Production Workflows
New York City User Group Relativity Production Workflows
© 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.
© 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.
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.
Responsive Docs – Privileged Docs = OK to Produce.
© kCura LLC. All rights reserved.
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???
© 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.
RDC
© 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)
• 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
•
Previously produced
•
Privilege screen terms, not marked privileged
• Not reviewed/question/not sure for responsiveness or privilege
•
Imaged and to be produced natively
• Outside of relevant date range
© 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
– Placeholders •
– Placeholder only
– A text file is produced for every document
© kCura LLC. All rights reserved.
Treatment of Exception Files – Produced natively with a placeholder
– OCR text produced
– Blank text documents are intentional
Changes to Production Set
– Exception log •
Production Order
Takeaways Question: Suppression of metadata •
Answer: It's in the backlog/roadmap for export enhancements- the idea being that you would select the metadata fields where you want to suppress the information. We encourage those that would like to see this feature to comment on our Ideas Portal as our Product Management team pulls directly from that during development planning.
© kCura LLC. All rights reserved.
© 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.
© 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.
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.
Responsive Docs – Privileged Docs = OK to Produce.
© kCura LLC. All rights reserved.
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???
© 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.
RDC
© 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)
• 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
•
Previously produced
•
Privilege screen terms, not marked privileged
• Not reviewed/question/not sure for responsiveness or privilege
•
Imaged and to be produced natively
• Outside of relevant date range
© 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
– Placeholders •
– Placeholder only
– A text file is produced for every document
© kCura LLC. All rights reserved.
Treatment of Exception Files – Produced natively with a placeholder
– OCR text produced
– Blank text documents are intentional
Changes to Production Set
– Exception log •
Production Order
Takeaways Question: Suppression of metadata •
Answer: It's in the backlog/roadmap for export enhancements- the idea being that you would select the metadata fields where you want to suppress the information. We encourage those that would like to see this feature to comment on our Ideas Portal as our Product Management team pulls directly from that during development planning.
© kCura LLC. All rights reserved.
