Chicago User Group
Chicago User Group Production Workflows
© kCura LLC. All rights reserved.
The Chicago Steering Committee •
Jay Carle (Seyfarth Shaw)
•
Matthew Christoff (Seyfarth Shaw)
•
Jayson Levine (Kirkland & Ellis)
•
Eric Stadel (Freeborn & Peters)
© kCura LLC. All rights reserved.
How does a user group work •
You, the community, drive the user group’s topics and conversation
•
kCura is here to moderate the conversation
•
The more you put into the meetings the more you get out
•
Surveys will go out at the end of each meeting, Please fill out!!
© kCura LLC. All rights reserved.
Agenda •
Steps to creating a re-usable production workflow
•
Pre-production QC workflow considerations
•
Post-production QC workflow considerations
•
Some common problems
•
Workflow Ideas
© kCura LLC. All rights reserved.
What’s new in Productions
© kCura LLC. All rights reserved.
What’s new in Productions 9.3 – 9.5 Highlights • Productions is an ADS application • No longer need to create Document fields to hold bates numbers – Documents belonging to more than one production will have separate bates numbers • Use saved searches as your data sources for your productions instead of mass operation • Can add more than one markup set to a production via data sources • Can create custom placeholders • Can copy productions to new workspace via template.
© kCura LLC. All rights reserved.
Production Data Source
© kCura LLC. All rights reserved.
Custom Placeholders
© kCura LLC. All rights reserved.
Document Field Numbering
© kCura LLC. All rights reserved.
Steps to Production 1. 2. 3. 4.
Identify Documents Eligible for Production Break Out Documents into Data Sources Create the Production Set Create a Recurring Workflow.
© kCura LLC. All rights reserved.
Steps to Production 1. Identify Documents Eligible for Production – Responsive Documents + Family – Privileged Documents + Family – 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 – OK to Produce (Images Only) – OK to Produce (Natives Only) – Additional data sources possible.
© kCura LLC. All rights reserved.
Steps to Production 3. Create the Production Set – Create a new Production Set – Add Data Sources – Stage Production – Run Production.
© kCura LLC. All rights reserved.
Steps to Production – Production Set
© kCura LLC. All rights reserved.
Steps to Production – Copy to Legacy Document Fields Script
© kCura LLC. All rights reserved.
Steps to Production 4. Create a Recurring Workflow – Exclude previously produced documents • Production::Begin Bates is not set – Create a “Control Valve” field • “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.
© kCura LLC. All rights reserved.
Pre-Production 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 Problems 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
Workflow Ideas
© kCura LLC. All rights reserved.
Placeholder Copier
© kCura LLC. All rights reserved.
Single File Upload
© kCura LLC. All rights reserved.
Integration Points Exports
© kCura LLC. All rights reserved.
Integration Points Exports – Renaming Fields
© kCura LLC. All rights reserved.
What are your workflow ideas?
© kCura LLC. All rights reserved.
Questions?
© kCura LLC. All rights reserved.
Relativity Specialist Exams Discount
Save 30% on Relativity Project Management, Infrastructure, and Processing exams taking place June 12 through the end of fall.
Please stick around Training & Documentation Focus Groups *** Attendees will receive 1 RCE credit for participation © kCura LLC. All rights reserved.
© kCura LLC. All rights reserved.
The Chicago Steering Committee •
Jay Carle (Seyfarth Shaw)
•
Matthew Christoff (Seyfarth Shaw)
•
Jayson Levine (Kirkland & Ellis)
•
Eric Stadel (Freeborn & Peters)
© kCura LLC. All rights reserved.
How does a user group work •
You, the community, drive the user group’s topics and conversation
•
kCura is here to moderate the conversation
•
The more you put into the meetings the more you get out
•
Surveys will go out at the end of each meeting, Please fill out!!
© kCura LLC. All rights reserved.
Agenda •
Steps to creating a re-usable production workflow
•
Pre-production QC workflow considerations
•
Post-production QC workflow considerations
•
Some common problems
•
Workflow Ideas
© kCura LLC. All rights reserved.
What’s new in Productions
© kCura LLC. All rights reserved.
What’s new in Productions 9.3 – 9.5 Highlights • Productions is an ADS application • No longer need to create Document fields to hold bates numbers – Documents belonging to more than one production will have separate bates numbers • Use saved searches as your data sources for your productions instead of mass operation • Can add more than one markup set to a production via data sources • Can create custom placeholders • Can copy productions to new workspace via template.
© kCura LLC. All rights reserved.
Production Data Source
© kCura LLC. All rights reserved.
Custom Placeholders
© kCura LLC. All rights reserved.
Document Field Numbering
© kCura LLC. All rights reserved.
Steps to Production 1. 2. 3. 4.
Identify Documents Eligible for Production Break Out Documents into Data Sources Create the Production Set Create a Recurring Workflow.
© kCura LLC. All rights reserved.
Steps to Production 1. Identify Documents Eligible for Production – Responsive Documents + Family – Privileged Documents + Family – 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 – OK to Produce (Images Only) – OK to Produce (Natives Only) – Additional data sources possible.
© kCura LLC. All rights reserved.
Steps to Production 3. Create the Production Set – Create a new Production Set – Add Data Sources – Stage Production – Run Production.
© kCura LLC. All rights reserved.
Steps to Production – Production Set
© kCura LLC. All rights reserved.
Steps to Production – Copy to Legacy Document Fields Script
© kCura LLC. All rights reserved.
Steps to Production 4. Create a Recurring Workflow – Exclude previously produced documents • Production::Begin Bates is not set – Create a “Control Valve” field • “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.
© kCura LLC. All rights reserved.
Pre-Production 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 Problems 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
Workflow Ideas
© kCura LLC. All rights reserved.
Placeholder Copier
© kCura LLC. All rights reserved.
Single File Upload
© kCura LLC. All rights reserved.
Integration Points Exports
© kCura LLC. All rights reserved.
Integration Points Exports – Renaming Fields
© kCura LLC. All rights reserved.
What are your workflow ideas?
© kCura LLC. All rights reserved.
Questions?
© kCura LLC. All rights reserved.
Relativity Specialist Exams Discount
Save 30% on Relativity Project Management, Infrastructure, and Processing exams taking place June 12 through the end of fall.
Please stick around Training & Documentation Focus Groups *** Attendees will receive 1 RCE credit for participation © kCura LLC. All rights reserved.
