IBM Atlas Suite Users Guide: Legal Matter Reports. for IBM Atlas Suite v6

IBM Atlas Suite Users Guide: Legal Matter Reports for IBM Atlas Suite v6

IBM Atlas Suite Users Guide: Legal Matter Reports This edition applies to version 6.0 of IBM Atlas Suite (product numbers 5725-D75, 5725-D76, 5725-D77) and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation 2004, 2012. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

Contents 1 Introduction... 5 1.1 Chapter Layout... 5 2 Legal Reports in the Reports Tab... 7 3 Reports: Active Matter Summary... 8 4 Reports: Hold Activity Reports and Queries... 13 4.1 Matters with open requests: count... 14 4.2 Notices... 14 4.3 Matter Information... 15 5 Reports: Active Holds Summary... 16 5.1 Requests Summary... 16 5.2 Notices Summary... 17 5.3 Collections Summary... 18 5.4 Interviews Summary... 19 6 Reports: Notice Summary... 20 6.1 Requests... 20 6.2 Hold Notices, Interview Notices... 20 6.3 Collection Notices... 21 7 Reports: Who is On Hold... 22 8 Legal Reports in the Matters Tab... 24 9 Matters: Master List... 25 10 Matters: Notice Details... 26 10.1 Notice Details... 27 10.2 Notices Sent Summary... 28 10.3 Notices Approvers... 28 10.4 Notices Recipients... 29

Introduction IBM Atlas Suite Users Guide: Legal Matter Reports 11 Matters: Notices as Sent... 31 12 Matters: Notice Exceptions... 32 13 Matters: Virtual Interview Details... 33 13.1 Virtual Interview Plan Details... 34 13.2 Interview Questions... 35 13.3 Interview Sent Summary... 35 13.4 Interview Targets... 36 14 Matters: Interview Details... 38 15 Matters: Interviewee Summary... 39 16 Matters: Collection Details... 40 16.1 Collection Plan... 41 17 Matters: Matter Documents... 42 18 Matters: Export History... 43 4

1 Introduction This document describes the Atlas Reports that pertain to Legal Matter activities: Holds, Collection, Interviews, and so on. Unless otherwise noted, the Reports provide information about active Matters (and activities), only. The Reports are provided through three modules: The Reports in the Reports module provide information across all Matters that the logged in user has access to. In some cases (as mentioned in the descriptions) a Report may be restricted to those Matters for which the user is the Attorney or Paralegal. The Reports in the Matters module provide information about the currently selected Matter (which, by definition, the user must have access to). The Global Reminder Report is provided through the Admin > Global Hold Reminder module. Each Report is described in its own chapter. The names of the chapters are prefaced with the module that holds the Report. Thus, Reports: Active Holds describes the Active Holds Report that s found in the Reports module. 1.1 Chapter Layout Each Report is described in its own chapter. The layout of a chapter follows this form: Report name, description, and filters. Each chapter is named for the Report that it describes and opens with a functional description of the Report. A snapshot of the Report filter is presented and described. The filter lets you narrow the result set presented in the Report.

Introduction IBM Atlas Suite Users Guide: Legal Matter Reports Report organization and snapshot. The organization of the Report is described and a snapshot is displayed. Report sections. For simple Reports, the rest of the chapter describes the Report s contents without elaborating upon its various sections. For more complex Reports, the sections are described in separate section. Each section is named for the label that s presented in the Report. Elements in italics are variables that represent actual names. A description of the section or explanation of the variables follows. Tables. The information in the Report is presented (within the Report) in one or more tables. In the documentation, this information is described in tables that emulate, as much as possible, the orientation and layout of the tables as they appear in the Report. 6

2 Legal Reports in the Reports Tab The Legal Matter Reports in the Reports tab are listed under the Matters heading. The set of Reports that are provided in your system depends on how the system is configured. The complete set is: Active Matter Summary provides information about the active Matters for which you are either the Attorney or the Paralegal. Hold Activity Reports and Queries lists all active Hold, Release, Collection, and Interview Notices across all Matters to which you have access. It appears in two versions, Notice Summary and Active Holds Summary. Who is On Hold lists all of the persons who have been identified as custodians in active Holds across all Matters to which you have access.

3 Reports: Active Matter Summary The Active Matter Summary Report provides information about the active Matters for which you are either the Attorney or the Paralegal. This information includes the number of Requests the Matter contains, the names and states of the Notices and Plans, and so on. The Report doesn t have any filters. Matter name Each Matter is described in its own section in the Report. The sections are sorted by Matter name. The information below the Matter name heading is: Matter Security Group The Security Group that the Matter is part of. Attorney Status This will always be Active. Paralegal Open Date The Matter s start date. The start date is an optional attribute that s set by the Matter s author; it s not (necessarily) the date that the Matter was created. The names of the Matter s Attorney and Paralegal. You must be one or the other in order to view this Report.

IBM Atlas Suite Users Guide: Legal Matter Reports Reports: Active Matter Summary 3.1.1 Summary The Summary section provides a count of the Requests, Hold/Release/Collection/Virtual Interview Notices, and Preservation/Collection/Virtual Interview Plans that make up the Matter. Total Open Past Due Due in 7 days Requests The number of open and completed (but not inactive) Requests in the Matter. The number of Requests that are still active. The number of active Requests that are past their due date. The number of active Requests that will come due in the next seven days. The number of Notices that will come due in the next seven days. Notices The number of Hold, Release, Collection, and Virtual Interview Notices in the Matter, regardless of the Notice s state (the count includes inactive Notices). The number of custodians (active and completed/released) that are in one or more Collection Plans (both Structured and Unstructured), Preservation Plans, and Interview Plans, regardless of the Plan s state except for Structured Plans that have been drafted but not published (which are not included). This cell is always blank. The number of Notices that are still active past their due date. Collections Preservation Plans Interviews The number of custodians that are active in the Plans (active Plans only but, again, excluding Structured Plans that have been drafted but not published). The number of custodians that are part of active Plans that are past due. The number of custodians that are part of active Plans that will come due in the next seven days. 9

Reports: Active Matter Summary IBM Atlas Suite Users Guide: Legal Matter Reports 3.1.2 Requests Summary The Requests Summary table lists the Matter s Requests that are in progress or completed. Inactive Requests aren t included. Request Start Date Due By Name Description Status An ordinal number (starting with 1) that identifies the Request within the Matter. This number is used to identify the Request in subsequent tables. The Request s start and end dates. The Request s name and description. The Request s state, one of: In Progress Completed 3.1.3 Notices Summary The Notices Summary table lists the Matter s Notices regardless of their states. In particular, it includes unpublished and inactive Notices. Request Name Type The Request (identified by its ordinal number) that the Notice is part of. The name of the Notice. Status Author Date The Notice s current state. The set of values depend on the type of Notice. The name of the person who created the Notice. The type of Notice, one of: Hold Notice Release Individual Collection Interview Bulk Collection (legacy systems only) The day that the Notice was first sent. 10

IBM Atlas Suite Users Guide: Legal Matter Reports Reports: Active Matter Summary 3.1.4 Collections Summary The Collections Summary table lists the Matter s Collection Plans regardless of their states. In particular, it includes unpublished and inactive Plans. Request Name Type The Request (identified by its ordinal number) that the Plan is part of. The name of the Plan Start Date Due By Assigned To Targets The type of Collection Plan, one of: Adhoc Collection Individual Collection Manual Individual Collection Plan Manual Bulk Collection Plan Automated Individual Collection Plan Automated Bulk Collection Plan Bulk Collection (legacy systems only) The Plan s start and end date. This column is unused. The number of custodians in the Plan. Status The Plan s current state, one of: ediscovery for Legal Not Started In Progress Completed Inactive ediscovery for IT Drafted Inactive Approval Pending Approved Rejected Execute Suspend Suspended Collected Complete Completed Collection Failure(s) Completion Failed Sent If there s a Collection Notice associated with the Plan, this is the state of the Notice, one of: Drafted Published Sent Suspended Inactive 11

Reports: Active Matter Summary IBM Atlas Suite Users Guide: Legal Matter Reports 3.1.5 Preservation Plans Summary The Preservation Plans Summary table lists the Matter s Preservation Plans regardless of their states. In particular, it includes unpublished and inactive Plans. Request Name Type Start Date Due By The Request (identified by its ordinal number) that the Plan is part of. The name of the Plan The type of Collection Plan, one of: Manual Individual Preservation Plan Manual Bulk Preservation Plan Automated Individual Preservation Plan Automated Bulk Preservation Plan Assigned To Targets Status This column is unused. The number of custodians in the Plan. The Plan s start and end date. The Plan s current state. The set of values depend on the type of Notice. 3.1.6 Interviews Summary The Interviews Summary table lists the Matter s Interview Plans regardless of their states. In particular, it includes inactive Interview Plans and Plans in which the Interview Notice hasn t yet been published. It also includes Interview Plans that are attached to Hold Notices. Request Name Start Date Due By Assigned To The Request (identified by its ordinal number) that the Plan is part of. The name of the Plan Interviews Status Notices Sent The number of interviewees in the Plan. The Interview Plan s current state, one of: Not Started In Progress Completed Inactive The Plan s start and end date. This column is unused. The state of the Interview Notice, one of: Drafted Sent Pending Approval Retry Approved Suspended Rejected Resumed Published Inactive Error 12

4 Reports: Hold Activity Reports and Queries The Hold Activity Reports and Queries Report provides information about the Hold, Release, Collection, and Virtual Interview Notices across all Matters to which you have access. The Report comes in two variations; you select the variation you want through the Choose Summary dropdown filter at the top of the Reports page. Despite its name, the Active Holds Summary Report provides information about all types of Notices, Unstructured Collection Plans, and Virtual Interview Plans, regardless of their states. Notice Summary is similar to Active Holds Summary, but it provides slightly different information about the Notices and doesn t include Release Notices. The other filters let you restrict the results by the Matter s date range, ID, Attorney name, and Paralegal name. I M P O R T A N T The date range that you specify here applies to the Matter s start and end dates, only (this is called the Effective Date Range in the Matter s Details page). It doesn t take the Request or Notice dates into consideration. This chapter describes the parts of the Report that are common to Active Holds Summary and Notice Summary. The next two chapters look at the details of the two variations.

Reports: Hold Activity Reports and Queries IBM Atlas Suite Users Guide: Legal Matter Reports 4.1 Matters with open requests: count The Matters with open requests: count table provides statistics about the Requests, Notices, Unstructured Collection Plans, and Virtual Interview Plans across all Matters to which you have access. The table s title gives the number of active, accessible Matters that have at least one active Request (82 Matters, in the example, above). The table itself provides cumulative statistics about the Matters Requests, Notices, and Plans: Total Open Past Due Due in 7 days Requests The number of active Requests (where active means the Request s status is In Progress). The number of Notices (regardless of state) that are part of an active Request. The number of custodians (regardless of state) in Unstructured Collection Plans/Virtual Interview Plans that are part of an active Request. Each custodian is counted once for each Plan that he or she is part of. The value of this cell is always the same as the Total cell. The number of active Requests that are past their due date. The number of Requests that will come due in the next seven days. Notices These cells are always blank. Collections Interviews The number of incomplete custodians (those whose states aren t set to Complete). The number of incomplete custodians in Plans that are past due. The number of incomplete custodians in Plans that will come due in the next seven days 4.2 Notices The next table provides a count of the Notices across all Matters to which you have access. 14

IBM Atlas Suite Users Guide: Legal Matter Reports Reports: Hold Activity Reports and Queries Hold Release Interview Individual Collection Bulk Collection Published Exceptions The number of Notices (in active Requests) that have been successfully published and remain active for each of the named activities. The number of Notices (in active Requests) that couldn t be sent because of transmission errors, but that remain active for each of the named activities. N O T E Bulk Collections are used in legacy systems, only. 4.3 Matter Information The rest of the Report provides more information about the Notices. The Notices are grouped by Matter, and the Matters are sorted by name. The heading of each major section in the Report gives the name and ID (in parentheses) of a Matter, followed by more information about the Matter. Only those Matters that have active Notices are listed. Matter Security Group The Matter s Security Group. Attorney The names of the Matter s Attorney Status This is always Active. Paralegal and Paralegal. Open Date The Matter s start date. 15

5 Reports: Active Holds Summary I M P O R T A N T The Active Holds Summary Report isn t just about Active Holds it includes all types of Notices and Unstructured Plans, regardless of their states. The Active Holds Summary provides information about the Notices (of all types), Virtual Interview Plans, and Unstructured Collection Plans in the Matters to which you have access. The Notices/Plans are grouped by the name of the Matter that they re part of, and the Matters are listed in alphabetical order. The parts of the Report that are shared with the Notice Summary Report are described in the Hold Activity Reports and Queries chapter. 5.1 Requests Summary The Requests Summary table lists the active Requests in the Matters to which you have access. Request Start Date Due By Name The Request s ordinal number. The Request s start and end dates. The name of the Request Description Status A description of the Request This is always In Progress.

IBM Atlas Suite Users Guide: Legal Matter Reports Reports: Active Holds Summary 5.2 Notices Summary The Notices Summary table lists the Notices that are part of active Requests in Matters to which you have access. Request Name Type The ordinal number of the Request that the Notice is part of. The name of the Notice. Status Author Date The Notice s status, one of: Drafted Sent Suspended Modified (Hold Notices, only) Inactive Error The name of the person who created the Notice. The type of Notice, one of: Hold Notice Release Interview Individual Collection Adhoc Collection Bulk Collection (legacy systems, only) The day the Notice was created. 17

Reports: Active Holds Summary IBM Atlas Suite Users Guide: Legal Matter Reports 5.3 Collections Summary The Collections Summary table lists and describes the active Collection Plans. Request Name Type The ordinal number of the Request that the Plan is part of. The name of the Plan. The type of Plan, one of: Individual Collection Adhoc Collection Bulk Collection (legacy systems, only) Start Date Due By Assigned To Targets The start and end date for the Plan. Status The state of the Collection Plan. A list of the names of the Plan s custodians. Notices Sent The number of custodians. The day that the Notice that s associated with this Plan was sent, or Drafted if it hasn t yet been published. 18

IBM Atlas Suite Users Guide: Legal Matter Reports Reports: Active Holds Summary 5.4 Interviews Summary The Interviews Summary table lists and describes the Virtual Interview Plans. Request Name Start Date Due By The ordinal number of the Request that the Plan is part of. Assigned To A list of the names of the interviewees Status The state of the Interview Plan, one of: Not Started In Progress Suspended Completed Modified Inactive The name of the Plan. Interviews The Plan s start and end dates. The number of interviewees. Notices Sent The day that the Plan s Notice was most recently sent. If the Notice hasn t yet been sent, the value will be No. 19

6 Reports: Notice Summary The Notice Summary Report lists all active Hold, Release, Collection, and Interview Notices across all Matters to which you have access. The Report includes Notices that haven t yet been published, and that are currently suspended. The Notices are grouped by the name of the Matter that they re part of, and the Matters are listed in alphabetical order. The parts of the Report that are shared with the Active Holds Summary Report are described in the Hold Activity Reports and Queries chapter. 6.1 Requests The Requests table lists the Requests that have active Notices. Request Request Name Status The Request s ordinal number. The name of the Request This is always In Progress 6.2 Hold Notices, Interview Notices The Hold Notices and Interview Notices tables list the Hold and Interview Notices that are currently active, including those that haven t yet been published and that are currently suspended Name Status Author First Sent The name of the Notice The Notice s status, one of: Drafted Sent Suspended The name of the person who created the Notice. The day that the Notice was first sent.

IBM Atlas Suite Users Guide: Legal Matter Reports Reports: Notice Summary # Recipients # Exceptions Request Confirmation Required The number of custodians to whom the Notice was sent. The number of exceptions the Notice has experienced. The ordinal number of the Request that the Notice is part of. Yes or No as the Notice does or doesn t require confirmation. 6.3 Collection Notices The Collection Notices table lists the Collection Notices that are currently active, including those that haven t yet been published and that are currently suspended The table provides the same information as those for Hold and Interview Notices with these differences: The additional initial Notice Type column describes the type of Notice, either Individual Collection, Adhoc Collection, or Bulk Collection (legacy systems, only). The Confirmation Required column is always No. Collections never need to be confirmed. 21

7 Reports: Who is On Hold I M P O R T A N T I M P O R T A N T You must have Atlas Reports installed in order to generate this Report. This Report gathers information across all Matters, regardless of the Matters security groups and access lists. It s intended to be used (for example) by IT personnel who need to preserve information on behalf of other employees. A System Administrator can restrict access to the Report through the LEGAL_POWER_USER Component. The Who is On Hold Report lists all of the persons who have been identified as custodians in active Holds across all Matters in other words, it s a list of people who are on hold right now. The Report includes Holds that were initiated through Discovery for Legal, and Preservation Plans through Discovery for IT. You can filter the Report based on the custodian s first and last name, the name of an Organization that the custodian is part of, the ID of the Matter, the custodian s confirmation status (as explained in the Report Elements panel), and the date range during which the Hold was initiated. Custodians are listed in alphabetical order by name and then by Matter ID. (The illustration doesn t show all of the columns.)

IBM Atlas Suite Users Guide: Legal Matter Reports Reports: Who is On Hold I M P O R T A N T All of the data in the table is current: Email is the custodian s current email address, Status is the custodian s current status with regard to the Hold, and so on. The columns in the table are: Last Name First Name Email Organization The custodian s last and first names. The custodian s email address. A comma-separated list of the Organizations that the custodian is a member of. Matter Name Matter ID Attorney Paralegal Matter Type The name and ID of the Matter in which the Hold was created. Notice or Preservation Plan Name The name of the Hold Notice or Preservation Plan. The names of the Matter s Attorney and Paralegal. Notice or Preservation Plan Sent Date The Matter s type. The day that the custodian first received a Notice for this Hold, or the day that the custodian was added to the Plan. Confirmation Status The custodian s status with regard to the Hold, one of: Replied, Confirmed Replied, No confirmation No Reply Transmission Error If the custodian was released from the Hold and then re-added to scope, this is the date of the custodian s first Notice after being re-added. If the custodian was added before the Plan was published, this is the Plan s publication date. Confirmation Date If the custodian has confirmed that he or she is in compliance with the Hold, this is the date of the confirmation. 23

8 Legal Reports in the Matters Tab The Reports that are listed on the Matter Details page provide information about the currently-viewed Matter: Master List is a table of all people who have been declared to be in the Scope of the Matter s Request. The table marks each custodian according to his or her involvement in Holds, Collections, and Interviews. Notice Details is a history of the transmissions of Hold, Release, and Collection Notices, including confirmation reminders, escalation messages (for non-respondents). Interview Notices aren t included. Notices As Sent displays the contents of the active Hold/Collection/interview notices that have been sent, and lists the custodians to whom the notices were sent. Notice Exceptions lists the Hold, Collection, and Interview notices that couldn t be sent due to email transmission errors. Virtual Interview Details is a complete transcript of the responses to a Matter s Interview Plans. Interview Details provides information about the Interview Logs that have been created. Interviewee Summary provides the same information as Interview Details, but it organizes the information by interviewee (rather than by interview). Collection Details provides information about a Matter s active Collections: the custodians, the custodians states (whether or not they ve collected the requested documents), the documents that have been collected, and so on. Matter Documents lists the documents that have been collected for a Matter. The documents are grouped by custodian. Export History lists the collected documents that have been exported for review. Each of these Reports begins with a table that describes the Matter, as shown below. Matter The name of the Matter Attorney The names of the Matter s Attorney Matter ID The Matter ID. Paralegal and Paralegal. Status The Matter s state. Matter Security Group The Matter s Security Group.

9 Matters: Master List The Master List Report table of all people who have been declared to be in the Scope of the Matter s Requests, including people who have since been removed from Scope. The Report can be filtered based on the custodian s name, the name of an Organization he or she belongs to, the type of involvement with the Request (Holds, Collections, Interviews, and so on), and reason for having been added to the Scope of the Request. Each row in the table describes a single custodian within a single Request. The entries are sorted by custodian name. Name Title Organization Requests The custodian s name and business title. Hold Notices through Preservation Plan Releases If the custodian is involved in one of the named activities, the column is marked with an X. A comma-separated list of the Organizations that the custodian is part of. Date Added / Date Removed The day that the custodian was added and, if applicable, removed from the Scope of the Request. The Request that the custodian is (or has been) in the Scope of. Reason Added/ Reason Deleted The reason the custodian was added to the Scope of the Request, and the reason he or she was removed.

10 Matters: Notice Details The Notice Details Report provides a transmission history of all active Hold, Release, and Collection Notices, including Notices that are currently suspended. It doesn t include Virtual Interview Notices. The history includes every issuance of the Notice, escalations to the managers of non-responding recipients, and email transmission suspension and resumption. The report also lists the recipients responses to the Notices. The Report doesn t have any filters. Each Notice (and all of its issuances and responses) is described in its own section in the Report. The sections are sorted by Notice name. Notice name

IBM Atlas Suite Users Guide: Legal Matter Reports Matters: Notice Details 10.1 Notice Details The Notice Details section providesinformation about the Notice. Status The state of the Notice; the range of states depends on the type of Notice. Request The name of the Request that the Notice is part of. Type The type of Notice, one of: Hold Notice Release Individual Collection Bulk Collection (legacy systems only) Issuance Type Confirmation Required The Confirmation Required fields, of which there can be as many as three (one each for the Initial Notice, Change Notice, and Auto- Reminder/Global Hold Reminder) are either Yes or No, depending on whether the named issuance does or doesn t require confirmation. These fields only apply to Hold Notices. For Collection and Release Notices, a single Confirmation Required field is displayed, and its value is always No. Author The name of the person who created the Notice. Auto- Reminder If this is a Hold Notice, this field declares the type of Auto-Reminder that the Notice is using, one of: None Notice-Specific Global For Collection and Release Notices, this field is No. Approval Required Yes or No, as the Notice did or didn t needed to be approved before it could be published. Comments The author s comments. 27

Matters: Notice Details IBM Atlas Suite Users Guide: Legal Matter Reports 10.2 Notices Sent Summary This is a list of all issuances of the Notice in chronological order. Date Sent Reason Notice Recipients The day the Notice was sent. The reason for the issuance, one of: Original Notice Change Notice Confirmation Reminder Escalation to Manager Auto-reminder Global Notice Suspended Email Transmission Resumed Email Transmission Error Replied, Confirmed No Reply The number of custodians who didn t receive the Notice because of a transmission error. The number of custodians who have declared that they have complied with the Notice. The number of custodians who haven t replied. This includes custodians of Holds that don t require confirmation, and custodians whose are in Transmission Error state. The number of custodians who were sent the Notice or, in the case of Escalation to Manager, the number of managers who were sent the escalation message. Replied, No Confirmation The number of custodians who have declared that they don t (or can t) comply with the Notice. 10.3 Notices Approvers If the Notice required approval, this table lists the Approvers in alphabetical order. Name Email Status The Approver s name. The Approver s email address. Because this Report only list published (and hence approved) Notices, the Status is always Approved 28

IBM Atlas Suite Users Guide: Legal Matter Reports Matters: Notice Details 10.4 Notices Recipients For each entry in the Notices Sent Summary table (except for the Suspended and Resumed Email Transmission Notices), there s a corresponding table in the Notices Recipients section that lists the recipients of the Notice issuance. Each table is named for the date the Notice was sent and the type of issuance. The form of the table depends on the type of issuance, as listed below. 10.4.1 Original Notice or Auto-reminder, Confirmation required Name Email Status The recipient s name. The email address to which the Notice was sent. The recipient s response to the Notice. If the Notice couldn t be sent, this will be Transmission Error. Confirmed On Confirmation Done By Confirmation Reason The date the Notice was confirmed by or for the recipient. If the Matter s Attorney or Paralegal confirmed on behalf of the recipient, these columns are the name of the Attorney/Paralegal and the reason he or she gave for confirming. 29

Matters: Notice Details IBM Atlas Suite Users Guide: Legal Matter Reports 10.4.2 Confirmation Reminder The table is in the same form as the above, but the Status is either Sent or Transmission Error, and the three final columns are always blank. 10.4.3 Original Notice or Auto-reminder, Confirmation not required Name Email Status The recipient s name. The email address to which the Notice was sent. The state of the Notice, either Sent or Transmission Error. 10.4.4 Escalation to Manager Name Email Notice Non-respondent Status The manager s name. The manager s email address. The non-responding recipient. This is always Sent. 30

11 Matters: Notices as Sent The Notice as Sent Report provides a list of all Hold, Collection, and Interview Notices that have been published, along with reproductions of the Notices themselves and lists of the Notices recipients. The Notices are listed in alphabetical order. The Report doesn t have any filters. Each Notice is described in its own section in the Report. The sections are sorted by Notice name. Notice name The information just below the Notice name is: Notice Sent Date Subject The day that the Notice was sent The subject line from the email in which the notice was sent. Notice Type The type of Notice, one of: Hold Interview Individual Collection Bulk Collection (legacy systems only) The Notice description is followed by a reproduction of the Notice itself. The Notices Recipients section contains a set of tables that list the recipients of each issuance of the Notice. For an explanation of its construction, see the Notices Recipients section of the Matters: Notice Details chapter.

12 Matters: Notice Exceptions The Notice Exceptions Report lists the Notices (of all types) that couldn t be sent to one or more recipients because of mistaken email address, unreachable servers, or other transmission errors. You can filter the Report based on Notice names, Request names, and recipient names. Each failed Notice is described in its own section in the Report. The sections are sorted by Notice name. Notice name Recipient table Each entry in the recipient table describes a single recipient of the Notice. Name E-mail Status The name and email address of the recipient Notes The reason the recipient was added to the Scope of the Request. Details This is always Transmission Error. More information about the transmission error, one of: Cannot connect to the SMTP Server SMTP Error Invalid Email Address Generic

13 Matters: Virtual Interview Details I M P O R T A N T You must have Atlas Reports installed in order to generate this Report. The Virtual Interview Details Report describes the Matter s Virtual Interview Plans (including those that are part of a Hold Notice) and provides a transmission history of all Virtual Interview Notices. The history includes response reminders, escalations to the managers of non-responding interviewees, and email transmission suspension and resumption. The report also lists the interviewees responses to the Interview questionnaire. This Report doesn t have any filters. Each Virtual Interview Plan is described in its own section in the Report. The sections are sorted by Plan name. VI Plan name

Matters: Virtual Interview Details IBM Atlas Suite Users Guide: Legal Matter Reports 13.1 Virtual Interview Plan Details The Virtual Interview Plan Details section provides status and creation information about the Notice. Plan Status The state of the Plan, one of: Not Started In Progress Completed Inactive Request The name of the Request that the Plan is part of. Type This is always Virtual Interview. Repeat If the Virtual Interview Notice is only sent once, this will be No. Otherwise, it s Yes followed by the frequency with which the Notice is resent and the end date for the transmissions. Author Approval Required The name of the person who created the Plan. Yes or No, as the Plan does/did or doesn t/didn t need to be approved before it could be published. Response Required All interviewees must respond, so this is always Yes, followed by the response time limit and the action that s taken if the time limit is crossed. 34

IBM Atlas Suite Users Guide: Legal Matter Reports Matters: Virtual Interview Details 13.2 Interview Questions Each row in the table in this section describes a single question in the interview questionnaire. Q# Question Name Question The order of the question within the questionnaire. Pre-defined Choices For multile choice questions, this is a list of the choices. The name of the question. Detailed Response The text of the question. The text of the provide details section of the question. 13.3 Interview Sent Summary This is a list of all issuances of the Virtual Interview (or Hold) Notice in chronological order. Date Sent Reason Interview Targets The day the Notice was sent. The reason for the issuance, one of: Original Interview Original Notice Interview Reminder Confirmation Reminder Auto-reminder Escalation to Manager Suspended Email Transmission Resumed Email Transmission Error Replied No Reply The number of interviewees who didn t receive the Notice because of a transmission error. The number of interviewees who have completed the questionnaire. The number of interviewees who received the Notice or, in the case of Escalation to Manager, the number of managers who were sent escalation messages. Thenumber of interviewees who haven t completed the questionnaire. 35

Matters: Virtual Interview Details IBM Atlas Suite Users Guide: Legal Matter Reports 13.4 Interview Targets For each Original Interview or Original Notice entry in the Interview Sent Summary table, there s a corresponding table within the Interview Targets section that lists the recipients of the Notice issuance. 13.4.1.1 Date Reason Each table within Interview Targets is named for the date the Notice was sent and the reason it was sent (Original Interview or Original Notice). Name Email Status Response Date The interviewee s name. The email address to which the Notice was sent. The recipient s response to the Notice. If the Notice couldn t be sent, this will be Transmission Error. The date that the interviewee responded. 13.4.2 Interview Results by Target The Interview Results by Target section lists all of the interviewees who have responded to the Interview, and gives their responses. The interviewees are sorted by name. 13.4.2.1 IntervieweeName / Date Reason Q# Question Name Answer Detailed Response The order of the question within the questionnaire. The name of the question. The interviewee s response. The interviewee s detailed response. 36

IBM Atlas Suite Users Guide: Legal Matter Reports Matters: Virtual Interview Details 13.4.3 Interview Results by Question The Interview Results by Question section is similar to Interview Results by Target, but it groups and orders the interviewee s responses by question. 13.4.3.1 QuestionName / Date Reason Target Answer Detailed Response The name of the interviewee The interviewee s response. The interviewee s detailed response. 37

14 Matters: Interview Details The Interview Details Report provides information about the Interview Logs that have been added to the Matter. The Logs are sorted by Request; a similar Report, Interviewee Summary, provides the same information, but groups the Logs by Request. You can filter the Report based on interviewee name, the name of the person who conducted the interview, and the date range during which the Logs were added: The Interview Logs are grouped by Request, and the Requests are sorted by their ordinal numbers. Request number Request name Interview Log table The information in the Interview Log table is: Person Date Log Entry The name of the interviewee for whom the Log was created Conducted By The name of the person who conducted the interview (as declared by the user who created the Log entry). The day on which the interview was conducted (as declared by the user who created the Log entry). Documents The text of the Log entry. A list of the documents that were added to the Log. N O T E The Plan heading and the Status, Type, Start Date, and Due Date values are unused.

15 Matters: Interviewee Summary The Interview Summary Report provides information about the Interview Logs that have been added to the Matter. The Logs are grouped and sorted by interviewee; a similar Report, Interview Details, provides the same information, but groups the Logs by Request. You can filter the Report based on interviewee name: The Interview Logs are grouped by interviewee, and the interviewees are sorted alphabetically. Interviewee Interview Log table The information in the Interview Log table is: Date Status Interview Details The day on which the interview was conducted. The state of the Log entry, either In Progress or Completed. Conducted By Request Documents The name of the person who conducted the interview. The ordinal number of the Request that the Log was added to. The text of the Log entry. A list of the documents that were added to the Log.

16 Matters: Collection Details The Collection Details Report provides a summary of the custodians and IT staff who are part of Collection Plans and the files that they ve collected. The Report includes Discovery for Legal and Discovery for IT Collections. You can filter the results based on the names of the persons who conducted the Collections, the names of the custodians, and the date range during which the Collections were performed: The Collections are grouped by Request, Collection Plan, and custodian, in that order. Requests are sorted by their ordinal numbers. Plans and custodians are sorted alphabetically. Request Collection Plan Custodian

IBM Atlas Suite Users Guide: Legal Matter Reports Matters: Collection Details 16.1 Collection Plan The Collection Plan information is: Start Date The Plan s start and end dates. Status The current state of the Plan. Due Date Type The type of Collection Plan, one of: Individual Collection Ad-hoc Collection Bulk Collection (legacy systems only) ACHTransaction (Discovery for IT) If this is a Collection Log entry that s not associated with a Collection Plan, CollectionPlanName will be Adhoc Collection Log. 16.1.1 Custodian The sets of custodians that are listed depends on whether this is a Discovery for Legal or a Discovery for IT Plan: Discovery for Legal: Every custodian who s named in the Plan is given their own entry, even if they haven t collected any files. Discovery for IT: Entries are only created for those custodians for whom files have been collected or a Log has been created (with or without files). A separate table is created for each collection instance or Log entry. Date Conducted Type Log Files The day the files were collected, or the Log entry was created. The medium that was collected. By default, the collection media are: CD ROM Cell Phone Electronic Files Floppy Disk Hard Drive Others PDA Paper Documents The text of the Log entry that was created for this collection, if any. A list of the files that were collected, if any. Conducted by Stored In The name of the person who collected the files or created the Log entry. Text that describes where the files were originally stored. 41

17 Matters: Matter Documents The Matter Documents Report lists the documents that have been collected for a Matter in response to a Collection Plan or Collection Notice, or that were added as part of an Interview Log. You can filter the Report based on the custodian for whom the files were collected. The documents are grouped by Request and then by custodian. Requests and custodians are sorted by name. Request Custodian Documents Each row in the table describes a single document: Documents The name of the documents. From The type of operation that the document was collected for, either Collection or Interview. Date Conducted Log Entry Conducted By The day that the document was collected. If the document was added as part of a Log Entry, these are the Log s notes. The name of the person who collected the documents.

18 Matters: Export History The Export History Report presents a list of collected documents and reports that have been exported through the Matters > Documents module. You can filter the Report based on the person who requested the export, and the date range during which documents were exported. The Report is divided into two sections: Successful Exports and Cancelled Exports (i.e. unsuccessful export attempts). Within each section, export requests are sorted by date. The information after the Status: line is: Export Requested By The name of the person who requested the export The day the export was completed. Date Of Export Reason For Export The reason for the export, as supplied by the person who made the request Request The name of the Request that the documents are part of. Each row in the table after that describes a single exported document. Documents Target From The name of the document. The custodian for whom the document was collected. The type of operation that the document was collected for, either Collection or Interview.