Getting Started Guide

Transcription

1 Litigation Services Getting Started Guide LAW PreDiscovery Imaging and Electronic Discovery Processing Software Gain Control Over the Discovery Process

2 GETTING STARTED TABLE OF CONTENTS FEATURES CHAPTER 1: GETTING STARTED INSTALLATION n Demo Restrictions n System Requirements for LAW PreDiscovery Software n Installing LAW PreDiscovery n LAW Profile Manager n Checking License Availability n Creating Custom Profiles CHAPTER 2: GETTING STARTED LAW PREDISCOVERY OVERVIEW n Sample Project Scenario CHAPTER 3: WALK-THROUGH LAW PREDISCOVERY INTERFACE n Main User Interface CHAPTER 4: WALK-THROUGH CREATING A LAW PREDISCOVERY CASE CHAPTER 5: WALK-THROUGH BUILDING THE CASE n Importing Electronic Discovery n Unicode Support n Scanning Documents n Adding Documents n Adding Attachments n Inserting Documents n Appending Pages n Inserting Pages n Replacing Pages/Documents

3 GETTING STARTED TABLE OF CONTENTS CHAPTER 6: WALK-THROUGH QUALITY CONTROL n Creating and Editing Index Fields n Culling Record Sets n Filtering in the Grids n Deduplication n Searching Using Query Tools n Tagging Documents CHAPTER 7: WALK-THROUGH BATCH PROCESSING n TIFF Conversion n Distributed Batch Processing n Document Numbering n Endorsing CHAPTER 8: WALK-THROUGH EXPORTING n Export Profiles n Export Utility CONCLUSION

4 FEATURES Success in litigation goes hand in hand with clear and concise discovery. LAW PreDiscovery software concentrates on the first phase of discovery, enabling your litigation team to eliminate extraneous documents before production to save time, effort and money and provide better client service. The unique application features a highly intuitive interface that can be customized to suit your processing needs. It allows you to capture and process both paper and electronic files and underlying metadata, cull duplicate, immaterial and non-responsive documents, begin searching for relevant information faster, review natively, convert to TIFF or print to paper, and export directly to Concordance discovery management software or other popular applications for review. The tools in LAW PreDiscovery help you cut extensive document sets down to size, identify important case facts sooner and quickly respond to urgent data requests. Use LAW PreDiscovery to: n Process paper documents and electronic files efficiently Law PreDiscovery is a production-level imaging and electronic discovery solution that manages scanning and ESI Electronically Stored Data and enables you to process, pre-review and cull hundreds of native document types and s prior to scanning and reviewing n Extract text and metadata from e-documents, s and attachments n Cull duplicate and immaterial files prior to production and review to reduce processing costs and review time by 50 percent, on average n Filter by file type n Search full text n Index and code your data n Convert files to TIFF or print to paper n Perform batch processes such as document numbering, endorsing, optical character recognition (OCR), printing and TIFF conversion to streamline processing and optimize your resources n Export native files, images, coded data and OCR text to the desired litigation support application n Export directly to Concordance discovery management software or generate load files for import into CaseMap fact and issue management software n Review and produce discovery documents in various languages, including many European languages as well as Chinese, Russian, Japanese, Arabic, Korean and Greek and even conduct mixed-language searches within documents all using Unicode support n Increase control and efficiency to gain a return on your investment typically in as little as two months FEATURES 4

5 CHAPTER 1: GETTING STARTED INSTALLATION Thank you for choosing LAW PreDiscovery software, designed to provide law professionals with first-class litigation support. LAW PreDiscovery delivers the most cost-effective, time-efficient way to process paper documents and electronic files. Now you can build your case by scanning paper documents and importing electronic files quickly and easily. Prepare your document set for review by coding, culling duplicates and applying endorsements. Then export your responsive document data set for further review in Concordance software. This Getting Started Guide will help you get up to speed on the basics quickly. It s not often that you find so much power and flexibility in such an easy-to-use program. Demo Restrictions If you are using the evaluation version of LAW PreDiscovery (if you have not yet ordered the full software), you may open the evaluation version 30 times. Your use is limited to 100 documents per case. Cases containing more than 100 documents cannot be opened in a demo version of LAW PreDiscovery. A subset of the most commonly used ISIS scanner drivers is included with the evaluation version of LAW PreDiscovery. If your scanner is not found in the driver list, please send an to LAWsupport@lexisnexis.com to request a driver for your brand of scanner. Note: To avoid inadvertently adding more than 100 documents to a demo case, thereby preventing yourself from re-opening LAW PreDiscovery later, be wary of scanning with document break sheets or to single pages. Scanning in these ways can bring unexpected results once the document limit has been reached. Any remaining pages scanned in a batch after the limit has been reached will be added to the current document. CHAPTER 1 5

6 System Requirements for LAW PreDiscovery Software Hardware and Software Minimum Recommended Processor Speed (CPU) (Not specifically written to support Dual-CPU systems so performance increase may not be significant) Memory (RAM) Hard Drive (Installation) Supported Operating Systems (both 32- and 64-bit) Case Storage 1.7 GHz 1.0 GB 100 MB Windows XP SP 2+ Windows Vista (see notes below) Windows 7 (see note below) Windows 2000 Server** Windows Server 2003** Windows Server 2008** ** Host for server only (storage of images and database files) not recommended for client stations Single computer with LAW PreDiscovery cases stored on the local hard drive 3.0 GHz 3.0 GB 2.0 GB Extra hard drive space is needed for case databases, documents, etc. High speed hard drives (7200+ RPM) for workstations. Windows XP SP 2+ Windows 7 LAW PreDiscovery cases stored on a network server for access by LAW PreDiscovery client stations Case Databases Network Scanner Hardware Software Required for Native File Printing (Microsoft Outlook and Lotus Notes required for ED Loader mail store processing) Registration Backups LAW PreDiscovery supports the following back-end databases: SQL Server 2005 and 2008, SQL Express 2005 and 2008, and Access 2000 (library included with LAW PreDiscovery, does not have to be installed separately). SQL is the recommended database solution. 10/100 network required for production into shared cases A scanner supporting ISIS drivers; for a list of supported scanners, see LAWtsi supports TWAIN devices. Gigabit network recommended if working across network Office Professional (with current service packs): 2003 or 2007 Internet Explorer 6.1 Service Pack 1 or higher Adobe Standard or Professional 7.0 or higher (Adobe Reader supported but not recommended) AutoVue Viewer edrawings Viewer Lotus Notes Version 6.5 or higher Microsoft Visio 2003 or higher Up-to-date anti-virus software Network-based USB hardware key. At least one available USB port located on a computer accessible by all LAW PreDiscovery client stations via the network is required. Depending on workload and number of cases, it is strongly recommended that LAW PreDiscovery cases are backed up. The backups become extremely valuable in case of hardware failure or other unforeseen circumstances. CHAPTER 1 6

7 Note: LAW PreDiscovery requires the installation of source applications for all native document types that will be printed or converted to TIFF. For example, Microsoft Word must be installed to print Word documents. Microsoft Excel must be installed to print Excel, Lotus 1-2-3, and Quattro Pro worksheets. Microsoft PowerPoint must be installed to print PowerPoint slideshows/presentations, and so on. Note: Although anti-virus software is not required, we highly recommend having up-to-date anti-virus software installed and running on the LAW PreDiscovery machines during processing. LexisNexis is not liable for any damage caused by viruses embedded within processed documents. Note: If using Windows Vista or Windows 7, please note the following: When using LAW PreDiscovery with UAC (User Account Control) enabled, it is recommended users do not create cases under the Program Files folder. This is a protected location in Windows 7 and Windows Vista and therefore the case folder will be redirected to the virtual store, a location in the current user s profile (i.e., C:\ Users\<User>\AppData\Local\VirtualStore\Program Files\Law50\Cases). Certain functions in LAW PreDiscovery will not work properly when this data redirection occurs. To avoid this issue, disable UAC (at your own risk) or create cases in a network location or other location not treated as a protected location by Windows 7 and Windows Vista. Note: If using Windows Vista, please note the following: Users may experience a decrease in processing speeds when using LAW PreDiscovery with Windows Vista. This can be caused by any number of issues including fundamental differences in the Windows Vista TCP stack, new Windows Vista network settings (there is a wealth of knowledge on the Web for tweaks in this area), incompatible NIC drivers and the particular virus scanner in use. If general navigation in LAW PreDiscovery or processing speeds (TIFF, OCR, Endorse) seem unusually slow, you are likely affected by one or more of these issues and there may or may not be a solution depending on the actual cause. CHAPTER 1 7

8 Installing LAW PreDiscovery When installing LAW PreDiscovery software for the first time on a computer, you will need to download and execute the latest full installation file for the software or use an installation CD if available. Be sure that all LAW PreDiscovery 4.x and 5.x dongles (hardware keys) have been removed from the computer prior to the installation. To install using a link provided by LexisNexis, download the full installation file for LAW PreDiscovery software and double-click the installation file. To install using a CD provided by LexisNexis, insert the installation CD. The installation wizard should automatically start up. If the install program does not start up, go to the main directory of the CD and run law_full_ exe. Note: The portion of the filename indicating the LAW PreDiscovery version ( in the above example) may vary depending on the version included on the demo CD. Locate the law_full_<version #>.exe file in the root of your CD and double-click to begin the installation. (See Pages 9-12 for Installation Setup). CHAPTER 1 8

9 GETTING STARTED: INSTALLATION 1 Click the link provided by LexisNexis. To start the installation right away, choose the Run option. The Save option will allow you to store the downloaded file on the computer s hard drive and install LAW PreDiscovery later. 2 This screen will give a download status for copying the install programs onto your computer. 3 Depending on the security settings on the computer, this screen may ask permission to run the LAW PreDiscovery install program. Click the Run option to continue the installation. 4 If you are evaluating LAW PreDiscovery, enter DEMO in the password text box on this screen (then, the title bars in your installation screens will show DEMO MODE ). Alternately, if you hold an active LAW PreDiscovery license, enter the password provided to you by LexisNexis. Click OK. CHAPTER 1 9

10 GETTING STARTED: INSTALLATION 5 The installation screen is informational. Click Next to continue. 6 This screen has the End-User License Agreement (EULA) for LAW PreDiscovery. Please follow the instructions on this screen. If you accept the license agreement, click the option I accept the licensing terms and then click Next. 7 With the first two items selected in the component selection screen, the LAW PreDiscovery software and LexisNexis Image Driver (used to convert files to TIFF images in LAW PreDiscovery) will be installed. The third item, Sentinel Server 7.4, is a driver for the LAW PreDiscovery license key. This component is not needed for demo installations but is required if you are installing a licensed version of LAW PreDiscovery. Click Next to continue. 8 This screen allows you to select the location of the LAW PreDiscovery files. Select Next when the destination path has been selected. CHAPTER 1 10

11 GETTING STARTED: INSTALLATION 9 This screen allows you to back up the files replaced during installation. 10 If you chose Yes on the previous screen, select the destination directory for the backup files. Click Next to continue. 11 Select the name of the Programs folder. The default folder is LAW PreDiscovery (Start > Programs > LAW PreDiscovery). Click Next. 12 Click Next to begin the installation. CHAPTER 1 11

12 GETTING STARTED: INSTALLATION 13 This screen will indicate the status as files are copied onto the user s computer. 14 Select Finish to complete the installation. 15 Selecting OK will restart the computer. After the computer starts, the installation is complete. CHAPTER 1 12

13 LAW Profile Manager LAW PreDiscovery uses a server-based licensing scheme, making it easier to track and assign licenses. All licenses are maintained on one or more hardware dongles installed on a host computer, referred to as the License Server. Each workstation is then able to access the License Server through the network to check out available licenses for use on that individual workstation. The LAW Profile Manager enables you to quickly select licenses, create profiles, identify the licenses in use, and identify the licenses currently available. The LAW Profile Manager is used to establish or change the hostname of the computer that is hosting the license hardware key, or the License Server. Ensure at least one hardware dongle is attached to a computer before launching LAW PreDiscovery software. To initially launch LAW PreDiscovery software: 1. Start the LAW PreDiscovery software from your program folder or from the shortcut icon on your desktop. 2. Enter the hostname of the server with the LAW PreDiscovery dongle attached, and click OK. Note: If LAW PreDiscovery is installed on a network and the program file, Law50.exe, is shared, the hostname needs to be entered only once. If LAW PreDiscovery is executed locally, the hostname needs to be entered for each workstation when the product is launched. CHAPTER 1 13

14 If a hardware key is not found on the specified server, the following message is displayed. Click Yes to specify another hostname. 3. Select the license profile and click OK. The default license profiles include: n <Any Available Licenses> Checks out one of each available license. These licenses will not be available to other workstations using the same license key. Clicking OK starts LAW PreDiscovery software. n <Custom> Users can check out specific licenses based on their tasks. For example, if a user needs to scan documents, that individual can choose only the Scan license. Clicking OK opens the list of licenses. CHAPTER 1 14

15 Select the licenses needed for the session, and click OK. Only the selected licenses will be checked out and available on that workstation. From the LAW Profile Manager, you can also: n Click the button located to the right of the License Server name to change the license server hostname. n Click Advanced to check for license availability. For more details, see the following section, Checking License Availability. n Click Add to create a license profile. For more information, see the section further below, Creating Custom Profiles. CHAPTER 1 15

16 Checking License Availability The LAW Profile Manager (Administrative Mode) dialog box displays the license profiles and the availability of licenses, including the total number of licenses, licenses in use, and available licenses. Users can add new profiles, change the administrative password, and refresh the key to ensure the proper number of licenses is shown. To open the Administrative Mode dialog box: 1. From the LAW Profile Manager dialog box, click Advanced. 2. Enter and confirm the administrative password. It must have a minimum of six characters. This password is used to perform administrative functions in the LAW Profile Manager. Click OK. CHAPTER 1 16

17 Creating Custom Profiles New license profiles can be created and added to the LAW Profile Manager dialog box. To create a new custom profile: 1. From the LAW Profile Manager dialog box, click Add. 2. Enter the administrative password created when the Profile Manager was first launched. 3. Enter the name of the new profile. Optionally, a description can be entered. 4. Select the licenses to include in the profile. 5. To set this as the default profile for the current user, select Default Profile. 6. Click OK. The new license profile is displayed in the LAW Profile Manager dialog box. If selected as the default profile, it is automatically highlighted. Tip: To automatically check out licenses and bypass the LAW Profile Manager, select the profile as the default profile. Then clear the checkbox Prompt for profile when starting LAW PreDiscovery in the LAW Profile Manager dialog box. CHAPTER 1 17

18 CHAPTER 2: GETTING STARTED LAW PREDISCOVERY OVERVIEW LAW PreDiscovery allows you to scan paper documents, import load files and raw images, and import electronic discovery (ED). Once you have your discovery documents loaded, you can then cull duplicate and non-responsive files, review native documents, and search text and metadata for relevance. This prediscovery process gives you the control you need to produce and review only the documents that are most relevant to your case. This guide discusses the five key processes performed in LAW PreDiscovery. 1. Creating a New Case 2. Building the Case n Importing Electronic Discovery n Importing Load Files or Raw Images n Scanning Paper Documents 5. Exporting n Load Files n Native Files n Images n Text Files 3. Quality Control and Editing n Quality Control and Editing n Coding n Culling 4. Batch Processing n Bates Numbering n Image Cleanup n Endorsing n OCR n Printing n TIFF Conversion CHAPTER 2 18

19 Sample Project Scenario Let s say that you have received some CDs and DVDs, and you need to identify specific documents on the media through search phrases and metadata searches. Once you identify the documents, you need to convert them to TIFF and produce TIFF images, text files and metadata in a specific load file format. You can use the following processes to handle this project in LAW PreDiscovery: n Create the Case in LAW PreDiscovery and enable e-discovery to create the necessary fields for electronic discovery processing. n Import native files into LAW PreDiscovery via File > Import > Electronic Discovery. n Perform Quality Control/Edit/Cull (Search) to eliminate any errors or issues from the import process. Begin to perform the culling process through searching. Tag relevant documents. n Batch Process and convert relevant documents to TIFF. Possibly Bates number and endorse. n Perform QC on converted documents. n Export to application of choice. The upcoming sections will walk you through LAW PreDiscovery and provide more detail on how to scan jobs and perform basic e-discovery processing. CHAPTER 2 19

20 CHAPTER 3: WALK-THROUGH LAW PREDISCOVERY INTERFACE Main User Interface The main form in LAW PreDiscovery is divided into seven sections that provide easy access to index field information, images, text, native files and more. 1. Image: This area displays images (supported types) that were imported as raw images, imported as part of a load file and/or imported with a LAW PreDiscovery case, as well as scanned images, and/or images that were created using the TIFF conversion batch process. Supported image types loaded via the ED Loader also will be displayed. When no image file exists for a record, the default NO IMAGE AVAILABLE image will display. The View menu contains options to display the image only, thumbnails only, or both image and thumbnails (default). CHAPTER 3 20

21 2. Text: This section displays the associated text file for the record. The text may have been extracted during the ED Loader import, created during the OCR process in LAW PreDiscovery, captured as printed text during a TIFF conversion by the LexisNexis Image Driver, or imported during a raw image, load file, or LAW PreDiscovery case import. 3. Open File: This button launches the native file that exists in the case folder, if applicable. Files loaded through the ED Loader have native files tied to the records unless a filter was applied in the settings, such as deduplicating or file type filtering. EDRM XML imports may also have associated native files. The pull-down list attached to the Open File button allows users to choose a different source application with which to open the native file. 4. Index: System and/or user-defined index fields are displayed here. You can add/remove fields from this display using the Modify Fields dialog box, accessible via the Index menu. You can create profiles in the Modify Fields dialog box as well. 5. Grid View: This embedded grid is one of two grid displays provided in LAW PreDiscovery. The grid is an important tool when you perform certain tasks, such as filtering records, tagging documents, running the OCR process and reviewing metadata. For a more detailed discussion of grid displays, including how to launch them, see the section of this guide titled Walk-through: Quality Control. (Please note: the two grid displays in LAW PreDiscovery do not support Unicode foreign language capabilities. However, if Unicode characters exist in a field, they will display in a pop-up text box when you rest the pointer over the cell.) 6. Folder View: This pane displays the folder structure that was built for the specified case. You can manually create folders, or they can be automatically created when you import load files, raw images, LAW PreDiscovery cases or e-discovery. The Folder button on the main menu bar contains functions that apply to this area of the interface, such as creating and renaming folders, summarizing a folder of images, and sending a folder of records to one of the grid views. 7. Document List: This pane lists records for each folder in a LAW PreDiscovery case. In this grid, you can view up to six different fields, including DocID, Page Range (BegDoc#-EndDoc#), and Pages (total page count of the associated images). The Edit button on the main menu bar applies to this pane on the main interface. You can perform tasks such as inserting and replacing, auto-numbering, splitting and merging, and deleting records. Now that you are familiar with the main interface of LAW PreDiscovery, let s create a case. CHAPTER 3 21

22 CHAPTER 4: WALK-THROUGH CREATING A LAW PREDISCOVERY CASE To begin any scanning or electronic discovery project, you must first create a case. You will store the database, native files, text and image information in the case. To create a case: 1. Select File > New Case. The Select Database Engine dialog box will appear. 2. Choose your available database engine. If SQL is installed and configured, choose SQL Server/SQL Express 2005 option; otherwise choose Microsoft Access SQL is the recommended database solution. 3. Click OK. The New Case - Properties dialog box will appear. CHAPTER 4 22

23 4. Now you need to name your case. For this example, we used EDD_001. (Note: Unicode is not supported in LAW PreDiscovery case names. While the rest of the case path can contain Unicode, it is recommended that you not include Unicode characters in the case paths to avoid potential issues with third-party applications.) 5. Now enter a case description. For this example, we used Disks The description will help you identify the contents of the case later. 6. Click the checkbox to Enable Electronic Discovery for this case. This will automatically create the index fields for processing electronic discovery. 7. Now assign a Client or Project Name to the case. Click Edit List to add a new entry to the pull-down list. The Project Administration dialog box will appear. Click New Project. The New Project dialog box will appear. For this example we entered Project001 for the name and Test ED Project for the description. Click OK to continue. CHAPTER 4 23

24 8. The Project Administration dialog box will appear once again. Click OK to return to the New Case - Properties dialog box. Select Project001 from the pull-down list. 9. The case paths will default to C:\Program Files\LAW50\Cases. Click OK to create the case. 10. That is all there is to it! You created your first case. Now let s build your case by importing electronic discovery and scanning paper documents. CHAPTER 4 24

25 CHAPTER 5: WALK-THROUGH BUILDING THE CASE Importing Electronic Discovery The Import Electronic Discovery feature provides an easy way to import electronic discovery files into your case. LAW PreDiscovery makes it simple to include both s and documents in a single import for greater efficiency. Once the import process is complete, you may launch and review native files, execute database and full-text searches, tag documents, and convert files to TIFF. To import electronic documents: 1. Launch LAW PreDiscovery and open a case, such as the sample case EDD_ Click File, then Import > Electronic Discovery. The LAW PreDiscovery Electronic Discovery Loader ( ED Loader ) will appear. If you are using the DEMO version, then [Demonstration Mode] will appear in the ED Loader title bar. 3. The first step is to select a target folder. This will default to the folder that was selected in LAW PreDiscovery prior to launching the ED Loader. CHAPTER 5 25

26 4. Next, assign a custodian to the batch by typing a name into the Default Custodian text box. This custodian will be assigned to all sources added to the queue. 5. Now, let s enter a beginning DocID number in the DocID Seed text box. This feature will increment a document-level value for each record based on the specified DocID Seed. 6. Now it s time to add sources to the Source Queue. To add a mail store (PST or NSF) to the queue, click the Mail Store button, select the files and click OK. To add a file list, click the File List button and browse to the file list. 7. Now, let s select some folders. To add one or more folders of documents, click the Folder(s) button; the Select Folder(s) dialog box will appear. Click the checkbox next to the folder(s) to include them for processing. Check Recurse Subfolders to include all subfolders below the selected folder(s). Click Accept to add the folder(s) to the Source Queue. CHAPTER 5 26

27 8. Now, to select files, click the File(s) button; the Select File(s) dialog box will appear. Select the folder from the tree view containing the desired files, then highlight one or more files to include them for processing. Click Accept to add the file(s) to the Source Queue. (If you are using the DEMO version, the ED Loader will stop loading after the demo limit of 100 documents is reached.) 9. Now let s move to the Settings tab. In this area of the ED Loader, you can deduplicate, choose to include or exclude file types, and configure options for text extraction, folder structure, archives, and more. CHAPTER 5 27

28 10. To find duplicate files, click Deduplication on the Settings tab, and then click the checkbox next to Enable Duplicate Detection. There are two options for the working digest, or hash method used to check for duplicates: MD5 or SHA-1. SHA-1 is often considered to be the stronger of the two options. Choose the scope (case- or custodian-level) and the action for the duplicates, if any are detected. CHAPTER 5 28

29 11. Now, let s perform text extraction. Click Text Extraction on the Settings tab, and click the checkbox to Enable Text Extraction. Options will apply to text that is pulled during the extraction process. CHAPTER 5 29

30 12. Next, let s try file type filtering. If Enable File Filtering is not checked, then all selected files in the Source Queue will be imported into LAW PreDiscovery, regardless of their type (record is created for each and native file is copied). If filtering is needed, enable this option, then click the File type manager: Edit button in the File Types settings. This will launch the File Type Manager, which allows users to set files as Included or Excluded prior to loading into LAW PreDiscovery. This feature will be useful when unwanted files, such as system files, exist in the selected sources and need to be excluded. 13. Now that sources have been added and options have been set, click Start. 14. After you click the Start button, the Confirm Settings dialog box appears. You may use it to verify that the desired settings are configured prior to extraction. After confirming the settings, click OK to begin the import. LAW PreDiscovery will first inventory the sources to gain a file count. Once this process is complete, extraction will commence on all selected sources and records will be written to the LAW PreDiscovery case database. When the import process is complete, the Complete dialog box will appear, providing a quick summary of each source as well as a summary of all sources, including total number of records written to LAW PreDiscovery, number of warnings, etc. CHAPTER 5 30

31 Unicode Support In cases where you need to review and produce discovery documents in foreign languages or even conduct mixed-language searches within documents, you can benefit from the Unicode support in LAW PreDiscovery. LAW PreDiscovery versions 5.2 and higher support the Unicode standard for universal character encoding. Proper language packs must be installed on the computer in order for the associated Unicode characters to display within the LAW PreDiscovery user interface. You can use the ED Loader to import files that have Unicode file names or are residing in a Unicode path. You can retain and display these Unicode paths in the main folder view and in any other applicable LAW PreDiscovery folder view. Unicode existing in the metadata will be retained and can be displayed in the Index display. Scanning Documents LAW PreDiscovery is made up of several different licenses that are sold individually or in bundles. If you need to process paper documents, you will need the Scan or LAWtsi (touch screen interface) scan license (available for order separately). Let s go over some scanning basics. Before scanning any documents, you must first select a scanner. All scan functions will be disabled until a scanner has been recognized. First, choose Select Scanner from the Scan menu to display a list of all available scanner drivers. The next step is to set options such as black border removal and barcode detection (Scan >Scan Options), as well as scanner settings such as mode (black & white, color, grayscale), resolution (DPI), page size, brightness and contrast (Scan >Scanner Settings). Once you have selected your scanner and set up your options, you are ready to scan. All newly scanned documents will be saved in the current folder, so we recommend that you make periodic checks to ensure documents are in the intended folder. When scanning documents, you should remove any staples, clips, rubber bands or other bindery materials, and then place the page(s) to be scanned in the auto-document feeder or on the flatbed. CHAPTER 5 31

32 Adding Documents To add new documents to the current folder, open the desired folder and select New Document (<F3>) from the Scan menu. All new documents will be added to the end of the folder. If you are scanning from the document feeder, LAW PreDiscovery will scan until the feeder is empty. Adding Attachments You can also add documents as attachments to other documents. This allows logical grouping of related documents. To manually add an attachment, select New Attachment (<Ctrl+F3>) from the Scan menu. The new document will be added as an attachment to the last document in the current folder. Attachments cannot be added at scan time to intermediate documents in a folder. If documents have been scanned out of order, you will need to scan the attachment as a normal document to the end of the folder, move it immediately behind the appropriate parent document, and then manually attach it. Inserting Documents LAW PreDiscovery allows you to insert documents in a particular location within the current folder by selecting Edit > Insert > Scanned Document. In this way, you can insert a document that was missed at scan time. This feature is very important because, unless documents are specified by a query, all processing functions (batch processing, exports) are executed in scan order. The inserted document will be placed above the currently selected document in the current folder. Appending Pages This function allows you to append new pages to an existing document. Select the document to which the pages should be appended, and select Append (<F5>) from the Scan menu. The new page(s) will be added to the end of the selected document. Inserting Pages LAW PreDiscovery also allows you to insert pages into existing documents in the event that pages were missed or acquired from another source. If you need to insert new pages from the scanner, select Edit > Insert > New Page(s). The new pages will be inserted before the currently selected page. To insert pages from existing documents, select the Existing Page(s) menu item from the Insert menu. If you are inserting existing pages, you will be prompted to select one or more existing images to insert. Replacing Pages/Documents The Replace function allows you to replace pages within a document or replace the entire document. Select Edit > Replace > Page(s) to replace individual pages within a document, or select Document to replace the entire document. If you are replacing pages, the new pages will replace the current page, moving forward for as many new pages that are scanned. CHAPTER 5 32

33 CHAPTER 6: WALK-THROUGH QUALITY CONTROL Creating and Editing Index Fields Index fields store information about the records in a LAW PreDiscovery case. The index information for each record is displayed on the Index display on the main form to the right of the main image window. This information is helpful when you need to retrieve records from within LAW PreDiscovery, once records are exported to the litigation support applications. You can enter nearly an unlimited number of user-defined index fields in each case. When you have created a new case and selected Enable Electronic Discovery for this case from the New Case - Properties dialog box, the index fields necessary for processing electronic discovery are created automatically. Creating index fields is one of the first things you should do after creating a new case. You can enter folder level index information when scanning images or tag relevant documents when processing electronic discovery. Use the Modify Fields form to add, delete and update existing fields. To open this form, select Index > Modify Fields from the main form. The Modify Fields dialog box will appear, displaying all system and user-defined (if any) index fields. Fields shown in gray are system fields and cannot be deleted or edited. Fields shown in black are user-defined fields CHAPTER 6 33

34 1. Add Field: Launches Add Field dialog box. 2. Delete Field: Deletes a user-defined index field. 3. Save Changes: Saves changes after you edit field properties. 4. Apply Template: Applies an existing case template. 5. Save Template: Saves a case template based on the current LAW PreDiscovery case. 6. Edit List: Launches the List Editor to allow editing of list field values. 7. Name: Displays names of system- and user-defined fields. 8. Table: Indicates if a field is contained in the document- or page-level table of the database. 9. Type: Lists the type of field. 10. Row Span: Indicates how many rows of data will be visible in the Index display. 11. Indexed: Indicates if a field is indexed. 12. Locked: Indicates if a field is locked. All system fields will be locked, meaning they cannot be edited. 13. Unique: Indicates if a field is set to unique; if so, then values in this field must be unique for each record. 14. Visible: Indicates if the field is visible on the Index display. 15. Field Order: Displays the order of fields in the Index display. 16. Active Profile: Displays the name of the profile currently applied in the Index display. 17. Add New Profile: Allows users to create profiles to be used for storing field order and visibility. 18. Delete Profile: Deletes a user-defined Index profile. 19. Close: Closes the Modify Fields dialog box. CHAPTER 6 34

35 Adding a Field To create a new field, click the Add Field button. The Add Field dialog box will appear. Enter a name for the field. (Index field names cannot contain Unicode characters.) The Table option allows you to select either Document-Level or Page-Level. Document-level field values will be the same for all pages of a document. Page-level field values will apply to only the selected page. Field Types Seven field types are available when you create new fields: n Text: This standard text field can contain up to 255 text characters. n Auto-Increment: This is the same as the text field, except it will automatically increment from one document to the next if no value is specified. n Date: This field requires entry of a valid date format with a 4-digit year (i.e., mm/dd/yyyy). n List: This is the same as the text field, but allows entry of pre-specified values, which appear in a pull-down list for the field on the index tab. You can modify the list values by selecting the Edit List button once a list field has been selected from the fields list. n Memo: This field type is for large text field values that exceed 255 characters the Span Height setting adjusts the number of rows displayed on the main form (memo fields cannot be indexed). n Numeric: This field accepts numeric values between the values of and n Tag (Boolean): This field has one of two states (Yes/No). Yes is represented by a green checkmark in the grid displays. The field, when viewed in the Index display, contains Yes and No in a pull-down list. CHAPTER 6 35

36 Culling Record Sets In many cases, not all the files on the media you receive are useful or needed by the client. As a result of the extraction process, you will be able to locate records that need to be produced. This will potentially reduce the number of files that need to be handled. In LAW PreDiscovery, once a grid is launched, documents may be searched, culled and flagged for further processing. You may use queries, filtering options and tagging options to locate the files. After flagging the necessary documents, you may query those flags and send the returned documents for batch processing or exporting. Filtering in the Grids Documents may be filtered in the grids based on values present in the index fields. This feature allows you to choose any field value in the current case, quickly locate any records with that same value, and remove the records without that value from the grid. To filter records based on a field value: 1. Launch a grid display by clicking the globe icon located on the main toolbar. CHAPTER 6 36

37 2. Ensure that the DocExt field is currently displayed in the grid. If not, launch the Field List (View > Field List) and click the checkbox next to this field. The DocExt field contains the file extensions of files loaded through the ED Loader. 3. Right-click in any populated cell in the DocExt column for example, a cell containing the xls value. Filtering options will appear. 4. Choose Filter by Selection. Only records containing the selected value will remain in the grid. 5. If you wish to return documents that do not contain the selected value, choose Filter Excluding Selection. Only records that do not contain the specified value will be returned to the grid. Note: To process the filtered documents, simply launch the Batch Process or Export Utility from the grid; only the current record set will be selected for processing. LAW PreDiscovery allows you to easily remove the filter and return the previous set of records when needed. To remove a filter: 1. Right-click in any cell in the grid. The filtering options will appear. 2. Choose Remove All Filters. The original record set that was loaded prior to filtering will return to the grid. Deduplication A duplicate file is an exact replica of another file. This is often apparent in electronic discovery containing multiple mail stores from individuals receiving the same or when electronic files have been created and saved in multiple locations. Duplicate files are determined by hashing either the entire file (e-docs) or key metadata fields ( s). The scope of the project determines whether or not deduplication will be performed and which methods will be used. To perform deduplication after the ED Loader import process: 1. Click Tools-Deduplication Utility to load the current duplicate information. 2. On the Info tab, click the Load button to retrieve the current deduplication statistics for the LAW PreDiscovery case, such as number of duplicates (global or custodian level) and number of root duplicate records. If deduplication has not yet been performed on the records, the values for each displayed item will be zero. CHAPTER 6 37

38 3. Click each item in the Info tab to view its description (as shown in the above image). 4. On the Tools tab, consider whether to click the Deduplication Status Reset button or the Verify Deduplication Log. The Deduplication Status Reset option flushes all items from the current deduplication log and resets the deduplication-related fields for all records in the case. In other words, the entire case will be in a state as if deduplication has never been performed. The Verify Deduplication Log verifies that all entries in the log exist in the LAW PreDiscovery case. This tool is included for troubleshooting purposes. 5. Go to the Settings tab and select options. 6. Click Start. CHAPTER 6 38

39 Alternately, you can perform deduplication earlier during the ED Loader import process described previously in the section Walk-through Building the Case : 1. Select File > Import > Electronic Discovery from the main menu to open the ED Loader. 2. Click the Settings tab and select Deduplication from the side menu to reach the list of available options. 3. Click the checkbox to enable duplicate detection. 4. Select the working digest you want to use. This is the method of hashing that will be used to determine duplicates. The hash values are obtained through metadata fields ( ) or by hashing the entire file (e-docs). LAW PreDiscovery uses two types of hashing methods: a. MD5: 128-bit output b. SHA-1: 160-bit output 5. Now, select the Test to deduplicate against (Scope). During the import process, deduplication can be performed at one or two levels. Select Case Level (Globally) if you want to deduplicate documents against the entire incoming collection and against existing records in the LAW PreDiscovery case. Select Custodian Level if you want to deduplicate documents against records with identical custodian values. 6. Next, you will need to select an action from the pull-down list under If record is considered a duplicate then (Action). Select Include if you would like to create a record for the duplicate in the database and copy the native file into the case folder. Select Partially Exclude if you would like to create a record in the database, but not copy the native file. Select Exclude if you do not want to create a record and do not want to copy the native file to the case folder. CHAPTER 6 39

40 CHAPTER 6 40

41 Searching Using Query Tools Clients commonly request that documents be produced based on certain criteria. LAW PreDiscovery has searching tools that allow you to perform advanced database and full-text searches to locate the requested records. You may easily return the flagged records when needed for processing by using the filtering methods in the previous section or the tool discussed in the next section. Query Builder The Query Builder is ideal for running advanced database and full-text searches to locate desired records in a case. Now you can build more advanced searches by adding multiple conditions to searches and clauses within searches, save common queries and re-execute them as needed, and search a greater number of system fields in the case. The Query Builder contains three tabs: Advanced, Saved Filters and Search History. New queries are built in the Advanced tab. To build a query (Advanced tab): 1. To launch the Query Builder tool, click Tools > Search Records or click the binoculars icon on the main toolbar. The Database Query Builder dialog box will appear. CHAPTER 6 41

42 2. The Field Name pull-down list allows you to choose the index field to be searched; for this example, we will choose DocExt. 3. The Operator determines the type of search to be performed on the specified field. Choose Equals. 4. The Value field is used to enter the value the user wishes to locate in the selected field. For this example, enter DOC. This search will return any records containing a value of DOC in the DocExt index field. 5. Click Add Condition to add the search criteria to the list of Current Conditions. To apply additional conditions, choose AND or OR from the Join pull-down list, and then add the new condition(s). 6. You can save the current query by clicking File > Save. The Save As dialog box will appear. CHAPTER 6 42

43 7. Choose User or Shared for the storage level to determine whether the query will be available later to only the currently logged-in user or to all users who enter the case. Enter a name for the query and a description. Click Accept. The query will be available in the Saved Filters tab each time the Query Builder is accessed in the current case. 8. Click Execute on the Advanced tab to execute the query. The query results will be returned to your default grid. To execute a saved query (Saved Filters tab) The purpose of saving the query is to allow you to easily re-execute a common or complex query that has been previously executed in the same LAW PreDiscovery case. 1. Click the binoculars icon on the main toolbar. The Query Builder dialog box will appear. 2. Click the Saved Filters tab. 3. Choose User, Shared or All Available Views from the Storage Level/Scope pull-down list. This will determine which queries will display in the form. 4. Click the Title to view a description and preview of the selected filter. Double-click the Title to apply the query to the Advanced tab. 5. Click Execute. The results will be returned to the grid view. CHAPTER 6 43

44 Search History Tab The Search History tab will save the last 50 filters that were executed from the Query Builder. 1. Click the Search History tab in the Query Builder. 2. Double-click a filter in the list to send the query to the clause list in the Advanced tab. 3. Click Execute. The results will be returned to the designated grid. Once the desired records have been returned in the grid, the records may be flagged and sent for further processing. When the Batch Process or Export Utility is executed while a culled set of records is displayed in the grid, only that record set will be selected for processing. You can change the documents to be processed by using the folder selection options within each of these utilities. Tagging Documents When you filter and search to locate documents, you will likely also need to tag the returned records so you can locate them for processing later. LAW PreDiscovery allows you to create a number of tag fields for example, to be used for flagging records marked privileged or confidential. LAW PreDiscovery enables you to create a number of tag fields for flagging these records. You may also want to tag documents that need reprocessing during the QC process. Tagging Individual Documents The grid displays in LAW PreDiscovery are well suited for locating and tagging documents. Multiple tagging-related options are available to make the task easier to perform. Documents may be tagged individually or in batches. In order to perform the next steps, a tag field will need to exist in the case. To create a tag field, click Index > Modify Fields, click Add Field, enter a name such as Print in the Name field, choose Document-Level for the Table, and choose Tag for the Type. CHAPTER 6 44