DAMION DISCOVERY REFERENCE GUIDE

Transcription

1 DAMION DISCOVERY REFERENCE GUIDE

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3 TABLE OF CONTENTS Chapter 1: Navigation Accessing the Archive Item Navigator Window Accessing the Collection Navigator Window Learning Navigation Vocabulary Basic Keyboard Functions Chapter 2: Archive Maintenance Understanding the Archive Process Using the Archive Item Navigator Window Adding an Archive Item and Item File Modifying an Item File Record Using the Report Navigator Window Chapter 3: Collection Maintenance Understanding the Collection Process Using the Collection Navigator Window Adding a Collection Item and Collection Item Files Using the Module Link Maintenance Window Chapter 4: Package Maintenance Assembling a Discovery Package Preparing the Discovery Package Using the Index Function Sealing/Unsealing a Package Tracking a Package Delivering the Discovery Package Assembling a Supplemental Package Using the Case Navigator Window

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5 Chapter 1: Navigation Chapter 1: Navigation Using Navigation Techniques Chapter Objectives In this chapter, the following topics will be discussed: A. Accessing the Archive Item Navigator Window B. Accessing the Collection Navigator Window C. Learning Navigation Vocabulary D. Learning Basic Keyboard Functions v

6 DAMION Discovery Reference Guide Where do we begin? Before you learn to use the features of DAMION Discovery, it is always helpful to learn basic navigational techniques. DAMION Discovery can be used in conjunction with the Criminal Adult or Juvenile modules of DAMION Prosecutor or, as a standalone module. Given the appropriate security roles, users working within the DAMION Prosecutor module can navigate directly to Discovery windows by simply clicking on a button. Topic A Accessing the Archive Item Navigator Window The Archive button accesses the Archive Item Navigator window. From this window, the user has the ability to collect information associated with a report that may become part of a discovery package should charges officially be filed. Once archived information has been linked to the report, a checkmark will appear in the checkbox to the left of the button as a visual indicator. The Archive button is available in both the Agency Report Log and the Case Worksheet. Regardless of which window you select the Archive button from; it accesses the same Archive Item Navigator window. 1-2 v. 4.3

7 Chapter 1: Navigation Task A-1: Retrieving an Agency Report Log Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Agency Report Log window The Agency Report Log window will open in data entry mode. 2. To retrieve an existing report, you must place the window into query mode 3. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the Report Log Maintenance block. 4. Execute the query 5. Observe the Agency Report Log window Located in the Report Log Maintenance block of the Report Log tab is an Archive button. A checkmark to the left of the button indicates that there is an Archive record associated with the Report. v

8 DAMION Discovery Reference Guide 6. Leave this window open to navigate to the Archive Item Navigator window Task A-2: Navigating to the Archive Item Navigator Window from an Agency Report Log Before you begin: This task assumes that you have completed Task A-1, and are viewing the Agency Report Log window. 1. Access the Archive Item Navigator window a. From the Report Log Maintenance block, click the Archive button. Press ALT + I 2. Observe the Archive Item Navigator window Any archived information previously entered on the report will be displayed in the Item Navigator block. 1-4 v. 4.3

9 Chapter 1: Navigation 3. Exit back to the Agency Report Log window 4. Exit back to the Launch Pad Task A-3: Retrieving a Case Worksheet Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Case Worksheet window The Case block on the Case Worksheet window will open in Query mode. 2. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the Case block. 3. Execute the query 4. Observe the window You may see the following pop up message appear indicating that there is an unassigned Investigation Service request(s) linked to the report. v

10 DAMION Discovery Reference Guide 5. Acknowledge the message a. Click on the No to All button to proceed to the Case Worksheet window. Press Enter to proceed to the Case Worksheet window. 6. Observe the Case Worksheet window Located in the Case block of the Case tab is an Archive and Discovery button. A checkmark to the left of these buttons indicates that there is an Archive or Collection record associated with the Case. 1-6 v. 4.3

11 Chapter 1: Navigation 7. Leave this window open to navigate to the Archive Item Navigator window Task A-4: Navigating to the Archive Item Navigator window from a Case Worksheet Before you begin: This task assumes that you have completed Task A-3, and are viewing the Case Worksheet window. 1. Access the Archive Item Navigator window a. From the Case block, click the Archive button. 2. Observe the Archive Item Navigator window Any archived information previously entered will be displayed in the Item Navigator block. v

12 DAMION Discovery Reference Guide 3. Exit back to the Case Worksheet window 4. Exit back to the Launch Pad 1-8 v. 4.3

13 Chapter 1: Navigation Topic B Accessing the Collection Navigator Window The Discovery button accesses the Collection Navigator window. A collection is an entity under which all discoverable items and documents pertaining to a particular case are referenced or copied. A checkmark to the left of the Discovery button indicates that there is a Collection record associated with the Case. The Collection process begins once a suspect has been charged of a crime and a case is created. Therefore, the Discovery button is only available from the Case Worksheet window. Task B-1: Retrieving a Case Worksheet Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Case Worksheet window The Case block on the Case Worksheet window will open in Query mode. 2. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the Case block. 3. Execute the query v

14 DAMION Discovery Reference Guide 4. Observe the window You may see the following pop up message appear indicating that there is an unassigned Investigation Service request(s) linked to the report. 5. Acknowledge the message a. Click on the No to All button to proceed to the Case Worksheet window. Press Enter to proceed to the Case Worksheet window. 6. Observe the Case Worksheet window Located in the Case block of the Case tab is the Discovery button. A checkmark to the left of this button indicates that there is a Collection record associated with the Case v. 4.3

15 Chapter 1: Navigation 7. Leave this window open to navigate to the Collection Navigator window Task B-2: Navigating to the Collection Navigator Window from a Case Worksheet Before you begin: This task assumes that you have completed Task B-1, and are viewing the Case Worksheet window. 1. Access the Collection Navigator window a. From the Case block, click the Discovery button. Press ALT + S 2. Observe the Collection Navigator window Any archived information previously entered on the case will be displayed in the Link Navigator block, as well as any DAMION generated documents. v

16 DAMION Discovery Reference Guide 3. Exit back to the Case Worksheet window 4. Exit back to the Launch Pad 1-12 v. 4.3

17 Chapter 1: Navigation Topic C Learning Navigation Vocabulary Before starting to use DAMION, an understanding of DAMION s vocabulary is necessary. Navigation Vocabulary Block Database Field Help Feature Icon Bar Launch Pad Windows within DAMION are composed of blocks. A block is a collection of related information fields. Blocks are enclosed in graphic boxes and therefore are separated from one another by straight lines. The title for each block is located in the upper left corner of the block. A file consisting of a number of records that contain a collection of information. The DAMION database is comprised of all people, reports and case records. A location in a record in which a particular type of data is stored. For example, an individual s last name or a case number. A built-in feature in most software applications that provides information and suggestions. You can use the Help feature if you have a question about how something works. Help is available as a menu option or a Help icon on the icon bar. The F1 function key also opens the Help feature. This feature is not available from the Launch Pad. Small pictures located below the Menu bar. Icons provide an easy way to open programs or perform functions that you use frequently. The main DAMION window is called the Launch Pad and is graphically displayed in the form of icons. Above the Launch Pad are menu items that can be used in place of the icons. v

18 DAMION Discovery Reference Guide List of Values Mandatory Field Maximize Menu Message Line Minimize Pop-up Editor Primary Mouse Button A List of Values is a drop-down menu within DAMION that displays a list of items that is unique to a customer. For example, the Prosecutor Code List of Values will display the names of all Prosecutors in your jurisdiction. A field that does not allow the cursor to leave without required input from the user. An error message Field must be entered will appear if you try to navigate out of the field without supplying correct information. To make the window fill a larger area of the desktop; this is done by clicking on the Maximize button. A menu is a doorway to a section or subsection of DAMION. Menu items are not unique to each customer, as are the List of Values menus. The menu bar is located at the top of the screen usually below the title bar. Selecting an item on the menu will lead to you to a window/form. Where DAMION displays error messages, prompts or similar information. The message line in DAMION is at the bottom of the screen, just above the status bar and the Microsoft Windows Taskbar. To reduce the window to a button on the taskbar; this is done by clicking on the Minimize button. This window appears after choosing the menu option Edit Edit from the pull down menu. It allows you to edit the contents of a particular field, usually a Comment field. The button used to select, to double-click on, or to drag an object from one location to another. For right-handed users, it is typically the left button, and for left-handed users it is typically the right button v. 4.3

19 Chapter 1: Navigation Pull-Down Menu Record Scroll Bar Secondary Mouse Button Status Line Tabs Taskbar Window/Form Work Space A list that drops down from a menu option when you use the mouse or keyboard. A record is the data from a row in the database. A bar displayed at the lower edge or the right edge of a window. Scroll bars are used when the amount of information in the window is larger than can fit in a single window. This button provides access to the shortcut menu for a given object. It also enables you to drag an object to a new location in order to create a shortcut to it or a copy of it. For right-handed users, it is typically the right button, whereas for left-handed users it is typically the left button. A line on your window where DAMION displays helpful information about the status, such as the number of records in the database. The status line is located on the window just above the Microsoft Windows Taskbar and just below the DAMION message line. Windows may be divided into tabs. Tabs are the overlapping pages located at the top of the workspace. Clicking on the tab at the top of the window will display the corresponding window. An element of the Windows desktop. It is a gray rectangular bar located, by default, across the bottom of the Windows desktop. It includes the Start button, a button for each program that is open and the system clock. The taskbar gives you easy access to all active applications. The window/form refers to the entirety of a particular fill-in-the-blank template on your computer screen, which allows you to enter, update and query information. The place where records are kept before they are saved to the database. v

20 DAMION Discovery Reference Guide Topic D Basic Keyboard Functions Function keys are those keystrokes used to enter commands or communicate with DAMION. The primary function keys are listed in the table below. Throughout the remainder of this Reference Guide, only the icons will be shown to indicate what action to take. If necessary, please refer to this table to find the appropriate mouse and keyboard instructions for carrying out the specified function. Accept/Save Saves to the database new information or changes that have been made. Information will not automatically be saved to the database, but DAMION will advise you if information has not been saved. a. Click on the Blue Disk icon. Press F10 Cancel Query Cancels the current query. This function is only available when in Enter Query mode. a. Click on the Jagged Black Arrow icon. Press CTRL + Q 1-16 v. 4.3

21 Chapter 1: Navigation Clear Block Clears all records from the current block. Clear Block will prompt you to commit your changes and it will not delete records from the database, only from the workspace. a. On the menu bar, select Block Clear. Press SHIFT + F5 Clear Form Clears the contents of the entire form. A cleared form is NOT deleted from the database. a. Click on the Pencil Eraser icon located on the left. Press SHIFT + F7 Clear Record Clears the contents of the record in which the user is currently working. A cleared record is NOT deleted from the database. a. Click on the Pencil Eraser icon located on the right. Press SHIFT + F4 v

22 DAMION Discovery Reference Guide Delete Record Deletes a retrieved record from the screen and from the database. Records are not permanently deleted until you save your changes to the database. a. Click on the Red X icon. Press SHIFT + F6 Enter Query Places DAMION into a mode from which queries can be performed and is used in conjunction with Execute Query. a. Click on the Yellow Disk Symbols icon. Press F7 Execute Query Retrieves all records from the database table for the fields referenced in the query block. When used after Enter Query, Execute Query executes a query with the search criteria that you have specified. a. Click on the Red Checkmark icon. Press F v. 4.3

23 Chapter 1: Navigation Exit Exits from the DAMION window or sub-screen. a. Click on the Red Door icon. Press CTRL + Q Function Lists all of the DAMION functions and the keys on the keyboard to execute that function. a. Click on the Function Key icon. Press ALT + H K Help Displays a help message for the current field. a. Click on the Blue Question Mark icon. Press F1 v

24 DAMION Discovery Reference Guide Insert a Record Inserts a new record after the current record. a. Click on the Green Plus Sign icon. Press F6 List of Values Activates a List of Values. A List of Values table is a drop-down menu that contains values specific to your organization that have been entered by your Application Administrator. The message line indicates List of Values if one is available. a. Click on the Blue Down Arrow icon. Press F9 Next Block Moves the cursor to the next block in the form that contains at least one enterable field. a. On the Menu bar, select Block Next. Press CTRL + PAGE DOWN OR Press PAGE DOWN The keyboard shortcut may vary depending on your unique office environment. One or the other of these keyboard shortcuts will work to move your cursor to the next block v. 4.3

25 Chapter 1: Navigation Previous Block Moves the cursor to the previous block in the form that contains at least one enterable field. a. On the menu bar, select Block Previous. Press CTRL + PAGE UP OR Press PAGE UP The keyboard shortcut may vary depending on your unique office environment. One or the other of these keyboard shortcuts will work to move the cursor to the previous block. Print Prints the contents of the current window that you are viewing. a. Click on the Printer icon. Press CTRL + P v

26 DAMION Discovery Reference Guide You will also find in this Reference Guide additional icons that indicate a specific action to take. These are not icons that are displayed on the icon bar, but are simply visual clues on how to perform a function. The table below displays the icon used, what it represents and examples of its use. Icon What it represents Example The checkmark icon indicates that the field requires the user to place and/or remove a checkmark from the field. a. Click in the checkbox to the left of the Primary field to indicate that the address being entered is the individual s primary address. Tab to the Primary field, and then press the SPACEBAR Indicates a Comment or similar field. This icon tells the user that the DAMION editor can be used in this field. Typically, the icon is used for any field that is a 2000 character alphanumeric field. The Comment field is a 2000 character alphanumeric field. You can type directly into the field or use the DAMION editor. a. Choose the Edit function from the menu bar, and then select the edit option. The DAMION editor will open. Press CTRL + E Indicates to the user that the field is a date field and that the pop up calendar function may be used a. Double click in the Date field to activate the pop up calendar. b. Double click on the appropriate date. Date format: MM/DD/YYYY 1-22 v. 4.3

27 Chapter 1: Navigation Icon What it represents Example $ Indicates to the user that a dollar amount should be entered for the field. a. The Bail amount is entered in whole numbers. For example, if the defendant s bail amount were $1,500.00, you would enter: You do not have to enter the dollar sign, comma or cents symbol. This icon indicates to the user that there is a List of Values behind the field a. Double click in the Review Prosecutor field to display a valid List of Values. Press F9 or enter the appropriate Review Prosecutor code. b. Double click on the appropriate code. The clock symbol indicates to the user that the field requires a time value. a. The Time is entered in military time using a 24-hour clock. For example, if the report were received at 1:00 PM, you would enter: You do not have to type the colons. Time format: HH24:MI v

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29 Chapter 2: Archive Maintenance Chapter 2: Archive Maintenance Archiving Items in DAMION Discovery Gathering all of the information that pertains to a report or incident becomes very important should the report become a case. By compiling and archiving the information from the very beginning of an incident, it is easy to then compile the information that is discoverable and present that information in an organized manner. Chapter Objectives In this chapter, the following topics will be discussed: A. Understanding the Archive Process B. Using the Archive Item Navigator Window C. Adding an Archive Item and Item File D. Modifying an Item File Record E. Using the Report Navigator Window v

30 DAMION Discovery Reference Guide Where do we begin? Before learning to use the windows in which archive information is entered and maintained, you must first understand the flow of the information entered. Topic A Understanding the Archive Process In DAMION, the term archive simply refers to electronic files assembled and grouped in a logical order for a report or incident. By using the archive function, a repository can be built from the very beginning of a report or incident. This repository can consist of scanned documents, word processing documents, audio files, video files, etc. Creating an archive record can be compared to the analogy of a file cabinet/file folder/document structure. Where a file cabinet represents the Archive Record, a file folder represents an Archive Item(s) and the document(s) inside the file folder represents an Archive Item file(s). Archive Record An Archive Record is the term used to describe the entirety of the archive. It is within this archive record that all items and item files are entered and organized. Only one archive record will be attached to a report or incident in the system. Archive Item An Archive Item is the actual name of the item you wish to archive. For example, an Archive Item could be called Victim Photos. Each Archive Item could include one or more files consisting of written or video taped confessions, witness statements, victim photos, crime scene photos, etc. 2-2 v. 4.3

31 Chapter 2: Archive Maintenance Archive Item File An Archive Item File(s) is each individual file added to an Archive Item. For example, if you have an Item associated with an Archive Record which includes crime scene photographs, and 20 photos have been taken at the scene; each photograph would be considered an Archive Item File. Archive Item e Record Archive Item File v

32 DAMION Discovery Reference Guide Topic B Using the Archive Item Navigator Window The Archive Item Navigator window is accessed from the following locations: By clicking on the Archive button located in the Report Log Maintenance block on the Report Log tab of the Agency Report Log window. By clicking on the Archive button located in the Case block on the Case tab of the Case Worksheet window. By selecting the appropriate menu option on the Report tab of the Report Navigator window. By selecting the appropriate menu option on the Case tab of the Case Navigator window. The Archive Item Navigator window is used to begin building an archive record. This window gives the user a Windows navigator-like view of archived information on a particular report or case. From this window, a user can navigate to additional windows allowing them to enter, view or modify detailed information associated with the archive. There are three blocks in the Archive Item Navigator window: Item Navigator Archive Item Archive Item File Item Navigator Block The Item Navigator block is located along the left side of the of the Archive Item Navigator window. This window gives the user a Windows navigator-like view of existing archived items. Archive Item Block The Archive Item block is located in the upper right-portion of the Archive Item Navigator window. In this block, the user has the ability to enter, review or modify the detailed information regarding an item in the archive record. 2-4 v. 4.3

33 Chapter 2: Archive Maintenance The following buttons are located in the Archive Item block: The Collection button will access the Collection Navigator window. This window is used to begin building a Collection record. See Chapter 3 for detailed information on the Collection Navigator window. The Rename button will access an Editor window where the user has the ability to modify the Archive Item Name. The Links button will access the Module Link Maintenance window. This window will display any DAMION modules to which the archive record is linked. A button will appear in the lower-right corner of this window that will access the appropriate associated module. The Item button will access the Archive Item Maintenance window. This window is divided into two blocks; one that displays the Archive Item(s) and one that displays the Archive Item File(s). From this window, the user can view or modify details of the archive item or any associated item files. The Add Folder button will access a file navigator associated with the user s PC, allowing them to select an existing folder containing item files from their hard drive or from a shared folder. By choosing a folder using this button, the contents of the entire folder will be added to the archive. This will speed up the process of adding archived information. For example, if a file was presented to the Attorney s office that included many different files and types of files, the user would not have to select each archive file individually when adding to the archive. v

34 DAMION Discovery Reference Guide Archive Item File Block The Archive Item File block is located in the lower right-portion of the Archive Item Navigator window. In this block, the user has the ability to enter, review or modify detailed information regarding any item files associated with an archive item in the archive record. The following buttons are located in the Archive Item block: The Add File button will access a file navigator associated with the user s PC, allowing the user to select an existing file from their hard drive or from a shared folder. These files could include a word processing document, scanned image, video clip, audio files, PowerPoint presentations, etc. The Play button allows the user to view content such as video clips, audio clips, etc. The View/Edit button allows the user to view and make modifications to an archived item file. The View All button will access a file navigator associated with the user s PC, allowing the user to view every archived item file associated with a particular archive item in the archive record. Clicking on the Views button located on the toolbar, offers the user different ways to view the files such as thumbnails, list, details, etc. The Revise button allows the user to retain the original document and create a revised version of the document or item after an Archive Item File has been modified. Discovery will automatically save the revised document with a comment stating that the file has been revised, the date it was revised, and the time of the revision. The Update button allows the user to override the original document or item after an Archive Item File has been modified. 2-6 v. 4.3

35 Chapter 2: Archive Maintenance Task B-1: Retrieving an Agency Report Log Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Report Log Query window 2. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the Report Query block. 3. Execute the query 4. Observe the Report Query Results block All Report logs matching the search criteria entered in the Report Query block will be displayed. v

36 DAMION Discovery Reference Guide 5. Access the Agency Report Log window for a report retrieved from your search a. In the Report Query Results block, click to highlight the appropriate record, and then click the Report button. In the Report Query Results block, use the up and down arrow keys on the keyboard to highlight the appropriate report, and then press ALT + P 6. Observe the Agency Report Log window Located in the Report Log Maintenance block of the Report Log tab is the Archive button. A checkmark to the left of this button indicates that there is an Archive record associated with the Report. 7. Leave this window open to navigate to the Archive Item Navigator window 2-8 v. 4.3

37 Chapter 2: Archive Maintenance Task B-2: Navigating to the Archive Item Navigator Window from an Agency Report Log Before you begin: This task assumes that you have completed Task B-1, and are viewing the Agency Report Log window. 1. Access the Archive Item Navigator window a. From the Report Log Maintenance block, click the Archive button. Press ALT + I 2. Observe the Archive Item Navigator window The Archive Number and Archive Name will be displayed at the top of the window. 3. If necessary, expand the items listed a. Right click in a blank portion of the Item Navigator block to access the appropriate menu options. b. Click to select the Expand All option. Clicking on the plus (+) sign to the left of the item will expand that item only. 4. View the appropriate Archive Item a. In the Item Navigator block, click to highlight the appropriate archive item. v

38 DAMION Discovery Reference Guide 5. Observe the Archive Item block The Archive Item block will display information regarding the archive item highlighted in the Item Navigator block. This information may include the following: an archive item name, a number assigned to the archive item, the type of archive item file allowed to archive, etc. The Category and Sub-Category fields allow you to classify and organize the archive item. A DAMION Administrator has the ability to configure up to ten (10) fields to be displayed (including the Category and Sub-Category fields) which allows you to classify and organize an archive item. For example, in the picture below, two (2) fields are displayed (Category and Sub-Category) v. 4.3

39 Chapter 2: Archive Maintenance 6. Observe the Archive Item File block Each archive item file associated with the archive item located in the Archive Item block, will be displayed in the Archive Item File block. 7. Leave this window open to open an archive item file v

40 DAMION Discovery Reference Guide Task B-3: Accessing an Archive Item File Before you begin: This task assumes that you have completed Task B-1 and B-2, and are viewing the Archive Item Navigator window. 1. Select the appropriate Archive item a. In the Item Navigator block, click to highlight the appropriate archive item. 2. Observe the Archive Item block The Archive Item block will display information regarding the archive item highlighted in the Item Navigator block. This information may include the following: an archive item name, a number assigned to the archive item, the type of item file allowed to archive, etc. 3. Observe the Archive Item File block Each archive item file associated with the archive item located in the Archive Item block, will be displayed in the Archive Item File block. 4. Select the appropriate Archive Item File a. In the Archive Item File block, click the appropriate file. Press CTRL + PAGE DOWN OR PAGE DOWN to place the cursor in the Archive Item File block. Use the up and down arrow keys on your keyboard to highlight the appropriate file v. 4.3

41 Chapter 2: Archive Maintenance 5. Open the item file a. Click the View/Edit button located in the lower right corner of the block. Press ALT + V If the file is an audio or video file, click the Play button to hear or see the file. b. Exit the application by closing the window. 6. Leave this window open to add a new archive item v

42 DAMION Discovery Reference Guide Topic C Adding an Archive Item and Item File The Archive Item block is used to begin building an archive record. From this block, the user can begin adding an archive item with associated archive item files. Once an archive item has been entered and saved, it will be displayed under the appropriate category in the Item Navigator block. Task C-1: Adding an Archive Item Before you begin: This task assumes that you have completed Task B-1 through B-3, and are viewing the Archive Item Navigator window. 1. Navigate to the Archive Item block a. Click in the Name field located in the Archive Item block. Press CTRL + PAGE UP OR PAGE UP 2. If necessary, in the Name field, insert a new record 3. In the Name field, enter the archive item name This is a 200 alphanumeric field. 4. In the Number field, enter an archive item file number This is a 15 alphanumeric field used to further organize the archive items v. 4.3

43 Chapter 2: Archive Maintenance 5. In the Type field, enter the appropriate item type code This field determines what type of files are allowed when adding Archive Item files (Portable Document Format, Bitmap Image, Microsoft Word Document, etc.). Leaving the Type field empty allows you to add any type of archive item file. 6. In the Comment field, enter any additional information or comments regarding the archive item 7. In the Team Name field, enter the appropriate team name assigned to the archive item record 8. Observe the Created field The Created field will display the date in which the new archive item was added. 9. Observe the User field The User field will display the current user s name. 10. In the Category field, enter the appropriate archive item category code v

44 DAMION Discovery Reference Guide 11. In the Sub-Category field, enter the appropriate archive item subcategory code 12. Save the changes 13. Leave this window open to add individual archive item files Task C-2: Adding Item Files to an Archive Item Before you begin: This task assumes that you have completed Task C-1, and are viewing the Archive Item Navigator window. 1. Navigate to the Archive Item File block a. Click in the Item File field located in the Archive Item File block. Press CTRL + PAGE DOWN OR PAGE DOWN 2. From the Item File field, access the file directory associated with your PC a. Click the Add File button located in the Archive Item File block. Press ALT + D 3. Observe the screen The file directory associated with your computer will be displayed on the screen v. 4.3

45 Chapter 2: Archive Maintenance 4. Select the appropriate files Normal Windows functions are available to select and copy the files needed to the Archive Item File block. From here, you can choose the file(s) you wish to add to the Archive Item. 5. In the Comment field, enter any additional information or comments regarding a particular archive item file 6. In the Number field, enter an archive item number This is a 15 alphanumeric field used to further organize the archive items. v

46 DAMION Discovery Reference Guide 7. Observe the Modified checkbox The Modified checkbox indicates whether a file has been modified. 8. Save the changes 9. Leave this window open to modify an archive item file 2-18 v. 4.3

47 Chapter 2: Archive Maintenance Topic D Modifying an Item File Record Once an Archive Item File has been added, it may become necessary to modify the file. DAMION allows the user to make any necessary modifications by updating or overwriting the original item file. However, if it is necessary to retain the item file in its original condition, DAMION also allows the user to retain the original document and create a revised version of the document. When the revised document has been saved, and the Revise button has been selected by the user, DAMION will automatically save the revised document with a comment stating that the file has been revised, the date it was revised, and the time of the revision. Using this function allows any user viewing the record(s) located in the Archive Item File block to see that the record has been revised and when the action took place. Task D-1: Modifying an Archive Item File Before you begin: This task assumes that you have completed Task C-2, and are viewing the Archive Item Navigator window. 1. Select the appropriate Archive Item File a. In the Archive Item File block, select the appropriate archive item file. Use the up and down arrow keys on your keyboard to highlight the appropriate file. 2. Open the Archive Item file a. Click the View/Edit button located in the Archive Item File block. Press ALT + V v

48 DAMION Discovery Reference Guide 3. Update the appropriate information a. Once the file opens, you have all the same editing abilities that you would normally have depending on the application in which the file was created. b. Make the necessary changes to the item. c. Save the changes using the appropriate tools for the application in which you are working. d. Exit the application by closing the window. 4. Observe the window A pop-up message appears prompting you to update the current Archive Item File. a. Click the Yes button v. 4.3

49 Chapter 2: Archive Maintenance 5. Observe the Modified checkbox The Modified checkbox located in the Archive Item File block displays a checkmark to indicate that the file was updated. 6. Open the Archive Item file to observe the updated file a. Click the View/Edit button located in the Archive Item File block. Press ALT + V b. Exit the application by closing the window. 7. Leave this window open to revise an archive item file v

50 DAMION Discovery Reference Guide Task D-2: Revising an Archive Item File Before you begin: This task assumes that you have completed Task D-1, and are viewing the Archive Item Navigator window. 1. Select the appropriate Archive Item File a. In the Archive Item File block, select the appropriate archive item file. Use the up and down arrow keys on your keyboard to highlight the appropriate file. 2. Open the Archive Item file a. Click the View/Edit button located in the Archive Item File block. Press ALT + V 3. Update the appropriate information a. Once the file opens, you have all the same editing abilities that you would normally have depending on the application in which the file was created. b. Make the necessary changes to the item. c. Save the changes using the appropriate tools for the application in which you are working. d. Exit the application by closing the window v. 4.3

51 Chapter 2: Archive Maintenance 4. Observe the window A pop-up message appears prompting you to update the current Archive Item File. a. Click the No button. 5. Observe the Modified checkbox The Modified checkbox located in the Archive Item File block displays a checkmark to indicate that the file was updated. v

52 DAMION Discovery Reference Guide 6. Create a copy of the revised version of the archive item file a. Click the Revise button located in the Archive Item File block. Press ALT + S 7. Observe the Archive Item File block A new line item is added indicating that a copy of the revised document has been created. By default, DAMION will place an entry in the Comment field indicating that this is a revised item with the date and time of the revision. 8. In the Comment field, display the entire Comment a. Click in the Comment field and then access the DAMION Editor window by choosing the Edit option from the menu bar and then selecting the Edit function. Press CTRL + E 2-24 v. 4.3

53 Chapter 2: Archive Maintenance 9. Exit back to the Archive Item Navigator window a. Click the OK button. 10. Exit back to the Agency Report Log window 11. Exit back to the Report Log Query window 12. Exit back to the Launch Pad v

54 DAMION Discovery Reference Guide Topic E Using the Report Navigator Window The Report Navigator window allows users to search for existing Reports entered in DAMION, and then quickly navigate to any archived items. The Report Navigator window is accessed from the following locations: By clicking on the Report Navigator icon located in the Navigators block on the DAMION Launch Pad. By selecting Case Navigator Report Navigator from the menu bar located on the DAMION Launch Pad. The Report Navigator window is comprised of two tabs: Report Query Report One of the branches of the results tree is called Archive. Two of the options available when right clicking on Archive are: View Archive and View Archive Item. If the user highlights the archive name, and then selects the View Archive option from the pop up menu, DAMION will extract all archive items to the user s desktop (or wherever the DAMION Administrator has designated) allowing them to review the archived information v. 4.3

55 Chapter 2: Archive Maintenance Like the View Archive option, the View Archive Item option will allow the user to view just the specific archive item highlighted. Report Query Tab The Report Query tab is the first tab located on the Report Navigator window. This tab is used to enter search criteria on the information known about the Report Log and/or the Suspect. Task E-1: Entering Search Criteria on the Report Tab Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Report Navigator window 2. Observe the Report Query tab You can enter search criteria into one or more fields located on the Report Query tab. Each field is described below. v

56 DAMION Discovery Reference Guide 3. In the DA Log # field, enter search criteria on the appropriate DA Log Number This is a 20 character alphanumeric field. 4. In the Received Between field, enter the beginning date for the search When used in conjunction with the Received And field, you can enter a range of dates for the search. 5. In the Received And field, located to the right of the Received Between field, enter the ending date for the search 6. In the Case Type field, enter search criteria on the appropriate case type code assigned to the report When used in conjunction with the Received Between field, you can enter a range of dates for the search. 7. In the Crime Type field, enter search criteria on the appropriate crime type code assigned to the report 8. In the Report Prosecutor field, enter search criteria on the appropriate Prosecutor assigned to the report 2-28 v. 4.3

57 Chapter 2: Archive Maintenance 9. In the Special Unit field, enter search criteria on the appropriate Special Unit code assigned to the report 10. In the Incident Rept # field, enter search criteria on the appropriate ICR number This is a 100 character alphanumeric field. 11. In the Office field, enter search criteria on the office to which the report was assigned 12. In the Case Type field located in the Suspect block, enter search criteria on the appropriate case type assigned to the suspect 13. In the Crime Type field, enter search criteria on the appropriate crime type code assigned to the suspect 14. In the District Court # field, enter search criteria on the appropriate District Court Number This is a 25 character alphanumeric field. 15. In the Booking # field, enter search criteria on the suspect s booking number This is a 25 character alphanumeric field. 16. Execute the query v

58 DAMION Discovery Reference Guide 17. Observe the window DAMION will automatically navigate to the Report tab and display all records in the database matching the search criteria entered. 18. Leave this window open to access report and/or suspect related information 2-30 v. 4.3

59 Chapter 2: Archive Maintenance Report Tab The Report tab is the second tab located on the Report Navigator window. When a query is executed on the Report Query tab, DAMION will automatically access the Report tab and will display all records in the database matching the search criteria entered. Located to the left of each DA Log Number retrieved is a plus (+) sign. Clicking on this plus (+) sign will expand the results tree for the selected Report displaying categories of information. These categories include Suspect, Victim, Witness, Action/Event, Archive, Documents, Investigation Documents, and Victim/Witness Documents. Each of these categories will also display a plus (+) sign to the left of the category name. If, for example, you want to see additional information on the suspect(s) associated with the Report, you would click the plus (+) sign to the left of the Suspect category, which will expand the tree and display the suspect name(s). v

60 DAMION Discovery Reference Guide To access a specific piece of information on any aspect of the report (Suspect, Victim, Witness, Action/Event, Archive, etc.), the user will right click using their mouse to access the following options: Modify: Selecting the Modify option indicates to DAMION that you would like to access the appropriate window associated with the record highlighted. For example, if the DA Log Number is highlighted, you right click your mouse and then select the Modify option; DAMION will open the Agency Report Log window. If a suspect s name is highlighted, you right click the mouse and select the Modify option; the Suspect Maintenance window will open. Add: The Add option will allow the user to add a new record. Depending on the type of record highlighted (Suspect, Victim, Witness or Action/Event); DAMION will access the appropriate data entry window. For example, if a Suspect s name is highlighted, you right click the mouse and select the Add option; a blank Suspect Maintenance window will open allowing you to add a new suspect on the report. If a victim s name is highlighted, you right click the mouse and select the Add option; the Report Victim window will open allowing you to add a new victim name. View Archive: The View Archive option will allow the user to view the Archive record associated with the report. When the user highlights the Archive record, right clicks on their mouse and selects the View Archive option; DAMION will send to the user s desktop (or wherever the DAMION Administrator has designated), a folder containing the Archive information. View Archive Item: The View Archive Item option will allow the user to view the Archive Item record associated with the Archive linked to the report. When the user highlights the Archive Item, right clicks on their mouse and then selects the View Archive Item option; DAMION will create a folder on the user s desktop (or wherever the DAMION Administrator has designed), containing the Archive Item File(s) within the selected Archive Item. View Generated Document: The View Generated Document option will allow the user to view any generated documents associated with the report. When the user highlights a document, right clicks on their mouse and then selects the View Generated Document option, DAMION opens the appropriate document to view v. 4.3

61 Chapter 2: Archive Maintenance Expand All: The Expand All option will expand all of the branches of the results tree for every record retrieved from the search criteria entered. Collapse All: The Collapse All option will close all of the branches of the results tree for every record retrieved from the search criteria entered. Refresh: The Refresh option will execute the query again and refresh the view. Task E-2: Accessing Information from the Report Tab Before you begin: This task assumes that you have completed Task E-1, and are viewing the Report tab located on the Report Navigator window. 1. Expand the results tree as needed on the appropriate report a. Click the plus (+) sign to the left of the Report you wish to review. 2. Observe the results tree The categories of Suspect, Victim, Witness, Action/Event, Archive, etc. will be displayed. 3. Expand the Archive branch of the results tree a. Click the plus (+) sign to the left of the Archive category. v

62 DAMION Discovery Reference Guide 4. Observe the window The name(s) of the archive record associated with the report will be displayed. 5. Select the archive record a. Click to highlight the archive record. 6. Place the contents of the archive record on the desktop (or wherever the DAMION Administrator has designed) a. Right click the highlighted archive record to access menu choices. b. Choose the View Archive option. 7. Observe the window The example below displays how the window may appear v. 4.3

63 Chapter 2: Archive Maintenance 8. Exit the window a. Click the X in the top right corner of the window. An Archive folder has been added to the user s desktop (or wherever the DAMION Administrator has designed), allowing them to review the detailed information associated with the Archive record. 9. Exit back to the Launch Pad v

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65 Chapter 3: Collection Maintenance Chapter 3: Collection Maintenance The Collection Process A Collection is an entity under which all discoverable items and documents are referenced or copied. Typically, the Collection process begins when a suspect is charged and a report becomes a case. Chapter Objectives In this chapter, the following topics will be discussed: A. Understanding the Collection Process B. Using the Collection Navigator Window C. Adding a Collection Item and Collection Item Files D. Using the Module Link Maintenance Window v

66 DAMION Discovery Reference Guide Where do we begin? The Collection process begins once a suspect has been charged of a crime and a case is created. The process involves adding information that is discoverable into a Collection record. Topic A Understanding the Collection Process Archived items, as well as system generated documents, can be added to a Collection. Once the item(s) or document(s) is added to a Collection, a Package can be produced. A Collection is built from an Archive record, so the same file cabinet/file folder/document analogy applies; where the file cabinet represents the Collection, the file folder represents the Item(s) and the document represents the Item File(s). Collection Record The term Collection Record is used to describe the entirety of the Collection. It is within the Collection record that all Items and Item Files are organized. Only one Collection can be attached to a case. Collection Item A Collection Item is a category under which Collection Item files are grouped and organized. For example, a Collection Item could be called Victim Photos. Each Collection Item could include one or more files consisting of written or video taped confessions, witness statements, victim photos, crime scene photos, etc. 3-2 v. 4.3

67 Chapter 3: Collection Maintenance Collection Item File A Collection Item File is each individual file added to a Collection Item. For example, if you have an item associated with a Collection record including crime scene photographs, and 20 photos were taken at the scene; each individual photo would be considered a Collection Item File. Collection Item Collection Item File Collection Record v

68 DAMION Discovery Reference Guide Topic B Using the Collection Navigator Window The Collection Navigator window is accessed from the following locations: By clicking on the Discovery button located in the Case block on the Case tab of the Case Worksheet window. By selecting the appropriate menu option on the Case tab of the Case Navigator window. The Collection Navigator window is used to build a Collection record. This window gives the user the ability to determine which system generated document(s), item(s) and item file(s) are discoverable and are to be used in a Discovery Package. There are three blocks in the Collection Navigator window: Link Navigator Collection Item Collection Item File Link Navigator Block The Link Navigator block is located along the left side of the Collection Navigator window. All items archived from the Agency Report Log or Case Worksheet, as well as any system generated documents, will be displayed in this block. The user has the ability to add discoverable items and documents from this block to the Collection. 3-4 v. 4.3

69 Chapter 3: Collection Maintenance Icons are displayed along the left side of each individual item in the Link Navigator block in the Collection Navigator window. These icons are simply visual indicators that allow a user to see whether an item has previously been added to the collection. A red checkmark ( ) indicates that the item has been added, while a black arrow ( ) indicates that the item has not yet been added to the collection. You can use the Control and/or Shift keys on your keyboard to select multiple items to add to the collection. By highlighting each item that you wish to add, right clicking using your mouse, and selecting the Add to Collection option, all of the selected items will be added to the collection. v

70 DAMION Discovery Reference Guide Collection Item Block The Collection Item block is located in the upper right-portion of the Collection Navigator window. In this block, the user has the ability to add collection items to the collection record, as well as review or modify any of the items. The following buttons are located in the Collection Item block: Collection Item File Block The Links button will access the Module Link Maintenance window. This window will display any DAMION modules to which the record is linked. A button will appear in the lower-right corner of the window that will access the appropriate associated module. The Package button will access the Package Maintenance window where the user has the ability to review/edit the appropriate item(s), convert the item(s) to pdf format, and add the item(s) to the package. The Item button will access the Collection Item Maintenance window. This window is divided into two blocks; one that displays the Collection Item(s) and one that displays the Collection Item File(s). From this window, the user can view or modify details of the collection item or any associated item files. The Collection Item File block is located in the lower right-portion of the Collection Navigator window. In this block, the user has the ability to add collection item files to the collection record, as well as review or modify any of the items. The following buttons are located in the Collection Item block: The Add File button allows the user to add an item file to a Collection item. The button will access the file navigator associated with the user s PC, allowing the user to select an existing file from their hard drive or from a shared folder. 3-6 v. 4.3

71 Chapter 3: Collection Maintenance The Copy button allows the user the ability to copy a collection item file to the Discovery folder. The destination of this folder is displayed in the upper right corner of the Collection Navigator window. The Play button allows the user to view content such as video clips, audio clips, etc. The Modify button allows the user to view and make modifications to a collection item file. The View button gives the user the ability to view a collection item file. Task B-1: Retrieving a Case Worksheet Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Case Worksheet window 2. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the Case block. 3. Execute the query v

72 DAMION Discovery Reference Guide 4. Observe the Case Worksheet window Located in the Case block of the Case tab is a Discovery button. A checkmark to the left of this button indicates that there is a Collection record associated with the Case. 5. Leave this window open to navigate to the Collection Navigator window Task B-2: Navigating to the Collection Navigator Window Before you begin: This task assumes that you have completed Task A-1, and are viewing the Case Worksheet window. 1. Access the Collection Navigator window a. From the Case block, click the Discovery button. Press ALT + S 3-8 v. 4.3

73 Chapter 3: Collection Maintenance 2. Observe the Collection Navigator window The Collection Number, Collection Name and Collection Folder location will be displayed at the top of the window. The Link Navigator block located along the left side of the window, will display all archived information associated with the Case, as well as any system generated documents. 3. If necessary, expand the items listed in the Link Navigator block a. Right click in a blank portion of the Link Navigator block to access the appropriate menu option. b. Click to select the Expand All option. Clicking on the plus (+) sign located to the left of the item, will expand that item only. v

74 DAMION Discovery Reference Guide 4. Observe the Items and System Generated Documents In the Link Navigator block, observe the items and system generated documents. Red checkmarks to the left of any item listed in the Link Navigator block indicates that the item has been added to the Collection displayed in the Collection Item block. Black arrows to the left of any item listed in the Link Navigator block indicates that the item has not been added to the Collection. 5. Leave this window open to observe the Collection Item block 3-10 v. 4.3

75 Chapter 3: Collection Maintenance Task B-3: Observing Collection Items and Collection Item Files Before you begin: This task assumes that you have completed Task B-1 and B-2, and are viewing the Collection Navigator window. 1. Select an appropriate Collection item a. In the Collection Item block, click to highlight the appropriate collection item. 2. Observe the Collection Item block The highlighted collection Item may include the following information: a collection item name, the type of collection item it is and an item number which indicates the sequence or order it will show up in the Discovery package. A checkmark in the Discovery field indicates that the item should be included in the Discovery Package. v

76 DAMION Discovery Reference Guide 3. Observe the Collection Item File block Each collection item file associated with the collection item, will be displayed in the Collection Item File block. 4. Leave this window open to view a collection item file 3-12 v. 4.3

77 Chapter 3: Collection Maintenance Task B-4: Accessing a Collection Item File Before you begin: This task assumes that you have completed Task B-1 through B-3, and are viewing the Collection Navigator window. 1. Select an appropriate Collection item file a. In the Collection Item File block, click to highlight the appropriate collection item file. Press CTRL + PAGE DOWN OR PAGE DOWN to place the cursor in the Collection Item File block. Use the up and down arrow keys on your keyboard to highlight the appropriate file. 2. View the item file a. Click the View button located in the lower right corner of the block. Press ALT + V If the file is an audio or video file, click on the Play button to hear or see the file. b. Exit the application by closing the window. 3. Leave this window open to observe the Collection Item Maintenance window v

78 DAMION Discovery Reference Guide Task B-5: Observing the Collection Item Maintenance Window Before you begin: This task assumes that you have completed Task B-1 through B-4, and are viewing the Collection Navigator window. 1. Navigate to the Collection Item block a. Click on a Collection Item located in the Collection Item block. Press CTRL + PAGE UP OR PAGE DOWN 2. Access the Collection Item Maintenance window a. Click the Item button located in the lower right corner of the Collection Item block. Press ALT + I 3. Observe the Collection Item Maintenance window The Collection Number, Collection Name and Collection File Path are displayed at the top of the window v. 4.3

79 Chapter 3: Collection Maintenance 4. Observe the Collection Item block This block includes detailed information regarding a Collection item. The information may include a collection item name, the type of collection item it is and in what sequence or order it will show up in the Discovery package. It may also include a text summary of the item, a privilege type, as well as privilege log text consisting of text inserted in lieu of the item in the Discovery Package. 5. Exit back to the Collection Navigator window 6. Leave this window open to add a Collection Item and a Collection Item File v

80 DAMION Discovery Reference Guide Topic C Adding a Collection Item and Collection Item Files As mentioned earlier, the Link Navigator block contains all items archived from the Agency Report Log or Case Worksheet as well as any system generated documents. A user has the ability to determine which items are discoverable by adding them to the Collection Item block. Listed below are several methods for entering collection items and collection item files: A collection item containing collection item files can be added from the Link Navigator block. A collection item, with no associated collection item files, can be added from the Link Navigator block. Once the item is placed in the Collection Item block, you can then add any item files by using the Add File button located in the Collection Item File block. If a collection item is not listed in the Link Navigator block, you can still add it to the collection by entering the item name directly into the Collection Item block. Once the item is entered in the Collection Item block, you can then add any item files by using the Add File button located in the Collection Item File block. If you have added an item to the Archive Item Navigator window from either the Agency Report Log or the Case Worksheet, that item will also be listed in the Link Navigator block in the Collection Navigator window. The easiest way to add it to the collection is to double click on it from within the Link Navigator block v. 4.3

81 Chapter 3: Collection Maintenance Task C-1: Adding a Collection Item from the Link Navigator Block Before you begin: This task assumes that you have completed Task B-1 through B-5, and are viewing the Collection Navigator window. 1. Navigate to the Link Navigator block a. Click on an item or system generated document located in the Link Navigator block. Observe the black arrow to the left of the item listed in the Link Navigator block, which indicates that the item has not been added to the Collection. 2. Add an item or system generated document to the Collection a. In the Link Navigator block, double click on an item or system generated document. Observe the red checkmark to the left of the item listed in the Link Navigator block, which indicates that the item has been added to the Collection. v

82 DAMION Discovery Reference Guide 3. Observe the Collection Item block In the Collection Item block, the collection item is listed including a collection item name and the type of collection item it is. The Item # field indicates what sequence or order the item will show up in the Discovery package. It may default to a particular sequence number, but can be updated if necessary. 4. The Discovery checkbox indicates whether an item should be included in the Discovery package By default, a checkmark will appear in this field and may be removed if necessary. 5. Observe the Collection Item File block Each collection item file associated with the collection item, will be displayed in the Collection Item File block v. 4.3

83 Chapter 3: Collection Maintenance 6. Save the changes 7. Continue adding any additional Items to the Collection record and then save a. Repeat steps #2 - #6 until all items have been added. 8. Leave this window open to add another collection item file There may be times when all you need to do is add an item file. If the item that you want to associate the file with is already in the Collection Item block, just select the item and then click on the Add File button. For example, if you had an item called Crime Scene Photos that is currently in the Collection Item block and you need to add another crime scene photograph to it, just click on the Add File button and select the desired files. If Crime Scene Photos is listed in the Link Navigator block, but not yet in the Collection Item block, you ll need to first double-click on it to add it to the Collection. Then you can proceed with adding the individual files. Task C-2: Adding a Collection Item File to an Item Already in the Collection Item Block Before you begin: This task assumes that you have completed Task C-1, and are viewing the Collection Navigator window. 1. If necessary, select an appropriate collection item for which you intend to add a item file a. In the Collection Item block, click to highlight the appropriate collection item. In the Collection Item block, use the up and down arrow keys on your keyboard to highlight the appropriate collection item. v

84 DAMION Discovery Reference Guide 2. Add an item file a. Click the Add File button located in the Collection Item File block. Press ALT + D 3. Observe the screen The file directory associated with your computer will be displayed on the screen. From here, you can choose the file(s) you wish to add to the Collection Item. 4. Select the appropriate file to be added a. Using normal Windows functions, navigate through the files located on your hard drive or network to select the appropriate file v. 4.3

85 Chapter 3: Collection Maintenance 5. Observe the Collection Item File block The Dis checkbox indicates whether the file should be included in the Discovery package By default, a checkmark will appear in this field, but may be removed if necessary. 6. In the File # field, specify a sequence number This is a 15 character alphanumeric field. 7. Observe the Ref checkbox A checkmark in the Ref checkbox indicates that the file resides either in the Discovery Archive Server or the DAMION Document File Server. 8. Copy the item file to the Collection Folder a. In the Collection Item File block, click to highlight the appropriate item file. b. Click on the Copy button to copy the item file to the Collection folder. The checkmark should disappear from the Ref checkbox indicating that the file has been copied to the Collection folder. v

86 DAMION Discovery Reference Guide 9. Save the changes 10. Leave this window open to add a collection item In some situations, you may need to add an item that is neither in the Link Navigator block (never been archived) or in the Collection Item block. Simply click in the Collection Item block and enter the new item name. Then click on the Add File button to add any individual files. Task C-3: Adding an Item to the Collection Before you begin: This task assumes that you have completed Task C-1 and C-2, and are viewing the Collection Navigator window. 1. Navigate to the Collection Item block a. Click in the Collection Item block. Press CTRL + PAGE UP OR PAGE UP to place the cursor in the Collection Item block. 2. If necessary, in the Name field, insert a new record 3. In the Name field, enter the appropriate Collection Item name a. Type the name directly into the Name field. 4. If necessary, in the Type field, enter the appropriate collection item type 3-22 v. 4.3

87 Chapter 3: Collection Maintenance 5. Observe the Item # field The Item # field indicates what sequence or order the item will show up in the Discovery package. It may default to a particular sequence number, but can be updated if necessary. 6. In the Discovery checkbox, indicate whether the item should be included in the Discovery package By default, a checkmark will appear in this field, but can be removed if necessary. 7. Add necessary item file(s) a. Click the Add File button located in the Collection Item File block. Press ALT + D b. Using normal Windows functions, navigate through the files located on your hard drive or network to select the appropriate file(s). 8. Save the changes 9. Exit back to the Case Worksheet window 10. Exit back to the Launch Pad v

88 DAMION Discovery Reference Guide Topic D Using the Module Link Maintenance Window The Module Link Maintenance window is accessed from the following locations: By clicking on the Links button located in the Archive Item block of the Archive Item Navigator window. The Archive Item Navigator window is accessed by clicking on the Archive button located in the Report Log Maintenance block on the Report Log tab of the Agency Report Log window and in the Case block on the Case tab of the Case Worksheet window. By clicking on the Links button located in the Collection Item block of the Collection Navigator window. The Collection Navigator window is accessed by clicking on the Discovery button located in the Case block on the Case tab of the Case Worksheet window. The Module Link Maintenance window will display any DAMION module to which the record is linked. A button will appear in the lower-right corner of this window that will access the appropriate module. The linking process typically happens automatically. For example, if you start to build an Archive in an Agency Report Log and then charge the case, the Links button will show links to the Agency Report Log, Discovery Archive and the Case Worksheet v. 4.3

89 Chapter 3: Collection Maintenance Likewise, if an archive was created in an Investigation case and then an Agency Report Log was created from that Investigation case, the Links button will show links to both the Agency Report Log and the Investigation Case. However, the Links button can also be used to bring information from other places when linking doesn t happen automatically. Let s say, for example, that a Collection has been built for a particular case. But now an attorney is requesting further investigation. So the investigator does the investigation and creates a report in the Investigation Module. You now want to include that report in the collection for the Case Worksheet. Task D-1: Adding an Investigation Document to an Existing Collection Record Before you begin: This task assumes that you have logged into DAMION, are viewing the Launch Pad and have an Investigation document to be added to an existing Collection Record. 1. Open a Case Worksheet window The Case Worksheet window will open in query mode. 2. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the Case block. v

90 DAMION Discovery Reference Guide 3. Execute the query 4. Observe the window You may see the following pop up window appear indicating that there is an investigative service request(s) linked to the report. 5. Acknowledge the message a. Click on the No to All button to proceed to the Case Worksheet window. Press Enter to proceed to the Case Worksheet window. 6. Observe the Case Worksheet window Located in the Case block of the Case tab is a Discovery button. A checkmark to the left of this button indicates that there is a Collection record associated with the Case v. 4.3

91 Chapter 3: Collection Maintenance 7. Access the Collection Navigator window a. From the Case block, click the Discovery button. Press ALT + S 8. Observe the Collection Navigator window The Links button is located at the bottom of the Collection Item block. 9. Access the Module Link Maintenance window a. From the Collection Item block, click the Links button. Press ALT + K 10. Observe the Module Link Maintenance window The window may already contain module links to the Agency Report Log, Discovery Archive and Case Worksheet. v

92 DAMION Discovery Reference Guide 11. In the Module field, enter the appropriate code for the investigation module 12. In the Number field, enter the investigation case number This is a 30 character alphanumeric field. 13. Save the changes 14. Exit back to the Collection Navigator window 3-28 v. 4.3

93 Chapter 3: Collection Maintenance 15. Refresh the Link Navigator block a. In the Link Navigator block, right click the mouse and choose Refresh. 16. Expand the entries in the Link Navigator block a. In the Link Navigator block, right click the mouse and choose Expand All. v

94 DAMION Discovery Reference Guide 17. Observe the Link Navigator block You should now see a listing for the Investigation Case where you can now choose to add any documents that were generated from that module to the Collection. 18. Add the Investigation Document to the Collection Refer to Topic C of this chapter for instructions on adding items to the Collection. 19. Exit back to the Case Worksheet window 20. Exit back to the Launch Pad 3-30 v. 4.3

95 Chapter 4: Package Maintenance Chapter 4: Package Maintenance Creating a Package Once items or documents are added to a Collection, a Package can be produced. Converting the information into a PDF format makes the package accessible to anyone. Once the Package has been produced, users can track the Package throughout its lifecycle. Users have the ability to track information such as when the Package was produced, when it was sent, how it was sent, who signed for the Package, etc. Although a case will have only one Collection, it is possible to have multiple Packages. This often occurs when an initial Package is sent out and supplemental information arrives. Chapter Objectives In this chapter, the following topics will be discussed: A. Assembling a Discovery Package B. Preparing the Discovery Package C. Using the Index Function D. Sealing/Unsealing a Package E. Tracking a Package F. Delivering the Discovery Package G. Assembling a Supplemental Package H. Using the Case Navigator Window v

96 DAMION Discovery Reference Guide Where do we begin? Once a user feels the appropriate information has been added to the Collection, a package can then be assembled. Package assembly is done through the Package Maintenance window. Topic A Assembling a Discovery Package The Package Maintenance window is accessed from the following locations: By clicking on the Package button located in the Collection Item block in the Collection Navigator window. By selecting the appropriate menu option on the Case tab of the Case Navigator window. There are two blocks in the Package Maintenance window: Package Package Item 4-2 v. 4.3

97 Chapter 4: Package Maintenance Package Block The Package block is located in the upper portion of the Package Maintenance window. This block contains information such as the name of the package, the date it was created, the status, etc. The following buttons are located in the Package block: The Document button will access the Document Generation window. When the window is accessed from this location, the user has the ability to review, edit or generate any discovery package related document. The Summary Index button creates a summary of all Packages created for a particular Collection. The summary includes all package names, the dates that the packages were created, the names of who created the packages and the entire contents of each package. The Package Folder button allows the user to view the contents of the Discovery Package. The Copy button will access the Copy Package window. From this window, the user has the ability to copy the contents from one package into another. The Seal/Unseal button is used to seal or preserve the integrity of the contents of a package. Once the package is sealed, no user can add items or modify any items contained in the package. Once a package is sealed, clicking the Seal/Unseal button again will unseal the package. A sealed package can be unsealed by any user who has been given the proper authority. The Sealed checkbox located in the upper right corner of the Package block, indicates whether a package has been sealed. v

98 DAMION Discovery Reference Guide The Tracking button will access the Package Tracking Maintenance window. This window gives the user the ability to enter specific details regarding the activity of a package such as when the package was sent, to whom it was sent, how it was sent and when it was delivered. Package Item Block The Package Item block is located in the lower portion of the Package Maintenance window and is used to copy and prepare file items that will be included in the package. The following buttons are located in the Package Item block: The Copy Discovery button is used to copy only the items that are specified as discoverable to the Discovery package. When an item is copied from an Archive to a Collection, the system will automatically specify the item as discoverable by placing a checkmark in the Discovery checkbox. Once the item has been added to a package, the checkmark is automatically removed from the Collection Item block in the Collection Navigator window. If it is necessary to create a supplemental package for the Collection record, the Item will not be recopied to the new package unless specified by the user. The Copy All button is used to copy all of the items included in the Collection to the package, regardless of if they are specified as discoverable or not. The Convert to PDF button converts text files into a PDF format making the package accessible to anyone. 4-4 v. 4.3

99 Chapter 4: Package Maintenance The Index button creates a file including specific details of the Package including the package name, the date on which the package was created, the user name of who created the package and the entire contents of the package. After the Index button is selected and the user reviews and then closes the file, the index file is automatically added to the contents of the package. The Play button allows the user to view content such as video clips, audio clips, etc. The Edit/Print button allows the user to review, edit and print a package item file. The Print All button will print the entire contents of a Discovery package. The Item button will access the Collection Item Maintenance window. This window is divided into two blocks; one that displays the Collection Item and one that displays the Collection Item File(s). From this window, the user can view or modify details of the collection item or any associated item files. The Stamp PDF button will access the Stamp PDF window. From this window, the user has the ability to bate stamp the pages of a particular item or all of the package items. The stamp pdf function is only available on text files. The Create CD button will launch a CD burning software program set up by the DAMION Administrator. From this window, the user has the ability to burn all of the discoverable information to a CD. v

100 DAMION Discovery Reference Guide Task A-1: Retrieving a Case Worksheet Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Case Worksheet window 2. Enter the appropriate search criteria a. Enter search criteria into one or more fields located in the Case block. 3. Execute the query 4. Observe the Case Worksheet window Located in the Case block of the Case tab is a Discovery button. A checkmark to the left of this button indicates that there is a Collection record associated with the Case. 4-6 v. 4.3

101 Chapter 4: Package Maintenance 5. Leave this window open to navigate to the Collection Navigator window Task A-2: Navigating to the Package Maintenance Window Before you begin: This task assumes that you have completed Task A-1, and are viewing the Case Worksheet window. 1. Access the Collection Navigator window a. From the Case block, click the Discovery button. Press ALT + S 2. In the Collection Item block, observe the discoverable items The Discovery checkbox indicates whether an item should be included in the discovery package. v

102 DAMION Discovery Reference Guide 3. In the Collection Item File block, observe the discoverable items files The Dis checkbox indicates whether a file should be included in the discovery package. 4. Access the Package Maintenance window a. From the Collection Item block, click the Package button. Press ALT + P 4-8 v. 4.3

103 Chapter 4: Package Maintenance 5. Observe the Package Maintenance window The Collection Number, Collection Name and appropriate Folder Path will be displayed at the top of the window. The window is divided into two blocks. The Package block displays the package name(s), the date the package was created, the location of the package and whether the package is sealed or not. The Package Item block displays the contents or items in the package. 6. Leave this window open to create a Discovery Package v

104 DAMION Discovery Reference Guide Task A-3: Creating a Discovery Package Before you begin: This task assumes that you have completed Task A-1 and Task A-2, and are viewing the Package Maintenance window. 1. In the Name field located in the Package block, enter the name of the package a. Type the name directly into the Name field. This is a 200 character alphanumeric field. 2. In the Date Created field, enter the date on which the package was created 3. In the Status field, enter the package status The Date Created field may default to the current date, but can be updated if necessary v. 4.3

105 Chapter 4: Package Maintenance 4. In the Package Folder field, enter the name of the folder in which the package will be stored The Package Folder field will default to an assigned folder. Usually this is a network share folder so everyone who has access to the network can see the package. When creating a new package, the default folder destination can be overwritten. This is sometimes helpful when you want a local copy of a package. a. Double-click in the Package Folder field to access your folder directory. b. Double-click the appropriate folder. 5. In the Seq # field, enter the package sequence number a. In the Seq # field, type the appropriate sequence or order number in which the package will be displayed. If no sequence number is entered, DAMION will place the package in the order in which it was entered. v

106 DAMION Discovery Reference Guide 6. Observe the Sealed checkbox The Sealed checkbox indicates whether a Package has been sealed. To seal a Package, the user must click the Seal/Unseal button. Refer to Topic D for more information on Package Sealing. 7. In the Comment field, enter any additional information associated with the package 8. Save the changes 9. Leave this window open to copy appropriate Item(s) to the Discovery Package 4-12 v. 4.3

107 Chapter 4: Package Maintenance Task A-4: Adding an Item(s) using the Copy Discovery Button Before you begin: This task assumes that you have completed Task A-1 through A-3, and are viewing the Package Maintenance window. 1. Add all of the items specified as discoverable a. Click the Copy Discovery button. Press ALT + D All of the Collection Item Files that had a checkmark in the Dis field located in the Collection Navigator window will be added to the Discovery Package. 2. Observe the Package Item block Each individual item will be displayed in the Package Item block. v

108 DAMION Discovery Reference Guide 3. Observe the Item # and File # fields The Item # refers to the Item # in the Collection Item block located in the Collection Navigator window. The File # refers to the order of the item files in the Collection Item File block located in the Collection Navigator window. 4. Observe the First Page # and Total Pages fields Information will be displayed in the First Page # and Total Pages fields for any text files that were converted to a pdf file and were bate stamped using the Stamp PDF button. 5. In the Comment field, enter any additional information associated with an item file 6. Observe the Total field DAMION will keep a running total of the number of pages in the package. 7. Save any changes 8. When all item files have been added to the package, exit back to the Collection Navigator window 4-14 v. 4.3

109 Chapter 4: Package Maintenance 9. Observe the Collection Item block Notice in the Collection Item block, that all of the items that previously had a checkmark in the Discovery checkbox are now unchecked indicating that they were added to the Discovery package. 10. Access the Package Maintenance window a. From the Collection Item block, click the Package button. Press ALT + P 11. Leave this window open to convert and bate stamp text files v

110 DAMION Discovery Reference Guide Topic B Preparing the Discovery Package The contents of a Discovery package can include many different types of items. For example, scanned documents, word processing documents, DAMION generated documents, audio files, video files, etc. Text files may have been created in Microsoft Word, Corel WordPerfect, WordPad or NotePad. DAMION generated documents have a DAG extension. If a Discovery Package is distributed to a Defense Attorney or a Public Defender, they may not be able to open or reference a particular file if their office doesn t use the application in which the file was created. Converting text files to a PDF format makes the file accessible to anyone if they have Adobe Reader, which is a free downloadable program from the web. Bate stamping is the ability to page number PDF files in a package. The Stamp PDF button accesses the Stamp PDF window where a user has the ability to bate stamp one item file or all of the PDF files in a package. The Start Page field will default to 1 for the initial discovery package, but DAMION will automatically keep track of what page to start with for any supplemental packages. The Start Page number can be updated by the user if necessary v. 4.3

111 Chapter 4: Package Maintenance Task B-1: Convert Text Files to PDF Files Before you begin: This task assumes that you have completed Task A-1 through Task A-4, and are viewing the Package Maintenance window. 1. Observe the items in the Package Item block The Package Item block may contain text documents created in Notepad, WordPad, Microsoft Word or Corel WordPerfect. They may also include DAMION generated documents. If you do not have the application in which the file was created loaded on your PC, you will not be able to view these files. 2. Convert all text files to PDF format a. In the Package Item block, click on the Convert to PDF button. v

112 DAMION Discovery Reference Guide 3. Observe the items in the Package Item block The converted files located in the Package Item block will now have a PDF extension. Adobe Acrobat will be listed in the Application field in the Package Item block for any converted files. 4. Save any changes 5. Leave this window open to bate stamp PDF files 4-18 v. 4.3

113 Chapter 4: Package Maintenance Task B-2: Bate Stamp PDF Files Before you begin: This task assumes that you have completed Task B-1, and are viewing the Package Item block in the Package Maintenance window. 1. Select the first item in the Package Item block a. In the Package Item block, click on the first item name to highlight it. 2. Access the Stamp PDF window Click on the Stamp PDF button located in the Package Item block. 3. In the Start Page field, enter the appropriate page to start numbering The Start Page field will default to page one, but can be modified if necessary. 4. Observe the Item Name and File Name fields The Item Name and File Name fields will default to the item name and file name of the item highlighted in the Package Item block. 5. Bate stamp all of the Package items a. In the Stamp PDF window, click on the Stamp All button. v

114 DAMION Discovery Reference Guide 6. Observe the First Page #, Total Pages and Total fields in the Package Item block Each PDF file in the Package Item block will now indicate what page the file starts with, how many pages the file consists of and a total count of all the pages. 7. Select an existing PDF file a. In the Package Item block, click to highlight an appropriate PDF file v. 4.3

115 Chapter 4: Package Maintenance 8. View the bate stamp pages a. Click on the Edit/Print button. The file will open in the Adobe Acrobat application. b. Scroll down to view the page number at the bottom of the page. c. Exit the application. 9. Leave this window open to create an index for a package v

116 DAMION Discovery Reference Guide Topic C Using the Index Function The Indexing function gives the user the ability to create an accurate record of what information is included in the Package without having to manually create the index. This will avoid possible mistakes and omissions. Including an index with the delivered Package gives the person or firm receiving the Package an easy way to see exactly what information is included and for what case the information pertains to. There are two index options: Index and Summary Index. The Index option creates a text file containing detailed information on a particular discovery package. The Index file is included in the contents of the Discovery Package. The Summary Index option creates a text file containing detailed information on all packages created for a particular Collection. Refer to Topic G for additional information on creating a Summary Index. If established in your organization, a document could be generated from the Package block by clicking on the Document button. The documents available to you from the Document Generation window are customized templates created by your DAMION Application Administrator that may be used in lieu of the indexes mentioned above. Once generated, the index document automatically becomes part of the Discovery package and will be displayed in the Package Item block. Task C-1: Creating an Index for a Specific Package Associated with a Collection Record Before you begin: This task assumes that you have completed Tasks A-1 through Task B-2, and are viewing the Package Maintenance window. 1. If necessary, select an appropriate Package a. In the Package block, click to highlight the appropriate Package record. Use the up and down arrow keys on the keyboard to highlight the appropriate Package record v. 4.3

117 Chapter 4: Package Maintenance 2. Create an Index for the selected Package a. In the Package Item block, click the Index button. Press ALT + X 3. Observe the window The example below displays how the window may appear. This window will display the Collection, Item and Item File information. 4. Exit the window a. Click the X in the top right corner of the window. v

118 DAMION Discovery Reference Guide 5. Observe the entire contents of the highlighted Package a. In the Package block, click on the Package Folder button. A file called Index will be included in the contents of the Discovery Package. This file is included when the Package is distributed to the Defense Attorney or Public Defender. 6. Exit the window a. Click the X in the top right corner of the window. 7. Leave this window open to seal the package 4-24 v. 4.3

119 Chapter 4: Package Maintenance Topic D Sealing/Unsealing a Package When a package is created, DAMION allows the user to seal the package. By doing this, no other user, unless given the proper security rights, can modify the Item File(s) contained in the Package. This feature helps preserve the integrity of the Package. A sealed package can be unsealed by any user who has been given the proper authority. Sealing/unsealing a package is performed in the Package Maintenance window. Once a Package is sealed, a checkmark will appear in the Sealed checkbox for that particular package. This indicates to users that the package is sealed and therefore cannot be modified. v

120 DAMION Discovery Reference Guide Task D-1: Sealing a Package Before you begin: This task assumes that you have completed all the tasks included in Topics A through C, and are viewing the Package Maintenance window. 1. Seal the appropriate Package a. If necessary, click to highlight the appropriate package in the Package block. If necessary, use the and down arrow keys on the keyboard to highlight the appropriate package in the Package block. b. Click the Seal/Unseal button. Press ALT + U 2. Save the changes 3. Observe the Package Maintenance window A checkmark will appear in the Sealed checkbox located in the Package block, indicating that the Package is sealed v. 4.3

121 Chapter 4: Package Maintenance 4. Leave this window open to unseal the package Task D-2: Unsealing a Package Before you begin: This task assumes that you have completed Task D-1, and are viewing the Package Maintenance window. 1. Observe the contents of the sealed Package a. In the Package block, click on the Package Folder button. A message will appear indicating that the Package is Sealed. b. Click the OK button. v

122 DAMION Discovery Reference Guide 2. Unseal the appropriate Package a. If necessary, click to highlight the appropriate sealed package in the Package block. If necessary, use the and down arrow keys on the keyboard to highlight the appropriate package in the Package block. b. Click the Seal/Unseal button. Press ALT + U 3. Save the changes 4. Observe the Package Maintenance window The checkmark has been removed from the Sealed checkbox indicating that the Package is no longer sealed v. 4.3

123 Chapter 4: Package Maintenance 5. Observe the contents of the unsealed Package a. In the Package block, click on the Package Folder button. 6. Exit the window a. Click the X in the top right corner of the window. 7. Leave this window open to track a package v

124 DAMION Discovery Reference Guide Topic E Tracking a Package Because of the sensitive nature of the information contained in a Discovery Package, DAMION gives the user the ability to track the activity of the Package using the Package Tracking Maintenance window. The Package Tracking Maintenance window is divided into two blocks: Package Tracking Package Expense Package Tracking Block The Package Tracking block is located in the upper-portion of the window and is used to enter specific details regarding the activity of the Package. For example, after a Package has been produced, you can track when the Package was sent, to whom it was sent, how it was sent or when it was delivered. Package Expense Block The Package Expense block is located in the lower-portion of the window. In this block, you can track any expenses associated with the Package. For example, the cost of producing the package or the costs of delivery v. 4.3

125 Chapter 4: Package Maintenance Task E-1: Tracking Activities Associated with a Package Before you begin: This task assumes that you have completed Task D-2, and are viewing the Package Maintenance window. 1. Access the Package Tracking Maintenance window for the appropriate Package a. In the Package block, click to highlight the appropriate Package and then click the Tracking button. In the Package block, use the up and down arrow keys on the keyboard to highlight the appropriate Package and then press ALT + T twice and then press ENTER 2. Observe the Package Tracking Maintenance window The Package Name is displayed at the top of the window. 3. In the Event Type field, enter the appropriate event type code v

126 DAMION Discovery Reference Guide 4. If necessary, in the Event Date field, enter the appropriate date The Event Date field may default to the current date, but can be updated if necessary. 5. If necessary, in the Time field, enter the appropriate time The Time field may default to the current time, but can be updated if necessary. 6. In the Disposition field, enter the appropriate disposition code 7. In the Dispo Date field, enter the appropriate date 8. In the Time field located to the right of the Dispo Date field, enter the appropriate time 9. In the Defense Attorney field, enter the name of the Defense Attorney involved 10. Observe the Package Tracking Maintenance window When a valid Defense Attorney is entered, the Person/Firm, Address, Phone and fields will be populated with the Defense Attorney s information v. 4.3

127 Chapter 4: Package Maintenance 11. In the Prosecutor field, enter the name of the Prosecutor involved 12. In the Alarm Date field, enter a tickler or reminder date 13. In the Due Date field, enter the due date for the event 14. In the Comment field, enter any additional information 15. Save the changes 16. Leave this window open to track any expenses associated with the event v

128 DAMION Discovery Reference Guide Task E-2: Entering Package Expense Information Before you begin: This task assumes that you have completed Task E-1, and are viewing the Package Tracking Maintenance window. 1. Navigate to the Package Expense block a. Click in the Type field located in the Package Expense block. Press CTRL + PAGE DOWN or PAGE DOWN 2. In the Type field, enter the type of expense 3. In the Amount field, enter the expense amount $ 4. In the Comment field, enter any additional information associated with the expense 5. Enter any additional expenses a. Repeat steps #2 - #4 until all expenses have been entered. 6. Observe the Total field DAMION will automatically calculate the total amount of all expenses entered. 7. Save the changes 4-34 v. 4.3

129 Chapter 4: Package Maintenance 8. Exit back to the Package Maintenance window 9. Leave this window open to prepare the Discovery Package for distribution and to create a second package v

130 DAMION Discovery Reference Guide Topic F Delivering the Discovery Package Once a package has been assembled, it can be produced. All items in the assembled package are saved to a single file folder. The folder name and destination are located in the Package Folder field in the Package block. The contents of the Discovery Package can be printed. The user has the option of printing the entire contents of the Discovery Package or print individual items separately. The Edit/Print button, located in the Package Item block, allows the user to open a particular item file to review. The file can then be printed using the appropriate menu choices within its application. When the Print All button, which is located in the Package Item block, is selected, each item in the package list prints out separately. All application types in the package have to be installed on the PC that is producing the package in order to print. Another option for delivering the Discovery Package is to burn the contents of the Discovery Package to a CD. The Create CD button will launch a CD burning software program set up by the DAMION Administrator. From this window, the user has the ability to burn all of the discoverable information on a CD. The Create CD button can be changed to Create DVD. This would be set up by your DAMION Administrator. From this window, the user has the ability to burn all of the discoverable information to a DVD. You also have the option of ing the contents of the Discovery package to a Defense Attorney or Public Defender. The Package Folder button allows the user the ability to view the contents of the Discovery Package. Select all of the files by choosing Edit Select All from the menu. Once all the files are selected, right click on any of the files and choose Send To Mail Recipient. This will launch your default program where you can then address and send the . A Discovery Package can be set up to distribute the contents of the Discovery Package over a secure web connection. The Defense Council would have the ability to receive the package from a DAMION web server v. 4.3

131 Chapter 4: Package Maintenance Topic G Assembling a Supplemental Package Once the initial discovery package has been distributed, a supplemental report may come in such as a blood test result, a certified Motor Vehicle record, etc. Another package can be created containing the supplemental information. Although a case will have only one Collection, it can have multiple Packages. This often occurs when an initial Package is sent out and supplemental information arrives. Task G-1: Creating a Supplemental Package Before you begin: This task assumes that you have completed all the tasks in Task A through Task E, and are viewing the Package Maintenance window. 1. Navigate to the Package block a. Click in the Name field just below the existing package name. 2. In the Name field, enter the name of the package a. Type the name directly into the Name field. This is a 200 character alphanumeric field. 3. In the Date Created field, enter the date on which the package was created 4. In the Status field, enter the package status The Date Created field may default to the current date, but can be updated if necessary. v

132 DAMION Discovery Reference Guide 5. In the Seq # field, enter the package sequence number a. In the Seq # field, type the appropriate sequence or order number in which the package will be displayed. If no sequence number is entered, DAMION will place the package in the order in which it was entered. 6. Observe the Sealed checkbox The Sealed checkbox indicates whether a Package has been sealed. To seal a Package, the user must click the Seal/Unseal button. Refer to Topic D for more information on Package Sealing. 7. In the Comment field, enter any additional information associated with the package 8. Save the changes 9. Exit back to the Collection Navigator window 4-38 v. 4.3

133 Chapter 4: Package Maintenance 10. Observe the Collection Item block No checkmarks should be visible in the Discovery checkbox, which indicates that collection items have already been included in a Discovery Package. 11. Observe the Collection Item File block No checkmarks in the Dis field indicates that the item(s) were already included in the Discovery Package. 12. Add a new collection item and item file a. Refer to Topic C in Chapter 3, Collection Maintenance, for detailed instructions on how to add a collection item. 13. Observe the Collection Item block The newly added collection item will have a check in the Discovery checkbox indicating that the item should be included in the Discovery Package. 14. Observe the Collection Item File block The newly added collection item file(s) will have a check in the Dis checkbox indicating that the item file(s) should be included in the Discovery Package. 15. Save the changes v

134 DAMION Discovery Reference Guide 16. Access the Package Maintenance window a. From the Collection Item block, click the Package button. Press ALT + P 17. Verify that the name of the supplemental package is selected a. In the Package block, click on the name of the supplemental package in the Name field. 18. Add all of the items specified as discoverable a. Click the Copy Discovery button. Press ALT + D All of the Collection Item Files that had a checkmark in the Dis field located in the Collection Navigator window will be added to the Discovery Package. 19. Save any changes 20. Prepare the supplemental package by converting text files to pdf format, bate stamp any pdf files, seal the package, track the package, and follow the appropriate steps to deliver the supplemental package a. Refer to Topics B through F in Chapter 4, Package Maintenance, for detailed instructions on preparing the supplemental package for distribution. 21. Save any changes 22. Leave this window open to create a Summary Index 4-40 v. 4.3

135 Chapter 4: Package Maintenance If a Collection contains multiple Packages, the Summary Index button creates a summary of all Packages. The summary includes all package names, the dates in which the packages were created, the names of who created the packages and the entire contents of each package. Task G-2: Creating a Summary Index for a Collection Record Before you begin: This task assumes that you have completed Task G-1, and are viewing the Package Maintenance window. 1. Create a Summary Index a. In the Package block, click the Summary Index button. Press ALT + M 2. Observe the window A message may appear indicating that an index already exists and asks if you want to recreate it? a. Click the Yes button. 3. Observe the window The example below displays how the window may appear. This window will display the Collection, Item and Item File information. v

136 DAMION Discovery Reference Guide 4. Exit the window a. Click the X in the top right corner of the window v. 4.3

137 Chapter 4: Package Maintenance 5. Observe all of the contents of the highlighted Package a. In the Package block, click on the Package Folder button. b. In the Programmer s File Editor window, click on the Up button located on the toolbar to navigate up one level in the directory. A file called Summary_Index will be included in the contents of the Discovery Package. This file is included when the Package is distributed to the Defense Attorney or Public Defender. 6. Exit the window a. Click the X in the top right corner of the window. 7. Exit back to the Collection Navigator window 8. Exit back to the Case Worksheet window 9. Exit back to the Launch Pad v

138 DAMION Discovery Reference Guide Topic H Using the Case Navigator Window In the Case Navigator window, the user will have the ability to review the archived information in the same manner used in the Report Navigator window, but will also have the ability to select the Discovery Package and/or the Items included in the Discovery Package. The package selected will be extracted and placed on the user s desktop (or wherever the DAMION Administrator has designated) allowing them to review the detailed information associated with the Discovery Package. The Case Navigator window is based on the same premise as the Report Navigator window in that the window is used for quick access to information. The difference between the windows is that the Case Navigator window will retrieve information on Case Worksheets as opposed to Agency Report Logs v. 4.3

139 Chapter 4: Package Maintenance The Case Navigator window is accessed from the following locations: By clicking on the Case Navigator icon located in the Navigators block on the DAMION Launch Pad. By selecting Case Navigator Case Navigator from the menu bar located on the DAMION Launch Pad. The Case Navigator window is comprised of two tabs: Case Query Case Case Query Tab The Case Query tab is used to enter search criteria on the appropriate Case and/or Defendant to locate the appropriate record(s) in the database. v

140 DAMION Discovery Reference Guide Task H-1: Entering Search Criteria on the Case Query Tab Before you begin: This task assumes that you have logged into DAMION, and are viewing the Launch Pad. 1. Open the Case Navigator window 2. Observe the Case Navigator window You can enter search criteria into one or more fields located on the Case Query tab. Each field is described below. 3. In the Case # field, enter search criteria on the appropriate Case Number This is a 20 character alphanumeric field. 4. In the Case Name field, enter search criteria on the appropriate Case Name This is a 60 character alphanumeric field. 5. In the Indictment # field, enter search criteria on the appropriate Indictment Number This is a 25 character alphanumeric field. 6. In the Filing Between field, enter search criteria on the beginning date for your search When used in conjunction with the Filing And field, you can enter a range of dates for your search v. 4.3

141 Chapter 4: Package Maintenance 7. In the Filing And field, located to the right of the Filing Between field, enter search criteria on the ending date for your search 8. In the Case Type field, enter search criteria on the appropriate case type code When used in conjunction with the Filing Between field, you can enter a range of dates for your search. 9. In the Crime Type field, enter search criteria on the appropriate crime type code 10. In the Def. Case Status field, enter search criteria on the appropriate defendant case status code 11. In the Special Unit field, enter search criteria on the special unit assigned to the case 12. In the Case Prosecutor field, enter search criteria on the appropriate Prosecutor assigned to the case 13. In the Office field, enter search criteria on the appropriate office code to which the case is assigned v

142 DAMION Discovery Reference Guide 14. In the Court field, enter search criteria on the appropriate court code in which the case is being heard 15. In the District field, enter search criteria on the appropriate district code to which the case is assigned 16. In the District Court # field, enter search criteria on the District Court Number assigned to the case This is a 25 character alphanumeric field. 17. In the Booking # field, enter search criteria on the Booking Number assigned to the defendant This is a 25 character alphanumeric field. 18. In the Docket # field, enter search criteria on the appropriate Docket Number assigned to the case This is a 25 character alphanumeric field. 19. In the Superior Court # field, enter search criteria on the appropriate Superior Court Number assigned to the case This is a 25 character alphanumeric field. 20. In the Charge Docket # field, enter search criteria on the appropriate Docket Number assigned to the defendant s charge This is a 25 character alphanumeric field. 21. Execute the query 4-48 v. 4.3

143 Chapter 4: Package Maintenance 22. Observe the Case Navigator window DAMION will automatically access the Case tab and display all cases in the database matching the search criteria entered. 23. Leave this window open to access information regarding the discovery packages associated with the case v

144 DAMION Discovery Reference Guide Case Tab The Case tab is the second tab located on the Case Navigator window. When a query is executed on the Case Query tab, DAMION will automatically access the Case tab and will display all records in the database matching the search criteria entered. Located to the left of each Case Number retrieved is a plus (+) sign. Clicking on this plus (+) sign will expand the results tree for the selected Case displaying categories of information. These categories include: Defendant, Victim, Witness, Action/Event, Archive, Discovery and Documents. Each of these categories also display a plus (+) sign to the left of the category name. If, for example, you want to see additional information on the defendant(s) associated with the Case, you would click on the plus (+) sign to the left of the Defendant category, which will expand the tree and display the defendant name(s) v. 4.3

145 Chapter 4: Package Maintenance To access a specific piece of information on any aspect of the case (Defendant, Victim, Witness, Action/Event, Archive, Discovery or Documents), the user will right click using their mouse to access the following menu options: Modify: The Modify option will access the window associated with the type of record highlighted. For example, if the Case Number is highlighted, you right click on your mouse and select the Modify option; the Case Worksheet window will open. If a Defendant s name is highlighted, you right click on your mouse and select the Modify option; the Case of Current Defendant window will open. Add: The Add option is used to add records to the Case Worksheet. For example, if the Victim category is highlighted, you right click on your mouse and select the Add option; the Victim Maintenance window will open allowing you to add a new Victim to the Case. If the Action/Event category is highlighted, you right click on your mouse and select the Add option; the Action/Event Maintenance window will open allowing you to add a new event record. View Archive: The View Archive option will allow the user to review the detailed information associated with the Archive linked to the case. By highlighting the appropriate Archive record, right clicking on your mouse and then selecting the View Archive option; DAMION will send to your desktop (or wherever the DAMION Administrator has designed) the contents of the Archive record. View Archive Item: The View Archive Item option will allow the user to review the detailed information associated with the Archive Item within an Archive record. By highlighting the appropriate Archive Item, right clicking on your mouse and then selecting the View Archive Item option; DAMION will send to your desktop (or wherever the DAMION Administrator has designed) the contents of the Archive Item record. View Discovery Package: The View Discovery Package option will allow the user to review the detailed information associated with the Discovery Package linked to the case. By highlighting the appropriate record, right clicking on your mouse and then selecting the View Discovery Package option; DAMION will create a folder on your desktop (or wherever the DAMION Administrator has designed) containing the information within the Discovery Package selected. v

146 DAMION Discovery Reference Guide View Discovery Package Item: The View Discovery Package Item option will allow the user to review the detailed item selected within a Discovery Package linked to the case. By highlighting the appropriate Package Item, right clicking on your mouse and then selecting the View Discovery Package Item option; DAMION will send to your desktop (or wherever the DAMION Administrator has designed) a folder containing the Discovery Package Item selected. View Generated Document: The View Generated Document option will allow the user to view any generated documents associated with the case. When the user highlights a document, right clicks on their mouse and then selects the View Generated Document option, DAMION opens the appropriate document to view. Expand All: The Expand All option will expand the branches of the results tree for all of the records displayed on this tab. Collapse All: The Collapse All option will close the branches of the results tree for all records displayed on this tab. Refresh: The Refresh option will execute the query again, refreshing the user s view v. 4.3

147 Chapter 4: Package Maintenance Task H-2: Accessing Information Associated with a Case Before you begin: This task assumes that you have completed Task H-1, and are viewing the Case tab located on the Case Navigator window. 1. Expand the results tree as needed to view the appropriate case a. Click on the plus (+) sign to the left of the Case you wish to review. 2. Observe the results tree The categories of Defendant, Victim, Witness, Action/Event, Archive, Discovery and Documents will be displayed. 3. Expand the Discovery branch of the results tree a. Click on the plus (+) sign to the left of the Discovery category. 4. Observe the window The name(s) of the Discovery package(s) associated with the case will be displayed. v

148 DAMION Discovery Reference Guide 5. Select an appropriate Package a. In the expanded results tree, select an appropriate package. 6. Place the contents of the appropriate package on the desktop (or wherever the DAMION Administrator has designed) a. Right click on the highlighted Package to access menu choices. b. Select the View Discovery Package option 7. Observe the window The example below displays how the window may appear v. 4.3