Affordable Hosting Alternatives for Summation & Concordance Productions

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1 Affordable Hosting Alternatives for Summation & Concordance Productions Fast, Cost-Effective Document Reviews of TIFF Images and Loadfiles April 29, 2014 Gene Albert Principal, Lexbe LC

2 ediscovery Webinar Series Info & Future Takes Place Monthly Cover a Variety of Relevant ediscovery Topics Presentations Available for Download by Registrants.

3 ediscovery Webinar Series About Lexbe Lexbe is an Austin, TX based ediscovery software and services provider. Lexbe ediscovery Platform Lexbe ediscovery Platform is a hosted ediscovery processing and review tool. Users can load a variety of file types, process for review, OCR for search, and conduct document reviews, productions, prepare for depos & analyze transcripts, conduct case analytics, prepare for dispositive motions, and provide litigation support during trial. Lexbe ediscovery Services Lexbe does large volume document culling, processing from native to PDF or TIFF, load file creation, high-volume OCR of image files, Rule 26 and project management consulting, and related ediscovery Services. Lexbe Sales sales@lexbe.com (800) x22

4 ediscovery Webinar Series Questions & Technical Issues If you have any questions or technical issues, please them to: Questions will be forwarded to Gene and answered during the webinar or via e- mail if we run out of time.

5 ediscovery Webinar Series Gene Albert bio Current Principal of Lexbe LC, a developer and provider of cloudbased litigation review and document management software & ediscovery services Prior Experience -Legal experience as in-house counsel and in private practice -Business experience in software, medical services and internet-based businesses Education -MBA & BA, University of Texas -JD, Southern Methodist University Contact Gene Albert gene@lexbe.com

6 Agenda What are TIFF Productions & Standard Concordance tm /Summation tm formats Accessing Native & PDF Versions of Documents Hosting Alternatives, Security & Cost Considerations Loadfile Validation & Loading Getting the Best Search: OCR text and/or Native Extracted Text Document Viewing; Issue Coding Fact & Issue Mapping, Depositions, and Motion Practice Conclusion

7 What are TIFF Productions w/loadfiles? TIFF & Text What is it? Natives converted to TIFF-images, usually single-paged; or scanned Advantages Traditional review format (predates PDF) Required for some platforms (optional others) Robust bitmapped file type (image-viewer used) Disadvantages Cumbersome--requires separate text files/load files Requires review platform to pull together Substantial file expansion from native (3-5X) May lose color/other data, depending how processed Notes Usually in the form of one image and one text file per page (older text in load file) Document breaks and associated metadata are stored in one or more separate 'load files', which can corrupt

8 What are TIFF Productions w/loadfiles Load File What is it? Structured text or database type file that references document files and associates metadata and other information, for use in Litigation Review Database Systems May Be Included Document and metadata Document breaks (for single page TIFFs) family associations Map to multiple versions of files (e.g., TIFF, Text, PDF, Native) Formats in Use DAT (Concordance, Ringtail, Relativity) DII (Summation) LFP (ipro) Excel XLSX (Lexbe) Notes Production may include multiple load files formats Can be used in TIFF, PDF and Native productions Some systems can load multiple formats

9 What are TIFF Productions w/loadfiles Load File in Excel (Lexbe) Format

10 What are TIFF Productions w/loadfiles Load File in DII (Summation) Format Field Token Record Token ;Record ENRON ENDDOC# ENRON ENRON tiff ;Record ENRON 1000 ENRON ENDDOC# ENRON ENRON tiff ;Record ENRON ENRON ENDDOC# ENRON ENRON tiff ENRON tiff ENRON tiff ENRON tiff ENRON tiff ENRON tiff ENRON tiff ENRON tiff

11 What are TIFF Productions w/loadfiles Load File in DAT (Concordance) Format Field Delimiter þbegdocþþenddocþþbegattþþendattþþattachmentþþparentidþþrecordtypeþþdatesentþþtimesentþþ DATERECEIVEDþþTIMERECEIVEDþþFROMþþTOþþCCþþBCCþþSUBJECTþþDATECREATEDþþTIMECREATEDþþDATEMO DIFIEDþþTIMEMODIFIEDþþFILENAMEþþFILEEXTENSIONþþSOURCEFILEPATHþþPAGESþþVOLUMEþþORIGINALSPATH þþtextpathþþpdfpathþþenron þþENRON þþþþþþþþþþe þþ05/26/2000þþ10:19:00 AMþþ05/26/2000þþ10:19:00 AMþþJohn J LavoratoþþJohn Zufferli{John Zufferli}þþþþþþMolson adþþþþþþþþþþ :19: 00AM - Molson adþþ.msgþþjohn_lavorato_000_1_16\top of Outlook data file\lavorato-j\john_lavorato_jun2001\notes Folders\All documents\ :19:00AM - Molson ad.msgþþ1þþvol01þþ\originals\0001\enron msgþþ\text\0001\enron txtþþ\PDF\0001\ENRON pdfþþENRON þþENRON þþENRON þþENRON þþþþENRON þþAttachment þþþþþþþþþþþþþþþþþþþþþþþþþþþþmolson-canadian-i-am.movþþ. movþþjohn_lavorato_000_1_16\top of Outlook data file\lavorato-j\john_lavorato_jun2001\notes Folders\All documents\ :19:00AM - Molson ad.msg\molson-canadian-i-am.mov.1þþ1þþvol01þþ\originals\0001\enron movþþ\text\0001\enron txtþþ\PDF\0001\ENRON pdfþþENRON þþENRON þþþþþþþþþþe

12 Accessing Natives & PDFs Blended Productions Include Multiple Production Types What is it? Delivery in multiple formats as needed: Native, PDF & TIFF/text, with multiple load file formats Advantages Flexible for multiple platforms PDFs available for easy transfer Natives for backup and review Versions linked for easy comparison Disadvantages Must assure no privileged docs produced Native docs can be easily modified Notes Natives files are original versions: e.g., Outlook, Word, Excel, Powerpoint, etc. Multiple version of load files provided for system flexibility

13 Hosting & Review Alternatives Description Installed Software Purchase, install & support litigation review software that supports TIFFs Web-Based Hosting Rent software from hosting provider as needed for a case or in general Security Internally maintained Hosting provider maintains encryption, security procedures, certifications Case Support Access Beyond Firewall Cost Reimbursable or Litigation Cost Internally maintained or software provider Remote access software Software licensing, server(s), maintenance, personnel costs No, usually non-reimbursable Hosting provider maintains Usually web-based Varies; Per GB, fixed, user fees Possibly - Depends on jurisdiction

14 Production Loading Can be done by Vendor or Self-Serve Loadfile and data must be validated & checked for quality control Best to handle internally with high degree of expertise, and available time Vendor best option with large data set, limited internal expertise or a rush

15 Better Search with Dual Indexing With a Dual-Index approach the search engine indexes both text extracted from Native files ( , attachments, spreadsheets, etc.) and TIFF OCR test Most comprehensive approach minimizes potential for lost and unsearchable data. Benefits of Dual Index Approach Index Method Captures Embedded Text Captures Text Excluded From Print Captures Hidden Text Imaged/OCR Yes No No Native Extraction No Yes Yes Dual Index Yes Yes Yes

16 Search & Review Search Requirements Basics -Accurate -Fully Indexed -Easy to Use Better -Many search options -Concept -Fuzzy & Stemming -Boolean -Keyword Highlighting Best -Very Fast (returns in seconds) -Dual Indexing of natives/paginated

17 Document Viewing - Multiple Versions Hits - Highlighted from search Original - Native if available HTML - Extracted text from Native Page - One page at a time PDF - Viewing & access Text - OCR of images Annotated - For depos

already invented Custom Fields -Issue coding -Reviewer assignment

18 Pre-Built & Custom Fields/Tags Built-In Fields -Immediately usable -Integrated workflow -Leverage best practices -Wheel already invented Custom Fields -Issue coding -Reviewer assignment -Add l filtering/sorting -Unlimited in number/use Best to have both options

19 Document Review Workflow

20 Document Issue Coding

21 Multidoc Edit for Fast Issue Coding

22 Getting Documents Out Needed for depositions, conferences, motions, trial prep, etc. TIFFs are cumbersome: Single-pages, not searchable, etc. PDF usually best option (TIFFs joined/converted) Native version availability

23 Who s on First: Key Case Participants Parties, deponents, factwitnesses, related organizations, etc. Show associations between Link to evidence, case issues

24 Timelines for Depo Prep

25 Assigning Docs to Deponents

26 Extract Facts from Depos & Exhibits Fact Highlighting Structured Extraction & Timelining

27 Categorize Facts for Fast Motion Practice

28 Dispositive Motions - Filter Facts & Issues

29 Thank You Contact Info Gene Albert: Lexbe Principal Stu Van Dusen: Marketing Manager Lexbe Sales: Webinar Questions: (512) (512) (800) x22

Top 10 Mistakes to Avoid When Creating Productions

Top 10 Mistakes to Avoid When Creating Productions Steer Clear of Common Pitfalls and Flawlessly Execute Productions October 30, 2014 Gene Albert Principal, Lexbe LC ediscovery Webinar Series Info Takes