RECENSEO Quick Reference

Transcription

1 Your team has the tools to dramatically speed document review. And those tools are as easy as,, Pronunciation. Re cĕn sēō Origination. From the Latin word, Review. Adjective. Powerful, intuitive, secure, stable. Simple, yet complex. Noun. Your complete review solution. Usage. Recenseo offers the required horsepower, flexibility, and function for the largest and most complex electronic discovery projects, while remaining as easy as,, to learn and use.

2 TEAM PLAYERS It takes a team to win a case! Working together, your team will be positioned for success because your success is our team s primary objective. Through years of experience and thousands of legal matters with clients from around the globe, we have mastered a tried and true methodology with a proven track record of benefiting our clients. You At icontrol ESI, YOU are our No. priority! Whether you re an AmLaw 00 firm, a Fortune 50 company, or an office of one, YOU are the most important member of the team. icontrol ESI icontrol ESI assigns your team a dedicated Project Management team to provide 4/7 support. Your icontrol Project Management team is available to provide ongoing training, answer questions, assist with collections, searches, productions, or any other task that would simplify your casework! No matter where you re located, we re available in realtime all the time. Recenseo Recenseo is icontrol ESI's complete review solution our proprietary web-based document management and review repository designed with YOU in mind. The software is a powerful utility in a highly intuitive, secure and stable platform and easy to access from virtually anywhere. Whether you re one paralegal searching for a particular document, or a large team of contract attorneys conducting a privilege review, Recenseo offers a high degree of flexibility, stability, and function.

3 UPLOAD DATA TO icontrol Data may be transferred to icontrol via the Recenseo File Transfer tool. All data submitted via Recenseo File Transfer flows through an encrypted https tunnel, allowing you to quickly and securely submit data for processing. Each user s default Recenseo File Transfer configurations allow: Up to four concurrent uploads Up to 0 GB per upload Up to three concurrent downloads Compressed.zip,.rar,.tar, and/or.gz files (If your data needs require extended bandwidth configurations, please contact your Project Manager.) Log in to Recenseo File Transfer Point your browser to and log in at the prompt with your Recenseo Username and Password. Add Settings & Data In the Settings section of the Uploads tab, enter instructions to accompany the data, then click Add or drag and drop your compressed file(s) to the Drop Files Here section. (The File Transfer applet requires Java. Select Run/Allow Java if prompted.) Upload Data Click the Start Upload button to initiate the upload process. You and your icontrol ESI Project Management team will receive automated notifications from admin@icontrolesi.com when the upload begins and completes. Physical collections may also be shipped to the icontrol ESI Data Processing Center. icontrol ESI 6479 Dallas Pkwy, Suite 70 Addison, TX 7500

4 RECENSEO ACCESS Access to your team s case repository in Recenseo is coordinated by your team administrator and your icontrol project manager. Each member of your review team will receive a unique login for repository authentication via standard web browsers (latest versions of Internet Explorer and Mozilla Firefox) and icontrol ESI s dedicated Terminal Servers. The two methods of access may be used interchangeably, though the Terminal Services method is recommended for native file review. The Terminal Server review model permits you to review documents without transferring the full file content over the internet, substantially reducing review time, particularly for reviews containing a significant percentage of medium/large native files. Log in to the Terminal Server Open the Remote Desktop Protocol (.RDP file) provided by icontrol ESI, click Connect, then enter your Recenseo Username and Password at the icontrol ESI Terminal Services prompt. Log in to Recenseo Enter your Recenseo Username and Password in the designated fields of the icontrol ESI Recenseo prompt. (Use the same Username and Password for both the Terminal Server and Recenseo access.) Begin a Search or Select a Repository Congratulations! You are now logged in to Recenseo and ready to begin searching and reviewing in your repository. If accessing Recenseo via a standard web browser, skip Step above, and point your browser directly to

5 RECENSEO ACCESS MAC USERS Mac users may access Recenseo seamlessly through icontrol ESI s Terminal Services. Prior to accessing for the first time, you will need to install Mac-compatible terminal server software. Microsoft Remote Desktop, a Mac OS X remote desktop client for Microsoft Windows computers using the RDP protocol, is the recommended program for Recenseo use. Microsoft Remote Desktop is free to use and simple to install. Install Microsoft Remote Desktop Software Download and install Microsoft Remote Desktop through the Mac App Store. Connect to the icontrol ESI Server Open the installed Microsoft Remote Desktop software, and create and save a connection for the icontrol ESI servers at: icts.icontrolesi.com. Connection Name: PC Name: Gateway: Recenseo Terminal Server icts.icontrolesi.com No gateway configured Log in to Recenseo Launch the Recenseo Terminal Server from the Microsoft Remote Desktop application, and enter your Recenseo Username and Password at the prompts to begin searching and reviewing in your repository.

6 SEARCH WORKSPACE Navigation Bar Data Browser Search Builder Navigation Bar Data Browser Search Builder Access the repositories to which you have access Identify documents to open in Browse/View View all documents in current repository or result set Access repository-level reports Access files exported from current repository Access user dashboard Select workflow for document review Navigate the folder hierarchy of all repository documents Navigate all repository documents by topic hierarchy Navigate user-created categories of documents Navigate assignment batches Navigate all repository s by domain Access previously generated private and team saved searches Access all previously generated private searches Select Attribute to search Enter a single term to search across Text and all other fields Return entire document families in search results Generate search for criteria entered in Search Builder Clear all entered criteria from Search Builder Set search operator Save Search Builder content of existing Saved Search with modified or new content Save current Search Builder content as new Saved Search Add sorting options for displaying search results of current Search Builder content

7 SIMPLE SEARCHING Generate searches from the Search page, in any Recenseo workflow, using attributes from the Add Search Criteria menu. Add Search Criteria attributes may include: Document Content (extracted or OCR ed text) Metadata Fields Review Fields General Repository Fields (Workflow State, Bates, Doc ID, etc.) Add Search Criteria Select the desired attribute from the Add Search Criteria menu to add the attribute search sentence to the Search Builder frame. Complete the Search Sentence Select the desired operator toggle from the attribute s search sentence, and enter the desired search term(s) in the window to the right of the attribute operator. Run Search Click the Run Search button at the top of the Search page.

8 ADVANCED SEARCHING Recenseo s Search Builder accommodates unlimited attribute/ operator search equations via the Add Search Criteria menu s Search Group attribute. Search within a Search To build a complex search equation (or a search within a search ), select the Search Group attribute, and then add or drag search sentences into the Search Group frame. Build Search Criteria Select the desired search attributes and desired number of Search Group entries from the Add Search Criteria menu. Complete the search sentence for each attribute and drag them into the Search Group frames. Set Search Operators Click each round Search Match Operator toggle to select the desired search operators. Run Search Click the Run Search button at the top of the Search page.

9 REVIEW WORKSPACE Grid View Document View Coding Template Grid View Document View Coding Template Filter search results View current document in imaged format Save coding Undo coding View summary of search criteria Customize Grid View fields Add document families to search results Parent Document Attachment Document Access multi-document mass action toolsets Set number of documents per Grid View page File Type Icons Navigate Grid View pages Search result display statistics View current document in native format View extracted or OCR ed text of current document View tagging and coding history of current document Identify documents conceptually similar to current document Access s that are part of the same thread as current document Identify parent/attachments to current document Unique ID of current document Launch current document in native application Undock current document for dual monitor review Complete document review Download document Print document Redo coding Clone coding from previous document(s) Navigate documents within current result set Enter coding designations for current document View metadata of current document Block team(s) from viewing current document Access translation documents linked to current foreign language document

10 DOC REVIEW: CODING Documents from a search result set, review assignment, folder, ConceptReview Cluster, or tag are reviewed and coded inside the View page of Recenseo. The View page consists of three sections: documentspecific metadata is presented in the Grid View, the currently selected document is displayed in the Document View frame, and review designations are applied in the customizable Coding Template. Select Review Workflow Select the desired workflow from the Workflow menu located in the center of the main Recenseo toolbar. Apply Coding Designations Enter all desired review designations into the fields displayed in the Coding Template. Complete Document Review Click the Document Done button to save review designations, post the document as complete, and automatically open the next document for review.

11 DOC REVIEW: CLONED CODING Coding designations applied to previous documents may be cloned for the current document from the Coding Template. The Copy Previous function stores up to eight unique designation combinations. Contact your icontrol Project Manager to set up eligible fields for Copy Previous. Clone Coding of Last Document Reviewed Left-click the Copy Previous button to apply all eligible coding from the most recently reviewed document to the current document. (Hover over the Copy Previous button to display all fields eligible for the current Copy Previous function.) Clone Coding of Previous Document Reviewed Right-click the Copy Previous button to view a list of the most recently reviewed unique designation combinations. Click the Save button to the left of the desired designation combination, and then click Close. Complete Document Review Complete review of any remaining fields (if applicable), then click the Document Done button to save review designations, post the document as complete, and automatically open the next document for review.

12 DOC REVIEW: GLOBAL CODING Apply coding designations to multiple documents simultaneously from the View page in Recenseo. Any field that is editable in the Coding Template may also be globally edited. A global edit may be applied to any custom selection of documents: An entire result set Selected documents from a result set All documents from selected Grid View page(s) in a result set Select Documents for Editing from Grid View Initiate Global Coding Enter Global Edit Instructions To edit an entire result set: No action required. (Entire result set automatically selected.) To edit select documents: Click the checkbox to the left of each document row. To edit all documents on current Grid View page: Click the check box in the upper left corner of the grid. To edit documents on subsequent Grid View pages: Click the dropdown menu in the upper left corner of the grid and select the desired number of subsequent documents from the result set. Select the Global Edit function from the Actions menu at the top of Grid View. Select the Attribute to edit, enter the desired Attribute value(s), then click Next and OK to apply the global edit(s).

13 FOREIGN LANGUAGE TRANSLATION Foreign language documents may be instantly translated within the Document View frame of the View page. Recenseo s Translation-on-the-Fly tool supports text translation of 80 languages: Afrikaans Albanian Arabic Armenian Azerbaijani Basque Belarusian Bengali Bosnian Bulgarian Catalan Cebuano Chinese Croatian Czech Danish Dutch English Esperanto Estonian Filipino Finnish French Galician Georgian German Greek Gujarati Haitian Creole Hausa Hebrew Hindi Hmong Hungarian Icelandic Igbo Indonesian Irish Italian Japanese Javanese Kannada Khmer Korean Lao Latin Latvian Lithuanian Macedonian Malay Maltese Maori Marathi Mongolian Nepali Norwegian Persian Polish Portuguese Punjabi Romanian Russian Serbian Slovak Slovenian Somali Spanish Swahili Swedish Tamil Telugu Thai Turkish Ukrainian Urdu Vietnamese Welsh Yiddish Yoruba Zulu Open Foreign Language Document in Text View Click the Text tab in the Document View frame to open the text version of the current document. Initiate Translation-on-the-Fly Click the Translate button in the top right corner of the document s Text view to instantly convert the foreign text to English text. Apply Coding Designations Enter all desired review designations into the fields displayed in the Coding Template. Click the Document Done button review designations, post the document as complete, and automatically open the next document for review. to save

14 DOCUMENT TAGGING The Tag feature in Recenseo s Coding Template is a categorization tool. Regardless of their coding designations or source folders, documents may be grouped together under any number of user-created tags. A Tag may be shared with others or maintained for private use: Private: Team: Public: Restricts tag viewing/access from all users except the tag author. Restricts tag viewing/access from users outside the tag author s team. Allows access to all users with access to the repository. Create a Tag from the Coding Template Click the New Tag button Tag the Document to create, name, and set tag permissions. Click the checkbox to the left of the tag created in Step. To add a document to multiple tags, click the checkbox to the left of each tag, and then click the Save button at the top of the Review Template. Save the Document Tag Click the Save button at the top of the Coding Template.

15 MULTI-DOCUMENT TAGGING A single document is categorized, or tagged, from the Coding Template, but multiple documents requiring the same tag(s) may be simultaneously tagged from the Actions menu above Grid View. A Tag data group may be shared with others or maintained for private use: Private: Team: Public: Restricts tag viewing/access from all users except the tag author. Restricts tag viewing/access from users outside the tag author s team. Allows access to all users with access to the repository. Select Documents for Tagging from Grid View To tag an entire result set: No action required. (Entire result set automatically selected.) To tag select documents: Click the checkbox to the left of each document row. To tag all documents on current Grid View page: Click the check box in the upper left corner of the grid. To tag documents on subsequent Grid View pages: Click the dropdown menu in the upper left corner of the grid and select the desired number of subsequent documents from the result set. Initiate Multi-Document Tagging Select the Manage Tags function from the Actions menu at the top of Grid View. Tag Documents from Manage Documents Toolbar Click the checkbox to the left of each desired tag and then click the Add button. (Expand the Manage Tag toolbar to create, name, and set permissions for a new tag.)

16 DOCUMENT PRINTING A document in Recenseo may be sent to your local printer from the View page, where your current search results are displayed in Grid View. To print a single document, highlight the document row in Grid View to open the document in the Document View frame. Select Document Format from Document View Click on the document viewing format tab (Image or Native) to select the print format. Initiate Print Setup Click the Print button at the top of the Review Template, then select the Image or Native Print settings. Image Print Select the desired print settings from the Recenseo Print Settings menu, then click Submit. Print Current Document Image Print Select the Print menu option from the Recenseogenerated PDF. Native Print Select the desired print settings from the Windows Print menu. Native Print Select the Print option from the Windows Print menu.

17 MULTI-DOCUMENT PRINTING Documents from search results may be sent to your local printer from the View page, where your current search results are displayed in Grid View. To modify the document population that will be printed, simply rerun your search to include the desired population. To print multiple documents, select the documents in Grid View, download to your local machine, and then print. Select Documents from Grid View for Download/Print To print select documents: Click the checkbox to the left of each document row. To print all documents on select Grid View pages: Click the check box in the upper left corner of the grid. (Maximum 500 documents per print download) Download Selected Documents Download the selected documents to your local machine (see RECENSEO Quick Reference Document Download). Print Downloaded Documents Open the Recenseo zip file downloaded to your local machine, and begin printing to your local or network printer.

18 DOCUMENT DOWNLOAD A document in Recenseo may be downloaded to your local machine from the View page, where your current search results are displayed in Grid View. To download a single document, highlight the corresponding document row in Grid View to open the document in the Document View frame. Initiate Download Click the Document Download button at the top of the Coding Template to launch the Download Settings menu. Set Download Preferences Set the desired File Type Settings (Image or Native) and then select all desired Download settings. Download Current Document Click the Continue button at the bottom of the Recenseo Download Settings menu to open the zip file on your local machine.

19 MULTI-DOCUMENT DOWNLOAD Multiple documents may be downloaded simultaneously to your local machine for use outside of Recenseo. To download multiple documents, select documents from Grid View, and then select Prepare Download. Select Documents from Grid View for Download To print select documents: Click the checkbox to the left of each document row. To print all documents on select Grid View pages: Click the check box in the upper left corner of the grid. Initiate Multi-Document Download Select the Prepare Download function from the Actions menu at the top of Grid View, and then set the desired File Type Settings (Image or Native) and all desired Download settings. Download Documents Navigate to the Downloads page and click the zip file hyperlink to access the downloaded documents on your local machine, outside of Recenseo. (Maximum 500 documents per download)

20 GRID VIEW DOWNLOAD Metadata, review designations, and other user-created data may be saved to CSV/Excel for purposes of generating privilege logs, chronological timelines, and many other types of document-level reports. The Save Result Set to Excel feature is accessible from the View page, where your current search results are displayed in Grid View. To modify the document population that will be included in the Excel spreadsheet, simply rerun your search to include the desired population. Add Fields to Grid View Click the Show/Hide Columns button in the top left corner of Grid View to customize the fields displayed in Grid View. Check the box next to each field desired, and uncheck any unwanted fields. Initiate Metadata Download Select the Save result set to an Excel file function from the Actions menu at the top of Grid View. At the prompt, select the desired Save to Excel Bates Data option. (The Bates Data options only apply to documents that have multiple bates numbers.) Download CSV/Excel Report At the prompt, open or save the Recenseo-generated CSV/Excel file. (Small result sets automatically prompt to open/save. Larger result sets generate on the Downloads page. Once a larger result set download completes, click the zip file hyperlink from the Downloads page to open the CSV file and save to Excel.)

21 DOCUMENT PRODUCTION icontrol ESI Production vs. Client Production United States District Court for the Northern District of Texas, Dallas Division When you re ready to produce, icontrol ESI will handle the entire production process for you, whether in imaged or native format, or a combination of both. For imaged format productions, Recenseo maintains the original images and all production variations in order to accommodate serial litigation needs. Identify Production Population Identify the documents for icontrol to produce. Provide your icontrol Project Manager with the repository search criteria (designations, data groups, and/or Doc IDs) to locate your desired production population. Provide Production Specifications Provide your icontrol Project Manager with all of the production details. Production details generally include: beginning bates number, case name, confidentiality language, desired production and delivery formats, document family designations, and production deadline. Your Project Manager may supply you with a Production Specification form or you may simply provide the details via , whichever method is best for you. Receive Finalized Production Your icontrol Project Management team will complete all of the production steps for you. As soon as the bates numbering process is complete, the documents will be immediately accessible in your Recenseo repository for bates searching and production download. The finalized production may be delivered via Recenseo File Transfer, an FTP site already set up for your case, or physical media to your office or directly to opposing counsel/third parties. Highly Confidential Attorneys Eyes Only BATES