
license
Summation

••
Blaze
(Also
includes
iBlaze)

TotalVzn
[VoIName].D1I
[Vol Name].TXT
(optional)

[VoIName].OPT
Single
Multi

Single
Yes

No
Yes
Single or
Multi

Yes
Yes

No
EJ
No
Yes

No

••
Multi

••
••
••
•• LAW EDD Training Manual
January 2009 VerSion 5.3.08 Page 111


••
••
Export Utility
••
The Export Utility dialog is used to create a copy of the native file, image file, and
text file along with the supported load file format.
••
Accessing the Export Utility

From the main user interf~ce, or standalone grid view, select Tools-Export Utility,
••
or click the Export Utility I~r~
icon located on the main form, standalone grid view, or
embedded grid view. The Export Utility Dialog will open to the Formats/Documents ••
tab.
••
••
••
••
••
••
••
••
••
There are three tabs in the Export Utility dialog:
••
• Formats/Documents: Within this tab the file types, documents, and formats
will be selected. Additionally, any exports that have custom settings will be
configured. ••


Fields: This tab identifies the fields that will be exported in the database or
load file.
Options: The Options tab will identify the path to which you will be ••
outputting to, how the files will be named, and how folders will be named and
organized.
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 112

••

••
••
•• Formats/Documents Tab

•• The Formats/Documents tab will be used to specify the export file type, document
states, files to be included for exporting, the target application, its configuration

•• settings (if any), and image format.

••
••
••
••
••
••
••
•• There are three sections in the Formats/Documents tab: File Types, Documents, and

•• Formats.

File Types

•• Because LAW is both a scanning and an electronic discovery application, the Export

••
Utility allows you to choose the type of files for export as well as the type of
document states.

••
••
•• Export Types: There are three 'Export Types' options:

•• • All Records: This option may be used when a LAW case contains both scanned
(or imported) images and electronic discovery, and the user wishes to include

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 113


••
both types in the export. This option may also be used if the case is all electronic ••

discovery or all scanned data.
Scanned Data: Use this option when exporting only scanned images or images ••
••
imported using a feature other than the Electronic Discovery Loader (such as
Import Raw Images).
• Electronic Discovery: This option will be used to export files that were imported

••
as electronic discovery only. This may include native files and/or the TIFF images
for each electronic discovery record (if files were converted to TIFF).

Document States: There are three "states" of a document that may be exported:

• Include Images: Includes scanned images, images imported via Import Raw
••
Images and/or Import Load File, and images created during the TIFF Conversion
batch process or single document reprocessing.
••
••
• Include Full Text: Includes text files for images containing OCR or documents
containing extracted text. When including full text, there are specific options that
may be set depending on the scope of the project. Click <Options> to open the

••
Text Options dialog.

••
••
••
••
••
••
• Text Priority: If electronic discovery exists in a case, it is possible that a
document will have multiple text files associated with it. There are three
••
possible types of text files: Extracted text, Printed text, and OCR text. The
Text Priority option tells LAW which type of text will take priority when a
document contains more than one text file. LAW will look at what has
••
been designated by the first Option; if that text type does not exist LAW
will then move to Option 2; if that text type does not exist for the ••
••
document it will move to Option 3.
• Allow UNICODE in text: allows users to include any UNICODE characters
in the exported text if present. This feature should be used with caution as
many export formats do not support Unicode.

••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 114

••

••
••
••
• Decode UTF8 to ANSI: LAW will convert the default UTF8 extracted text
to ANSI upon exporting. This feature is particularly useful when exporting
to applications that do not support binary data.

•• • Export as single page text: Exports text files to single page format
creating individual text files for each page within the document. If
exporting without this option, the output will be one text file for each

•• document. Note: If single-page text files are required, the text format
selected for export must either be Printed Text or OCR Text. If text files
are extracted, only mUlti-page text files can be outputted.

•• • Include Native Files: Includes native files imported during the electronic
discovery import process. Note: Not all target applications support native file

•• review. Currently, native file exports apply only to Blue Trace, CaseLogistix,
Concordance (DAT and OPT), Concordance Direct (DCB), Delimited Text, EDRM
XML, iCONECT, Introspect, Ringtail Casebook, and Summation Blaze.

•• Note: The file type choices and document states will depend on how the case was
initially created in LAW. If a case is created for imaging only and the "Enable

•• Electronic Discovery" option was not used, the All Records option will be the only
available file type. In addition, if the case does not contain electronic discovery, the
"Include Native Files" option will not be available.

•• Documents

•• The Documents section identifies the documents that will be exported. There are
three choices:

•• Total: 568 (392 pages)

•• {S~lect.~. r
•• • All Documents - Includes all documents in the case.

•• • Search Results - Includes all records currently displayed in the grid. This option
will only be enabled if the Export Utility is launched while a grid display is active
or if it is launched directly from a grid.

•• • Selected Documents - Allows users to choose certain folders and/or ranges of


documents within folders for processing. Click <Select> to launch the Select

••
Folders dialog and check the boxes next to any folders that need to be included
for export. To select a range of documents, click the folder containing the desired
records and then click the <Set Range> button. Check the boxes next to the

••
starting and ending documents.

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 115


••
••
Formats
••
••
The Formats section contains two columns: Available Formats and Selected Formats.
All formats available for export are listed in the Available Formats tab. Those
selected for the export are found in the Selected Formats Tab.

••
••
••
••
Available Formats: The Available Formats column lists all target applications LAW
can create load files for. To select a format: ••


Highlight the format you wish to export.
Determine whether the images will be delivered in a Single-Page TIFF format ••
(creating one file for every page within a document) or Multi-Page TIFF
format (creating one file per document). NOTE: You must choose this option,
before selecting the format(s) from the Available Formats section. ••
• Click <Select> or highlight and double-click the format desired.

Selected Formats: Provides a list of the formats selected for export. Once selected, ••
custom settings specific to the format will be established. To establish specific format
settings: ••


In the Selected Formats tab, highlight a format.
If the <Configure> button is available, custom settings exist for the
format. Click <Configure>. The Target Application Settings dialog will
appear providing settings specific to the application as displayed in the

••
sample below.
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 116 ••
• •
••
••
•• Fields

•• The Fields tab in the Export Utility will be used to select the index fields to be
included in the load files and to select the Image Tag, or document identifier, which
is used to link the index field data to the correct image or native document. There

•• are four sections in the Fields tab: Selected Format, Available Fields, Selected Fields,
and Image Tag Field.

••
••
••
••
••
••
••
•• Selected Format: The Selected Format option allows you to identify specific fields
to be exported for a selected format. This feature is useful when the export requires
two separate formats with different fields for each format. For example, a

•• Concordance and Summation export is requested. The Concordance export requires


all Meta data fields but the Summation export is only to include the Beg Doc and
EndDoc fields. Using this feature will prevent the need to export twice.

•• There are five options in the specific field selection: <Default>, Concordance,

••
Concordance Direct (DCB), Ringtail, and Summation. The <Default> option is used
for any selected format that is not supported for customized field selection or when
the "Use format specific fields over default selections" option is not enabled for

••
a specified format. This option eliminates the need for multiple exports when the
fields required are different. To customize a format:

••
• Select the format from the Selected Format drop-down on the Fields tab. In
this example, Concordance is used.
• Enable the Use format specific fields over default settings option.

•• 5?J Use format specific: fjelds over default selet:tior1s b

•• This will enable the Available and Selected Fields selection, as well as the
image tag option, and allow you to make specific field selections for the

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 117


••
selected formats. This option is not mandatory for Summation, Concordance, ••
and Ringtail exports; it is only necessary when using different fields/field
aliases for one or all of these formats. If all fields are the same for all
formats, <Default> can be used as the Selected Format.
••
Available Fields: The Available Fields section provides a list of all fields available for
export. While all fields may be selected for export, most likely you will be selecting
••
fields based on project specifications. It is important to become familiar with the
various fields in LAW. A Meta Data Field Description table is available in the back
of this manual as well as in the Help file. This will provide you with a description of
••
all possible fields created when a case is created in LAW. As a general rule, field
types can be divided into three categories: ••
• High level system fields: Fields beginning with an underscore C) are system
fields, typically indicating the successfulness of an extraction that occurred at
the time of the electronic discovery import. In most instances, these fields will
••

not be necessary for the export.
System fields: Fields wrapped in brackets « » are system created fields, ••
••
typically populated by information inputted by the user or during import.
Many of these fields are often used for export.
• Meta Data / User Created fields: Based on the scope of the project, many of
these fields will be exported. Electronic discovery Meta data fields and user
created fields are available for export.
••
To select fields:

• From the Available Fields section, highlight the field to Export from the list. ••
••
• Click <Select> or double-click the field name. The field will then be moved to
the Selected Fields section.
• Continue this process until all fields required for the export are selected.

Selected Fields: The Selected fields section provides a list of fields selected for
export. There are two columns in the Selected Fields list: Field Name and Export As. ••
The Field Name is the name of the field selected. The Export As column allows the
field name to be changed and exported as such. To change a Field Name for export:
••
• Highlight the field in the Export As column, rename accordingly.

Image Tag: The Image Tag or document identifier is used to link images or native ••
documents to matching index field data. The BegDoc# and DoclD fields are
commonly used for this purpose, but any other user-defined field may be used
provided it contains a unique value and is not blank for any record. For most exports, ••
the field selected as the Image Tag must also be a selected field. Note: The selected
Image Tag must exist for all document states selected for export otherwise an error
will appear. ••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 118

••

••
••
•• Options

During the export LAW will output a load file or database, copy of the images, native

•• files (if applicable), and text file. Within the Options tab the user will select the
location to where these files will be outputted, how the files will be named, and the
folder structure of the files. The Options tab of the Export Utility is divided into five

•• sections: Output Path, File Naming Scheme, Folder Naming Scheme, Output
Settings, and Export Status.

••
••
••
••
••
••
••
••
•• Output Path

•• The output path section allows you to set the location to where LAW will export the
files (images, text, and native) and load file or database as well as the partition size
of each volume.

••
••
••
•• Export Path «Path>\<Volume»: The Export Path is the location to which the
exported files will be saved. These files may include one or a combination of images,
native files, full text, and load files, depending on the selected options. By default,

•• the export path location is C: \Exports\ <CaseName> \ Vo/001. The Export Path may be
changed by clicking <Browse>. The Select Export Path dialog will appear.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 119


.'•
••
••
••
••
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The Current Path may be edited manually by entering the location to which you wish ••
to export or you can browse to an already existing folder. If the path is manually
entered, LAW will automatically generate the folder structure. Once entered click
<Accept>, the newly created path will appear as the Export Path. ••
Partition Size: This setting is used to determine how much data is written to each
volume. The last folder listed in the output path is considered to be the volume ••
name. For example, if the export path listed is C:\Exports\EDD_OOl \Vo1001, then
the first volume will be VoIOO1. When the partition size has been reached, a VoI002
folder will be created, and so forth. The default of 650 MB should be used if planning ••
on burning the exported data to CDs, but may be increased or decreased as needed
(O=unlimited, all records will be written to one volume) based on the media
distributed. LAW will intelligently break volumes based on the partition size ensuring ••
all images belonging to a single document does not reside in different folders or
volumes. ••
Prompt to continue export when volume is full: When this option is enabled, a
prompt will appear on the screen each time a volume becomes full and a new volume
must be created. You must click <Yes> each time in order for LAW to create the
••
new volume and continue with the export.
••
••
Note: When exporting multiple volumes for the same case, it is important to ensure
each volume created for the case is unique for proper loading of files in the
application to which you are exporting. Therefore, an incremental number should

••
exist with the volume name. This should be tracked to ensure the same volume
name is not delivered for multiple exports of the same case. Using a prefix of VOL is
often common between multiple vendors working within the same case. As a best
practice it is recommended to establish a unique volume name for your deliveries.

••
File Naming Scheme

The file naming scheme is used to specify how files exported will be named and ••
identified when exploring to locate files through Windows. LAW allows flexibility in
the way files are named during the export based on the file type. Within the file
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 120


••
••
••
naming grid there are six columns: File Type, Override, File Naming, Exts, Starting
Num, and Reset Num. These items are described below.

••
••
••
•• File Type: LAW allows flexibility in the way files are named during the export based

•• on the file type. The File Type column lists a <Default> option as well as each file
type that was selected on the Formats/Documents tab. If <Default> is used, the
same naming scheme will be applied to all file types unless the Override option is

•• selected for a specific file type. If the override option is selected, the file name
identified for that file type will be used accordingly. Having each type listed
separately allows you to apply different file naming options to each type (native,

•• images, full text) if desired.

Override: This option is used to override the <Default> settings for the desired file

•• type offering flexibility in how the file type is named. For example, if Page ID is
needed as the filename for images and the original filename is needed for native
files, the Override option is checked for Images and Native. Within the File Naming

•• column, <Page ID> is selected for the Images file type and <Original Filename> is
selected for the Native file type.

•• File Naming: Used to specify how the files are named in the export. There are six
file naming schemes that appear in brackets< >.

•• • <AutoNumber>: Each file will be named by an incremental number. This


number is established in the Starting Number column.

••
• <BegDoc#>: This option will name the files based on the starting number of
the Page Range (Bates Range). If exporting single-page images, files will be
named by the beginning page ID, followed by an incremental page number,
Example AOOO1.001, AOOO1.002, AOOO1.003, etc. Enabling the EXT option will

•• apply an extension to the file type, numbering single page images as


A0001_001.tif, A0001_002.tif, A0001_003.tif. Note: This option may only be
used when images exist and a unique Page ID (Bates Number) has been

•• •
assigned.
<Original Filename>: Selecting this option will name the files by the

••
original file name for an e-doc. The e-mail subject will be used to name e-mail
files. Single-page TIFF images will be named by the original file name,
followed by an incremental page number. Example: Filename_OO1.tif,

••
Filename_002.tif, Filename_003.tif, etc. NOTES: This option will only be
available for electronic discovery enabled cases. Using this option may result
in path/file names that exceed the selected application limitations. If this

••
occurs, LAW will export the file to an $Invalid Path folder.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 121


••
• <Page 10>: Names the files based on the unique page ID that has been ••

assigned. This option can only be used to name images or single-page text
files.
<Page 10/Numeric>: Removes any alpha characters from the assigned
••
page 10. The file will be named by the numeric value only. This option can
only be used to name images or single-page text files (only available when
OCR or printed text exists and the single-page text option has been selected).
••
• <Standard>: Uses LAW's unique file naming scheme (10 field zero padded to
eight characters) to name the files. ••
In addition to the six preset options, any user-defined or system field will be listed in
the drop-down and may be used as the file naming option, for example DocID. If ••
••
selecting any of these fields, it is important to ensure the field selected contains
unique values. Furthermore, if a document-level field is selected and a single-page
output is chosen (i.e., images) the files will be named as <FieldValue> _OO1.TIF,

••
<FieldValue> _002.TIF, etc.

Note: If a page-level field is selected to name a document-level file type, an error


will appear. In order to proceed with the export, all document-level file types will
need to be assigned a document-level naming scheme otherwise the following error
will be received. ••
••
••
EXT: This option will ensure the file extension is included in the exported filename.
As a general rule, this option should be enabled at all times. ••
Starting Number: This option will only be available when the 'Auto Number' file
naming scheme is selected. Enter a starting number for the exported files; the value ••
will increment by one for each record.

Reset Numbering: This option will only be available when the 'Auto Number' file ••
naming scheme is selected. Enabling this option will force the auto-numbering to
restart to the specified starting number for each new folder.
••
Create Control List: The Create control list file for extracted full text option, when
enabled, will provide users with a control list (* .Ist file) that consists of a unique
document identifier for each record with full text as well as a path to the text file.
••
••
••
••
This option should be used if only exporting a text file type. When including other file
types in the export, the control list is an optional feature that may be used as a
method of loading text files into the application selected. The .Ist file will be created

••
in the currently specified Export Path, also found in the Options tab.

LAW EDD Training Manual


January 2009 Version 5.3.08 Page 122

••

••
••
•• Folder Naming Scheme

•• In addition to flexibility in how files are named, the folder structure they are
exported to may also be customized by the file type. This feature is particularly
useful when you wish to organize files based on file type. The folder naming grid is

•• used to specify how the folder structure will organize the exported images, native
files, and full text. Within the folder naming grid, there are five columns: File Type,
Override, Root Folder, Folder Naming, and Files/Folders. These items are described

•• below.

••
••
•• File Type: Lists each type of file (images, full text, and native) included in the

•• export as well as a <Default> option. The folder structure for exported files is
determined through the selection of the file types. If <Default> is selected all files,
regardless of file type, will be outputted in the same folder structure. If desired, the

•• folder structure to which the files are exported may be determined based on the file
type, making it possible to have images exported to a different folder structure than
native files. To organize a folder structure based on file type, the Override option

•• must be enabled. If Override is not enabled for a specific file type, the folder
structure used will be determined by <Default> settings.

•• Override: Used to override the Default settings for the desired file type. For
example, if the project specifications require images and full text to be outputted to
an incremental folder structure but native files to mirror their original folder structure

•• the Default option is used for images and full text, while Override is enabled for
native files to select Mirror Original as the folder naming scheme.

•• Root Folder: If a root folder value is specified here, the file type(s) (images, native,
and/or full text) will be placed according to the folder naming
specifications, following this folder structure: <Export Volume>\<Root Folder>. If a

•• value for the Root Folder is entered into the <Default> option, all files regardless of
their type, will be organized first under the root folder then under the specified folder
naming scheme. If a different root folder is desired for different file types, use the

•• Override setting to enter different values based on file type.

••
The Root Folder feature is especially useful when the project requires files to be
organized according to file type. For example, the specification requests images to be
stored in a folder called Images, text to be stored in a folder called Text, and native

••
files to be stored in a folder called Native.

Folder Naming: Three options exist for folder naming: Custom, Mirror Original, and

•• Incremental. One option may be applied to all by selecting the desired option as the
<Default>. Or, use the Override setting and choose different options for each.

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 123


••
••
• Custom: Uses 1-3 of the specified index fields to create a folder structure
when exporting (see Files/Folder option below). Files containing same values
of the specified index fields will be organized within the same folders. This
••
feature is useful when the project requires single-page images to be
organized in folders based on the BegDoc# or DoclD. A folder is generated for
each document, all pages within the document are then stored in the
••
appropriate folder. Note: if using this option LAW cannot determine a
partition size to intelligently break volume partions.
Incremental: Places a specified number of files in a folder, ''~Ol'', once
••
••

reached, the next sequential folders is created, "002", continuing until all files
are exported. The files/folder column determines how many files will be
placed within a folder. NOTE: When exporting to single-page format, all


pages within the document will be outputted to the same folder regardless of
the number established in the Files/Folders column.
Mirror Original: Mimics the folder structure established in the folder view
••
(minus the case name) of LAW's main interface.
••
••
Files/Folders: This option only applies to the Incremental and Custom folder
naming schemes. If Incremental is chosen, enter the desired number of files to be
placed in each folder or use the default of 250. If Custom is chosen, use this field to

••
launch the Custom Folder Structure dialog and choose the field or fields containing
the folder structure desired.

••
••
••
••
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 124

••

••
••
•• Output Settings

•• The Output Settings section contains options related to output image files,
annotations, and other miscellaneous settings.

••
••
••
••
••
•• Output Format: The Output Format setting allows you to convert images to an
alternate format during the export process. Output format settings are: Default,

•• JPEG, PCX, PDF, PDF (Image Only), PNG, TIFF, and TJFF (Binary). The JPEG, PCX,
and PNG formats only support single-page image files and should NOT be used with
exports that produce multi-page images. The PDF setting can be used to convert

•• images to PDF and may be used with single- or multi-page image formats. This
setting has the same effect as choosing the 'PDF Conversion' export format. The 'PDF
Conversion' format provides a means to export images as PDF with no load files,

•• whereas the PDF output format setting produces PDF images with all specified load
files. Choosing PDF (Image Only) forces LAW to create an image-only type PDF file.
The TIFF (Binary) format forces the export of black and white tiff images.

•• Note: If exporting multi-page color or grayscale tiff images to a single page format
with the Output Format set to Default, LAW will automatically export these files as

•• JPEG images. This is done for better compatibility with older image viewers that may
not support TIFF w/JPEG compression and to minimize the file sizes of the color
images. B&W TIFF images will not be affected by this.

•• The default compression type of color/grayscale tiff images exported with settings

••
other than the Default format is JPEG compression.

Output Scale: The Output Scale setting allows users to reduce the size (AND

•• quality) of the images during the export process. This setting is typically used to
create a set of images to be viewed over the Internet or an Intranet where
bandwidth is limited. This feature may be used to create a second set of images to

•• be viewed as thumbnails for browsing and allow the entire original image to be
loaded upon request from a separate location. Note: This feature is disabled when
the Pegasus Image Library option is selected.

•• Image Drive: The Image Drive setting allows users to specify an alternate drive
letter for hard image paths written to load files. If using hard paths for images (not

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recommended, but necessary with some formats), this setting will replace the drive ••
letter (with the designated letter) written to the load files, so they can be imported
without modification from another system. The <Default> setting uses the drive
letter of the export path.
••
Merge Annotations: Merging annotations will "burn" all annotations onto the
exported images. The Retain Color option located under Merge Annotations
••
currently only exists in the Options tab of the Export Utility. This allows color
annotations to be preserved when merging annotations. This setting is ONLY applied ••
••
when an output format of TIFF or PDF is selected for a multi-page export.
Notes: This requires changing the color format of the page and may significantly
increase the size of the images. Also, if using the PDF setting users should first

••
ensure that the target application supports PDF images.

Combine parents/attachments: This feature merges attached documents to their


respective parents during the export process, creating a single document. Note: This
feature is currently only recommended for PDF-only exports or exports without the
need for OCR text. It does not currently support merging of text-based OCR. LAW ••
••
will also automatically merge all attachments for any selected parent if performing
an export based on a query, regardless if they are included in the current record set.

Use Pegasus Image Library: When enabled, LAW uses the Pegasus Image Library
to manipulate images during export. When this option is not selected, LAW uses the
Pixel Image Library. However, common "assertion failure" errors may occur when ••
using the Pixel Image Library.

Export As ••
This feature allows users to track whether or not a file has been exported.
••
••
••
••
A user-defined field must be selected to store the export status. Exported files will
receive a value of Y; records that did not export will receive a value of N. If an index ••
••
field was created for this purpose, enable this setting and choose the field from the
drop-down list.

Exporting in LAW
••
Now that you are familiar with the Export Utility, we will proceed with exporting. For
purposes of training, Concordance and Summation will be the selected formats. To ••
••
aid in the export process, a "project" scenario will be provided to establish
specifications for the delivery.

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••
•• Project Scenario: You have just processed electronic discovery, extracting text and
Meta data, and converting specific files to TIFF images. You have completed all of the

•• processes up to the export and are now ready to export the project.

You have been asked to deliver the native file, full text, and images along with

•• Concordance and Summation load files. While you have assigned unique Page IDs to
the images, the image tag will be the DoclO. The fields to be exported for
Concordance will be: DoclD, BegDoc# (renamed to StartNo), EndDoc# (renamed to

•• EndNo), and Attach. The default eDII tokens will be selected for Summation. Image
files are to be named by the Page 10, text files will be named by the DoclO, and
native files will be named by the original file name. All files should be organized by

•• file type. Images and text will be exported to an incremental folder structure. Native
files will be exported and organized mirroring the original folder structure.

•• Exporting for Concordance and Summation

••
1. In LAW's main user interface, select Tools-Export Utility. The Export Utility
dialog opens to the Formats/Documents tab.

••
2. In the File Types section: select All Records, Include Images, Include Full
Text, Include Native files.

•• 3. Review the full text options by selecting <Options ... >. The Text Options
dialog will appear. Establish the Text Priority, for this export the default
options are fine. No other text options are necessary for the export. Click

•• <OK> or <Cancel> to close the Text Options dialog.

4. In the Documents section, select All Records. This will be the default

••
selection unless a grid view is open.

5. Under Available Formats highlight Concordance, ensure Single-Page is the

•• selected image format, and click <Select>. Concordance will appear in the
Selected Format section. Repeat this process selecting Summation Blaze.

••
••
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••
••
••
6. Concordance and Summation Blaze are Selected Formats. The Concordance ••
••
export will create a Concordance DAT and OPT file. The Summation Blaze
option will create an eDII file. Both formats have custom settings to
configure. Highlight Concordance, and then click <Configure>.

7. The Concordance Settings dialog will appear. Within this dialog you will
establish the Data Delimiters, Path Notation and other Concordance specific ••
••
settings.

••
••
••
••
Data Delimiters: Data delimiters are used to import data into the database. ••
Each field value is separated by a specified delimiter, when imported based on
the delimiter the appropriate field is populated with the data contained in the
load file. While any delimiters may be used, Concordance's default delimiters ••
are (020) used to separate fields (Comma) and (254) used to wrap text
within a field (Quote). The Newline (174) entry is used to maintain hard
returns within a field. The <Restore Defaults> option will restore the Data ••
Delimiters to the Concordance default settings.

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•• Path Notation: In a load file, the Path Notation is used to provide directions
to the location of the native file and image file. There are three choices: Hard
Path - identifying an exact path to the files

•• (C:\Exports\Case\VoI001 \IMGOO1.TIF); Relative Path - identifying a path


relative to the volume (Vo1001 \IMGOO1.TIF); and UNC - providing a universal
drive to locate the files (\\ComputerName\ShareName\VoI001\IMGOO1.TIF). A

•!.• UNC path can only be created when exporting to a network.

Include field names as first record: The field names will be the first record
contained within the load file. As a best practice this option should be
selected.

•• Include document/OCR text as a field in the load file: The text for the
selected documents will be included in the .DAT file if this option is enabled.

•• This setting also overwrites the Include Full Text setting on the
Formats/Documents tab of the Export Utility. The Field Name is the name of
the field in the . OAT file which will contain the text. If the selected field

•• contains more than ",8MB of text, LAW will automatically create sequential
fields to adhere to Concordance's field size limitations.

•• Link to images and native files in their current location: Leaves any
images and native files included in the export in their location (LAW case

••
directory). This feature greatly improves the speed of the export because no
files are being copied and LAW must only generate the load files. Paths in the
load file will reflect the current location of the files.

•• Create Opticon load file only: With this option selected, LAW will only
create an Opticon load file (.OPT) and not the . OAT file.

•• 8. Select the Concordance default delimiters (Comma (020), Quote (254), and
Newline (174)) by clicking <Restore Defaults>. Choose Relative Path as the

•• path notation. Enable "Include field names as first record". Click <OK> to
close the Concordance Settings dialog and return to the Formats/Documents
tab.

•• 9. In the Selected Formats tab, highlight Summation Blaze and then click
<Configure>. The Summation Settings dialog appears. These settings

•• provide options specific to the Summation export.

••
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••
Allow advanced (iBlaze) dii features: Enables features not compatible
with Summation Blaze versions 5.21 and below. If creating an eDii (electronic
discovery load file), this feature must be enabled in order for specific eDii

••
tokens to be included. If not enabled, eDii tokens will not be included in the
export.

Write all fields to dii file: Allows six or more fields to be written to the DII
file. If this feature is not enabled, LAW will write up to six fields in the DII file.
If more than six fields are selected, a TXT file will be created. Note: If this ••
••
feature is not enabled, native files are included, and "Allow advanced (iBlaze)
dii feature" is enabled the DII file will contain all selected eDii Tokens. A TXT
file will be generated for any additional fields selected in the Fields tab.

Include Document/OCR text directly in dii file: Allows the text for the
exported documents to be included in the dii load file. If this setting is ••
enabled, it will overwrite the 'Include Full Text' option on the Fields tab of the
Export Utility for the Summation format. Note: This feature should be used
with caution. Summation does not support form feed characters which may ••
cause issues when importing in this manner.

Include PST tokens directly in dii file: Forces LAW to include an extra ••
token in the edii file. The @PSTFile token allows Summation users to identify
the source PST file where the e-maiisoriginated.This can be helpful if there
are many individual PST files being processed for a job. If this option is not ••
checked, the @PSTFile token will be omitted from the edii file. This setting is
disabled in LAW cases that are have not been enabled for electronic
discovery. ••
Always write index fields to a separate file: Enabled, all fields selected in
the Fields tab will be placed in a separate delimited text file regardless of the ••
number of fields selected. Note: If native files are included and the "Allow
Advanced (iBlaze) dii features" is selected. Specific eDii tokens will be
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••
•• exported to the eDii file. Only those fields selected in the Fields tab will be
written to the delimited text file.

•• Include field names as first record of delimited text file: Places the
index field names in the first line of the delimited text file. This is useful for
determining the field order of the data in the load file or for importing into

•• other applications.

Data Delimiters: If writing index fields to a separate file, the data delimiters

•• for the delimited text file may be defined in this section. The default values
for this feature can be reset by clicking the <Restore Defaults> button.

•• Dii Path Notation: The @D token in the dii file is used to communicate to
Summmation the location of the image. There are three path notations. The
CD Volume (@V Vol) option will return a notation in the dii similar to: "@D

•• @VVoI001:VoI001\001" where @WoIOOl is the volume of the CD to open to


locate the images. Primarily, this feature is used when viewing images from a
CD. The Hard Path notation is used to provide a direct location to the

•• images. The notation in the dii file will be similar to "@D


C:\Exports\CaseName\VoIOOl \001". The Image Directory (@I) notation
tells Summation to look in the designated image location to find the images.

•• It will return a notation similar to "@D @I\VoIOOl \001 \" where "VoI001" is
the volume name. The two options @V and @I are the most commonly used
with @I being recommended (most versatile) method. Most users of

•• Summation have a preferred way of importing the dii files so it is important to


verify the preferred method.

•• eDii Tokens: By default, when Native files are selected for export specific
fields (eDii tokens) are exported for the Summation eDii load file. These fields
will be exported, regardless of the fields selected in the Fields tab. The eDii

•• tokens dialog allows the user to exclude or include specific eDii tokens from
the export. To access the eDii Tokens dialog: Click the ~_ZI button.

•• The eDii Tokens dialog will appear. By default, all eDii tokens are selected and
appear in the Selected Tokens list. Selected Tokens can be removed using the
<Remove> or <Remove All> options. Tokens listed in the Available Tokens

•• list can be added to the available list by using <Select All> to select all
Available tokens or <Select> to select individual tokens.

••
••
••
••
•• Note: When "Allow Advanced (iBlaze) dii features" is enabled and native files
are selected, LAW will automatically export the tokens located in the Selected
Tokens list of the eDii Tokens dialog. If the same field is selected in the Fields

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tab it will appear in the dii file twice. Once as the eDii token, then again as an ••
@C token. For example: DateRCVD is included in the eDii tokens it will be
exported as @DateRcvd <Value>. If include in the Fields tab, a @C DateRcvd
<Value> will also be exported.
••
Note: Specific tokens are required to import electronic discovery in
Summation. If these fields are not selected, it could hinder the successfulness ••
of the import.

10. Select Allow advanced (iBlaze) Dii features, Write all fields to Dii file,
••
and Include PST tokens directly in Dii file. All eDii tokens will be included.
Click <OK> to return to the Formats/Documents tab. ••
11. Concordance and Summation are selected and custom settings are
configured. Click <Next> to open the Fields tab. ••
12. The project requires specific fields to be exported for Concordance and
specific fields for Summation. ••
o Concordance
• On the Fields tab, under Selected Formats choose Concordance. ••
••
• Select Use format specific fields over default selections to
enable the available and selected field lists.
• From the Available fields list select: DocID, <BegDoc#>

••
(renamed to StartNo), <EndDoc#> (renamed to End No), and
Attach.
• Once in the Selected fields column, highlight <Begdoc#>, in

••
the Exported As column rename the field to StartNo. Next
select <EndDoc#> and rename the field to EndNo.
• Select DocID as the Image Tag Field.

••
••
••
••
••
••
Summation ••
••
o
• On the Fields tab, under Selected Formats choose Summation
Blaze.

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•• •
• Select Use format specific fields over default selections to
enable the Available and Selected Fields lists.
This "Project" called for standard eDii tokens, since Native files

•• and "Allow advance (iBlaze) dii features" options were selected


on the Formats/Documents tab, the eDii tokens will
automatically be selected for the export. Therefore, no

•• •
additional fields need to be selected.
Choose DocID as the Image Tag Field.

••
••
••
••
••
••
••
•• o Default: The Default format is used to select fields and identify the
Image Tag field for any selected format where "Use format specific
fields over default selections" is not available or enabled.

•• 13. The Fields and Image Tag has been selected, click <Next> to go to the
Options tab. Within the Options tab the Output location, File naming scheme,

•• and Folder naming scheme will be established.

14. The Output Path is the location to where the images, text, native files, and

•• load files will be stored. The default path location is


C:\Exports\Casename\<Volume>. Maintain the default location; rename the

••
volume to EDDTrain001 by clicking on the <Browse> button. In the Current
Path, change VoI001 to EDDTrainOOl. Click <Accept>. Maintain the default
Partition size of 650 MB.

•• 15. The File Naming scheme determines how the files will be named when copied.
The "Project" specifications requests that PageID is used for Images, DoclD is

••
used for text, and Original Filename is used for native files. The FileType
column contains four options: <Default>, Images, Full Text, and Native. In
the File Naming scheme set the following options:

••
o <Default>: File naming scheme should be DocID. While this option
will not be used for this example, a <Page ID> does not exist for all
document states. This could result in errors during the export.

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Changing to a unique field that exists with all document states, such ••
o
as DoclD will prevent unnecessary errors.
Images: Enable Override. In the File Naming column choose
<PageID>. ••
o Full Text: Enable Override. In the File Naming column choose DoclD or
<BegDoc#>. Page 10 cannot be used since mUlti-page text files will be
exported. ••
o Native: Enable Override. In the File Naming scheme, select <Original
Filename>. Native files will be named the original filename. For e-
mail files, the file will be named based on the Subject of the e-mail. ••
o The EXTS option has been enabled for all file naming schemes. This is
a precaution to ensure extensions are preserved for all file types.
••
••
••
••
16. The Folder Naming scheme determines the organization of the files. If ••
<Default> is used, all files types will import into the same folder structure.
The "Project" specifications require files to be organized based on file type. An
Increment folder organization is to be used for Images and Full Text. The ••
Native file is to Mirror the folder-view in LAW.
o Images: Enable Override. In the Root Folder column enter the word
Images. Select Incremental for the Folder Naming. Maintain the ••
default of 250 Files per folder. Note: Files generated from a single
document will not be exported to multiple folders. The entire document
will be imported in the same folder regardless of the number of files ••
per folder established.
o Full Text: Enable Override. In the Root Folder column enter Text;
choose Incremental as the Folder Naming Scheme. Maintain the ••
default of 250 Files per folder. Note: When importing a Dii file into
Summation the @FullText token indicates that text is available.
Summation will assume the text is located in the same directory as the ••
image. If text is located in a different directory, Summation would not
find it. For this reason, LAW will include a @O token in the Dii file if
text is outputted to a different location. ••
o Native: Enable Override. In the Root Folder column enter Native;
choose Mirror Original for the Folder Naming scheme. This will mimic
the folder-view in LAW. Note: Maintaining the original filename and ••
mirroring the folder view could cause path/filenames to exceed
limitations for the output application type. LAW will accommodate for
this, by placing any files that exceed the application limitations in an
••
$InvalidPath folder. A warning message will be provided if this is
necessary.
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•• 17. Use LAW defaults for the Output Settings.

•• 18. The Export Status requires a user-defined index field. Since no fields are
created, we will not enable logging for the export.

••
••
••
••
••
••
•• 19. The Options are established, click <Finish>.

•• 20. A LAW PreDiscovery dialog will appear providing the option to save the
settings established. Click <Yes> to save the settings. Choose <No> to

•• proceed without saving. To adjust the settings, click <Cancel>. Saving the
settings is the safest method. Click <Yes>. The Save Export Profile As dialog
will appear defaulting to the root of the case. Name the export profile then

•• click <Save>. The profile will be saved and available for future exports.

21. A Destination Size dialog will appear indicating the amount of space available

•• for the export. If enough space is available click <Yes>.

22. An Export Status dialog will appear indicating the status of the export. Once

•• complete, the Export Status dialog will appear indicating the export process
was successfully completed or errors occurred. If errors occurred, review and
address the errors. If successful, click <Yes> to open the output folder.

•• 23. If all steps were followed the output folder will contain three subfolders:
Images, Native, and Text. The Image folder will consist of several subfolders

•• beginning at 001; images reside in the subfolder and are named by the Page
10. The Text folder contains incremental subfolder. Within the subfolder, text

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files will exist named by the DoclD. The Native folder will simulate the folder- ••
view in the main form of LAW. Inside the subfolders, files will be named by
the original filename. The root of the volume folder contains the load files
created for the selected format.
••
o The Concordance load files are:
• <Volume001>.DAT: The OAT file contains the fields and values
selected in the Fields tab additionally; it will contain a Native
••
File and OCRPath field. The NativeFile field will be used to link
the native files in Concordance. The OCRPath will be used to
••
••
import the text into the Concordance database.
• Createhyperlinks.cpt: Once data is imported into Concordance,
this program can be run to link the native files.

••
• ImportText.cpt: Once data is imported into Concordance, this
program can be run to import the text files into Concordance.
• <Volume001>.OPT: The OPT file contains the image key and

••
path to the images. It is used to import images to Concordance
image.
o The Summation load files are:

••
• <Volume001> (native).dii and <Volume001>.dii. The OIl file is
used to import images, text, native files, and data into
Summation. If the export includes records with images and

••
native files as well as records with native files only two load
files will be created. One containing all records where images
are present, the second (native).DIl will contain only the

••
records that do not have an image associated with it.

24. Distribute the volumes according to the project specifications. When

••
distributing, look at the path in the load file to ensure the appropriate
information is included in the distribution. For example, if the path in the load
file is VoI001/Images/OOl then the volume folder along with its contents must

••
be distributed. If only the content of the volume folder (Images/001) is
distributed the path is not correct and the files will not be located.

••
••
••
••
••
••
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••
•• Congratulations-Completion of TIFF Conversion Project

•• Congratulations! You have successfully worked through an electronic discovery


project in LAW. The project scenario provided was a standard TIFF conversion. It was

••
used to introduce the five processes in LAW: Create a Case, Acquire Documents,
Quality Control/Culling, Batch Processing, and Endorse. These processes are the
foundation for successful completion of any project scenario received. While

••
processes are used to establish a workflow, there are many additional features in
LAW to learn. Continuing with project scenarios, new features will now be introduced
along with reviewing previously learned processes.

•• Project Scenario - Native File Review

•• Another common project scenario is native file review. The decision to perform a
native review is often based on the size of the project, budget, and time. In a native

••
production, electronic discovery is imported into LAW expanding files from containers
and extracting the text and Meta data. All errors are addressed and other project
specific tasks are performed (i.e. Deduplication), files are then exported to the

••
desired litigation support database or online hosting application for review. Native
files, text, and Meta data is reViewed, relevant documents are identified and tagged.
Once relevant documents are identified, a list of relevant DocIDs (control numbers)

••
is generated. The list is used to tag the relevant documents in LAW. Only the
relevant documents are converted to TIFF and produced accordingly saving time and
money.

•• To perform a native production in LAW, the following steps are common. Additional
steps, such as deduplication and exclusions of duplicates may occur based on project

•• specifications.

Producing the native files:

•• •

Create an electronic discovery enabled case.
Acquire documents importing electronic discovery.

•• •

Perform quality control addressing errors resulting from the import.
Perform document numbering to create a "Production Number" ensuring gaps
do not exist.

•• • Export native files, text, and Meta data to the litigation support database of
choice.

•• Producing Relevant Documents:

• List of relevant documents based on the "production number" is generated

•• •
from the litigation support database.
List of "production numbers" is imported into LAW, tagging relevant
documents.

•• •


Relevant documents are isolated and converted to TIFF.
Quality control of documents converted to TIFF.
Batch Process-Page-Ievel numbering and endorsement.

•• • Export according to specifications.

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••
Native Production - Before the Review

Project Scenario ••
Part One-Native File Production: An external hard drive has been received. The
review team needs to begin reviewing files immediately to determine what is ••
relevant to the case. To save time, fifes will be reviewed natively, only relevant
documents will be converted to TIFF. Text must be obtained on as many file types as
possible. Deduplication will be performed at the global level; duplicate fifes will be ••
excluded from the export. A "Control Number" is to be assigned to the documents
that will be produced for review. Native fifes, text, and Meta data will be exported.
••
Part Two: After relevant documents are identified, a list of control numbers is
generated. The list is imported into LA W, tagging relevant documents. These
documents are converted to TIFF, QC'd, numbered at the page-level, and produced ••
accordingly.

The above is a project scenario for a native file production using LAW. It does not
••
provide complete specification for project completion. The "Project" scenario will be
utilized to review the five key processes previously discussed in this manual as well
as introduce new tasks for completion of the "project". Below are the steps for
••
accomplishing a native file production. Each step identifies the section of this manual
to refer to when completing. Some sections have already been introduced, while
••
••
others will be introduced following the steps. Steps not previously introduced will
indicate (New Topic) beside it.

Before the Native Production Review

1. Create the Case enabling electronic discovery. Creating Cases ••


2. Acquire Documents. Acquisition of Documents-Electronic Discovery
a. Select the Default Target Folder. Session Configuration-Default ••
Target Location
b. Establish the Session Label. Session Configuration-Session Label
c. Create the Custodian list. Session Configuration-Default Custodian ••
d. Identify a DocID Seed.
e. Select the Source(s) that will be imported. Adding Sources
f. Optionally, obtain a native file summary. Obtaining a Native File ••
Summary
g. Verify and establish settings. Settings
••
3. Review the Session Viewer to ensure all specified documents are imported.
Quality Control-Session Viewer
••
4. Address import errors - Quality Control Address Import Errors (New
Topic)
a. Insert documents that resulted in an incomplete or commit error ••
during the import. Inserting Electronic Documents (New Topic)
b. Review error message field, identify errors and determine action.
c. Identify records where text could not be extracted. Ensuring Text ••
Files Exist and Isolating Text Extraction Errors (New Topic)
••
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••
••
••
5. Convert to TIFF records with an error in the TextXStatus or specific file types
(JPEG, TIFF, etc) that text cannot be extracted. Batch Processing-
Converting to TIFF

•• 6. Address any errors resulting from TIFF conversion. Quality Control-TIFF


Images

•• 7. OCR documents converted to TIFF that do not contain extracted or printed


text. Batch Processing-OCR

•• 8. Create a document-level field for numbering. Document-Level Numbering


(New Topic)

•• 9. Review duplicates. Working with Duplicates (New Topic)

•• 10. Exclude duplicate records. Duplicate exclusions (New Topic)

11. Assign a document-level number to all records after duplicate exclusion.

•• Duplicate Exclusion and Document Numbering-Batch Process (New


Topic)

•• 12. Export. Export-Native File Production (New Topic) and Exporting

••
••
••
••
••
••
••
••
••
••
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Quality Control - Addressing Import Errors
••
·1
During the import of electronic discovery, errors may occur. Records receiving errors ••
••
will need to be addressed. How errors are handled will depend on the scope of the
project and policy. The QC process should involve the following:

••
• Session Log - Review the session log through the Session Viewer to ensure
there are no records listed in the Incomplete or Commit tabs. If records are
listed in either of these tabs, they were not imported into LAW. Records

••
appearing in the Incomplete tab might be able to be resolved by resuming. If
this does not work, they will need to be re-processed. Records appearing in
the Commit tabs will need to be re-processed. The Insert feature may be


used if maintaining order is necessary.
Review of ErrorMsg field in the LAW database to identify errors and determine
what action will take place to resolve the error. ••
••
• Review the TextXStatus to identify records that did not have text extracted
either due to an error or based on file type. These files may need to be
converted to TIFF to obtain printed text or OCR text.

Inserting Electronic Documents ••


It is possible to insert a document(s) to an already existing record set in LAW. This
feature is useful if document(s) failed to import, were skipped, or if there was an
••
embedded file that was unsupported from extraction.
••
••
To insert electronic documents:

1. In the record list of the main user interface select the record to which the new

••
document(s) will be inserted either before or after.

2. Right-click on the record or select Edit on the menu bar to open the Edit

••
menu features. Choose Insert. To access the insert options.

Before Current .. . ••
. After Current.. .

••
••
3. If inserting electronic discovery as a new document(s), select the Insert->E-
••
Document(s) option, if inserting the document(s) as an attachment, choose
Insert->E-Document Attachment(s).
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 140 ••
••
••
••
••
4. Choose either to insert the document(s) Before Current or After Current
(record currently selected in the record list of LAW). The LAW Electronic
Discovery Loader will appear in Insert Mode.

••
••
••
••
••
••
••
•• 5. If desired, details about the insert may be verified by clicking on the

••
<Details> button. The Insert Mode Details dialog will open and indicate
the location the document(s) selected in the Source Queue dialog will be
inserted. Click <OK> to close the dialog.

•• 6. Make any necessary adjustments to the Session Label and the DoclD.

•• 7. Choose the Source(s) you wish to import. Typically, the source type selected
for inserts will either be File(s) or a File List as only certain documents will
be inserted to the desired location. If a mail store or folder is used as the

•• source, the structure maintained in the folder view will be lost for the inserted
mail store or folder; however, the original source location will be captured in
the EDFolder and SourceFile Meta data fields.

•• 8. Verify Settings and make adjustments if necessary.

•• 9. Click <Start>. The Confirm Settings dialog will appear. Confirm the settings
are correct and then click <OK>. The Progress dialog will appear.

•• 10. Once the import is complete, the Complete dialog appears. Review to ensure
no warnings or errors occurred, then click <Exit>. If Post-Import actions are
selected, LAW will perform those actions. Close any dialogs that appear.

•• The document(s) is inserted to the LAW database and appears in the record list as
either a document or an attachment.

••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 141


••
Compound Document Extraction Errors
••
If a compound document (embedded file) could not be extracted, an error message ••
will appear in the ErrorMsg field. How embedded files will be handled will largely
depend on the type of file and/or the scope of the project. For example, if the
embedded file is an image that will be displayed on the parent record most likely it ••
will not be necessary to do anything with the record. If the embedded file is an
actual file it may need to be manually saved out, then inserted to the appropriate
location. Manually saving the embedded file will alter the Meta Data of the file. ••
To manually process an embedded file:
••
1. Open the compound document and locate the embedded file. Open the
embedded file.
••
2. Save the embedded file to a desired location.

3. In LAW, select the document containing the embedded file in the record list ••
then use the Insert->E-Document Attachment(s) feature to insert the
embedded file as an attachment to the compound document.
••
Ensuring Text Files Exist
••
When reviewing native documents, key words are searched to locate relevant
documents in the case. To properly utilize key word searching, it is important to have
a corresponding text file for as many native files as possible. If a file type is ••
supported for text extraction, but text extraction failed LAW will generate an error
message. The error message will appear in the ErrorMsg field and the TextXStatus
field will be populated with an E value. Common file types resulting in a text ••
extraction error are PDF files where the PDF is image-only and does not have
embedded text. Encrypted files will also generate an error as the file cannot be
opened to extract out the text. ••
To obtain text files for these records, they will need to be converted to TIFF. If the
"Save text with images" option is enabled, text may be extracted during the TIFF ••
conversion (encrypted files) resulting in "printed" text. The TextPStatus will indicate
if text was "printed" at the time of TIFF conversion. If text was not extracted during
the import nor "printed" during the TIFF conversion, then the document(s) will need ••
to be OCR'd to obtain a text file.

A TextXStatus of N indicates the file could not have text extracted based on its file ••
type. Image file types such as JPEG or TIFF cannot have text extracted but may
actually have words on the image that can be OCR'd. These file types should also be
reviewed to determine if they should be converted and OCR'd. ••
The following will take place when addressing text extraction errors:
••


Isolate files where text could not be extracted
Convert files to TIFF, if possible extract text during TIFF conversion ••
••
• OCR necessary files

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••

••
••
•• Isolating Text Extraction Errors

•• The TextXStatus field is used to determine if text is associated with a document. A


TextXStatus of an E indicates the file type is supported; however the text extraction
resulted in an error. These files should be isolated and then converted to TIFF. If

•• possible, "printed" text may be extracted during the TIFF conversion. Otherwise,
OCR will need to be performed to obtain a text file.

•• To isolate records that failed during the text extraction:

••
1. Open either grid view. If the TextXStatus field is not a displayed column,
right-click on a column header to open the Field List dialog. Choose
TextXStatus and then close the Field List dialog. The TextXStatus now

••
appears. (Grid Views or Working With Grid Views)

2. Group by the TextXStatus field to see if any E values are present.

•• 3. Expand the E group, then right-click on an E value in the TextXStatus field.


The Filter options will appear. Choose Filter by Selection. Only those

••
records containing an E value in the TextXStatus field will be returned.

Note: If desired, a search may be performed instead utilizing the grouping and filter

•• options. If this is a large case, performing a search may be quicker. To perform a


search:

••
1. In the main user interface select Tools-Search Records. The Database Query
Builder will appear.

••
2. Choose the following:
• Field Name = TextXStatus
• Operator = Equal

•• • Value = E

3. Click <Add Condition>, the condition will appear in the clause window.

•• 4. Click <Execute>, the search is performed returning only the records


containing a TextXStatus value of an E.

•• Note: Searching is discussed in more detail in the Searching section of this manual.

••
••
••
••
•• LAW EDD Training Manual
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••
••
Converting to TIFF
••
Once isolated, the next step is to convert the files to TIFF format. Refer to Batch
Processing-Converting to TIFF section of this manual for detailed information on
converting documents to TIFF. ••
1. From the Search Results open the Batch Processing Dialog (Tools-Batch
••
Process or clic ).

2. Establish TIFF conversion settings according to policy and the scope of the ••
project «Options> button at the top of the Batch Processing dialog), if
using the LexisNexis Image Driver the "Save Text with images" option may be
enabled to extract text at the time of conversion. This may reduce the ••
amount of files that will need to be OCR'd. Note: The "Save text with images"
option will not work with all file types (PDF files). Files that could not have
text saved during the conversion process will need to be OCR'd. ••
3. For processes, enable Tiff Conversion. Verify Current Record Set is selected
for the Document Selection, click <Begin>. Only the records from the search ••
results will be converted to TIFF.

4. Once complete, address any errors occurred during the TIFF Conversion. ••
Quality Control-TIFF Images

Batch Process - OCR ••


After converting to TIFF, OCR will take place on the isolated records. Batch Process ••
-OCR

1. From the Search Results open the Batch Processing Dialog. Note: If the ••
Search Results dialog was closed, the failed text extraction records will need
to be isolated again. Filter on the TextXStatus value of E to return these
records. If "Save text with images" option was selected during the TIFF ••
conversion process, the TextPStatus field can be used to identify if text was
extracted. A C value indicates that text was extracted. Those records
containing an E in the TextXStatus and an E or N in the TextPStatus will need ••
to be OCR'd.

2. Establish necessary OCR options. ••


3. In the Processes section of the Batch Process Dialog enable OCR. Verify
Current Record Set is selected for the Document Selection. Click <Begin>. ••
OCR will only be performed on the records contained within the search
results. Once complete, address any errors that occurred.
••
••
••
••
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••
••
•• Reviewing File Types with TextXStatus of N

•• In addition to reviewing text extraction errors, it is also important to review records


with an N value in the TextXStatus field. An N value indicates text could not be

••
extracted based on the file type. With certain file types, specifically image file types
(JPEG, TIFF); text cannot be extracted however words may exist. These file types
should be reviewed to determine if words exist on the image. If words do exist, these
files may be converted to TIFF and then OCR'd.

•• To isolate and review file types with a TextXStatus of N:

•• 1. Open either grid view. If the TextXStatus field is not a displayed column,
right-click on a column header to open the Field List dialog. Choose

••
TextXStatus and then close the Field List dialog. The TextXStatus now
appears.

••
2. Locate a record containing a TextXStatus value of N. Right-click on the N
value to open the Filter options. Choose Filter by Selection. The filter will
occur returning only those documents with a TextXStatus of N.

•• 3. Utilize the grouping feature, to group records based on the SourceApp field.
The SourceApp field identifies the application LAW will use to open and print

•• the documents. If Image Printer is the source application, then the file type is
an image format such as JPEG or TIFF. Alternatively, you could group based
on DocExt or File Description. The results will be similar.

•• 4. Review files to determine if words exist on the image. If so, proceed with TIFF
Conversion then Batch Processing OCR (as described previously).

•• All errors have been addressed. The scope of the project will determine the next
step. In our "Project scenario", deduplication is to be performed and excluded from

•• the production. Documents are to be renumbered to eliminate gaps from the


duplicate exclusion. Once complete, native files, text, and Meta data is to be
exported to the supported format. The next sections will discuss Document

•• Numbering, Deduplication, and Exporting of native files.

••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 145


••
••
Document-Level Numbering
••
When working with electronic discovery and producing some or all of the files
natively a unique document-level number is assigned to the records that will be
produced out of LAW. Often this number is referred to as the DoclD or Production ••
Number.

During the import of electronic discovery, a document number is assigned and ••


populated in the DocID field. While this field could be used when exporting
documents, it is important to understand that every record identified through the
electronic discovery loader is assigned a DoclD regardless of whether the file is ••
actually imported into the LAW database. This may cause gaps in the DoclD
numbering. Additionally, the document will be numbered by the order imported
which may be different than how the documents appear in the folder-view of LAW. ••
The DocID value exists in the Electronic Discovery Loader session database as well
as the LAW database and is often used for reference between the two. Additionally, ••
the DocID field is a locked field and cannot be edited (unless unlocked through an
INI setting). For these reasons, it is recommended that new index fields are created
for document-level numbering. This prevents overwriting the existing DoclD and also ••
makes it possible to track multiple document numbers used in the production.
Document-level numbering can either take place at the folder level using Folder-
••
••
Auto Number or during Batch Processing.

Creating an Index Field for Document Numbering

Before document-level numbering can take place, a Text field must be created. The
steps below identify how to create an index field specific for document numbering. ••
Detailed information about creating index fields can be found in the Creating Index
Fields section of this manual.
••
1. Select Index-Modify Fields, the Modify Fields dialog will appear.

2. Within the Modify Fields dialog select <Add Fields>. The Add Field dialog ••
appears.

3. In the Add Field dialog enter the following: ••


• Name = Name of the user-created field. For this example, ProdNO is
used. ••


Table = Document-Level or Page-Level. For document numbering,
Document-Level is selected.
Type = Type of field created. For numbering in batch process a Text ••

field type is required.
Choose Insert at top of list. This will ensure the field is the first to
appear in the Index button of the main user interface.
••
••
••
••
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••
••
••
••
••
••
•• 4. Click <OK>. The user-defined field is created. An Add Another Field dialog

••
will appear, click <No> to close the dialog. The field is created and will
appear in the Field Order column of the Modify Fields dialog. If "Insert at top
of list" was selected, the field will be the first field to appear in the Field Order
column.

•• 5. Click <Close> to close the Modify Fields dialog. The ProdNO field is created

••
and appears in the Index tab of the main user interface. If Insert at top of list
was selected, the field will be the first to display in the index button of the
main user interface.

••
••
••
••
••
••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 147


••
Working with Duplicates
••.1
A duplicate file is an exact replica of another file. This is often apparent in electronic ••
••
discovery containing multiple mail stores from individuals receiving the same e-mail
or when electronic files have been created and saved in multiple locations. Duplicate
files are determined by comparing the hash value of one file against the hash value

••
of another file. The hash value is a mathematical algorithm, representing a unique
value for an electronic file; similar to a fingerprint or the DNA of a file. If the hash
values are the same, then a duplicate record exists. LAW will output two hash

••
values: MDS and SHA1. The MDS hash value is 128 bit, SHA1 is 160 bit. While LAW
will output both hash values, the value used to compare files will be determined by
the Working Digest selected. The hash values are obtained differently for e-doc and

••
e-mail files.

E-Docs: The hash value is generated using the entire contents of the file.

E-Mail: The key value is generated using an input value of certain Meta data after
any processing of the Meta data fields has been executed. The purpose of using the ••
post-processed Meta data is to match the Meta data that is stored in LAW; therefore,
if the key is regenerated in the future, the value would match the original. E-mail
includes both e-mail message contained in mail stores and loose e-mail messages. ••
The term "loose e-mail" refers to a file that is identified as a mail item and
successfully converted to a mail item by Outlook. These include .msg files, .eml files,
and other RFC822 format e-mails. The following fields are used to generate the ••
dedup key for e-mail and loose e-mail items:

• Bee ••

• ee

Body

From ••
••
• IntMsgID
• To
• Attach (semi-colon delimited string of first level attachments in the e-mail)

Attachments: Attachments will inherit the DupStatus of their parent item. This
includes all types of attachments, such as e-mail attachments, attachments to an
archive file (i.e. zip), and loose e-mail message attachments. At no time will an ••
attachment be classified as a duplicate if the parent is not a duplicate of
another parent.
••
Primary or "Parent" record: The first file imported into LAW will be determined to
be the primary or "parent" record. All remaining files matching the primary or
"parent" record will be logged as duplicates.
••
The scope of the project will determine whether or not deduplication will be
performed and which hash digest will be used. Deduplication may take place during ••
the import process through the Electronic Discovery Loader or after the import
through LAW directly. ••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 148 ••
••
••
••
•• Deduplication through the Electronic Discovery Loader

•• The Electronic Discovery Loader contains a settings category for Deduplication


(Electronic Discovery Loader-Settings-Deduplication). If enabled, deduplication

••
will occur during the import of electronic discovery. Files selected for import will be
compared with each other as well as files already contained within the LAW
database. The Working Digest, Scope, and action will be determined through the

•• Deduplication category.

••
••
••
•• Working Digest: Establishes the hash value that will be used for file comparison.
While both MDS and SHA-l hash values will be outputted and stored in the LAW
database, only the selected digest will be used for duplicate comparison.

•• Test for duplicate against (Scope): The scope for deduplication can be either
Custodian or Global. If custodian is selected, documents with like custodian values

•• will be compared. If global is selected, all incoming and existing files will be
compared.

•• If record is considered a duplicate then (Action): Determines the action to take


once a duplicate is located. Three options are available: Include, Partially exclude,
and Exclude.

•• • Include (Log Record): The duplicate file is imported into LAW creating the
record and copying the native file into the database. The Dupstatus field
indicates whether the file is a duplicate.

•• • Partially Exclude (Log record but do not copy file): A record is created
and logged for the duplicate file in the LAW database; however, the native file
is not copied into the database. The Dupstatus field will indicate the file is a

•• duplicate.
• Exclude (Do not log record or copy file): Duplicate files will not be
imported into LAW. No record is created. The Session Viewer will provide a list

•• of the excluded duplicates.

It is recommended that duplicate files are imported into LAW. If duplicate files are

•• imported, changes may be made if the scope of the project changes. If these files
are not imported, short of reprocessing you can not accommodate for changes to the

••
project. Searches or filters can be run to exclude the duplicate files before exporting.

••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 149


••
••
Reviewing Duplicate Files
••
It is not uncommon to want to review duplicate files. If deduplication is performed
during the import process, duplicate files will be recorded in the Session Viewer. If
duplicates are excluded from the import, the session log is the only way to review ••
duplicate files. If either Include or Partial Exclude is the chosen action, the grid view
can be used to review duplicate files.
••
Duplicate Review through the Session Viewer
••
••
If deduplication occurred at the time of import, duplicate files will be recorded in the
Session Log and can be viewed in the Session Viewer.

••
File5lze:129334
, U$tMcd:"(l9/200511:02:26N1r
Cre«ed:"/19/200S11:02:Z6AM ••
&bject:

·lllWID:1I2
~Path:E-ooc.\EI)ocs\Et«5\EOO
lew ooc: 0r0er: 1 ••
••
>

··HIlm/):EDocs
(Or.)Name:EDoo;s
Type:EDocFolcW
Path:C:\lAWTr~'Trillllll1Q:Material\fOocs\

••
••
The Duplicates tab of the Session Viewer identifies any record determined to be a ••
duplicate for the session. The deduplication process will compare the files imported
for the session as well as files already contained in the LAW database. The Dedup
Action field identifies the action that took place for the duplicate file. If duplicate files ••
were excluded from the import the Session Log will be the only way to review the
duplicate files.
••
••
••
••
••
••
LAW EDD Training Manual
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••
••
•• Reviewing Duplicates through the LAW Grid View

•• If duplicate files were included or partially excluded during the import or if


deduplication was performed after the import took place, duplicate files can be

••
identified through either the embedded or stand alone grid view in LAW. There are
several fields in the LAW database that can be used to review duplicate files. These
fields are:

••
• _DuplD - references the primary or "parent" record when duplicates are
found. The _DupID field will contain the value of LAW's unique ID for the
primary or parent record. LAW's unique ID is an incremental number

••
assigned by LAW at the time of import and recorded in the ID field. It is not
created by the user. The primary or "parent" record is the first file imported
into LAW. Files matching the same hash value as the primary record will be

••
identified as duplicates to the primary record. The _DupID field will reference
the ID of the primary record.
• _DupMethod - identifies the digest method used to determine a duplicate.

••
There are three possible values:
o Empty Value - Either deduplication has not been performed or has
been reset.

•• •
o 1 - Deduplication has been performed using MDS hash.
o 2 - Deduplication has been performed using SHA-1.
DupStatus - Indicates the duplicate status of the record. Possible values

••
are:
o Empty Value: File has not been tested for duplicates. If hash values
cannot be obtained, deduplication has not been performed, or

•• deduplication has been reset a blank value will appear.


o N - Not a duplicate: Deduplication has occurred; the file is not a
duplicate.

•• o P - Primary or "Parent" record: Deduplication has occurred the file


is the primary record contained in the database. All matching files are
flagged as duplicates.

•• o G - Global-level duplicate: Deduplication has occurred at the global


level. The file has been determined to be a duplicate to a primary
record.

•• o C - Custodian-level duplicate: Deduplication has occurred at the


custodian level. The file has been determined to be a duplicate to a
primary record.

•• •

MDSHash - The MDS hash value.
ShalHash - The SHAl hash value.

••
••
••
••
•• LAW EDD Training Manual
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••
••
Review Duplicate Records
••
The easiest way to review duplicates in the LAW database is to open the grid view,
select the duplicate fields mentioned above, and then group by the _DupID field.
This will allow you to easily locate the duplicate files. ••
1. Open either the Stand Alone or Embedded Grid View.
••
2. Right-Click on any column header to open the Field List
dialog.
••
3. Within the Field List dialog, right-click. Two options will
appear: Show All Fields or Hide All Fields. Choose Hide
All Fields, all fields will be hidden making it easy to ••
control the fields displayed in the grid view.

4. Select the following fields: ••


• _DupID
• _DupMethod
• DupStatus ••
• ID
• MD5Hash
• SHA1Hash ••
5. The grid is displayed with fields specific to deduplication.
••
••
••
••
••
••
••
••
••
6. Perform a group based on the _DupID. Records will be grouped accordingly.
Click to expand a record to review the duplicate files.

When reviewing duplicates remember:


• If a parent record is determined to be a duplicate the attachment is also.
••
••
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••
••
•• •

The Hash value is still obtained for the individual file.
The first record imported into LAW is the "Primary" including its attachments,
all records within the primary group are marked as P.

•• •
• The next record matching the hash value of the "Primary" parent record will
be marked as a duplicate (either G or C) as well as its attachments.
At no time will there be a parent record marked as a duplicate if the

•• •
attachment is not also a duplicate.
At no time will an attachment be marked as a duplicate, if the parent is not a
duplicate.

•• Deduplication In LAW

•• It is possible to perform deduplication after documents are imported into LAW. This

••
often occurs if deduplication doesn't take place at the time of import, the scope for
deduplication changes, or a discrepancy is found among duplicate records.

•• 1. Within the LAW main user interface select Toois-Deduplication Utility.


The Deduplication Utility dialog will appear displaying the Info tab.

••
••
••
••
••
••
•• 2. Click the <Load> button to retrieve the current deduplication statistics
for the LAW case, such as number of duplicates (global or custodian level)
and number of root duplicate records. If deduplication has not yet been

•• performed on the records, the values for each displayed item will be zero.
Click on an item in the Info tab to view its description.

••
••
••
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••
••
••
Duplicates in case
Duplicate root records in case
Tested records in case
365
203
619 ••
--- Deduplication Log ---
Items in duplication log (All)
Records in deduplication log (global level)
163
163 ••
Records in deduplication log (custodian level) 0

••
••
••
3. Click <Next> to go to the Tools tab.
••
••
••
••
••
••
••
The Tools tab contains two utilities relating to deduplication: Deduplication
Status Reset and Verify Deduplication log. The Deduplication Status Reset ••
option will flush all items from the current deduplication log and reset the
deduplication-related fields for all records in the case. In other words, the
entire case will be in a state as if deduplication has never been performed.
••
The Verify Deduplication Log will verify that all entries in the log exist in the
LAW case. This tool is included for troubleshooting purposes.
••
To reset the duplicate states:
••
••
• Click <Run>. The Dedup Reset Rev will appear.

••
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••
••
••
••
••
••
••
•• • Click <Scan> to scan the database and report the number of

••
entries in the duplicate log.
• Click <Reset> to clear the Duplicate log in the database and reset
the meta-data field for all Records.

••
• After duplicates are scanned and reset, click <Exit>.

4. Click <Next> to go to the Settings tab. The Settings tab contains

••
processing and processing range options.

••
••
••
••
••
••
•• The Working digest allows users to select the hash key to be used
for determining duplicates. The hash values are obtained through Meta

••
data fields (e-mail) or by hashing the entire file (e-docs). LAW
PreDiscoveryTM provides two hash keys: MDS (128-bit output) and SHA-l
(160-bit output).

•• The Test for duplicate against (Scope) option will be the scope for
deduplication. During the process, deduplication can be performed at one

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 155


••
of two levels: Case Level (globally deduplicates against all records in the ••
database) or Custodian Level (deduplicates against records with the same
custodian value).
••
The Only test untested records option will force LAW to only process
records that have not been tested in the deduplication process. This may ••
••
be useful when a case has been deduplicated previously and then new
records have been added and deduplication was not enabled during the
import.

The Only test records with selected custodians option allows users to
choose one or more custodians (by clicking <Select» and force LAW to ••
process only records with those custodians during deduplication.

Choose the appropriate options based on the project then click <Start>. ••
5. A Confirm Deduplications dialog will appear. Verify the options, then click
<OK>. ••
6. A Progress tab will appear advising of the status of the process.
••
••
••
••
••
••
••
7. Once complete click <Exit>. The database fields are updated
••
••
appropriately.

Note: When performing deduplication after the import, it may not be necessary to

••
access the Info or Tools tab. The Settings tab is the only one needed to perform the
deduplication.

••
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••
••
•• Duplicate Exclusion

••
While duplicate files may have been imported into LAW, they are often excluded from
the export. Prior to the export, non-duplicate records may be numbered to prevent
gaps in the numbering system.

•• To exclude duplicates from certain processes, a filter or search can be run on the
DupStatus field. The DupStatus field is used to identify duplicate records. A record

•• with a DupStatus value of a G means it is a duplicate record and globaJ-level


deduplication was performed. A DupStatus value of a C indicates the record is a
duplicate and custodian level deduplication was performed.

•• Using the Filter option to exclude documents:

•• 1. Open all records in the desired grid-view; ensure the DupStatus field is visible
in the grid view.
a. If DupStatus is not visible, right-click on any column header to open

•• the Field List dialog then select DupStatus.

2. Use LAW's grouping feature to group by the DupStatus field.

•• a. Left-mouse click on the DupStatus column header, then drag the


column header to the "Drag a Column Header to group by" area.
Release the mouse.

•• 3. Records will be grouped by all values contained within the DupStatus field.
Typical values will be: None, G - Duplicate record at the global level, C

•• Duplicate record at the custodian level, N - Not a duplicate, and P- Primary or


parent record of a duplicate record. The goal will be to remove all records
where a G or C exists.

•• 4. Expand out either G or C by clicking on the plus


illustration contains only G values, G is used.
+. Since the above

•• 5. Within the DupStatus field, right-click on a G value. The Filter options will
become available. Choose Filter Excluding Selection.

••
••
••
••
••
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••
••
••
••
•.,•
••
••
••
All records, not containing a duplicate value of G will be returned. When a ••
••
filter exists, a (Filtered) indicator will appear in the bottom left corner of the
grid view.

••
6. If C values also exist, these will also need to be excluded. Within the Filtered
search results, locate a C value by performing another grouping then Filter
Excluding Selection.

7. Only documents containing (None 0 or <Null», N, or P values now appear in


the database. The next step may be to either number the documents, convert ••
to TIFF, or export to the litigation support database.

Using the search feature to exclude duplicate files: ••


An alternative method to duplicate exclusion is to perform a search to remove
duplicate records from the search result. If working with large databases, this may ••
be the more efficient method as returning all records to the grid view will take longer
than returning only search result records.
••
1. Within the main user interface select Tools - Search Records. The Database
Query Builder dialog will appear.
••
••
••
••
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••
••
••
••
••
••
••
••
•• Hint: The Database Query Builder dialog may also be accessed by clicking the

•• binoculars icon. located on the main user interface or either grid views.

••
2. A search will be created returning all records where a G or C does not exist.
Within the Advanced Tab of the query builder, choose the following:
• FieldName = DupStatus

••
• Operator = Does Not Equal
• Value = G

••
3. Click <Add Condition>. The condition is added to the search clause window.
This query will return all records not containing a G value in the DupStatus
field.

•• • If custodian level deduplication was performed, enter a C in the


value operator instead of G.
• If both global and custodian level deduplication was performed on

•• the case, two conditions will be entered into the query builder. The
conditions will be joined by an AND statement, as illustrated in the
image above.

•• 4. Click <Execute> to return the search results. The selected grid view will
appear returning any record that is not determined to be a duplicate based on

•• the Dupstatus value of a G or C.

••
••
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••
••
Document Numbering-Batch Processing
••
While document numbering may be performed on individual folders (Folder-Auto
Number), the most common method of numbering at the document-level is through
the Batch Processing dialog. The Batch Processing dialog may be accessed through ••
the main user interface or from either grid view. Often document-level numbering
takes place after identifying specific records for the production. For example, if
duplicate files were imported into LAW but will not be exported, a search is
••
performed excluding the duplicates. All non-duplicate files are returned to the grid
view. A new number is assigned to the records eliminating gaps in the numbering
••
••
scheme.

Numbering at the document Level:

1. Access the Batch Process dialog using one of the following methods.
••
••
• From the main user interface or standalone grid view, select Tools-
Batch Process.
• From the main user interface, standalone grid view, or embedded grid

view click the Batch Processing icon

2. In the Processes dialog enable Document Numbering then select ••


Document. Note: if the document option is grayed out, a document-level
text field does not exist. A text field must be created before document
••
••
numbering can be performed.

3. In the Target Field option, the drop-down list option is used to display all

••
user-created text fields. Select the field you wish to use for the document-
level numbering. In this example, ProdNO is selected.

••
4. Enter the Starting #, for this example ProdDDD! is used.

5. In the Selected Documents section, choose the documents you wish to

••
number. If the Batch Process dialog is selected from the main user interface,
All Documents is the default selection. If either grid view is opened when
the Batch Process dialog is selected then Current Record Set is the default

••
selection. Individual folders or records may be selected using the <Select>
button. For this example, duplicates were excluded so Current Record Set is
the default selection.

••
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••
••
••
••
••
••
••
••
••
•• 6. Click <Begin> to begin numbering. The Batch Processing status dialog will
appear. Once complete a Status dialog will appear. Click <OK> to close the

•• status. Document numbering is complete, the ProdNO is populated.

••
••
••
••
••
••
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••
Exporting - Native File Production
••
Electronic discovery has been imported into LAW. Errors have been addressed and
text has been obtained for all files possible. The scope of the project will determine
whether additional steps are required, or exporting can immediately take place. ••
Additional steps may be deduplication and exclusion of duplicate files, renumbering
to ensure gaps do not exist in the numbering space, and tagging/coding.
••
For purposes of training, a "project scenario" was provided. The "project" requested
deduplication of files. Duplicate files are to be excluded from the production. After
excluding duplicate files a document-level numbering scheme was assigned to
••
eliminate gaps in numbering. This number will be the cross-reference number
(Image Tag) used to link the native files, text and data.

The steps below are based on the native file "Project Scenario". The scope of the
•.!•
project will determine whether all of these steps will need to be performed.

Note: This section will not provide detailed instructions on the export utility. For ••
more information about exporting, refer to the Exporting section of this manual.

Only the following formats will support native file productions: ••




BlueTrace
CaseLogistix ••



Concordance
Concordance Direct (DCB)
Delimited Text ••



EDRM XML
iCONECT
Introspect eCM ••


Ringtail CaseBook
Summation Blaze
••
Exporting Native Files:

1. If necessary, perform a search or filter to exclude duplicate records. Note: ••


the scope of the project will determine if this is a necessary step. Working
with Duplicates-Duplicate Exclusion
••
2. After duplicate files are excluded, a "Production Number" may be assigned to
prevent gaps in the numbering scheme. The scope of the project will ••
••
determine if duplicates are excluded. Batch Processing-Document
Numbering

••
3. With the Search Results dialog open, select Tools-Export Utility or choose
~~ ~~

the Export Utility icon! to launch the Export Utility dialog.

4. The Formats/Documents tab will open. Select the following:


• File Types = All Records. This is a native file production, images will
••
••
not be exported. Select Full Text and Native Files.

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••
••
••
••
• Documents = in this "project" duplicates are to be excluded from the
export. Since a search was performed and the grid view is still opened,
Search Results is the default selection.

•• • Formats = Select Concordance and Summation Blaze.

5. Use the <Configure> option to establish settings specific for Concordance

•• and Summation.
• Concordance: Use default delimiters of Comma (020), Quote (0254),
Newline (174). The <Restore Defaults> button will set the data

•• delimiters to the Concordance Default. The Path Notation will be Hard


Path. Enable Include field names as first record.
• Summation Blaze: Enable Allow advanced (iBlaze) dii features,

•• and then select Write all fields to dii file and Include PST tokens
in dii files. Click <eDii Tokens ... > and ensure all tokens appear in
the Selected Tokens column. Note: The eDII tokens included in the

•• export will generally depend on the scope of the project. If producing


to opposing, you may not want to provide all of the eDII tokens that
are exported by default. For the DB Path Notation choose Image

•• Directory (@I).
• If selecting any additional formats, once selected highlight to see if the
<Configure> button is available, if available configure the format

•• according to the specifications.

6. Click <Next> to go to the Fields tab. If the same fields will be exported for

•• all selected formats, <Default> may be used. If selecting Concordance,


Concordance Direct (DCB), Ringtail, Introspect, or Summation, format specific
fields may be selected, making it possible to export different fields to different

•• formats at the same time. Choose the format type then enable "Use format
specific fields over default selections". This will override the <Default>
fields only exporting the fields specified for that format. For purposes of this

•• document, choose the following:


• Concordance: Enable "Use format specific fields over default
selections" select the following fields:

•• o ProdNO
o Author
o DateLastMod

•• o DateRcvd
o DateSent
o Email_Subject

•• o From
o Subject
o Title

•• o To
• The Concordance ImageTag will be ProdNO. While images are not

••
exported, this is still used to link the native files, text, and Meta data.
• Summation: Enable "Use format specific fields over default
selections", choose the following fields:

••
o ProdNO field - no additional fields will be selected as the eDII
tokens will be exported by default.
• The Summation ImageTag will be Prod NO.

•• 7. After selecting the Fields to be exported, click <Next> to go to the Options


tab.

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January 2009 Version 5.3.08 Page 163


••
••
8. The export process creates a copy of the document states (Native, Full Text,
and Images) selected for export as well as a load file for each format. Within
the Options tab you will determine the location the files will be outputted
••
(Output Path), how the files will be named (File Naming Scheme), and how
they will be organized (Folder Naming Scheme).
••
• Output Path: The Export Path is the location to where the copy of
files will be exported. By default, this location is
C:\Exports\<CaseName>\VoIOO1. Each volume created will contain its
••
own load file. The volume name will be the name of the load files
created. Click <Browse> to change the location/and or volume name. ••
••
In the Current Path section, the location may be manually typed in or
you can browse to the appropriate location. The Partition Size is the
size of the volume and is used for easy distribution of media. For

••
purposes of this document:
• Change the volume name to Native001.
• Use the default partition size.

• File Naming Scheme: The file naming scheme will determine how the
files are named when the copy is created. If <Default> is used, the ••
••
same file naming scheme will be exported for all document states. In
order to use <Default> the file name selected must exist for all
document states selected for export. Choosing <PageID> will result in

••
errors, since a Page ID does not exist in a native file production.
Overriding the <Default> option makes it possible to have different file
names for each file type (document state). For purposes of this
documentation:
• Choose ProdNo as the file naming scheme. The ProdNO
field will be used for both file types; therefore, ••

<Default> can be selected.

Folder Naming Scheme: The folder naming scheme organizes the ••


outputted files into a folder structure. If <Default> is selected, all files,
regardless of their file type, will be located in the same directory
structure. There are three choices for folder organization: ••
o Custom, allows you to customize the folder organization based
on values in selected index fields.
o Incremental, storing a specified number of files then ••
incrementing to the next folder.
o Mirror, mirrors the folder structure in the folder-view of the
main user interface. ••
A common method of organization is to place each document state
(Full Text, Native, and Images) into their own folder structure. This
may help when locating problem files through windows. To do this the ••
Override option must be enabled then a Root Folder can be
established, after establishing the root folder, the Folder Naming
scheme will be established. ••
o For purposes of this documentation, Full Text files will be placed
in a root folder called Full Text and Native files will be placed in
a root folder called Native. Both will be exported to an ••
Incremental folder naming scheme.
• Enable the Override option for both Full Text and Native.
••
••
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••
••
•• • Full Text: in the Root Folder column enter Full Text;
choose Incremental in the Folder Naming column. Leave
the default, 250 in the files/folder option.

•• • Native: in the Root Folder column enter Native; choose


Incremental in the Folder Naming column. Leave the
default, 250 in the files/folder option.

•• • Output Settings: Primarily, output settings are used when images


exist in the case.

•• • Export Status: If a user-created text field exists, the Enable logging


feature can be enabled. This will log whether the record was exported

•• or not.

9. Click <Finish> to begin the export. A dialog will appear asking if you wish to

•• save the settings in a *.PFL file format. Click <Yes> to save the export
settings. Saving the settings is beneficial if something goes wrong with the
export. If not saved, all selections will be lost. When saving an export profile

•• the default location for the profile will be the root of the case; however,
profiles may be stored anywhere.

•• 10. After the export is complete, a dialog will appear indicating the status of the
export. If errors occurred, they may be reviewed at this time. If successful,
the output folder can be opened, reviewed and produced to the specified

•• media if necessary.

••
••
••
••
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••
Native File Production - Processing after the Review
••
In a native file production, electronic documents are imported into LAW extracting
the Meta data and text from the files. Once imported errors are addressed and other
tasks are performed based on the scope of the project. After performing all tasks ••
required of the project, documents are exported to the requested format.

The review team identifies relevant documents through data and key word searches, ••
tagging the relevant documents. Once identified, a list of the relevant documents is
provided for production to TIFF or paper using LAW. The list is comprised of the
document ids originally produced out of LAW. Files are identified in LAW, produced to
••
TIFF or paper and then exported to the appropriate format. These may be loaded to
the existing review database or a new database (production) may be created.
••
Note: When performing native file productions it is important to understand the
reference number (i.e. DocID) used for the image tag from LAW will need to be
maintained in the reviewing database. This number will serve as the link between the
••
two databases and will be used to tag the records in LAW that will be produced to
TIFF or paper. ••
The steps to complete the production phase of a native file review are identified
below. These steps assume the list of relevant documents have been received by the ••
••
parties processing in LAW. Each step will identify the section of this manual in bold
italics.

••
1. Relevant documents are identified and a list based on the "DoclD" is
generated from the reviewing database. (Performed in the application used to
review the documents).

2. Corresponding case is opened in LAW. Opening a Case


••
3. Index fields are created to use for tagging. Tagging Relevant Documents
for Production in LAW and Creating Index Fields (New topics)
••
••
4. Import list of relevant documents. Tagging Relevant Documents for
Production in LAW-Importing Tag Lists (New topic)

5. Perform a filter or query to isolate tagged records. Filtering Tagged


Records (New Topic)
••
6. Relevant documents are converted to TIFF. Producing Relevant
Documents (New Topic) Batch Processing-TIFF Conversion
••
7. QC TIFF Documents. Quality Control-TIFF Images

8. Assigning and endorsing a unique Page ID. Batch Processing- Numbering ••


and Endorsing

9. Exporting. Producing Relevant Documents (New Topic) and Exporting ••


••
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••
•• Tagging Relevant Documents for Production in LAW

•• Once relevant documents are identified in the review application, a list of DocIDs is
generated. The DoclD list will be used to tag the corresponding record in the LAW

••
database. Once tagged, a filter is run to return only those documents. The
documents are converted to TIFF, possibly assigned a unique page ID, and exported
to the format of choice. The review tool or litigation support database that is used

••
will determine how the document ID list is created. The document ID's provided is
the unique document number originally produced from LAW. The list should be a text
or delimited text file and will look similar to the sample below:

•• ~ocID
EEDOOOOl
EED00002

••
EED00003
EED00005
EED00006
EED00012

••
EED00013
EEDOOOl'l
EED00067
EED00068

••
EED00069
EED00115
EED00116
EED00117

••
EED00209
EED00210
EED00211

•• Import Tag List Dialog

The Import Tag List feature uses a unique Document ID field to batch update a tag

•• field type to a "yes" or "no" value or to batch update another user-defined field with
a desired value. This feature is especially useful when native or imaged files have

••
already been distributed and further action, such as converting to TIFF or printing a
production set with specific documents, is required.

••
To access the Import Tag List dialog select File-Import-Tag List from LAW's main
user interface.

••
••
••
••
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•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 167


••
•.'
••
••
••
••
••
••
••
••
Select Tag Import File: The <Browse> button is used to locate the tag import
file. This file is typically a text or csv file of unique document numbers such as a ••
Document 10 or BegDoc#s. Records contained within the LAW database, matching
the unique number will be populated accordingly. The First row contains field
names option is used if the first row in the import file is the field name. The Range ••
Delimiter option is used when the file contains a document range (ABCOOl :ABCOOS)
as opposed to a list of documents. All records contained within the range are tagged
accordingly. ••
Document 10 Field: Provides a drop-down list of fields that is used to link the
records identified in the tag list to the records contained in the LAW database. The ••
field selected should be unique and is the same value as the one contained in the tag
list, for example DoclD, ProdNO, or BegDoc#.
••
Target Field: Field to be updated with the Flag Value entered.

Action: Action selected for updating the field. If the field selected is a tag type, the ••
Action will either be Update (which will update the records with the specified Flag
Value) and Reverse (which ignores the Flag Value and simply toggles the current
value of the tag field for each affected document). If other field types are selected,
••
such as a text field, the Action options will change to Update and Append, which
allows user to append the specified Flag Value to any existing field data. Date fields ••
••
will only have an Update option.

Flag Value: The value populated in the selected fields that match the records

••
contained in the tag list. A tag field will be a True (checked) or False (Unchecked)
value. Other field types will be populated with the value entered.

••
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••
•• Add/Delete: Adds or removes the entry from the Selected Fields section.

•• Selected Fields: Provides a list of the fields, action, and values that will be imported
from the tag list.

•• Creating a Produce Tag Field and ProduceDate Field

Before importing the tag list into LAW, a tag field will need to be created. A Tag field

•• in LAW will appear as a Yes / No value in the Index button or, when viewing from
either grid view, a check will appear on any record tagged. Once created, the field
will be populated from the list of document IDs provided. In addition to creating the

•• tag field, it may be beneficial to create a field to record the date the files are
produced. This is beneficial when the review process has different criteria and
document id lists are provided at different times for the same case. When importing

•• the tag list, the same list can be used to populate another field with the production
date. Note: If importing tag lists at different times, new tag fields and production

••
date fields should be created to prevent the possibility of overriding existing data
from a list previously received.

••
Fields are created in the Modify fields dialog. For additional information about
creating index fields please refer to the Creating Index Fields section of this
manual.

•• To create a tag and date field:

••
1. Within LAW's main user interface select Index-Modify Fields. The Modify
Fields dialog will appear.

••
2. Click <Add Field> the Add Field dialog will appear. Within this dialog the
Name, Table, and Type will be entered. For purposes of this documentation
the following was entered:

••
a. Name - Produce
b. Table - Document-Level
c. Type - Tag

•• 3. The "Insert at Top of List" option is selected so the newly created field will
appear first in the Index button.

••
••
••
••
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••.1
4. After entering the information, click <OK>. An Add Another Field dialog will
appear. This allows you to create additional fields without closing the dialog. ••
Click <YES> to create the ProduceDate field.

5. The Add Field dialog appears. Create a second field to record the date of ••
production. For purposes of this documentation the following was entered:
a. Name - ProduceDate
b. Table - Document-Level ••
c. Type - Date

6. Select "Insert at the top of list", then click <OK>. Select <No> to close the ••
Add Another Field dialog. The Produce and Produce Date fields are created
appearing at the top of the Field Order list and in the Index button on the
main user interface. ••
To Import A Tag List
••
Two fields are created: Produce and Produce date. The tag list will be imported to
update the Produce field to True and the Produce date will be updated to the date of
••
••
production.

1. From the main user interface, select File-Import-Tag List. The Import Tag

••
List dialog will appear.

2. Click <Browse> to locate the file you will importing. The list should contain

••
unique values that will be used in a similar way to that of an Image Tag. The
Document ID field selected will be the link between the new data and existing
record. Only records contained in the list will be populated with a tag value of

••
"Yes" or "No", or the specified "Flag Value."

3. If the first row of the file contains the field name, select First row contains
field names.

4. Select the unique field that will be used as the Document ID field. For ••
••
example purposes, ProdNo was used.

5. Choose the Target Field to modify. In this example, the Produce field was
selected.

6. Choose the Action to perform: Update or Reverse. In this example, Update is ••


selected.

7. If updating a tag field, the Flag Value will provide two options. Select either ••
True (checked) or False (unchecked). For this example True is chosen.

8. Click <Add> to apply to the Selected Fields section. Repeat these steps to ••
populate any additional fields. In this example, Produce Date is also selected
and updated with the date of production.
••
••
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••
••
••
••
••
••
••
••
••
••
•• 9. Once all fields you wish to update appear in the Selected Fields section, click
<OK> to begin importing.

•• 10. An Import Status dialog will appear. Once complete, the dialog will advise if
the import was successful and how many records were updated. Address any

•• errors that occurred. If successful, click <OK>.

Note: When performing native file productions it is important to understand the

•• reference number (i.e. DoclD) used for the image tag from LAW will need to be
maintained in the reviewing database. This number will serve as the link between the
two databases and will be used to tag the records in LAW that will be produced to

•• TIFF or paper.

••
••
••
••
••
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••
••
Filter Tagged Records
••
Relevant documents are tagged using the Import Tag List feature. Once tagged, the
next step is to locate the tagged records using either a filter or search.
••
Filtering to locate the records marked as "Produce"

1. Open the preferred database grid view. Locate the "Produce" field. If not ••
visible, right-click on a column header to open the Field List dialog then
enable Produce.
••
2. Within the "Produce" field right-click on a checked (true) value. Filter options
will appear. Choose Filter by Selection. Records checked for production are
returned (Filtered) will appear at the bottom of the grid view indicating a filter ••
has been performed.

Searching the "Produce" field ••


Instead of filtering, a search may also be performed to locate the relevant
documents. In large databases, using the search feature may be faster than filtering. ••
Another reason to use the search method is to ensure all parent/attachment groups
are returned (if the scope of the project requires this). Any tagged document that is
a "parent" will have its attachments returned. If the tagged document is an
••
attachment, the corresponding parent and remaining attachments will be returned.
Searching ••
1. On the main user interface select Tools-Search Records or click the
icon. The Database Query Builder will appear. ••
••
••
••
••
••
••
••
••
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••
••
•• 2. In the
a.
Advanced tab choose the following:
Field = Produce

•• b.
c.
Operator = Equals
Value = Tag State (Checked).

•• 3. Click <Add Condition>. The search will appear in the search clause window.

4. Enable Return parent/attachment groups if all corresponding records are

•• to be returned.

5. If desired, enable Send results to grid on main form.

•• 6. Click <Execute> to return the search. The search will be returned to the
desired grid view.

•• Producing Relevant Documents

•• Using the Import Tag List feature, documents are tagged. Once tagged, a search or
filter is performed to isolate the documents tagged for production. Once isolated,

••
dependant on the scope of the project, the following steps may take place.

• Tagged documents are converted to TIFF. If the batch process dialog is

••
launched when a grid view is open, the Selected Documents will default to
Current Record Set. Batch Processing -Converting to TIFF
• Quality Control is performed on documents converted to TIFF, errors and

••
problem files are addressed. Quality Control-TIFF Images
• Unique PageID (Bates Number) may be assigned and endorsed. Batch
Processing-Numbering and Endorsing

•• • Print to paper (if applicable). Note: Native files may be produced to paper;
however, if a header/footer needs to be applied to the page a TIFF image
must be created.

•• • Export to the format of choice. The scope of the project will determine the
document states (file types) that will be exported. For example, if exporting
to the existing review database, images will most likely be the only document

•• state exported. The ImageTag will need to be the same as the original export
so the image file can be linked appropriately. If a new database will be
created, the text and images may be exported but not the native. The image

•• tag might be the BegDoc#. Exporting

•• This section of the training manual focused on a native file production and the
different processes used for successful completion of the project. As mentioned, the
scope of the project will depend on the processes that will be performed.

••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 173


••
••
"Mudroom" Scenario - Culling in LAW
••
In the "Mudroom" scenario LAW is used as a starting point or entry way to the
review of electronic discovery. Electronic discovery is imported into LAW extracting
text and Meta Data. Data and key word searches (requires Full-Text index license ••
and SQL/SQL Express database backend) are performed directly in LAW culling the
records that will be converted to TIFF and/or exported. The scope of the project will
determine how the files are delivered. In some instances, only the relevant •.'
documents are converted to TIFF and exported. In other instances, the records
matching the search criteria are converted to TIFF but all records are exported for
additional review and searching. ••
When utilizing LAW as a "Mudroom" the following processes will typically take place.
Specific actions will be further defined by the project specifications. ••


Case is created enabling electronic discovery
Electronic discovery is imported extracting text and meta data ••


Full-Text indexing occurs
Quality control takes place
o Import errors are addressed
••
o Text is obtained on records not extracting text that can be converted
to TIFF and either "Printed" text extracted or OCR'd
o _FT Index is inspected to ensure all files are indexed, additional
••


indexing may occur
Tag fields are created for tagging search criteria
Searching is performed based on the search criteria, tagging the results
••


Relevant documents are converted to TIFF
Quality control of TIFF images ••
••
• Numbering at the document and/or page-level may take place
• Exporting of records to format selected

Project Scenario
••
Several hard drives have been received; the "client" has determined that documents
matching specific search criteria are relevant to the case and are to be converted to
TIFF format. Additional review and searches will take place on all documents and ••
may need to be converted to TIFF format at a later time. You have been asked to
perform the preliminary searches and TIFF those records; however all documents will
be exported (excluding duplicates). A document-level numbering will be assigned to ••
the records after duplicates are excluded.
••
Mudroom Scenario-Getting Started
••
••
Below are the steps to get you started with the "Mudroom" project scenario. Each
step will identify the section of the manual it is covered in.

••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 174

••

••
••
•• 1. Create the case, enabling electronic discovery. The case name and items
identified when creating a case will depend on policies and best practices.
Creating a New Case

•• 2. Import Electronic Discovery based on the project specification, policy and best
practices. If key word searching will be performed ensure either "Perform full-

•• text indexing" is selected as a Post Import Action or is performed after the


import. Acquisition of Documents-Electronic Discovery and Full-Text
Indexing (New Topic)

•• 3. Perform Quality Control on imported documents.


a. Review the session viewer to ensure all records were imported into

•• LA W. Quality Control-Session Viewer


b. Address errors found in the ErrorMsg field Quality Control-
Addressing Import Issues)

•• i. Compound Document Errors - Will files be extracted and


inserted?
ii. Encrypted files - Will files be decrypted?

•• c. TextXStatus - Review to determine if text files exists for all records


possible, if not convert to TIFF to obtain either "printed" or OCR text.
i. Convert necessary files to TIFF. Typically files that could not

•• have text extracted will need to be converted to TIFF. Text may


be "printed" during the TIFF conversion. If not printed, the text
will have to be converted to TIFF. Batch Processing-

•• Converting to TIFF
ii. Isolate filetypes that are unsupported such as TIFF images that
may be able to be OCRd, process the files accordingly.

•• iii. OCR any records not containing either extracted or printed text.
Batch Processing-OCR

•• The case is created, all documents have been imported. The session viewer has been
reviewed to ensure all documents are imported. All errors have been addressed. Any

•• documents that failed text extraction have been converted to TIFF and OCR'd. The
next step is to begin identifying the documents required for production. The following
sections focus specifically on working in the LAW database. Some topics have been

•• introduced in previous sections of this documentation but will be discussed in more


details at this time. A "Mudroom" Project Scenario-Completion section is provided
later identifying the remaining steps and sections for completion of the "Mudroom"

•• project scenario.

••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 175


••
••
Working with the Database
••
During the process of acquiring documents, a record is created for every document
imported or scanned in LAW and contains specific information about the document ..
When acquiring documents through the import of electronic discovery in LAW, the ••
"Enable Electronic Discovery" option in the New Case-Properties dialog is used to
create specific system and Meta data fields. Additional fields may be created for
coding and tagging within the database. Data contained in fields may be grouped, ••
sorted, tagged, filtered, and searched.

The following topics related to the database are covered in this section. ••


Creating and Modifying Index Fields
Working with Grid Views
••


Grouping
Sorting ••
••
• Tagging
• Filtering

••
••
••
••
••
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 176

••

••
••
•• Creating and Modifying Index Fields

•• The Modify Fields dialog allows users to add fields for tagging/coding as well as to
control which fields are displayed in the Index display on the main interface.

•• Modify Fields Dialog

•• The Modify Fields dialog allows users to select the fields they wish to be visible in the
Index display, identify the order of visible fields, create additional fields, create and
apply templates, and create profiles for specific visibility.

•• To open the Modify Fields dialog, select Index-Modify Fields. The Modify Fields
dialog appears. The Modify Fields dialog can also be accessed from the Index display

•• either by right-clicking on an index field or by clicking on the


bottom of the display, beside the Profile drop-down.
0 located at the

••
••
••
••
••
••
••
•• •

(1) Add Field: Launches the Add Field dialog.
(2) Delete Field: Deletes a user-defined field.

•• •


(3) Save Changes: Saves changes when a field's properties have been
edited.
(4) Apply Template: Applies an existing template of index fields.

•• •


(5) Save Template: Saves a user-defined template.
(6) Edit List: Edits a field value list (List field type only).
(7) Name: Displays system and user-defined field names. Fields in gray are

•• •
system or Meta data fields and may not be altered. User fields are in bold
black.
(8) Table: Identifies the type of table the fields affect (document- or page-

•• •
level).
(9) Type: Identifies the type of field.

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January 2009 Version 5.3.08 Page 177


••
• (10) Row Span: Used for memo fields r this will indicate how many rows of ••

data are visible in the Index display.
(11) Indexed: Indicates if a field is indexed. Indexed fields provide faster
sorts and search results within LAW; howeverr they have no effect on the final
••
retrieval application. Indexed fields require more space than non-indexed
fields, decreasing speed in some functions performed within LAW. Therefore r ••
••
only index those fields that will be searched often.
• (12) Unique: Indicates if a field is unique (values must be unique for each
record). In order to create a unique value, the field must be indexed.

••
• (13) Visible: Indicates which fields are visible in the Index display.
• (14) Field Order: Displays the order of fields in the Index display.
• (15) Active Profile: Indicates the profile currently being used.

••
• (16) Add New Profile: Allows you to create profiles to store field
visibility/order.
• (17) Delete Profile: Deletes a previously created profile.

••
• (18) Close: Closes the Modify Fields dialog.

Creating Index Fields

LAW PreDiscoveryTM allows users to create a nearly unlimited number of fields.


Several different types of fields can be created and utilized in LAW PreDiscoveryTM r ••
including:

• Auto-Increment: The field value will automatically increment by one for ••



each record.
Date: Creates a date field. Date fields are populated in the mm/ddjyyyy
format.
••


List: Allows the user to identify values in a list format for easy selection.
Memo: This type should be used when values may exceed 255 characters.
••
••
• Numeric: Creates a numeric field.
• Tag: Provides the ability to tag documents or pages with a yes/no value.
• Text: May be used to store values that are less than 255 characters.

To create fields:
••
••
1. In the Modify Fields dialog r select <Add Field>. The Add Field dialog will
appear.
Add Field IIJ

•.'
••
o Indexed 0 Unique
Olnsert at topof1isl:
••
0< JI cancel . l
••
2. Enter the Name of the field.
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 178


••
••
••
3. Select the Table type to be used. The field created may be applied to the
Document-Level or Page-Level table. Page-level fields will appear blue on the
Index display of the main interface.

•• 4. Select the field Type to be used.

•• S. Identify if the field will be "Indexed" or "Unique." Index fields provide faster
sorts and search results within LAW; however, they have no· effect on the final
retrieval application. Index fields require more space than non-indexed fields,

•• decreasing speed in some functions performed within LAW. Therefore, only


index those fields that will be searched often. A "Unique" field requires the
value to be unique for every record in the collection. An example of a unique

•• field would be DoclD.

6. The "Insert at top of list" option will place new fields at the top of the Field

•• Order list.

7. Click <OK>.

•• 8. The field will be added to the database. A prompt will appear asking if you
would like to create another field. Click <Yes> to create additional fields.

•• User-defined fields are displayed in the Modify Fields dialog in bold.

Deleting User-Defined Fields

•• User-defined fields may be deleted. To delete a field:

•• 1. Within the Modify Fields dialog, click on the field in the Name column.

•• 2. The ",Delete Field button will become available.

••
3. A message will appear warning users that if a field is deleted, all data will be
lost.

••
4. Click <Yes> to delete the field, or <No> to cancel.

S. The field is deleted along with all of its data.

•• Changing Field Information

•• It is possible to change user-defined field information including the field name, field
type, and field properties (Row Span, Indexed, Locked, and Unique) without deleting

•• the field.

To change the name of a field:

•• 1. Within the Modify Fields dialog, locate the field you wish to change.

•• 2. Click in the Name column, highlighting the field name.

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January 2009 Version 5.3.08 Page 179


••
••
3. Make changes or enter a new field name, once changed click
The name has been changed.
••
To change a field type:

1. Click within the Type column. A drop-down list will appear. ••


2. Select the new field type, and then click <Save Changes>.
••
3. A message will appear, warning users that data may be lost if changing the
field type. Click <Yes> to update the field accordingly.
••
Note: If the Save Changes button is not used, and changes have been made to a
field a Save Changes dialog will appear before the next action can take place (I.E,
closing the Modify Fields dialog or creating a new field). Clicking <Yes> will save the ••
changes, clicking <No> will disregard changes.
••
••
Displaying Fields

Use the Modify Fields dialog to select the fields you wish to appear in the Index
display, as well as the order in which they appear.

Making fields visible: ••


The visible column within the Modify Fields dialog indicates whether a field is visible.
A check (v') indicates it is visible; no check means the field is not currently visible. ••
Make a field visible by placing a check in the "Visible" field. To make the field
invisible, deselect the check box. Note: Changes made to the field visibility in Modify
Fields will also affect the grid views ONLY if changes have never been made to the ••
default grid profiles.

Hiding fields or hiding selected fields: ••


All fields or selected fields may be hidden through the Field Order column. To open
these options: ••
1. Select field(s) you want to hide by using <CTRL> or <Shift> and left mouse
button. Right-click within the Field Order column. A menu will appear. ••
••
Hide All Fields
~"~~"'''~''''''''-~~'''''''''l

Show All Fields (User-defined)


••
2. Choose to Hide Selected Fields. The selected fields will be removed from
••
.••1
the Field Order column and will no longer be visible in the Index display.

The Hide All Fields option will remove all fields displayed, making it easy to select
only specific fields.

The Show All Fields option will display any user-defined fields.
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 180 ••
••
••
••
•• Adjusting the Field Order:

•• Within the Modify Fields dialog, the Field Order column shows the order in which
fields are displayed. To change the order of the fields:

•• 1. In the Field Order column, highlight a field you wish to move.

2. With your left mouse button pressed, drag the field to the desired location.

•• 3. Release your mouse. The field will be moved.

•• Note: You can move more than one field at a time. To do this, highlight the fields,
then drag and drop as previously mentioned. The <Shift> and <Ctrl> keys may be
used to select multiple fields.

••
••
••
••
••
••
••
••
••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 181


••
••
Working with the Database Grid Views
••
Many features in the LAW PreDiscoveryTM database make it easy to utilize LAW as a
"mudroom" to perform basic culling processes before production. These features
include grouping, filtering, tagging and searching. ••
To work with the aforementioned features, open either the standalone or embedded
grid.
••
Grid Views ••
Before reviewing data and documents, you need to familiarize yourself with the grid
views in LAW. There are two types of grid views: Standalone and Embedded. The ••
Standalone Grid view is launched in a separate window, while the Embedded Grid
view is launched on the main user interface.
••
Accessing the Embedded Grid
••
••
The embedded grid appears on the main user interface. This grid view is often used
when performing quality control, filtering, and tagging. To access the embedded
grid:

1. Click ,- Grid View I on the main user interface. The Search Records
dialog will appear, requiring a search to be executed. ••
Search Records "
••
~ There is no acHve result set. would you IiI<e to search now?

I 'yes "II No ! ••
2. Click <Yes>. The Database Query Builder dialog will appear. You can
perform a query by adding conditions or query the entire database. In the ••
sample below, the entire database will be queried.

3. Check the Send results to grid on main form option located at the
••
bottom.
••
••
••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 182


••
••
••
••
••
••
••
••
•• 4. Now click <Execute>.

•• 5. Results are returned to the embedded grid on the main form in LAW.

••
••
••
••
••
••
••
•• 6. The close • icon will remove all records from the grid.

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 183


••
••
Accessing the Standalone Grid
••
The standalone grid view is an alternative to the embedded grid. To open the
standalone grid:
••
1. On the main user interface, select Tools-Display All Records or click the
globe • icon on the toolbar. Note: If the embedded grid is launched after ••
clicking either of these options, that indicates the preference is set to the
main form, or embedded, grid display. This may be changed by clicking
Tools-Options-Preferences and deselecting the option to Send query ••
results to grid on main form by default.

2. The standalone grid will appear. ••


••
••
••
••
••
Grid Views Toolbar ••
••
••
••
Print
Paste dvanc
Sort Sync
Filter
lectio
eview ,
Mode . Grid ••
••
Views
Print Auto
Copy ort Spell Refresh Tagging
review Size escendin
Check Hotkeys EKport

••
Save Cut Sort Batch
Ascending Search Filter Batch
Update Refresh Processing

The standalone grid-view also has drop-down menu items not available in the
embedded grid view.
••
••
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January 2009 Version 5.3.08 Page 184


••
••
•• Grouping

•• The grouping feature allows you to organize records based on field values. Records
may be grouped up to four levels deep. This feature is useful when you wish to

•• locate specific values in a field and review those records. The DocExt is a good
example of a field commonly used for grouping.

•• To perform a grouping:

1. Open either the standalone or embedded grid.

•• 2. With your left mouse button pressed, click on a column header. For the
following example, the DocExt field is used.

•• 3. Drag the column header to the "Drag a column header here to group by
that column" area.

•• 4. Release your mouse. Documents are now grouped by that field.

••
••
••
••
•• 5. To expand a group, click the plus sign ~. Once expanded, the records in that

•• group will be visible. With the synchronize option invoked, the record will be
synchronized with the main user interface.

•• 6. To collapse the group, click the minus sign 3.

7. Drag a second column header to further group documents. Grouping can be

•• up to four levels deep.

To remove a group:

•• 1. Click on the "grouped" column header.

•• 2. Drag and drop back into the column header area.

••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 185


••
••
Advanced Sorting
••
The standalone grid offers an advanced sort feature which allows users to sort by up
to four index fields at one time. A different sort direction may be specified for each of
the four (or fewer) fields (ascending or descending). ••
To perform an advanced sort:
••
1. Open the standalone grid. This may be opened from a search or with all
records.
••
2. Ensure all fields you wish to sort by are visible in the grid.

••
•..11
3. Click Tools->Sort Records->Advanced Sort or click the Advanced Sort

button on the toolb

••
••
••
••
••
4. Identify the field(s) you wish to sort by and the order of the field. Records will
be sorted in the order in which they appear in this dialog. For example, in the ••
••
above image, records would first be sorted by DateSent in Ascending order,
then by From (Descending), then by EDFolder (Ascending), then by
Importance (Descending). Note: Memo fields cannot be sorted. Click <OK>.
Data is sorted accordingly.

••
••
••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 186 ••
••
••
••
•• Working with Filters

••
Filtering records allows you to easily identify records containing the same value
within index fields. Filters may be performed on the entire database or on the results
of a search. Previously executed filters may also be narrowed down further using

••
additional filters.

To perform a filter:

•• 1. Open either the standalone or embedded grid view.

••
••
••
••
••
•• 2. Right-click on a specific value by which you wish to filter. A list of filter
options will appear:

•• •

Filter by Selection: Returns all records containing the selected value.
Filter Excluding Selection: Returns all records not containing the
selected value.

•• • Remove All Filters: Releases all filters and returns the previous state of
the grid (prior to any filtering).

•• 3. For this example, the DocExt field is selected and the value DOC is filtered
using the Filter by Selection option. Only those files containing a DOC value in

••
this field are returned. Once these results are returned, a second search may
be performed on another value, such as a specific Author, narrowing the
results even further.

•• NOTE: The word (Filtered) will appear at the bottom of the grid view when a filter
is active.

•• To remove a filter:

••
1. Right-click on any cell within a column.

2. Select Remove All Filters.

•• 3. All filters are released.

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January 2009 Version 5.3.08 Page 187


••
••
Tagging
••
With LAW PreDiscoveryTM, you can create "tag fields" at a document- or page-level.
Tagging may be done individually, globally, or from filtered results. You can also
import a list of unique IDs to populate tags. ••
There are many uses for tagging in LAW PreDiscoveryTM. You may choose to tag
documents that need to be converted to TIFF, produced to paper, responsive ••
documents, etc. This ability makes it easier for any project, whether scanned or
electronic discovery, to be produced.
••
Creating Tags (Described in detail in the Creating and Modifying Index Fields
section)
••
Before you can tag documents, you will need to create tag type index fields. To do
this:
••
1. From the main user interface,
select Index-Modify Fields
••
or c1ickO, located at the
bottom of the Index display.
The Modify Fields dialog will ••
appear.

2. Click <Add Field> to open ••


the Add Field dialog box.

3. Enter a Name for the field. ••


4. Select the Table.
••
5. Select Tag (Boolean) for the type.

6. If you wish, you can choose Insert at top of list to II] ••


••
Add Field
make it easy for you to see the tag values in the Index
display.

7. Click <OK>. The field will be added. Repeat to add


additional fields.
Table: ~====~!

o Indexed o Unique ••
~ Insert at top of ust

OKI j cancel: I ••
••
••
••
••
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••
••
•• Tagging Records

•• Tagged items will be reflected with a "Yes" or "No" value in the Index display. Within
the database grid, a "Yes" value is reflected with a check mark (vi). Records may be

••
tagged individually (using the mouse or hotkeys), tagged in filter results, through
global updating, or by importing a tag list.

••
Tagging Individual Records

1. With either grid view open, navigate through each document using your

•• mouse or up and down arrow keys.

2. Once a document is identified to be tagged, click the box in the tag field with

•• the left mouse button or use the <Space Bar>. The field will be populated
and appear as follows: ~

•• Hotkeys

•• You can assign hotkeys for populating tag fields. Hotkeys allow you to keep your
hands on the keyboard and use the "hotkey" to populate the value. Hotkey tagging
will often be more efficient than using the mouse, especially when multiple tag fields

•• are being used.

Creating Hotkeys

•• Once you have created tag fields, you can assign "hotkeys" to each of them, which
may be used to edit the field values while working in the grids. To create a hotkey:

•• 1. In either the embedded or standalone grid view, click the Tagging Hotkeys

•• icon. The Tagging Hotkeys dialog will appear, listing all existing tag fields
in the database.

••
••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 189


••
2. Assign a "hotkey" value to a tag field by clicking in the Hot Key column to ••
reveal the drop-down arrow. Choose the preferred hot key from the list. It will
appear in the row once selected.
••
3. Click <OK>. The hot keys are now set.
••
••
Setting Hotkeys for Review Mode

Because the hotkeys used for tagging may also be used as shortcut keys in LAW for
scanning and QC functions, you will need to enable the hotkey Review Mode before
you can utilize hotkeys.
••
To activate hotkeys
In either the embedded or standalone grid view, select the Review Mode icon on
the toolbar. If using the standalone grid view, a message will appear at the bottom
••
of the grid indicating Review mode is enabled. If using the embedded grid view a
Review Mode Enabled dialog will appear. ••
Review Mode Enabled

\j.)
~

Review mode'ls now ENABLED, hot keys are actIVe. ••


OKI
••
Note: In order to use certain scanning and quality control functions, the review
mode will need to be disabled. To disable: simply click the <Review Mode> button ••
again.

Using Hotkeys to Tag Records ••


The use of hotkeys is similar to using your mouse. With the review mode enabled,
use your up and down arrow keys to navigate through the records. Once a relevant ••
record is found, use the assigned hotkey to populate the tag value. The field will be
tagged with a check mark or "Yes" statement. If you click in the same record again,
the tag will be toggled to a "No" statement or blank value. ••
Tagging Filtered or Searched Records
••
In addition to tagging records one at a time, you can tag multiple records with the
same value all at once. This method of tagging is often performed on selected ••
••
records, filtered results, or search results.

To perform tagging on all records in a filtered set or search results

1. Perform a filter or search. From either grid view, right-click within the tag
field you wish to populate. The filter/tag menu items will appear. Note: If the ••
mouse is not in a tag field cell, this menu will not show the tag options.

••
••
••
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January 2009 Version 5.3.08 Page 190


••
••
••
••
••
••
•• The filter/tag menu has three sections:

• Filter options: Available in any field where filters may be executed.

•• •

Selected Rows: Performs the tagging action on selected records only.
All Rows: Performs the tagging action on all records contained within the
results.

•• When tagging using these methods, you can tag selected or all rows to yes or
no, or you can use the Toggle Tag option on selected or all rows. The toggle

•• tag will switch the current value to the opposite value. So if the current value
is false, the records will become true. If the value is true, the record becomes
false.

•• 2. Select the option that matches the task you need to perform. In this example,
we will choose Tag All Rows as Yes.

•• 3. Once selected, an Update Complete message appears. This advises you the
action is complete and how many records were updated. Click <OK>.

••
••
••
•• The selected tag field is updated.

•• Batch Updating

•• Batch updating is the process of applying the same value to an index field for
multiple records. This option can be used when tagging or may also be used to
update any user-defined or system field that can be modified, such as SourceApp or

•• any other "unlocked" fields. For purposes of this documentation, all .DOC files will be
filtered, and then the batch update option will be used to tag these results for tiffing.
In addition, the SourceApp field will be changed from Microsoft Word to Quick View

•• Plus for processing.

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January 2009 Version 5.3.08 Page 191


••
1. Perform a filter or search for a specific value. In this example, we will filter on ••
all .DOC files. Search results are returned to the grid view of your choice.
••
2. Click the <Batch Update> icon
embedded grid view tool bar.
located on either the standalone or
••
3. The Batch Update dialog will appear. Within the field column, select the field
you wish to update. For this example, Tiff is chosen. Since Tiff is a tag field, a
box will appear. Place a check in the box to create a true statement.
••
4. To update an additional field, click <Add Field>. Select the field, for this
••
••
example SourceApp is selected. The SourceApp field will provide a list of
possible values, within the Value column choose Quick View Plus.

••
••
••
••
••
••
5. After selecting the field(s) and identifying the value click <OK>.

6. LAW will update the field(s), once complete a Batch Update Complete dialog

••
will appear. Click <OK>. The field(s) and value(s) are updated.

Import Tag Lists

The Import Tag List feature is used to update multiple records in LAW using a *.TXT
••
:1
or * .CSV file containing a list of document identifiers (i.e. DocID's, BegDoc#,
ProdNO). Records matching the document identifiers are either tagged or updated
with a specified value. This feature is especially useful when native or imaged files
have already been distributed and review is taking place in another database (i.e
Concordance). Relevant documents are identified, and further action such as tiffing
or printing production sets with specific documents is required. The list is generated
from the review database then imported into the existing LAW database updating the
••
relevant document. Once imported into LAW a query is performed to locate the
records for further processing. ••
NOTE: In order to import a tag list, the unique document identifier is the link
between the LAW database and the review database and must exist in both. If ••
••
changed in either LAW or the review database, the ability to import a tag list will not
be possible as the link no longer exists.

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••

••
••
••
Accessing the Import Tag List dialog:

Select File-Import-Tag List from the main user interface. The Import Tag List

•• dialog will appear.

••
••
••
••
••
••
••
Select Tag Import File: Use <Browse> to locate the tag import file that will be
used to populate data. The tag import file is typically a text file containing a list of
unique identifiers (i.e DocID's, BegDoc#, ProdNO) allowing LAW to locate the

••
records. It may also be a range file. If using a range file, all records within the range
are updated. Following are samples of an import file list or range file.

••
~DcID
EEDOOOOl
EEDOOOOZ EED00001;EED00006
EED00003 EED00012;EED00022
EEDOOOOS EED00067;EED00070

••
EED00006
EED00012 EED00115;EED00120
EED00013
EEDOOO1'l
EED00067

••
EED00068
EED00069

••
First Row Contains Fields Names: This item should be enabled if the first row
contains a field name.

••
Range Delimiter: If a range file is used, the delimiter separating the document
ranges will need to be identified. All records contained within the range are updated.

••
Document ID Field: The cross-reference field used to link the records identified in
the tag list to the records in the LAW database. Fields that may be used will appear
in the drop-down list. Only records matching the ids contained in the tag list will be

••
updated.

Target Field: Field that will be updated when importing a tag list. If selecting tag

••
field type, the flag value may be "True" or "False". The Action drop-down will have
two options: Update (which will update the records with the specified Flag Value) and
Reverse (which ignores the Flag Value and simply toggles the current value of the

•• LAW EDD Training Manual


January 2009 Version 5.3.08 Page 193


••
tag field for each affected document). If other field types are selected, such as a text ••
field, the Action options will change to Update (explained above) and Append, which
allows users to append the specified Flag Value to any existing field data. Date fields
will only have an Update option. Multiple target fields may be selected and updated. ••
For example, you may wish to tag a "Produce" field and update a "ProduceDate" field
with the date of production. ••
Selected Fields: Provides a list of the target fields selected for import, the action
that will be performed, and the value that will be assigned to the record. ••
To Import a Tag List
••
••
1. Select File-Import-Tag List. The Import Tag List dialog will appear.

2. Click <Browse> to locate the tag list file that will be used to populate

••
selected fields.

3. If the first row of the file contains the field name, select First row contains

••
field names.

4. Select the Document ID Field (cross-reference field) that will be used to


import the tag list. For this example, ProdNO is used.

5. Choose the Target Field(s) to modify. In this example, the Produce field is ••
updated to a True statement and the ProduceDate field is updated to today's
date.
••
••
6. Choose the Action to perform: Update or Reverse. In this example, Update
was used.

7. If updating a tag field, the Flag Value will provide two options: choose True
(checked) or False (unchecked). If using a different field type, the Flag
••
•.1
Value will display an empty field, allowing you to enter a value to place in the
selected target field.

8. Click <Add> to apply to the Selected Fields section. If you choose, you can
update multiple fields at the same time, provided the same unique value is
used for the Document ID field.
••
9. After selecting the fields, choosing the action, and identifying the value, Click
<OK>.
••
10. An Import Status dialog will appear, displaying the status of the import. Once
complete, the dialog will advise if the import was successful and how many
records were updated. Click <OK>. ••
11. Identify the records updated by performing filters or queries.
••
••
••
••
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January 2009 Version 5.3.08 Page 194


••
••
•• You are now familiar with creating index fields, accessing the database grids,
grouping, sorting, filtering and tagging. All of these features are useful when
performing searches. The next sessions will discuss the searching of data and text.

•• Searching

•• Searching allows you to retrieve data based on specific criteria. There are many

•• reasons to perform searches in LAW. The search feature might be utilized to locate
problem files during quality control, exclude specific files (i.e. duplicate records) from
processing or export, or to locate relevant documents based on specific search

••
criteria. Within LAW PreDiscoveryTM, searches may be performed on data, text
(Electronic Discovery Enabled SQL cases only), or a combination of data and text.

•• Launching the Database Query Builder

••
Searches in LAW are performed within the Database Query Builder. There are several
methods to launching the Database Query Builder dialog:

•• •

In the main user interface, select Tools-Search Records.
On the toolbar, click the search records icon

•• •

On the main user interface, sele tit Grid View . A prompt will advise users
that no active filter exists. If you would like to search now, select <Yes>.
Open the standalone grid view (Tools-Display All Records). Select Query-

•• Query Builder or click the Search Records icon from the grid toolbar.

•• Database Query Builder

••
••
••
••
••
••
•• There are three tabs in the Database Query Builder: Advanced, Saved Filters and
Search History.

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••
••
••
Advanced Tab

The Advanced tab is used to create the search. Searches may be performed on data
contained within a field, key words contained within the text file, or a combination of
both data and key words. There are three primary sections of the Advanced Tab:
Data Search, Full text search, and Advanced Search Options. ••
Data Search: Used to search a field for a specified value. The Field Name is selected
an Operator is specified, and then a Value is entered for the search. The <Add ••
Condition> option adds the search condition to the clause window. Additional
search conditions may be added using a Boolean connector to join the search. See
the Searching Field Data in LA W section of this manual for more detailed ••
information on data searching.

••
AND ••
••
AND
OR

••
Full Text Search: Used to perform key word searches from either extracted,
printed, or OCR text. Key words are entered into the Full-text window and searched
using specified search syntax such as Boolean, All Words, or Any Words. See Full
••
Text Searching section of this manual for more detailed information on full text
searching. ••
••
••
••
Advanced Search Options: Used to perform additional search options as described
below. ••
••
• Return all PageIDs with query results: Enabling this option returns an ••
entry for each page within a document matching the search criteria. This
option is necessary when page-level fields are needed for the review. Page-
level fields are located on the tblpage table of the database and include: ••
Header, Footer, Page, Page ID, PageColor, PageFilename, PageHeight,
PageSize, PageSource, and PageWidth. Note: This option may not be used
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 196

••

••
••
••
when Full text searching is enabled. Note: All records matching the search
criteria will be returned, pages will only be returned for records with images.
• Return parent/attachment groups: This option will return documents

•• matching the specified search criteria and will also include any parents or
attachments of those documents. This does not imply that both the
parent/attachments also match the search criteria. Note: Due to the nature

•• •
of this query, setting this option may take significantly longer to return
results.
Use NOLOCK setting to improve performance (SQL only/read-only):

•• When working with large SQL databases and performing queries that will
return a large number of records this feature may improve performance as it
prevents SQL from enabling its table lock function. The result set is read-only

•• and updates by the user returning the query will not be available. The
NOLOCK setting should only be used in cases where updates in the grid are
not necessary, for example, when executing a query that will be used to run a

•• batch process or export. The read-only feature only affects the workstation
performing the search. Other users performing searches on other
workstations will be able to update the database.

•• Send Results to grid on main form: If enabled, results of the search will be
returned to the embedded grid view on the main form.

•• Execute: Click <Execute> to perform the search. Results will be returned to either
the embedded or stand alone grid view.

•• Cancel: If clicked, this will cancel and close the Database Query Builder.

••
••
••
••
••
••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 197


••
••
Saved Filters
••
The Saved Filters tab displays search criteria that have been saved to use later. Only
the search statement is saved, results of the search are not saved. For information
on saving searches, see Saving Search Filters section. ••
••
1
••
••
datto 712512008 10:24:46 AM
[)up 712512008 10:24:03 AM

••
••
••
••
Storage Level/Scope: Identifies the search filters that will be displayed in the
Saved Filters list.
••


<All Available Views>: Provides a list of search filters saved by the user as
well as any search filters saved at a shared level.
<User (Available to only you»: Provides list of search filters saved by the ••

user only.
<Shared (Available to all users in this case»: Provides a list of search
filters that were saved at the shared level. ••
• <Global (Available to all cases»: Provides a list of searches saved at the
global level and can be accessed through multiple cases.
••
Saved Filters List: Saved filters are listed alphabetically based on the storage
level/scope selected. When a filter is selected (highlighted) a description (optional)
and preview will become available.
••
Description: When saving filters, an optional Description may be added. If added,
••
••
the description will appear in Description section of the highlighted saved filter.

Preview: Displays a preview of the search criteria for the highlighted saved filter.

••
••
••
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••
••
•• Search History

•• Specific to the user, the search history will provide a list of previously executed
searches. LAW will store up to 50 searches per user.

••
•• 120083:08:50 PM
120083:08:16 PM

••
Title Contains 'LAW' AND Fulltext Request: law OR concordance 10131120083:06:49 PM
U_ _ EUL~~~~_~~~:l_,f 10131120081:12:51 PM
(Date5ent Greater or Equal 11112004 AND Date5ent Lesser or Equal 1213112004 ) AN... 1013112008 I: 10:46 PM
(DateSent Greater or Equallll1Z004 AND DateSent Lesser or Equal 1213112004 ) 10131120081 :09:36 PM
(DateSent Greater or Equal 11112004 AND DateSent Lesser or Equal 1213112004 ) AN... 10131120081 :08:50 PM

••
Path Does Not Contain 'C:\LAW50Cases\LAW Training Admin' 10130120089:07:58 AM
Path Starts with 'C:\LAW50Cases\LAW Training Admin' 10130120089:07:36 AM
DupStatus Does Not Equal 'G' AND DupStatus Does Not Equal 'C' 9{2212008 3:44:49 PM
DupStatus Does Not Equal 'G' OR DupStatus Does Not Equal 'C' 9122120083:43:51 PM
DupStatus Does Not Equal 'G' 718120086:22:05 PM

••
••
••
••
•• Loading a search from the Search History tab:

••
Previously executed searches stored in the Search History tab may be loaded to the
Advanced tab to review, re-run, or add to the search criteria.

••
To load a search item from Search History:

1. In the Database Query Builder, select the Search History tab.

•• 2. Locate and highlight the search item in the History tab.

••
3. Double-click on the selected item; the search clause is loaded to the
Advanced tab. Once loaded, the search clause may be edited, added to, or
executed.

•• Note: Only the search clause is saved or stored in history. The results of the search

•• are not stored.

••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 199


••
••
Searching Field Data in LAW
••
Within LAW you can search data contained in specified fields. When performing a
search, only the results of the search criteria are returned to the grid view for further
review. Data searches are often used during the quality control process to locate ••
records with errors or problem file types. Data searches may also be created to
locate relevant documents based on specified criteria.
••
Data searches are performed using this formula: Field Name + Operator + Value
= Results.
••
Field Name: Name of the field the search will be performed on.

Operator: The operator selected for returning the search. Available operators will ••
depend on the type of field selected. The following table provides a list of possible
operators, definition of the operator, sample and result.
••
OJ)erator
Equals
Definition Sample
Specified value must DateSent Equals
be an exact match 01/01/2005.
Results
Any record with a value of
01/01/2005 in the DateSent ••
Does Not Equal
to the records
returned.
Records returned DateSent Does Not
field is returned.

Any record where the DateSent ••


Greater Than
will not match the
specified value.
Records returned
Equal 01/01/2005.

DateSent greater
value does not equal
01/01/2005 is returned.
Records with a DateSent value
••
Less Than
will be greater than
the specified value.
than 01/01/2005. of more than 01/01/2005 is
returned.
All records containing a
••
••
Records returned DateSent less than
will be less than the 01/01/2005. DateSent value of less than
specified value. 01/01/2005 is returned.

••
Greater or Equal To Greater than or DateSent greater All records with a DateSent
Equal to specified than or equal to value of 01/01/2005 and
value. 1/1/2005. higher are returned.
Lesser or Equal To Lesser than or Equal DateSent greater
to the specified
value.
than or equal to
1/1/2005.
All records with a datesent
equal to or less than
1/1/12005 is returned. ••
••
Starts With Record must start DocID Starts with Returns records where the
(Not available for with the value. ABC. DOCID begins with ABC.
date field types)
Ends With
(Not available for
date field types)
Record must end
with the value.
PageID ends with
- 001.
Returns records where the
PageID ends with a _001.
••
Contains
(Not available with
date field types)
Field must contain
the value entered
but does not need to
To contains
LAWUser.
Returns records containing
LAWUser in the To field.
••
Does Not Contain
(Not available with
match exactly.
Field does not
contain the value
To does not contain
LAWUser.
Records where LAWUser is not
found in the To field are ••
date field types) entered. returned.
••
••
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••
••
••
Is Empty (Does not Field contains no ErrorMsg is empty Returns all records not
require a field value. containing an errormsg value.
value)

•• Is Not Empty (Does


not require a field
value)
Field selected is not
empty.
Errormsg is not
empty
Returns all records with a
value in the errormsg field.

•• The following steps are used to perform data searches:

•• 1. Open the Database Query Builder. The Advanced tab will appear. (Tools-
Search records in the main user interface or Query-Query Builder from

•• the standalone search results)

2. Select the Field Name you wish to search.

•• 3. Select the Operator needed for the search. Operators will depend on the type
of field value created.

•• 4. Enter the value you wish to search.

•• 5. Select <Add Condition>.

6. The search condition is added to the clause list.

•• 7. If multiple search conditions are required, AND/OR is used to connect the


conditions. If AND is used, all records returned must meet the combined

•• search phrase. If OR is used, either search clause is matched and returned.

8. Repeat steps 1-5, combining queries until the search clause is complete.

•• Parenthesis may be used to identify the order the search conditions are
performed in. The use of parenthesis is especially important when performing
queries where both Boolean connectors (AND/OR) are contained within the

•• same search criteria, IE (DateSent GE 1/1/2005 AND DateSent LE


12/31/2005) OR (Email_Subject CO LAW).

•• 9. Once the phrase is complete, click <Execute>.

••
10. Search results will be returned to the grid of your choice.

••
••
••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 201


••
••
Sample Searches
••
Following are samples of data searches.

Sample Search-Quality Control ••


You are performing quality control; records were imported into LAW then converted
to TIFF. No previous quality control was performed. All records containing an error ••
message or previous error message will need to be reviewed. In addition, it is your
policy to review all Excel (XLS) files for cleanup. While a filter could be ran on one
field at a time, you wish to see all records meeting the search criteria at the same ••
time. There will be three conditions in the search criteria.

To create this search: ••


1. Open the Database Query Builder (Tools-Display all Records).
••
2. Condition 1:
• Field Name: ErrorMsg
• Operator: Is Not Empty ••
• Value: Not available based on operator.

3. Click <Add Condition>, the first condition appears in the clause window. ••
4. Choose OR to join the search with a second condition.
••
5. Condition 2:
• Field Name: PrevErrMsg
• Operator: Is Not Empty
••
• Value: Not available based on operator.

6. Click <Add Condition>; there are now two search conditions in the clause ••
window.

7. Choose OR to join the final condition. The third condition requires all Excel
••
files to be returned.
••
••
8. Condition 3
• Field Name: Either Doc Ext, FileDescription, or SourceApp may be
selected as the field to use for the search. The advantage of using

••
SourceApp is that any file type (IE Lotus 1, 2, 3) assigned with Excel as
the SourceApp will be returned. If DocExt or FileDesciption is selected
there is a possibility not all files will be returned. For purposes of this

••
sample, choose SourceApp.
• Operator: Equals
• Value: Choose Microsoft Excel

9. Click <Add Condition>, the condition is added.


••
••
LAW EDD Training Manual
January 2009 Version 5.3.08 Page 202

••

••
••
••
••
••
••
••
••
•• 10. Click <Execute> to perform the search. The search results are returned to

•• the grid view of choice.

Sample Search - Date Range Statement

•• You have just imported five PST files; the scope of the project requires only the e-
mails and their attachments generated in the year 2005 to be converted to TIFF
format. In order to perform this search, both the DateSent and DateRcvd fields will

•• be used resulting in a total of four conditions. Both the AND connector and OR
connector will be used, requiring the use of parenthesis for the search clause.

•• To perform this search:

1. Open the Database Query Builder. Click <Remove All> to remove any

•• search clause that may currently exist.

2. Condition 1:

•• • Field Name: DateSent


• Operator: Greater or Equal
• Value (date): 1/1/2005.

•• 3. Click <Add Condition>.

•• 4. Choose AND to connect the search condition with another condition.

5. Condition 2:

•• • Field Name: DateSent


• Operator: Lesser or Equal
• Value (date): 12/31/2005

•• 6. Click <Add Condition>.

•• 7. Choose OR to connect the search condition with another condition.

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January 2009 Version 5.3.08 Page 203


••
8. Condition 3:
••
• Field Name: DateRcvd
• Operator: Greater or Equal
••
••
• Value (date): 1/1/2005

9. Click <Add Condition>.

10. Choose And to connect the next search condition.


••
••
11. Condition 4:
• Field Name: DateRcvd
• Operator: Lesser or Equal

••
• Value (date): 12/31/2005

12. Since a combination AND/OR statement is used the search conditions joined

••
with AND should be wrapped in parenthesis to indicate searches performed
together.
• Select the first condition and then click the I;~.d open parenthesis icon the


open parenthesis will appear at the beginning of the condition.
Next, select the second condition, then click the close parenthesis ••
••
icon; the first and second conditions are wrapped in parenthesis and will
be searched together. The search criteria will appear similar to: (DateSent
GE 1/1/2005 and DateSent LE 12/31/2005).

••
• Place parenthesis around the third and fourth conditions to join the two
conditions. The complete search will appear similar to (DateSent GE
1/1/2005 and DateSent LE 12/31/2005) OR (DateRcvd GE 1/1/2005 and
DateRcvd LE 12/31/2005)

13. To return the results to include attachments enable the Return ••


parent/attachment groups in the advanced search options section.

••
••
•.1
••
••
••
14. Click <Execute> to perform the search. The search includes all e-mails and
their attachments in the year 2005. ••
••
••
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••
••
•• Saving Searches

After creating the search clause, it is possible to save the search to use later. To

•• save a search:

1. Once the search condition is created, select File-Save. The Save As dialog

•• will appear.

••
••
••
••
••
•• 2. Identify the Storage Level. Searches may be saved and viewed by the user

•• only or shared for anyone accessing the case.

3. Enter a Name for the search.

•• 4. Enter a Description (optional).

•• 5. Click <Accept>. The search clause is saved.

Accessing a Saved Filter

•• Saved search conditions are accessed through the Saved Filters tab. To access a
saved search:

•• 1. In the database query builder, click the Saved Filters dialog.

•• 2. Select the filter you wish to run. The description and preview will appear.

••
3. Double-click the saved search filter to load the clause into the Advanced tab.
Once loaded into the Advanced tab click <Execute> to execute the search.

••
••
•• LAW EDD Training Manual
January 2009 Version 5.3.08 Page 205


••
••
Full Text Searching
Full Text searching can be performed in LAW PreDiscoveryTM. In order to perform full ••
text searching the case must be:
• Enabled for Electronic Discovery,
• Created with a SQL database, and ••
• Full-text Index licenses exists.
Full text searching is often used to cull down records by utilizing various search
terms. These records are then converted to TIFF and produced accordingly. Before ••
searching, the text must be indexed to create the dictionary to use for searching.
••
••
Full Text Indexing

In order to perform full text (key word) searching in LAW, the text files must be
indexed to build the dictionary.

If the full-text license is selected at the time electronic discovery documents are ••
loaded, full-text indexing may occur immediately after the import of electronic
discovery. This is established through a post import action (Electronic Discovery
Loader - Settings - Post Import Actions - Perform full-text indexing) or, if ••
not set as a post import action when the results dialog is closed an Update Full Text
Index dialog will appear. Clicking YES will begin full text indexing.
••
••
••
••
If the Full-Text Index license is not selected at the time of import the Post Import
action will not be available nor will the Update Full Text Index dialog appear after the
files are imported into LAW. ••
Verifying Records are Indexed for Full Text Searching ••
Before searching full text, it is important to verify all documents have been indexed
otherwise the results of the search will not be accurate. The _FTIndex field is used ••
••
to verify documents have been indexed and can be searched. Values within this field
may be:
• 0 or empty value - Extracted, Printed, or OCR text does not exist with the
document.
• i-Document has been flagged for indexing.
• 2-Document has been flagged for re-indexing. ••
• 3-Document has been indexed.

••
••
••
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••
••
•• Full Text Indexing after the Import

•• Full-text indexing may also be performed after the documents have been imported
into LAW utilizing the Tools-FuliText Index option located on LAW's main user
interface. When selecting this option, there are two choices: Index All New

•• Documents, indexing those records flagged in the database to be indexed or Re-


index All records, which will index the entire database again. Note: In order to
perform full-text indexing the Full-Text Index license must be selected.

•• Flagging Documents for Indexing

•• Electronic documents imported into LAW containing an extracted text file are
automatically flagged in the database to be indexed. If a text file was not extracted,

••
and the document is converted to TIFF then OCR'd, LAW will automatically flag that
record for indexing. In certain circumstances it may be necessary to identify
documents for re-indexing. Typically this occurs only when the text file is unusable

•• during the Text extraction.

To re-flag a document:

•• 1. Within the record list, select the record or records you wish to reset.

•• 2. Click Edit-Reset Fulltext Flags.

3. Choose On to reset all flags to on, or Off to turn the full text flag off.

•• 4. The full text index field will be set accordingly.

•• About Full Text Searching

••
The full text search option is available in the Database Query Builder. To access the
query builder:

••
• In the main user interface, select Tools-Search Records.

• On the toolbar, click the search records icon


• Open the standalone grid view (Tools-Display All Records). Select Query-

•• Query Builder or click the Search Records icon from the grid tool bar.

••
After launching the Database Query Builder, enable the Full Text search option.

•• Once Full text search is enabled there are several options available. These include
Dictionary, Options, Load Terms, and Full Text Reports.

••
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••
••
Dictionary
••
The Dictionary option is a useful tool to identify how many documents contain the,
word, the total of hits that exist, and if there are any variances of the word. Select
<Dictionary> to launch the Fulltext Dictionary dialog. ••
••
••
••
••
••
••
Use the Lookup feature to enter a word to see if it appears in the dictionary. The
word is highlighted and the Doc Count and Hit Count will appear. The word can be ••
added to the full text clause window by clicking <Add>. If multiple words are
selected, the AND, OR, or NONE options should be selected when adding an
additional word. The <Done> feature will close the Fulltext Dictionary. ••
Full Text Search Options
••
The full text search engine used in LAW contains many options to help customize
searches. These options are located under the <Options> button either on the
Database Query Builder dialog or the Fulltext Dictionary dialog. The full text search ••
options allow users to customize the full text search capabilities.
••
•• •
••
••
••
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••
••
••
•• Special Characters: Special characters may be used when searching full text.

•• Character
7
*
Meaning
Wildcard-used to match any character.
Wildcard-used to match any number of

•• %
#
characters.
Fuzzy search used for misspellings.
Phonic searching.

•• '" Stemming.

••
Fuzzy, phonic, and synonym searching may be enabled for all search terms through
the Full Text Search Options dialog in LAW.

••
Wildcards (* and ?): Wildcard characters can be used to represent any number of
characters (*) or anyone character (7) in a word. Wildcard searching is particularly
useful when wishing to return all variables of a particular word or a combination of a

••
portion of a word.
Examples: appl* matches apple, application, etc; *cipl* matches principle,
participle, etc; ap*ed matches applied, approved, etc; appl? matches only apple or

••
apply.

Stemming: Finds grammatical variants of the words in the search request. If

••
selecting Stemming in the Full Text Searching Options dialog stemming will be
performed on all words. Selective stemming may also be performed by placing a"","
at the end of a word you wish to be stemmed (i.e. applies rv ) , only the words

•• containing the rv would have stemming performed on them.


Example: If enabled or rv is used the word applies would also find apply, applying,
or applied.

•• Phonic Searching: Finds words that sound similar to the word you are searching. If
using the Full text Searching Options dialog, phonic searching will be performed

•• on all words within the query. You can perform phonic searches selectively by putting
"#" in front of the word you are searching.
Example: If enabled in the Full Text Searching Options dialog, or the # is used, then

•• Smith will also return Smythe.

Fuzzy Searching: Finds words, even if misspelled. When enabled on the Full Text

•• Searching Option dialog, the slider dictates on a scale of 1-10 the degree of
misspellings based on the number of characters. Fuzziness can also be performed
selectively by using the "%" character. The position of the % character determines

•• how many letters at the beginning must match exactly.


Examples: If 1 is selected a search on the word alphabet would also return
alphaqet. If 3 is selected the search would return alphaqet and alpkaqet. If % is

•• used, alph%bet would return alphaqet, alp%%%bet would return alphaqet and
alpkaqet.

•• Retrieval Thresholds: There are two options for retrieving search results.
• Max Files to Retrieve option will limit the number of results returned by the
search. Files are returned by the highest number of hits. The default returns

•• the best 500 documents. Setting this to 0 will not limit the number of hits
returned. Note: Limiting this number improves full text performance.

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January 2009 Version 5.3.08 Page 209


••
• Abort Search After option will return records matching the search until it ••
reaches the threshold set. Once the threshold is reached, the search will stop
returning records up to the threshold pOint.
••
Search Syntax: The search syntax contains three possible options.
• Boolean: Standard AND/OR connectors are used between search terms.
••
••
• All Words: Requires that all search terms exist in the documents returned.
• Any Words: Any of the search terms may exist in the documents returned.

••
Index Properties: Provides index property information including but not limited to
the document count, word count, date created, and date last updated.

Load Terms ...

If search terms are contained within a text file, the file may be used to load the ••
terms into the full text search window. This feature is useful when searching for
several terms at a time. To Load Terms:
••
1. Within the Database Query Builder, enable the Full Text search option.

2. Click <Load Terms ... >, the Open dialog will appear. ••
3. Browse to locate the text file containing the terms, a hard return should
separate each term. Select the file and then click <OK>. The Load fulltext ••
terms in file: dialog will appear.
••
••
••
••
4. Choose the logic you wish to connect the terms. There are three choices: And,
Or, or None. The None logic is used if "Any Words" or "All Words" is selected ••
••
in the Full Text Searching Options dialog. After choosing the logic, click
<Accept>.

••
5. Terms contained within the file are added to the Full text clause window.

Full Text Reports

After entering search terms, it is possible to generate a report of the number of


documents and number of hits found for each term. The report will be generated in ••
HTML format and may be on the custodian level or case level. To generate a full text
report: ••
1. Enter or import the search terms.
•.1
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••

••
••
••
2. Select <Full Text Reports>. The Full Text Report Generator will appear.

••
••
••
••
•• 3. Choose the Report Type. Results by Custodian will report on the number of

•• hits for each word based on each custodian. Results across the Entire Case
will provide the number of hits for each term.

•• 4. Choose the location for the Output file, by default this will be in the root of
the case directory.

•• 5. Click <Start> to generate the report.

••
6. Once generated, the View Report dialog will appear. Click <Yes> to view the
report.

•• Overview of Full Text Search Requests

When performing full text searches, a group of terms are identified and linked by

•• connectors such as AND and OR to indicate a relationship between them. Examples:

Search Request Meaning

•• Report AND Finance


Report OR Finance
Report w/5 Finance
Both words must be present
Either word may be present
Report must occur within 5 words of

•• Report and not Finance


finance
Only report is present in the document

••
Report w/5 xfirstword Report must occur within the first five
words of the document
Report w/5 xlastword Report must occur within the last five

••
words of the document
"Product is addictive" Returns documents containing the exact
phrase - product is addictive

••
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••
••
Creating a Full-text Search
••
To create a full-text search clause:

1. Enable the Full text search option. ••


2. Within the Full text search window, enter a term you wish to search. Use any
special characters required. If searching multiple terms, choose the Boolean ••
connector (AND or OR) or select the appropriate Search Syntax in
<Options>.
••
••
••
3. Click <Execute> to perform the search.
••
4. Search results will be returned to the Stand Alone grid view. A Fulltext
Hitcount column will appear indicating the number of hits that occur in the
document. ••
••
••
••
••
••
••
Noise Words ••
Noise words: Noise words are common words such as if, the, this, with, and then. ••
Noise words are not indexed and will not be added to the dictionary. When
performing searches, it may be necessary to adjust the list of noise words. LAW will
utilize the Noise.dat file located in the DtConfig folder of the LAW executable ••
••
directory. If this file does not exist in the directory, LAW will search for another
Noise.dat file to use. If a noise word is included in a search phrase it will be ignored.

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••

••
••
•• Combining Data and Full Text Searches

••
Data and full text searches may be ran at the same time. To combine a search:

1. Open the Database Query Builder.

•• 2. Within the Advanced tab select the Field Name, Operator and Value you wish
to search by. Click <Add Condition> to add to the data clause window.

•• 3. Repeat for additional search conditions.

••
4. Enable the Full text search.

S. Select the Boolean connector AND or OR to connect the data and text

••
conditions.

6. Enter the term(s) you wish to search.

•• 7. Click <Execute>. The search results will be returned accordingly.

••
••
••
••
••
••
•• When LAW performs a combined search, the text terms are searched first then data.

•• Searching Hint: To help increase performance on full text searches or large


databases, run searches without utilizing the Return parent/attachment groups

•• option enabled. Tag the results. Once the searches are complete, run a final search
on the tag field, returning the parent/attachment groups.

••
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••
••
"Mudroom" Project Scenario - Completion
••
Now that you are familiar with working in the database and performing searches you
can complete the "Mudroom" project scenario. The project scenario is repeated
below for review: ••
"Mudroom Project Scenario": Several hard drives have been received; the "client"
has determined that documents matching specific search criteria are relevant to the ••
case and is to be converted to TIFF format. Additional review and searches will take
place on all documents and may need to be converted to TIFF format at a later time.
You have been asked to perform the preliminary searches and TIFF those records; ••
however all documents will be exported (excluding duplicates). A document-level
numbering will be assigned to the records after duplicates are excluded.
••
The first three steps for completing this type of project have already been
completed. The case was created, all data was imported, quality control was
performed and any problem files were addressed. Following are the remaining steps
••
to complete the project scenario along with the corresponding section of the manual.

1. Create index fields for tagging search results. Creating and Modifying
••
Index Fields
••
••
2. Ensure records are indexed and ready for full text searching. Full-text
Indexing

••
3. Perform each search, tagging the results of the search. Searching

4. After performing all searches, perform a final search on the tagged items

••
returning parent/attachment groups. This ensures