Atlanta User Group
Atlanta User Group Relativity Production Workflows
© kCura LLC. All rights reserved.
Agenda •
• • • • •
Steps To Production – Identify Documents Eligible for Production – Break out Documents into Data Sources – Create the Production Set – Create a Recurring Production Workflow Workflow Considerations Production QC Searches Final Volume QC Common Errors Your Workflow Questions and Ideas
•
But first…
© kCura LLC. All rights reserved.
What’s your Production horror story?
© kCura LLC. All rights reserved.
Steps to Production 1. Identify Documents Eligible for Production a. Responsive Documents + Family b. Privileged Documents + Family c. OK to Produce a.
© kCura LLC. All rights reserved.
Responsive Docs – Privileged Docs = OK to Produce
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production 2. Break Out Documents into Data Sources a. OK to Produce (Images Only) b. OK to Produce (Images and Natives) c. Additional data sources possible
© kCura LLC. All rights reserved.
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production 3. Create the Production Set a. Create a new Production Set b. Add Data Sources c. Stage Production
© kCura LLC. All rights reserved.
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production 4. Create a Recurring Workflow a. Exclude previously produced documents a.Production::Begin Bates is not set b. Create a “Control Valve” field a.“Ready to Produce” as a Yes/No field
© kCura LLC. All rights reserved.
Production Workflow Considerations What to think about before creating your production workflow: • What are the production set parameters? – Are there multiple responsiveness or privilege fields? – Are there multiple markup sets? •
How are inconsistencies treated?
•
Is there a specific production order?
•
Consider setting up a consistent production set QC system – Use production set tag – Update production set QC searches for new tag or use temporary tag
© kCura LLC. All rights reserved.
Production Set QC Searches In Production Set and: • Not responsive • Privileged • Redacted, not tagged redact (make sure to search on proper markup set) • Tagged redact, not redacted (make sure to search on proper markup set) • Previously produced • Privilege screen terms, not marked privileged • Imaged and to be produced natively • To be imaged, not imaged • Corrupt/unprocessable in production set • Inconsistent families (related to production, not in production) • Duplicate/email thread/near duplicate of privilege document • Not reviewed/question/not sure for responsiveness or privilege • Outside of relevant date range
© kCura LLC. All rights reserved.
Final Production Volume Quality Control After Production
•
Review load files – – – –
Correct number of rows in DAT file Correct fields in DAT file Native and text paths are correct Correct number of documents in image files (count ,Y, or ,D) – Number of images in image load files – Number of natively produced documents
© kCura LLC. All rights reserved.
•
Review images – – – – –
Proper first bates number Proper confidentiality endorsement Redactions burned Any other special endorsements Correct number of images from image load files – Image type (B&W, color) are proper
Final Production Volume Quality Control After Production
•
Review text – Text of first document matches image of first document – OCR text for redacted documents – Empty text files only for documents with no text in database
© kCura LLC. All rights reserved.
•
Review native files – Correct number of native files – Proper extensions/document types produced natively
Common Errors in Productions What to watch out for? • Production Format – Format conforms with production specifications/ESI order – Proper image type (PDF/B&W/color) produced •
Text – OCR text produced – A text file is produced for every document – Blank text documents are intentional
© kCura LLC. All rights reserved.
•
Changes to Production Set – Additions to production set – Changes to tagging – Placeholders
•
Treatment of Exception Files – Produced natively with a placeholder – Placeholder only – Exception log
•
Production Order
What are your workflow ideas?
© kCura LLC. All rights reserved.
One More Thing…
© kCura LLC. All rights reserved.
Mobile Beta Program • New iPad app separate from Relativity Binders • Mobile-friendly design for saved searches, views, document lists, and coding layouts as they exist in Relativity • All coding on mobile is synchronized to and viewable in Relativity
© kCura LLC. All rights reserved.
Join the Beta!
© kCura LLC. All rights reserved.
•
Experience the new app before it becomes publicly available.
•
Explore new features added every month.
•
Guide the development of the product – a direct-line to Product Management.
•
Email [email protected] to participate.
In the Future • Administer Relativity from your smartphone • Case strategy and construction • Reporting dashboards • Support for additional devices and operating systems
© kCura LLC. All rights reserved.
Upcoming Events
© kCura LLC. All rights reserved.
Upcoming Events • Trainings: – Admin: Mon. and Tues., July 18-19 - Chicago – Analytics: Wednesday, July 20 - Chicago – Processing: Monday, July 25 - Chicago
• Exams: – – – –
RCA: Wednesday, Aug. 10 – Chicago Analytics: Tuesday, Aug. 9 – Chicago Review Specialist: Tuesday, Aug. 9 - Chicago Assisted Review: Tuesday, Aug. 9 - Chicago
© 2015 kCura. All rights reserved.
© kCura LLC. All rights reserved.
© kCura LLC. All rights reserved.
Agenda •
• • • • •
Steps To Production – Identify Documents Eligible for Production – Break out Documents into Data Sources – Create the Production Set – Create a Recurring Production Workflow Workflow Considerations Production QC Searches Final Volume QC Common Errors Your Workflow Questions and Ideas
•
But first…
© kCura LLC. All rights reserved.
What’s your Production horror story?
© kCura LLC. All rights reserved.
Steps to Production 1. Identify Documents Eligible for Production a. Responsive Documents + Family b. Privileged Documents + Family c. OK to Produce a.
© kCura LLC. All rights reserved.
Responsive Docs – Privileged Docs = OK to Produce
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production 2. Break Out Documents into Data Sources a. OK to Produce (Images Only) b. OK to Produce (Images and Natives) c. Additional data sources possible
© kCura LLC. All rights reserved.
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production 3. Create the Production Set a. Create a new Production Set b. Add Data Sources c. Stage Production
© kCura LLC. All rights reserved.
Steps to Production
© kCura LLC. All rights reserved.
Steps to Production 4. Create a Recurring Workflow a. Exclude previously produced documents a.Production::Begin Bates is not set b. Create a “Control Valve” field a.“Ready to Produce” as a Yes/No field
© kCura LLC. All rights reserved.
Production Workflow Considerations What to think about before creating your production workflow: • What are the production set parameters? – Are there multiple responsiveness or privilege fields? – Are there multiple markup sets? •
How are inconsistencies treated?
•
Is there a specific production order?
•
Consider setting up a consistent production set QC system – Use production set tag – Update production set QC searches for new tag or use temporary tag
© kCura LLC. All rights reserved.
Production Set QC Searches In Production Set and: • Not responsive • Privileged • Redacted, not tagged redact (make sure to search on proper markup set) • Tagged redact, not redacted (make sure to search on proper markup set) • Previously produced • Privilege screen terms, not marked privileged • Imaged and to be produced natively • To be imaged, not imaged • Corrupt/unprocessable in production set • Inconsistent families (related to production, not in production) • Duplicate/email thread/near duplicate of privilege document • Not reviewed/question/not sure for responsiveness or privilege • Outside of relevant date range
© kCura LLC. All rights reserved.
Final Production Volume Quality Control After Production
•
Review load files – – – –
Correct number of rows in DAT file Correct fields in DAT file Native and text paths are correct Correct number of documents in image files (count ,Y, or ,D) – Number of images in image load files – Number of natively produced documents
© kCura LLC. All rights reserved.
•
Review images – – – – –
Proper first bates number Proper confidentiality endorsement Redactions burned Any other special endorsements Correct number of images from image load files – Image type (B&W, color) are proper
Final Production Volume Quality Control After Production
•
Review text – Text of first document matches image of first document – OCR text for redacted documents – Empty text files only for documents with no text in database
© kCura LLC. All rights reserved.
•
Review native files – Correct number of native files – Proper extensions/document types produced natively
Common Errors in Productions What to watch out for? • Production Format – Format conforms with production specifications/ESI order – Proper image type (PDF/B&W/color) produced •
Text – OCR text produced – A text file is produced for every document – Blank text documents are intentional
© kCura LLC. All rights reserved.
•
Changes to Production Set – Additions to production set – Changes to tagging – Placeholders
•
Treatment of Exception Files – Produced natively with a placeholder – Placeholder only – Exception log
•
Production Order
What are your workflow ideas?
© kCura LLC. All rights reserved.
One More Thing…
© kCura LLC. All rights reserved.
Mobile Beta Program • New iPad app separate from Relativity Binders • Mobile-friendly design for saved searches, views, document lists, and coding layouts as they exist in Relativity • All coding on mobile is synchronized to and viewable in Relativity
© kCura LLC. All rights reserved.
Join the Beta!
© kCura LLC. All rights reserved.
•
Experience the new app before it becomes publicly available.
•
Explore new features added every month.
•
Guide the development of the product – a direct-line to Product Management.
•
Email [email protected] to participate.
In the Future • Administer Relativity from your smartphone • Case strategy and construction • Reporting dashboards • Support for additional devices and operating systems
© kCura LLC. All rights reserved.
Upcoming Events
© kCura LLC. All rights reserved.
Upcoming Events • Trainings: – Admin: Mon. and Tues., July 18-19 - Chicago – Analytics: Wednesday, July 20 - Chicago – Processing: Monday, July 25 - Chicago
• Exams: – – – –
RCA: Wednesday, Aug. 10 – Chicago Analytics: Tuesday, Aug. 9 – Chicago Review Specialist: Tuesday, Aug. 9 - Chicago Assisted Review: Tuesday, Aug. 9 - Chicago
© 2015 kCura. All rights reserved.
© kCura LLC. All rights reserved.
