Working with Your Relativity Database

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1 Working with Your Relativity Database

2 Contents Working With Your Relativity Database... 4 Case Setup... 5 Customizing the User Interface... 5 Layouts... 5 Views... 5 Customizing with Powerful Admin Tools... 6 Persistent Highlighting... 6 Search Term Reports... 6 Batches... 6 Folder Tree... 7 Getting Started with Review... 8 Logging In... 8 Understanding the interface... 9 Viewer Installation Working with Batches Check In/Out Using Views to see your batch Assigned Batches Coding Documents Understanding Related Items What is a relational database What relational fields are used in Evolve s Relativity databases? How do I see related items? Mass Edit Tagging families Mass Editing Multiple Choice fields Export a File Searching in Relativity Working with your Relativity Database 2

3 Search Types Text Searching indexes Basic Search Case Management: Reporting & Other Tools Pivot Grid Graph Summary Reports Create a new Summary Report Reviewer Statistics Objects Supporting documents Coding Layouts Views Proposed Case Workflow Working with your Relativity Database 3

4 Working With Your Relativity Database Welcome to Evolve Discovery s Relativity data review! If you haven t used Relativity before, we re confident you ll find it flexible, efficient and powerful. This document will provide you with an understanding of the tools we ve incorporated in your database. You will also discover the wide range of opportunities you have to maximize your review objectives by customizing many database features. If you have used Relativity before, this document will provide insight about new functionality we ve added to our basic case template. This document is not a substitute for training, but is intended to serve as a reference before your team begins review and while review is underway. Working with your Relativity Database 4

5 Case Setup Customize Relativity to Work for Your Case One of Relativity s biggest advantages is your ability to customize features to suit your particular review objectives. We ve built a standard case template that will fit the vast majority of review situations, but you may find that putting some minor changes in place before reviewers begin can really help the productivity and efficiency of subsequent review. Customizing the User Interface Layouts Layouts are forms that allow reviewers to make coding choices on documents. Evolve has provided a basic series of coding forms appropriate for most tasks associated with Responsiveness and Privilege review, second pass review for Issues and preparation of witness kits. You are encouraged to alter these forms to suit your specific review tasks. Additionally, we understand that small items, such as the position of tags on a layout, can substantially affect reviewer efficiency and productivity. To that end, we encourage you to give us your feedback at any time. We want to make your review easy. Below are examples of the coding layouts that we ve prepared: Basic Reviewer Layout QC/Production Layout Views Any time a list of documents is presented in Relativity, these documents are displayed in a format that Relativity calls a View. Views are like stored queries that return documents meeting only the conditions or criteria that you specify. For example, in our standard case template, we have provided views that return lists of Privileged Documents, Documents Marked Responsive and so forth. If you d like a specific Working with your Relativity Database 5

6 View created or altered, we re happy to help. Please see the attached document for a complete listing of Views and their configurations. Customizing with Powerful Admin Tools Persistent Highlighting Relativity has a very useful feature called Persistent Highlighting. This function allows Relativity to highlight terms wherever they appear in documents throughout the database. We can highlight different categories of terms in different colors to give reviewers a quick visual clue as to why the terms have different colors.. For example, we usually apply red highlighting to terms that may denote privilege and green highlighting to all other search terms. As you will see later on in this guide, when a reviewer drops into a document for review, a bar appears above the document containing blue arrows. These arrows will take the reviewer directly to each of the persistently highlighted terms. Thus, the reviewer goes right to the relevant matter without time consuming and costly page-by-page linear review to determine where the relevant terms occur. Note that persistent highlighting is applied only to exact string matches. For example Evolve Discovery would be acceptable criteria for highlighting while Evolve w/20 Discovery would not. Search Term Reports Many reviews are based on search terms. Relativity has a function called Search Term Reports that reports on any documents in the database containing your search terms. This function allows us to feed it a list of terms you specify. Relativity searches for the terms and tags any document containing the terms. Search terms are run via the dtsearch engine included in Relativity, so fairly complex search conditions can be executed. Terms can include proximity, wild cards and Boolean operators like AND, OR and NOT. Your Project Manager can help you with Search Term Reports. Batches A Batch is a set of documents that can be assigned for any kind of review. Batching is an excellent way to maintain control of review. By batching documents, it s possible to keep reviewers on task and direct review resources to specific types of documents. Generally speaking, batches are created from Saved Searches. Evolve can parse those search results into batches and, if desired, can make sure that document families are kept together and that each batch contains only a specific custodian s documents. Your Project Manager can help you with batching. Working with your Relativity Database 6

7 Batches can be assigned to reviewers or can be presented via a self service Check In/Check Out tab. Evolve can accommodate either method of batch management and will work with you to ensure all users understand how to access and use their batches Batches are formed from Advanced and Saved Searches. If you ve created a search and would like it turned into review batches, we re happy to assist you. Folder Tree As you will see when you drop into Relativity s main workspace (described below), a set of folders appear on the left. Relativity s Folder Tree allows you to arrange your documents in a fashion that makes sense for you. As an example, if documents were collected from different offices of a company, Relativity will allow you to build a folder for each city, with folders for each custodian under them. When used in combination with Views, you can readily see how many documents for a custodian have been marked Privilege, for example. Prior to loading data, it s important we discuss how to construct the folder tree to suit your team s understanding of the documents. Working with your Relativity Database 7

8 Getting Started with Review Logging In Access to Evolve Discovery s Relativity is easy. Simply point Internet Explorer to On the right side of the screen is a link that will take you directly to the Relativity log in page. If you d like to bookmark a page, bookmark the one with the Relativity log in dialog. Navigate to and select Relativity from the Customer Login dropdown. Bookmark the login page shown below: Enter your username and password. Relativity usernames and passwords are case sensitive and contain letters and symbols, so enter them exactly as provided to you! Working with your Relativity Database 8

9 Once logged in, a list of cases you have rights to will be displayed. Click on the case name to access it. Understanding the interface While it might seem complex at first, the interface is fairly straightforward. There are two major components to the Relativity interface: the Case Workspace and the Core Reviewer Interface. So how do you know where you are? As you can see from the example below you re in the Case Workspace if you see a list of documents covering most of the screen. On the other hand, you re in the Core Reviewer interface when you re viewing the contents of a document. The diagrams below will help orient you to the functions available. Working with your Relativity Database 9

10 CASE WORKSPACE SAMPLE and DIAGRAM Working with your Relativity Database 10

11 CORE REVIEWER INTERFACE SAMPLE and DIAGRAM Working with your Relativity Database 11

12 Viewer Installation Relativity uses a viewer technology licensed from Oracle/Stellent. The viewer will render 350+ different file types which allows the reviewer to see files as they would appear when printed, without having to have the native application on their local machine. The very first time a reviewer logs into Relativity and drops into the Core Reviewer interface to view a document, he or she will be prompted to install the viewer. Typically, Internet Explorer will display a yellow warning bar across the top of the browser window. Allow Relativity to install the Viewer by clicking on the yellow bar. If you have difficulty, please contact Evolve Discovery via for assistance. In some instances, local browser permissions are tightly controlled. If this is the case, local IT teams will benefit from the configuration available from kcura at this link. Working with Batches Once logged into Relativity, you re dropped into the Documents tab by default. Depending on your user rights, you may have additional tabs. If your team is using batches to manage review, you may see a Batches Tab that will allow you to check batches of documents in and out for review. A couple notes about batches: - While a batch is checked out, the documents that compose that batch are not locked. Other users will be able to see the documents and will also be able to make coding choices on them. - You may or may not see a Batches tab this depends on whether your team is using the batching function for assigning batches or allowing self check in and out, and whether you have been granted rights to the Batches tab. Check In/Out In this scenario, the case administrators have built review batches. Reviewers are directed to check batches out, review and check completed batches back in. If your team is using Check In/Out, your Case Workspace will display a Batches tab. To check a batch in or out, navigate to the Batch tab. A list of batches will be displayed. The table of batches will display batch name, number of documents in the batch, the reviewer that is working or worked on the batch and how many of the documents in each batch have been reviewed. Working with your Relativity Database 12

13 To check out a batch, click the blue Edit link in the leftmost column. Select Check Out from the popup to check the batch out. Upon completion, it s easy to check the batch back in. Navigate to the Batch tab and select the batch you ve been working on from the list. Click the blue Edit link and a dialog box will appear. Hint: Use the Filters link to rapidly filter through long lists of batches. Filter on Assigned To and Batch Status to find batches assigned to you and In Progress Note that your dialog box will likely not include the Reassign To selection. If you are reviewing and your batch is complete, check it in as completed. If you re not able to finish the batch, but want to check it back in, select Check In as Pending. This will allow another reviewer to check the batch out and complete it. Using Views to see your batch To see documents in a Checked Out Batch, make sure you are in the Case Workspace, find the View Bar and use the drop down function on the left side of the View Bar to select a View. We ve built Views that Working with your Relativity Database 13

14 will show only documents in your batch. The Views are named clearly to indicate whether they work with assigned or checked out batches. As you engage in more levels of review, your project manager will update your view bar to include additional views for each level e.g. My Assigned Documents L1 Review. Check with your case administrator or Evolve Project Manager to make sure you re using the correct view. My Assigned Documents will show all documents of the reviewer s batch My Assigned Documents (Unreviewed) will show only the documents that have not yet been tagged for Responsiveness Assigned Batches If your administrator is assigning batches, you ll most likely be using the My Assigned Documents and My Un-reviewed Assigned Views Working with your Relativity Database 14

15 Coding Documents Coding documents is simple in Relativity. While in the Core Reviewer Interface, reviewers are presented with two major components: a document viewer and a coding layout. As reviewers make selections on the coding layout, they can easily save their choices and move to the next document in their review queue by selecting Save and Next at the top of the coding layout. Relativity will present the next document and update the coding layout. Work is difficult to lose accidentally, as Relativity will show a warning if a reviewer attempts to navigate away from a document without saving their coding choices. Coding forms typically use a mixture of different types of fields. Depending on the coding task, different field types will be used. The reviewer should understand which type of field is presented for review. Field Type How to identify Functionality Single Choice Field Reviewer can select only a single choice from the list Multiple Choice Field Radio Buttons (round buttons) Drop Down menu Reviewer can select as many choices as are appropriate Text Yes/No Check Box Drop down Presented as Check Boxes which may or may not be nested Depending on the case, some text fields will allow 255 characters, others will allow up to 2GB of text. 255 characters is most commonly used. Like Single Choice fields, reviewer can make only one selection. Working with your Relativity Database 15

16 Understanding Related Items Relativity is a relational database. This makes Relativity very powerful and very adept at making sure reviewers understand how documents under review relate to other documents in the database. What is a relational database Relational databases are different than more traditional flat file databases. In a flat file database, documents are listed in a simple grid, like a big Excel spreadsheet. Relational databases allow us to group documents together and present them to reviewers easily. As an example, a document may be related to other documents because it s part of a group of exact duplicates or is part of an conversation. Relativity allows reviewers to examine those other related documents easily. Attachment 2 Attachment 1 Family Exact Duplicate 2 Exact Duplicate 1 message Exact Dupes Response to above Conv. Response to above Response to above In this example, we can see that the current review document has a series of other documents that are related to it. It s part of an family that s composed of a message and two attachments. It s one of three exact duplicates in the database and finally, it s one of four messages in an conversation. Your database might have other relational fields, depending on the collection. Working with your Relativity Database 16

17 What relational fields are used in Evolve s Relativity databases? Two fields are included in every Relativity database: Family and Duplicates. Other fields may be added, depending on the requirements of the project. Relational Field Family Duplicates Similar Documents Conversation Equivio Near Duplicates Equivio Thread Related items shown families (message + attachments Documents sharing an MD5 or SHA1 hash value (exact duplicates) Documents are similar in that they share common concepts as determined by Content Analytics processing Documents are part of an conversation based on processing of document metadata. Documents are similar in that they share common text as determined by Equivo processing Documents are part of an conversation, as determined by Equivo processing How do I see related items? Related items can be revealed by using the Related Items pane in the lower right corner of Relativity s Core Reviewer Interface. Mouse over the icons and Relativity will reveal which type of relation will be shown. In this example, clicking the Family relation icon will open the Related Items Pane in the lower right corner of the Core Reviewer Interface. The entire family of documents is revealed Working with your Relativity Database 17

18 When Evolve Discovery processes documents, we process families so they appear together in the database. For families, the parent appears first and attachments follow directly. For zip, rar or other container files, we show the parent file first, followed by the items extracted from it. Hint: To ensure consistent review, it may be helpful for reviewers to have some coding fields displayed in the Related Items Pane. Responsiveness, Privilege, Issues or any other field in the database can be added, which will help reviewers understand, at a glance, whether consistent coding has been applied to an entire family, group of documents or other relational group. The section below, Mass Editing Documents will show how to mark more than one document at a time. Mass Edit It can be helpful to tag entire groups of documents at once. There are two major situations where this ability is typically used: working with families and tagging the results of a Search. Tagging families After revealing a family of documents, it s easy to mark them all at once. Along the bottom edge of the Related Items Pane are two drop downs and a Go button. Coding can be applied to either the entire family or to user selected documents. To select documents for coding, check the box in the leftmost column. Alternatively, to code the entire family, select These *number+ from the drop down. When you re ready to code them, click the blue Go button. Working with your Relativity Database 18

19 Once Go is clicked, Relativity will open a popup with coding layouts. The interface is slightly different than the Core Reviewer s normal coding layout. Note that there are checkboxes on the left end of each coding field. Check these boxes for any fields you d like to code as well as the specific coding selections. Click Save to apply the choices. Be sure to check the box in the left margin for any fields that will be coded. Mass Editing Multiple Choice fields Note that the Privilege field is showing a series of blue boxes in the checkboxes. This is a three state selection. If the left margin box for Privilege was selected: If there is a blue square in the checkbox, existing coding for that choice will not be altered. If the checkbox is unchecked, all documents coded at once will be marked as unchecked. If a checkbox is checked, all documents coded at once will be marked as checked. Export a File Relativity allows for export of information, which can be very helpful during the life of a case. Virtually any View (a list of documents) can be exported to Excel, Concordance.dat or.csv (Comma Separated Values) format. Typical uses are exporting Privilege Logs, creating a table of contents for a binder of deposition documents or for external analysis of data. Working with your Relativity Database 19

20 Exporting a list is simple and is accomplished by using the Mass Action tools available in Relativity. In this example, we ll export a Privilege Log from the Main Document List. Hint: Relativity s Export to File will not export native files or tiff images. It will export the fields and data shown in the current View. We ve selected the Privilege Document Log View from the View Bar at the top of the Main Document List. This will show all documents that have been marked Privileged. Evolve Discovery has added the fields appropriate for our Privilege Log to this view, so our export will have the fields we need to provide to opposing counsel. Our View now shows all Privileged documents. In this example, we ll export all records, so we ve selected All 42 and have set the Actions Selector to Export to File. Click Go to begin the export. Working with your Relativity Database 20

21 Relativity will display a popup dialog box with two selections. Select the Format for your export: Export Format.xls.dat.csv Application Microsoft Excel LexisNexis Concordance Excel, Access, Summation, Concordance, and virtually any other database program In most cases, you can leave Encoding set to the default: Unicode (UTF-8). You ll be prompted to Open or Save the file when your download is complete. At this point, the data is an Excel spreadsheet and can be modified in any fashion you see fit. Working with your Relativity Database 21

22 Searching in Relativity Search Types Relativity offers two different ways to search. The two search interfaces are: Search method Typical use Notes Basic Search Ad hoc searches for tagging documents, investigation of document determinations, and other single use situations. Advanced and Saved Search Complex searches, Searches that will be used more than once, searches for quality control and other repetitive uses. Basic Searches cannot be saved. Advanced and Saved Searches store the search criteria, not a list of documents. Each time the search is accessed, it s run against the current database population. Text Searching indexes Two search indexes are provided; each offering different advantages. Please see the Relativity Search Guide for a complete description of search syntax, best use cases and other details. This document can be found at this link. Basic Search As indicated in the table above, Basic Search is best used for ad hoc searches or quick investigatory tasks. Case Management: Reporting & Other Tools In addition to facilitating effective and efficient review workflow, Relativity offers significant reporting capabilities. Relativity Pivot and Summary Reports offer insight into the case in ways not available in many other review tools. Pivot Pivot allows information to be grouped by one field and pivoted on another field. As an example, it might be important to know what date ranges are included in each custodian s collection. Gathering this information manually would likely be quite laborious. In this example, we ll show how to reveal this information quickly, both in a grid and graphically. Pivot is interactive, so it can be used to identify statistical outliers, rapidly gain insight into current case status and validate our understanding of the data. Working with your Relativity Database 22

23 Grid In this exercise, we ll create a grid that shows the number of message per year for each custodian. We ll use this to identify potential date range anomalies in our collection and assign them to someone to investigate. Navigate to the Case Workspace and select the Pivot Tools in the upper right corner of the interface. For this exercise, we ll select Grid and uncheck Table from the list that appears. Click Set to get started. Click the Pivot Icon to open the Pivot menu. Our interface changes and the Pivot selection tool appears under the View Bar: We ll select Custodian as our Group By. Think of Group By as the field used to create the left vertical axis on our grid. We ll select Sent Date for our Pivot On. Pivot On will create the values across the top border of our grid. Note that we re showing Sent Date by Year, which means Relativity will list only years across the top. Working with your Relativity Database 23

24 When Go is clicked, Relativity will run a query and create the grid. Note that we can now see how many messages were sent by each custodian and can rapidly get a sense of how many documents we have. It would be helpful for us to be able to select specific documents for further investigation. Tip: Note that in the example above, Relativity is showing only the first 15 of 26 custodians. Use the drop-down selector in the bottom right of the above grid to control the number of items presented in the left column. Since this grid is dynamic, we can select specific cells and add them to a query. As each cell is clicked, it turns yellow and is added to a query shown at the bottom of the window. In this case, we ve selected documents from years outside our date range. Clicking cells in the grid adds them to a query shown in the bottom bar of the workspace. Selected cells are shown in yellow in the grid. Working with your Relativity Database 24

25 Tip: It s possible to highlight the entire table and copy it out of Relativity. This data can be pasted directly into Word or Excel for reporting purposes outside Relativity. Clicking Go next to Set Filters will execute a query and return the documents we ve selected from our grid. The standard List of documents will appear at the bottom of the page, under the Pivot Grid. Resize the screen by dragging the thick gray bar up or down. Mass Edit is available to assign these documents for review or perform other mass actions, such as Export, Print or Edit. Click and drag the gray bar to resize the panes. Graph While a table is useful, sometimes a graphic representation of the data can reveal patterns more quickly. In this exercise, we ll show how to create a bar chart that will quickly give us perspective about how much data falls into each year. Use the Pivot Icon to select Chart. While the Pivot Grid will disappear, the query created by it is still active. Working with your Relativity Database 25

26 Deselect Pivot Grid and List, select Pivot Chart Options are now presented for customizing the graphical representation of the data. In our case, it s important to know how each custodian s mail was distributed over time. Pie has been selected as the chart type, the number of items shown has been changed to 1 in the lower right corner, we ve unchecked show blank values and we ve selected switch series to create a pie chart for each custodian. Just as in the grid, this is dynamic data. Portions of the chart can be clicked to create a query. Additionally, charts can be copied and pasted into other documents. Simply right click on the chart, select copy and paste it into another document. comment Working with your Relativity Database 26

27 Summary Reports Summary Reports are reports that can be built once and used over and over again. Much like a Pivot, it s possible to select the vertical axis and the columns presented across the top. Unlike a Pivot, however, Summary Reports are not dynamic and do not offer filtering by clicking on values in the table. Nonetheless, they are very useful and can be readily exported to Excel for off line use. In our example, we d like to create a report that will show us how our review is progressing. We re going to produce custodians in priority, so we want to know how many documents for each custodian still require responsiveness evaluation prior to production. Create a new Summary Report Navigate to the Reporting Tab and select Summary Reports. You ll be dropped into the Summary Reports interface where a list of any previously created Summary Reports will be displayed. Working with your Relativity Database 27

28 The list will show existing reports, which can be run by simply clicking the report name. In this exercise, we ll build a new report that shows Review Progress. To create a new report, click the New Summary Report button in the upper left corner of the page. In the next screen, we ll build our report. Give the Report a name This report will be named Review Progress, which is entered in the Name field. Set the Scope of the Report Set the scope of the report by selecting folders in the folder tree on the left. Note that it s possible to select or deselect reporting on subfolders in the interface on the right. (Second orange highlighted field). By default all folders in the case are selected, including subfolders. Select the Group By field. This will determine what field is shown in the vertical axis. It s possible to create a report without a Group By value. In this case, the report will only show totals for the columns added to the report. In this example, we d like Responsiveness determinations broken out by custodian, so the Custodian field will be selected. Clicking on the ellipsis will reveal a list of fields via a popup window. Working with your Relativity Database 28

29 Add Columns to report on To add columns to the report, use the Add Columns button at the bottom of the page. Much like selecting a Group By field, a list of values will be presented for selection. To make selecting fields easier, use the Filters to find your fields. We want to see Responsiveness values, so we ll filter for Responsiveness. Note that the list will show every field s choices. In this example, there are four potential settings for the Responsiveness field: Responsive, Not Responsive, Not Sure and [Not Set]. Not Set indicates that no choice has been made by a reviewer. By adding Not Set to our list of columns, it will be possible to tell how many documents have not been reviewed. Working with your Relativity Database 29

30 Select fields by checking the boxes next to their name. When done, click OK. If it s necessary to re-order the fields, highlight a field and move it up or down the list using the blue arrows on the right hand side of the screen. When all fields have been completed, click Save at the top of the screen and the report will run. Upon completion, a table of results will be displayed. In this case, we can see that we have a long way to go to completion of review. Working with your Relativity Database 30

31 We can see how many documents are left to review for each custodian It s easy to export this report to Excel by clicking the link. Working with your Relativity Database 31

32 Reviewer Statistics While Summary Reports and Pivot can provide insight into quantities of documents to review or review status, it can be helpful to understand exactly how many documents the review team is assessing per hour of review. To that end, Evolve has included a reporting tool called Reviewer Statistics. This report is run on the database and will reveal total time each reviewer has been on the database, how many document edits they ve made and what their average review rate is (docs/hour). When combined with Summary Reports, it s easy to calculate whether the existing team will be able to meet their deadlines. To get started, navigate to the Reporting tab and select Reviewer Statistics. The following screen will be displayed. Enter the date range for the report by typing the dates in manually or by using the date pickers available via the ellipsis. When done, select Run and the report will be created. Do not be alarmed by the warning message stating that results will be permanent. No alterations will be made to the database, this is strictly a reporting tool. Note that this can sometimes take several minutes to run, particularly if the database is larger and there are lots of reviewers working in it. While the report is running, a Working message will be displayed. Working with your Relativity Database 32

33 Upon completion, a table like the one below will be returned. The columns listed are: FullName Total Usage Time (HH:MM:SS) Views Distinct Views Edits Distinct Edits Edits Per Hour Edits Per Day Distinct Edits Per Hour Distinct Edits Per Day Note that at the bottom of the report, there s an option to export the results to Excel. Objects Sometimes, it s helpful to have information about the case available during review. While most document review databases are focused solely on document review, Relativity offers the ability to create Dynamic Objects. What are Dynamic Objects? Dynamic Objects can be almost anything. It might be a way to record information about a custodian. It could be a way to track questions on the case. By keeping this information in Relativity, but not necessarily in each document record, teams can share knowledge easily. In our instance of Relativity, we currently keep three Dynamic Objects: Timeline: keep track of key events in the case Decision Log: Has there been an updated decision about what constitutes a privileged document? Those types of decisions can be tracked in the Decision Log. Custodian Tracking: Track information about Custodians in the case. Working with your Relativity Database 33

34 Decision Log Add a Record to a Dynamic Object No matter which Dynamic Object you use, adding information to them is easy. In this example, we ll add a record to our Decision Log. Navigate to the Case Information Tab and select Decision Log. In the upper left corner of the screen, select New Decision Log. A dialog box will open that will allow you to add an entry to the Decision Log. The orange fields indicate that they are required. The other fields are optional. We re going to note that there has been a change in the way privilege is assessed on a document. Working with your Relativity Database 34

35 Enter text that s appropriate for each field. In this Dynamic Object, dates can be selected via a date picker, but all other fields are simple text entry. Click Save if you only have one entry and you ll return to the Log. If you have multiple items to enter, use the Save and New button to save your work and open an empty data entry form. After entering our new log entry, the main Decision Log looks like this: We now have a nice clean log that records decisions that can affect our document review process. By maintaining this type of information in one place, it s possible to ensure all team members have a common understanding of the case. If you have ideas for Objects that would be helpful for your case, please let us know. We have great flexibility with Dynamic Objects and can help you manage your case with them. Timeline Events One Tool we can use in Relativity to track information about things happening in our case is the Timeline Event. To do so, go to the Case Information Tab, and select Time-Line: Working with your Relativity Database 35

36 You can then create a new entry in the form of a TimeLine Event: You can now input the various information about this event: These sources are the common sources of Event Information, but can be customized! Once you have entered a TimeLine Event, you will see it show up in your list of Events when you first select the tab: Working with your Relativity Database 36

37 You can use mass actions to export this list to excel, if you like: Working with your Relativity Database 37

38 Supporting documents

39 Relativity Template Case Architecture Coding Layouts Level Related Views Layouts Fields Choices Conditions External Process Pre-review Objective: Allow culling of documents for further review in response to searches and other early assessment activities Used By: Reviewers, Power Reviewers ECA: Docs no assessment yet ECA: Potentially Privileged ECA: Potentially Relevant ECA Potentially Relevant and Privileged Early Case Assessment Culling ECA: Relevance ECA: Privilege Include/Exclude/Assess later Client is running preliminary searches to identify documents to include/exclude in downstream review. Also allows administrator to mark documents for priv. an responsiveness. Admin marks documents as exclude/include/not sure for escalation to linear review. Pre-processed text and metadata loaded to Relativity Text loaded with meta to allow searching. LAW generated exceptions loaded to Processing Exceptions field STR run to facilitate client document selection

40 Coding Layouts Level Related Views Layouts Fields Choices Conditions External Process First Pass: Subjective Coding Objective: Assess Responsiveness, Privilege, Confidentiality, Importance Used By: Reviewers, Power Reviewers, Basic Reviewers All Documents My Checked out Documents My Unreviewed Checked out Documents My Assigned Documents My Unreviewed Assigned Documents Docs marked Privileged Docs marked Not Privileged Privilege For Further Review Docs marked Responsive Docs marked Not Responsive Responsiveness For Further Review Docs marked Confidential Docs not marked Confidential Confidential For Further Review First Pass Review Responsiveness Privilege Importance Confidentiality Document Exceptions Attorney Notes Privilege Comments Read Only fields DocID Custodian File Name Folder Name Subject To: From: CC: BCC: Processing Exception: (from LAW) Document Production Object Not Responsive Responsive FRR Privileged ACWP Work Product Not Privileged FRR Low Medium High Confidential Not Confidential FRR Corrupted File Password Protected Unsupported File Type Documents submitted for first pass review. Documents may be checked out or assigned. Review objectives are Responsiveness, Privilege, Confidentiality and Importance Assessment Batching by EVD team. Markup sets for persistent highlighting. Pre-tagging of potentially priv., etc. Working with your Relativity Database 40

41 Coding Layouts Level Related Views Layouts Fields Choices Conditions External Process Basic Reviewer: Subjective Coding Objective: Assess Responsiveness, Privilege, Confidentiality, Importance. Used for limited access reviewers, i.e. contract reviewers Used By: Basic Reviewers My Checked out Documents My Unreviewed Checked out Documents My Assigned Documents My Unreviewed Assigned Documents First Pass Review Responsiveness Privilege Importance Confidentiality Document Exceptions Attorney Notes Privilege Comments Not Responsive Responsive FRR Privileged ACWP Work Product Not Privileged FRR Low Medium High Confidential Not Confidential FRR Corrupted File Password Protected Unsupported File Type Documents submitted for first pass review. Documents may be checked out or assigned. Review objectives are Responsiveness, Privilege, Confidentiality and Importance Assessment Batching by EVD team. Markup sets for persistent highlighting. Pre-tagging of potentially priv., etc. Working with your Relativity Database 41

42 Coding Layouts Level Related Views Layouts Fields Choices Conditions External Process Second Pass: Issues Coding Objective: Issues tagging (Note: in some cases, Issues may be assessed during first pass) Used By: Reviewers, Power Reviewers Docs marked Privileged Docs marked Not Privileged Privilege For Further Review Docs marked Responsive Docs marked Not Responsive Responsiveness For Further Review Docs marked Confidential Docs not marked Confidential Confidential For Further Review Second Pass Review Issues Read Only fields DocID Custodian File Name Folder Name Subject To: From: CC: BCC: Responsiveness Privilege Importance Confidentiality Document Exceptios Processing Exception: (from LAW) Client defined choices Documents have been through first pass. Responsive documents assessed for issues Issues defined by case review team. Choices provided to EVD. Working with your Relativity Database 42

43 Coding Layouts Level Related Views Layouts Fields Choices Conditions External Process Witness Kits Objective: Mark documents for use in deposition witness kits Used By: Reviewers, Power Reviewers Field Tree used for recalling documents, not Views Witness Kits Witness Read Only Fields DocID Custodian File Name Folder Name Subject To: From: CC: BCC: Global Date Responsiveness Privilege Issues Importance Confidentiality Document Exceptions Processing Exception: (from LAW) Witness Names as provided by client Documents have been reviewed for Responsiveness, Confidentiality, Privilege and Issues. Preparation for depositions is underway. Add Witness name Choices as directed by client QC:Pre-Production Objective: Quality control approval prior to production. Submit documents for production Used By: Reviewers, Power Reviewers. Docs Ready for QC Production Candidates Production Conflicts QC/Production QC QC Comments Produce QC Approved Defect Defect Resolved For Production [date] (ongoing set of tags) QC Comments (Long Text) Client review team to perform QC. Working with your Relativity Database 43

44 Coding Layouts Level Related Views Layouts Fields Choices Conditions External Process Administration Objective: Document assignment, identify documents for production Used By: EVD Admin team My assigned documents My unreviewed assigned documents My Checked Out documents My Unreviewed Checked Out Documents Production candidates Docs to Produce Admin Layout Assignment Produce Assign to: [user] Produce: [Date] Batching prior to assignment. Production date defined by client, added as choice. Working with your Relativity Database 44

45 Views View Name Fields Criteria Security ECA: Docs - no assessment yet ECA: Potentially Privileged ECA Potentially Relevant ECA Potentially Relevant and Privileged All Documents My Checked out Documents DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, ECA: Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Culling, ECA Relevance, ECA Privilege: Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Culling, ECA Relevance, ECA Privilege: Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Culling, ECA Relevance, ECA Privilege: Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes ECA Privilege is NOT SET AND ECA Relevance is NOT SET AND Culling is NOT Set ECA Privilege is Potentially Privileged ECA Relevance is Potentially Relevant ECA Relevance is Potentially Relevant OR Relevant AND ECA Privilege is Potentially Privileged or Privileged All Documents Batch Conditions: Assigned To = currently logged in user Admins/Power Reviewers Only Admins/Power Reviewers Only Admins/Power Reviewers Only Admins/Power Reviewers Only All users All users Working with your Relativity Database 45

46 View Name Fields Criteria Security My Unreviewed Checked out Documents My Assigned Documents My Unreviewed Assigned Documents Docs marked Not Privileged Docs marked Privileged Privilege For Further Review DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Priv Comments, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Priv Comments Attorney Notes (Note: consult with client to add fields required for their Privilege Log.) DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Priv Comments, Attorney Notes Batch Conditions: Assigned To = currently logged in user AND Responsiveness is NOT SET Assigned To = currently logged in user Assigned To = currently logged in user AND Responsiveness is NOT SET Privilege = Not privileged Privilege = Privileged (Note: It might be necessary to duplicate this view to show only privileged documents that have not been been part of a privilege log yet.) Privilege = For Further Review All users All users All users All, not basic reviewers All, not basic reviewers All, not basic reviewers Working with your Relativity Database 46

47 View Name Fields Criteria Security Docs marked Responsive Docs marked Not Responsive Responsiveness For Further Review Docs marked Confidential Docs not marked Confidential Confidential For Further Review Production Conflicts DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Confidentiality, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Confidentiality, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Confidentiality, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes Responsiveness = Responsive Responsiveness = Not Responsive Responsiveness = For Further Review Confidentiality = Confidential Confidentiality = Not Confidential Confidentiality = For Further Review Responsiveness = Responsive AND Privilege = Privileged All, not basic reviewers All, not basic reviewers All, not basic reviewers All, not basic reviewers All, not basic reviewers All, not basic reviewers Admin/Power Reviewers Working with your Relativity Database 47

48 View Name Fields Criteria Security Docs Ready for QC Docs for QC Resolution Production Candidates Produced Documents (May be set to provide cumulative View of all Productions along with individual views for each production) Documents to Produce [date] DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, STR, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, BegProd, EndProd, ProdBegAttach, ProdEndAttach, Prod Date, ProdVol, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes DocID, BegAtt, EndAtt, GroupID, BegProd, EndProd, ProdBegAttach, ProdEndAttach, Prod Date, ProdVol, Global Author, Sort Date, To, From, CC, BCC, Subject, DocTitle, Global Title, Responsiveness, Privilege, Importance, Attorney Notes Responsiveness = Responsive AND Privilege = Not Privileged and QC Approval = Not Set QC Approval = Defect Responsiveness = Responsive AND Privilege = Not Privileged and QC Approval = approved BegProd = Set (Some cases may want separate views for each production) Produce = Date referenced in View Name Admin/Power Reviewers Admin/Power Reviewers Admin/Power Reviewers Admin/Power Reviewers Admin/Power Reviewers Working with your Relativity Database 48

49 Proposed Case Workflow Our basic case template contains tools to facilitate the worksteps shown below. If you have additional requirements for review, we re happy to work with you to provide your team with the tools they need to work efficiently and effectively. Evolve Discovery Document Production Review Documents ingested into Relativity Objective: Identify potentially responsive and/or privileged documents via Search Term Reports for review. Responsible Party: Searches by Evolve Discovery. Terms from client Search Term Reports run, documents tagged Non-responsive No Responsiveness Review Not sure Secondary Resp. Review Yes Yes Yes Privilege Log Yes Privilege Review Not sure Secondary Priv. Review Docs Marked Privileged View No No Further Review Required Views Objective: Assess documents for production Confidentiality and Significance Review Responsible Party: Firm review team or Evolve Review Objective: QC prior to production, identify production set QC tools Responsible Party: Firm review team manager or Evolve Review Objective: Export documents for production to opposing party. Production Responsible Party: Evolve Discovery

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