How To: Creating Relativity Batch Sets & Batches

Transcription

1 How To: Creating Relativity Batch Sets & Batches

2 Document Batches are used to control how documents are distributed to reviewers. Batches are created within Batch Sets and as such, Batch Sets can be used to organize and track the document review(s) taking place within a workspace. To create a Batch Set, hover over the Administration tab and click on Batch Sets, then New Batch Set, (as shown below). Depending upon the workspace configuration, Batch Sets may also be located under a Batch Admin or Administration tab. Next, begin entering values for each of the settings presented: 1. Name - The Batch Set name should be brief, but descriptive enough to help define the type of review that is going to take place within the Batch Set. e.g. 1 st Level Review or 2 nd Level Review or Redaction Pass 2. Maximum Batch Size - This value will determine the maximum number of documents that will be included in an individual batch, within the Batch Set. The value entered here does not explicitly determine the size of each individual batch. Settings such as Batch Unit Field and Family Field also play into defining how many documents end up within individual batches (explained further below). This decision should consider how many reviewers will need batches initially vs. how many documents are available to be batched. 3. Batch Prefix Batches created within Batch Sets are distinguished by the batch prefix and a numerical suffix that is incremented by one for each batch created. e.g. 1 st Pass0001, 1 st Pass0002, etc. The prefix can be modified after creating a set of batches should you wish to organize different groups of documents within a single batch set. e.g. 2LR-TI or 2LR-FL (these examples indicate that the Batch Set is for second level review of specific types of documents (Technical Issue and Foreign Language). 4. Batch Data Source Batches are created from documents within a saved search. A saved search must be created and linked to the Batch Set here. Select the desired search within the dropdown (the searches are sorted alphabetically based on the saved searches name). The following should be considered when creating the batch data source search:

3 a. Sort Order - The search sort will determine the order in which the documents fall within the batches. e.g. If document ABC returns first within the search results it will be included in the next batch created. b. Families - If you would like full families included in the batches, you must include families in the Batch Data Source search. c. Document Grouping As mentioned in the Batch Prefix, if you wish to group specific types of documents within a single batch set, with different prefixes, you must make a Batch Data Source search for each of the groups and modify the batch set s prefix and Batch Data Source search before creating new batches. TIP: Run the search once it is created and validate the results are as intended prior to finalizing the batch set and creating batches. 5. Batch Unit Field The Batch Unit Field value contributes to controlling when one batch ends and the next batch begins. It s best explained with examples: a. If Custodian is listed as the Batch Unit Field, as shown below, the system will pull documents from the Batch Data Source search and start making the first batch, but it will end the batch when the Maximum Batch Size requirement is met OR the Batch Data Source search runs out of documents for a single custodian. It will not mix more than one custodian in a single batch when the Batch Unit Field is set to Custodian. This can result in batches smaller than the Maximum Batch Size. b. Various threading technologies have fields that can define thread family boundaries. If you are utilizing one of these technologies in your workspace, this field can be used as a Batch Unit Field to ensure a full thread is not split across more than one batch. Please contact your Lighthouse project manager if you are unsure of the appropriate threading field to use or if you are interested in introducing an threading workflow to your review. c. Leaving the Batch Unit Field blank can ensure your batches are created based off of the Maximum Batch Size value (as well as the Family Field explained further below). TIP: Consider how the review population was deduped at the time of processing before setting a Batch Unit Field. It is not a best practice to set the Batch Unit Field to Custodian if documents were globally deduped because multiple custodians could have also had a copy of the document and the document would be grouped by the custodian that was processed first and not represented in all associated custodian batches. 6. Family Field Setting the Family Field value is a means to ensure a document family is not split across more than one batch. Please contact your Lighthouse project manager if you are unsure of the appropriate family field to use. This setting can also result in batches being created that contain more documents than the Maximum Batch Size value. This setting will not trump the Batch Unit Field setting, but it will pull in families once the Batch Unit Field requirement is met. 7. Reviewed Field The Reviewed Field value that is set here should correlate with the coding layout that will be used during the review. Elect a single field that can be coded and used to determine if the review of a document is complete. Once the selected Reviewed Field is given a value during review, the document is considered reviewed in the batch. TIP: Consider making the elected Reviewed Field a required field on the corresponding layout to ensure the document will not move to a reviewed status prematurely.

4 Auto Batching settings can be defined below the Batch Set Information section. When enabled, Auto Batching runs the Batch Data Source search at the Auto Create Rate: (minutes) setting looking for the results of the search to reach the Minimum Batch Size. Once the minimum batch size is reached, batches are created. Once all the settings are configured in the Batch Set, click Save and Back. To create batches within the newly created batch set, select the desired batch set from the list of available batch sets. In this example we will select Level 1 Training. Once the batch set is open, find the Create Batches button, on the right hand of the screen, and click Create Batches as shown below.

5 This may take a few moments to complete, but once it is complete the bottom of the screen will display the created batches. This window used to monitor the progress of the review, assign and re-assign batches to reviewers and it can be exported to a file to save as a report. The Review Batches tab does provide additional filters that are not available in this window. As shown below, selecting the Review Batches tab and using Filters to narrow to a batch set, the Reviewed and Batch Size columns provide advanced filter options as shown below.

6 Operator Definition Supported by = Equals Both Views!= Does not Equal Review Batches < Less than Review Batches <= Less than and Equal to Both Views > Greater than Review Batches >= Greater than and Equal to Both Views NOTE: Some of the operators as shown in the chart above are only supported under the Review Batches tab while others are available under both views. We hope this information is helpful. For additional assistance please contact your project manager.