1 RCLS Services & Technology Guide to advanced ediscovery solutions
2 Océ Business Services Records, Compliance and Legal Solutions Products and Services Océ Business Services has earned the reputation as a premier single-source solution provider, handling every aspect of electronic and paper discovery including ediscovery, forensics, scanning, coding and customized database services. Océ Business Services assists major law firms and sophisticated corporate legal departments with significant, document intensive litigation matters. The advanced CaseData application enables highly efficient online search and review of scanned paper and electronic data. It is designed to deliver superior results that will allow legal teams to save valuable time and reduce costs. The information provided herein consists of a list of the products and services provided by Océ Business Services accompanied by brief descriptions of each. As the single-source solution for all of your litigation needs, Océ Business Services offers a comprehensive set of services that will allow you and your legal team to effectively manage your case with ease.
3 Products & Services PREPPING/IMAGING/PRINTING SERVICES Document Collection Document Preparation Imaging Color Imaging Oversize Imaging Copying Printing Physical document collection service to gather and organize document populations in preparation for scanning, coding, or other production projects. Document unitization, either physical or logical document determination, in order to create electronic records as efficiently as possible. High speed, high resolution scanning of paper documents to create an image in TIFF, PDF, JPG or other file type, while capturing document, folder, or box boundaries. Capture and transference of color originals to color images. Capture and transference of oversize documents to images. Used to create a make-ready copy of pages that are unable to be scanned in their original format. The copy is generated and inserted where the original would be imaged and is subsequently removed after scanning. High-speed print capability for productions or for document review of images printed back to paper. AUTOMATED DATA EXTRACTION & ENDORSING SERVICES Optical Character Recognition Endorsing Services Optical Character Recognition ( OCR ) is the application of a software process that recognizes textual characters in an image and thus translates image files into text files, which may then be edited or searched against. Typically OCR is performed using the IPRO OCR module, although other formats may be used. Endorsing is the process of applying to the image information required by the client. This can include endorsing numbers or document status such as Confidential to the image. Once endorsed, this becomes part of the image. All images are scaled so no endorsing will overwrite any part of the existing image.
4 ediscovery/forensics SERVICES Harvesting Forensics Tape Back-Up Inventory Tape Restoration Data Inventory Data Reduction Data Extraction Printing Tiffs Océ Business Services provides experts who can go onsite to evaluate the location of potentially responsive documents within large, complex data networks. Océ Business Services works closely with clients to develop and define best practices in dealing with edata. Océ Business Services s technical and legal experts will help you establish the scope, approach and direction of your data collection efforts, assure that proper chain of custody is maintained and spoliation is avoided, and establish the appropriate data universe. As a full-service EDD vendor, Océ Business Services can recover deleted files, file fragments, and temporary data from hard drives and other data storage devices. Océ Business Services Forensics technicians will carefully restore data from backup or network storage media to common industry file formats that can be used to extract metadata, text and create images. Create an electronic inventory of contents on common tape types and common backup software prior to tape back-up. This service provides a cost-saving way to review a high volume of tapes and is especially useful when there is a disorganized tape collection. During inventory, some metadata is collected which allows for initial data culling. Service is fully scaleable. Restore all common tape types and common backup software using a forensicallysound delivery method. Additional metadata is restored to the staging server, providing a second data culling opportunity to supplement the data retrieved using Tape Back-Up Inventory. Service is fully scaleable. Inventory the contents of electronic media to collect extensive metadata such as file name, file path, created date, accessed date, modified date, md5hash, file extension, etc. Service is fully scaleable. Reduce the size of the data universe through several mechanisms: (1) choose only to restore specified files from the tape back-up inventory (2) cull based on de-duplicating data (3) cull based on search term (4) cull based on date restriction (5) cull based on file extension. Extract all metadata related to the document (author, recipient, company, location, dates (e.g., last printed date, etc.), full text or body). Provide clients with a litigation support database deliverable that may be legally reviewed by attorneys prior to tiff creation. Create tiff images of a subset of the extracted data for electronic or paper production.
5 Products & Services CONSULTING & SUPPORT SERVICES Project Management Electronic Discovery Consultation Risk Assessment Customer Support CaseData Training Services Development Services To offer the industry s finest service and support, Océ Business Services provides unparalleled customized database assistance through its experienced, professional staff of project managers. A specially assigned project manager plans and coordinates each project from the outset and is thereafter always available to answer any question or meet any need. We have adopted a comprehensive electronic discovery solution, customized and tailored to each client s specific electronically stored information requirements. In keeping with our all-in-one approach to document discovery in general, and in contrast to the fragmented approach offered by most vendors, Océ Business Services provides all aspects of ediscovery consultation and planning, data harvesting, flexible document processing and web hosting. Océ Business Services offers a full risk assessment analysis either as part of a larger service contract with the client, or as a stand-alone offering. Risk assessment is a natural extension to our comprehensive litigation support and technology services. We provide our clients with immediate telephone service support to assist clients with initial set-up and training, new feature training, assistance in constructing and running searches or internet connectivity issues. After hours assistance is available through Océ Business Services experienced project managers and technicians. We offer a variety of convenient training options, which can be tailored to your specific needs. Certified Océ Business Services trainers are technical and process experts who help you achieve optimal search and review results using CaseData, by showing you simple and effective search techniques. Our pledge is to see that you get the training you need to get the job done right. Our specialized computer programmers excel at creating customized software solutions and in retrieving, manipulating, restoring and exporting data. Today s technical problems simply cannot be solved with off-the-shelf, prepackaged software programs. A technical expert with years of code level experience is often essential to ensure that all database information is complete, accurate and fully usable. WEB-BASED SEARCH AND REVIEW APPLICATIONS CaseData Application CaseData is a comprehensive, next generation, online repository and review application that provides secure and searchable access to ESI, regardless of whether it was originally paper or electronic-based.
6 DATA CONVERSION SERVICES CD-Rom Creation/ Duplication DVD Creation/ Duplication Microfilm/ Microfiche/Slide VHS Tape Duplication/ Video Conversion CD-Rom creation and duplication services provided as needed for production or other use according to project specification. DVD creation and duplication services provided as needed for production or other use according to project specification. High speed conversion of media types to mages. Océ Business Services provides tape to tape duplication services and high speed conversion of analog video to digital format (MPEG, AVI, etc.) CODING SERVICES Bibliographic (Objective) Coding Subjective Coding Intext Coding Re-Keying Quality Assurance and Sampling based on ISO Methodology Coders extract bibliographic fields and other relevant information for the purpose of making that information searchable and retrievable from a computer database. Coding, quality assurance and final load files are monitored by the Project Manager using Océ Business Services s proprietary Process Manager application. Highly trained professionals make qualitative decisions about a document using client-specified parameters. For example, the coding professional may identify document categories or may summarize a document. Extraction of key information such as names, organizations, keywords, or phrases in text. Intext coding services require reading each and every page of a document to retrieve client-defined information. Typing the imaged document exactly as it existed in its original format. This service may be used to supplement OCR for highly accurate search results on case or project critical information. Production workflow and quality control processes have been developed by Océ Business Services, using ISO methodology to guarantee industry-best accuracy ratings being achieved consistently on coding projects for our clients.
7 Advancing document process management to a higher level Océ Business Services is a leading international provider of document process outsourcing services and technology to enterprises, law firms and the public sector. Océ solutions span the document lifecycle from creation through disposal, encompassing mail, print, copy and fleet management, imaging, records management, and ediscovery for complex litigation and regulatory compliance matters. By managing and improving document processes, Océ helps organizations reduce costs, increase efficiency and mitigate risk. Our proprietary service delivery methodology applies Six Sigma to achieve a higher level of performance. Océ Business Services Records, Compliance and Legal Solutions 460 West 34th Street, New York, NY Océ. Océ is a trademark of Océ-Technologies B.V. CaseData is a trademark of Océ Business Services. Six Sigma is a trademark of Motorola. All other trademarks are the property of their respective owners.
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