Kansas City User Group
Kansas City User Group Relativity Production Workflows
© kCura LLC. All rights reserved.
The Kansas City Steering Committee •
Cathy Stoetzer, Husch Blackwell
•
Cari Matias, Stinson Leonard Street LLP
•
Steve Clark, Dentons US
© 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 errors.
© kCura LLC. All rights reserved.
What’s new in Productions
© kCura LLC. All rights reserved.
What’s new in Productions 9.2 – 9.4 Highlights •
Productions is now 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.
What’s your Production horror story?
© kCura LLC. All rights reserved.
Steps to Production 1. Identify Documents Eligible for Production 2. Break Out Documents into Data Sources
3. Create the Production Set 4. 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 (Images and Natives) – 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 – 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 – Data Source
© 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
•
Review images
– Correct number of rows in DAT file
– Proper first bates number
– Correct fields in DAT file
– Proper confidentiality endorsement
– Native and text paths are correct
– Redactions burned
– Correct number of documents in image files (count ,Y, or ,D)
– Any other special endorsements
– Number of images in image load files – Number of natively produced documents
© kCura LLC. All rights reserved.
– 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
– Additions to production set – Changes to tagging
– 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
– Placeholders
•
Treatment of Exception Files – Produced natively with a placeholder
– Placeholder only – Exception log
What are your workflow ideas?
© kCura LLC. All rights reserved.
© kCura LLC. All rights reserved.
The Kansas City Steering Committee •
Cathy Stoetzer, Husch Blackwell
•
Cari Matias, Stinson Leonard Street LLP
•
Steve Clark, Dentons US
© 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 errors.
© kCura LLC. All rights reserved.
What’s new in Productions
© kCura LLC. All rights reserved.
What’s new in Productions 9.2 – 9.4 Highlights •
Productions is now 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.
What’s your Production horror story?
© kCura LLC. All rights reserved.
Steps to Production 1. Identify Documents Eligible for Production 2. Break Out Documents into Data Sources
3. Create the Production Set 4. 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 (Images and Natives) – 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 – 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 – Data Source
© 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
•
Review images
– Correct number of rows in DAT file
– Proper first bates number
– Correct fields in DAT file
– Proper confidentiality endorsement
– Native and text paths are correct
– Redactions burned
– Correct number of documents in image files (count ,Y, or ,D)
– Any other special endorsements
– Number of images in image load files – Number of natively produced documents
© kCura LLC. All rights reserved.
– 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
– Additions to production set – Changes to tagging
– 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
– Placeholders
•
Treatment of Exception Files – Produced natively with a placeholder
– Placeholder only – Exception log
What are your workflow ideas?
© kCura LLC. All rights reserved.
