Washington DC
Washington DC Relativity Production Workflows
© kCura LLC. All rights reserved.
The D.C. Steering Committee •
Kristin Thompson - Williams Connolly
•
Margaret Havinga - Williams Connolly
•
Richard Addison - Finnegan Henderson
•
Kate Bauer - Steptoe & Johnson
© 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 create custom placeholders
•
Can add more than one markup set to a production via data sources
•
Can copy productions to new workspace via template.
© kCura LLC. All rights reserved.
Production Data Source
© 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 – Proper first bates number
– Correct number of rows in DAT file
– Proper confidentiality endorsement
– Correct fields in DAT file
– Redactions burned
– Native and text paths are correct
– Any other special endorsements
– Correct number of documents in image files (count ,Y, or ,D)
– Correct number of images from image load files
– Number of images in image load files
– Image type (B&W, color) are proper.
– Number of natively produced documents
© kCura LLC. All rights reserved.
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? •
•
Changes to Production Set – Additions to production set
Production Format – Format conforms with production specifications/ESI order
– Changes to tagging
– Placeholders
– Proper image type (PDF/B&W/color) produced •
•
Treatment of Exception Files – Produced natively with a placeholder
Text – OCR text produced
– Placeholder only
– A text file is produced for every document
– Exception log
– Blank text documents are intentional • © kCura LLC. All rights reserved.
Production Order
What are your workflow ideas?
© kCura LLC. All rights reserved.
© kCura LLC. All rights reserved.
© kCura LLC. All rights reserved.
The D.C. Steering Committee •
Kristin Thompson - Williams Connolly
•
Margaret Havinga - Williams Connolly
•
Richard Addison - Finnegan Henderson
•
Kate Bauer - Steptoe & Johnson
© 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 create custom placeholders
•
Can add more than one markup set to a production via data sources
•
Can copy productions to new workspace via template.
© kCura LLC. All rights reserved.
Production Data Source
© 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 – Proper first bates number
– Correct number of rows in DAT file
– Proper confidentiality endorsement
– Correct fields in DAT file
– Redactions burned
– Native and text paths are correct
– Any other special endorsements
– Correct number of documents in image files (count ,Y, or ,D)
– Correct number of images from image load files
– Number of images in image load files
– Image type (B&W, color) are proper.
– Number of natively produced documents
© kCura LLC. All rights reserved.
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? •
•
Changes to Production Set – Additions to production set
Production Format – Format conforms with production specifications/ESI order
– Changes to tagging
– Placeholders
– Proper image type (PDF/B&W/color) produced •
•
Treatment of Exception Files – Produced natively with a placeholder
Text – OCR text produced
– Placeholder only
– A text file is produced for every document
– Exception log
– Blank text documents are intentional • © kCura LLC. All rights reserved.
Production Order
What are your workflow ideas?
© kCura LLC. All rights reserved.
© kCura LLC. All rights reserved.
