Review Easy Guide for Administrators. Version 1.0

Transcription

1 Review Easy Guide for Administrators Version 1.0

2 Notice to Users Verve software as a service is a software application that has been developed, copyrighted, and licensed by Kroll Ontrack Inc. Use of the software is governed by the terms and conditions of the end user license agreement contained within the software. This manual should not be construed as any representation or warranty with respect to the software named herein. Occasionally, changes or variations exist in the software that are not reflected in the manual. Trademarks Verve, and other Kroll Ontrack brand and product names referred to herein are registered trademarks or trademarks of Kroll Ontrack Inc., and/or its parent company, Kroll Inc., in the United States and/or other countries. All other brand and product names referred to herein are the trademarks of their respective owners. Copyrights Copyright 2011 Kroll Ontrack Inc. All Rights Reserved. No part of this publication can be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into a language or computer language, in any form by any means, electronic, mechanical, optical, chemical, manual, or otherwise, without the express written consent of Kroll Ontrack Inc. Contact Information Kroll Ontrack Inc Columbine Road Eden Prairie, MN Phone: Web: Technical Support Phone: [email protected]

3 Document Review for Verve Software as a Service Introduction Introduction Document review in Verve e-discovery software as a service integrates necessary document review features searching, categorizing, redacting, and annotating with cutting-edge intelligent review technology (IRT), automated workflow and quality control functionality. Backed by an experienced application support team, Verve maximizes efficiency through advanced search, multilingual support, an easy-to-use modern interface and real-time reporting. Regardless of case size or complexity, Kroll Ontrack helps you collect, filter, process, review and defensibly produce documents on time and within budget. The topics below are not all-inclusive of the information available to you - they contain just enough information to get you up and running. For more information on any functionality, press F1 at any time while in the application or contact our toll-free Tech Support center at

4 Overview of the Interface Overview of the Interface Document List/Metadata Key This Column Indicates this type of information Document's file type Document has embedded files ( has attachments) Document has been categorized Document has been reviewed Originally a paper document This Column Indicates this type of information Relevance rating of document found in a search Marked as exception to Duplicate Handling rule Locked for review Document has been assigned Translation Status 2

5 Viewing Documents Select a folder in the Navigation Pane to view its contents in the Document List. Select any document in the Document List to view it. When viewing documents, you can do the following: Viewing Documents Change how the documents are displayed using the various Display options on the View tab of the ribbon. View different types of information using the various tabs available in the Document Viewer. View different groupings of information associated with those documents using the panes available in the Navigation Pane. Move between documents by either selecting another document in the Document List or click (Previous Document) or (Next Document). Move between the document's pages by clicking (Previous Page) or (Next Page). Displays There are multiple displays of documents available from the View tab, depending on your permissions and application settings: Document view (default) View documents as a Tiff image, Native file, extracted Text, and review Audio files if applicable. Additionally, if you have sent Production images using the Document Delivery Wizard, you can view images of the produced documents. Near-duplicate comparison Compare two near-duplicate documents for differences in extracted Text, Annotations, Categorizations, or reviewer Comments. Analytics Visually analyze your data for Communication between people, Timeline, and Subject. Threads View all related , sent and received, in a thread. See where the thread split into separate conversations, locate s that generated a lot of conversation, or determine pieces of the conversation that have not yet been added to the folder. 3

6 Tabs Within each display you may have access to the following tabs, depending on your permissions and application settings: Viewing Documents Tiff tab The Tiff tab displays documents as they would look if they were printed. Check the Tiff tab when categorizing a document because it may contain information that is not displayed in the Native tab. For example, Track Changes do not appear in the Native tab. Native tab The Native tab allows you to review documents in their native file formats. Paper documents, which appear as Tiff images, are the exception. Text tab The Text tab displays the unformatted, extracted, searchable text of the selected document. Use this tab to see search-hit highlights. When you run a text-based search, all of the text that appears on the Text tab is searched. Keep this in mind as some documents displayed in the Native and Tiff tabs do not show all of the text contained within them. The Text tab is the true indicator of what can be searched. Production images tab Use the Production Images tab to view document images as they were delivered from Kroll Ontrack. Production images cannot be modified in any way such as applying redactions or highlighting. Panes Within each display there are multiple panes of information, depending on your permissions and application settings: Document Reviewers pane This is where you will likely conduct most of your work. Initially, the Document Reviewers pane contains the folders sent from Kroll to the Administrator. These Host or "snowflake" folders are created by Kroll Ontrack and show how Kroll Ontrack processed the original data. Note: The names of Host or "snowflake" folders cannot be edited. Topic Groups pane If enabled, the content of documents is analyzed to find common topics. Documents are then organized by those topics in the Topic Groups pane, which you can then use to quickly assign groups of documents based on common topics. For more information about the Topic Groups pane and how to assign by topic, press F1 with the Topic Groups pane selected. 4

7 Viewing Documents Custodians pane This pane displays documents as they were captured from people (i.e., custodians) who originally owned it and in the original directory structure, which is helpful when you want to view the documents that are in the same folder as a potentially important document. You can perform many of the same actions in this pane as the Document Reviewers pane. Workflow pane Use the Workflow functionality to create an efficient document review process that ensures consistency by automating the following: Document distribution Check-in Manual actions Use the Workflow pane to do the following: Monitor documents and metrics within the context of Workflow. View and edit individual component properties without opening the Workflow Designer. Folders After a review is underway, the Document Reviewers pane for administrators and reviewers may contain the following additional types of folders, depending on enabled functionality: Reviewer accounts contain data slice folders and topic-group folders assigned to the reviewer by the Administrator. The Administrator can create several reviewers and assign folders of documents to each reviewer. Topic Assignments on <date> folder When Topic Review is enabled, this folder appears when data has been assigned from the Topic Groups pane. Concepts folder contains individual Concept Search folders and Find Similar Documents folders. Administrators and reviewers can perform these two types of concept searches for documents. Searches folder contains individual Search folders. Administrators and reviewers (depending on permissions) can perform regular, privilege, and quick find searches for documents. The documents returned from a search are put in a folder. 5

8 User folder (e.g., ) Administrators and reviewers can create new user folders. For example, they can create a folder into which they copy potentially-important documents. Then they can send it to another reviewer or Administrator for further review. Viewing Documents Locked In Use folder If two or more reviewers have the same folder, whoever opens it first owns the lock. The other reviewers cannot delete the folder or its documents, add documents to the folder, rename it, or change security levels until the folder is unlocked. Translated by Kroll Ontrack folder contains documents that have been machine translated. This folder automatically appears shortly after a document has been submitted for translation. Workflow folder When Workflow is enabled, this folder contains reviewers' Workflow folders. These folders appear when reviewers check out documents. Training folder contains documents that have been selected to be included for training by the training group for Intelligent Review. 6

9 Setting Up Your Review: Adding Reviewers You can control what reviewers can see and do with individual permissions, permission groups, and security levels. Setting Up Your Review: Adding Reviewers Permissions determine which actions (e.g., redact, search, print) reviewers can perform. This can be controlled with individual or group permissions. Security levels determine which documents, annotations, and comments reviewers can view. To add reviewers 1. On the Admin tab, in the Reviewers group, click New Reviewer. The Reviewer Properties dialog box appears. 2. Specify the necessary options in this dialog box. For more details, press F1 or click Help while in the dialog box. 3. When you have finished adding reviewer information, click OK to commit the settings. 4. Repeat steps 1-3 for each reviewer. 7

10 Setting Up Your Review: Creating Keyword Lists Setting Up Your Review: Creating Keyword Lists Keyword lists are lists of words that are frequently used to help narrow a particular data set when performing document searches. You can create, edit, or delete lists of keywords and keyword phrases for all reviewers to use when performing searches or to highlight privilege terms in documents. The following is a list of tools that may help refine your keyword lists: Data Dictionary Helps determine if keywords are too specific, as well as help identify plural/singular spellings, conjugations, misspellings, and abbreviations that you may be missing. Keyword Report Helps determine if keywords are too general. Displays the keywords and the number of documents that took hits on those terms within the defined scope of the search. Concept Searching Helps identify variations of keywords by identifying word patterns and occurrences in documents and then translating them into concepts. You can then add these concept terms back into your keyword search to make it more effective. Use the following characters when entering keywords for added searching flexibility: *! + Character [space], &, % Definition Wildcard: Replaces exactly one character at the beginning, middle, or end of a term Expander: Replaces zero or more characters at the beginning, middle, or end of a term Root expander: Replaces zero or more characters at the end of a term OR, AND. and AND NOT: Connect multiple terms together ~ () /# Near: Searches for term A within 50 words of term B (e.g., A ~ B) Parentheses: Group sets of terms together (e.g., (A & B) C) Proximity: Searches for term A within 20 words of term B (e.g., A /10 B) 8

11 To create a keyword list 1. On the Search tab of the ribbon, click Manage Lists. 2. Enter keywords in the Terms and Connectors area. Setting Up Your Review: Creating Keyword Lists 3. Save the keyword list to make it available for future searches. Note that you can save only one keyword list as privileged. To do so, select Keywords - Privilege in the List Type field. Tip: When looking at documents, you can enable highlighting in addition to searched terms. If you choose to highlight privilege terms, these terms are highlighted red everywhere, not just within a search folder. Analyzing Keyword Effectiveness Run the Keyword report on a search results folder to determine whether you need to adjust your keyword list. You can also run this report to see which custodians are using which words. To run the report 1. On the Output tab of the ribbon, click Keyword & Searches. 2. Under Type, select Keyword Report and click Run. Tip: It may take several minutes for the report to generate. You can close the Folder Reports dialog box and continue working in the system. When the dialog box is open, click Refresh to check the status of the report. 3. When the report is ready, you can send it to yourself or someone else using the Send report to field. Looking at the results Use the report's tabs to see view different keyword details and metrics. Reference the search criteria that produced these results on the Search Criteria tab. See hits for additional keywords searched as a result of wildcard and expanders on the Keyword by Keyword tab. These additional terms appear in italics. Keep in mind that page counts are not calculated. In the Keyword report one page is counted for each document. 9

12 Setting Up Your Review: Modifying Redaction Codes Setting Up Your Review: Modifying Redaction Codes When reviewers create redactions, they must select a redaction code and optionally enter a comment. The redaction is labeled with the code and is visible to others. Tip: It is important to make redaction code modifications early in your review because they are not applied to existing redactions. To modify pre-set redaction codes 1. On the Admin tab of the ribbon, in the Coding & Redactions group, click Redaction Codes. 2. Make the necessary modifications and then click Close. The modified codes are available for future redactions. 10

13 Setting Up Your Review: Managing Categories Setting Up Your Review: Managing Categories Use the Category Tree to tag documents during review. There are three default categories available: Responsive, Non-Responsive, and Privileged. As an Admininstrator, you can add, modify, or delete categories to fit your needs. The Category Tree is organized into two tabbed category types: Review and Admin. Review categories are used to tag documents based on their content. Admin categories are used for administrative purposes in handling documents during review. They can help identify the status of a document, such as Sent for Production, Technical Issues, and Exclude from Conflict Report. To aid review, you can incorporate document syncing with your categorizations. When using document syncing, reviewers can categorize one document and have the system apply that categorization (and any privilege comments) to all associated documents in the database, as well as to any future uploaded documents. To create a category 1. On the Admin tab of the ribbon, in the Categories group, click Set Up. 2. To add a new category, complete one of the following: a. For a new Review category: Click the New arrow, and then select Base Category or Subcategory. b. For a new Admin category: Click the Admin tab, and then click New. 3. Type the category name and press Enter. 4. Select the appropriate permission, privilege, Available for Delivery, syncing, and Intelligent Review settings. When marked as "Available for Delivery", categories can be used for branding documents in your document deliveries. 5. Use the up and down arrows to position the category in the Category Tree and then click Close. Your new category is now available for use. Note: To remove a category, right-click it and then click Delete. 11

14 Setting Up Your Review: Managing Coding Fields Setting Up Your Review: Managing Coding Fields The Document Coding panel allows reviewers to view and modify coding field values associated with each document. Use coding fields to detail the bibliographic coding information for paper documents uploaded to the application, add metadata for paper documents, and add details from review for tracking purposes such as the reason for marking a document as Privileged or flagging a specific name found in a document. When marked as "Available for Delivery", coding fields can be used for branding documents in your document deliveries. To set up document coding fields 1. On the Admin tab of the ribbon, click Document Coding. 2. In the Coding Field Name column, select an existing coding field and enter a new name for it. Reviewers will be able to enter free-form values for this coding field. 3. To create a coding field with set values, select if you would like your reviewers to select multiple or single values from the Drop-down List. Enter values by clicking in the Drop-down Values column and clicking the ellipses button. 4. To change the default order of a coding field, select it and click the Move Up or Move Down button. To return to the default order, click the Default Order button. 12

15 Searching for Concepts Searching for Concepts Use concept searching to expand your knowledge of the data set and the terminology being used. With concept searching, attorneys are more likely to find documents relating to the issues in their cases because the search is not limited to the specific words entered in the query. For example, if you search on "broken bone" your concept results would be narrowed to issues in your personal injury case, such as accident, disease, fracture, femur, injury, hospital, and orthopedic. You can avoid unnecessary review of documents containing unrelated concepts, such as dog bone, dinosaur bone, boning a fish, skull and crossbones, and archeology bones. To search for concepts 1. On the Search tab of the ribbon, click Concept Search. 2. In the Define Concept Search field, enter words or phrases and click Find Now. 3. If you see any additional terms that may strengthen your search in the View Related Concepts area, select them and click Add to add them to your search. 4. Click Find Now to update your search results. 5. Click Save Search to send the results to the Concepts folder in the Document Reviewers pane. When viewing your search results, use the Previous Hit and Next Hit buttons to locate keyword hits quickly. Should you need to refine the search, you can right-click the search folder in the Document Reviewers pane and click Edit Concept Search. Finding Similar Documents You can use the Find Similar feature to locate conceptually similar documents once a valuable document is found. All of the words in the original document are used as search terms. Results are displayed with relevance ratings so you can easily identify the most conceptually similar documents. To perform a Find Similar Document search 1. Select the document in the Document List. 2. On the Search tab of the ribbon, in the Topics group, click Find Similar. 13

16 3. On the Find Similar Documents dialog box, click OK to send the results to a "Similar To" folder under Concepts in the Document Reviewers pane. Searching for Documents In your results, searched terms are highlighted in blue. Concepts related to the searched terms are highlighted in green. Searching for Documents Search allows you to find documents defined by such criteria as keywords, coding fields, file creation or modification dates, reviewed status, document categorization, control/production number, or reviewer. You specify different types of search criteria on each tab of the wizard. Documents must meet the criteria defined on every tab. The results of a search are placed in a subfolder under the Searches folder in the Document Reviewers pane. Access the Search Wizard from the Search tab of the ribbon by clicking Search. Searching: Query Tab Use the Query tab to look for keywords and phrases in certain specific fields of your documents, such as the To field for an . You define the fields to search in the Search Text and Metadata area and add keywords to the Terms and Connectors area. If you have a keyword list for your case, you can pull that list in to the Query tab using the Predefined Keyword List field. Keyword list documents are useful if you want to create multiple searches using the same keywords. Searching: Scope Tab Use the Scope tab to define the breadth of your search. You can restrict your search by document type, custodians, folders, delivery sets, and data slices. Select Scope Criteria Defined Below to enable the set of criteria tabs, where you can further define your scope. When selecting a Document Type: If you select the Files Only or s Only option, all of your selections on the Query tab will be cleared. For example, if you selected Subject in the Search Text and Metadata section on the Query tab, that selection would be cleared when you select Files Only on the Scope tab. 14

17 Searching: Metadata/Coding Tab Use the Metadata/Coding tab to narrow your search using metadata, coding fields, and document characteristics. Use the selection fields to craft criteria and then add them to the criteria list above. Searching for Documents Keep in mind that you can only search date or number coding fields on this tab. To search text coding fields, use the Query tab. Searching: Reviewer Tab Use the Reviewer tab to view documents reviewed by a specific reviewer. You can restrict your search to particular review actions, such as applying a category or completing a stage. When using the Reviewer Search tab, you search by one reviewer at a time. Any additional search criteria defined on this tab is related to the reviewer with AND logic. Once you select a Reviewer, all other fields on this tab become enabled and you can add criteria to the list. Searching: Category Tab Use this tab to search for categorized documents. In this tab, you can select one category or all of the categories in the category tree. Additional Search Options You may find the following search functionality helpful: Add associated documents to a Search or Audio Search folder and then send it to another reviewer or Administrator for further review. Highlight filter and privilege terms to make it easier to find these terms in documents. By default, the search terms found in your search results are highlighted. Each reviewer can select additional types of terms to highlight throughout the system, not just within search results. You can also highlight Filter Terms (keyword filter terms that were used during processing) and Privilege Terms (terms from your Privilege keyword list). Locate a single document using its control number or production number. Locate a specific word or phrase in a document using Find. 15

18 Producing Documents Producing Documents Use the Document Delivery Wizard (DDW) to define a delivery instruction and deliver a set of documents for further review, production, or witness preparation. When creating a new delivery and delivery instruction, the DDW is pre-filled with the most commonly requested options by default to provide a good starting point. To open the DDW On the Output tab of the ribbon, in the Document Delivery group, click New Delivery. Use Delivery Tracking to view the status and criteria of any delivery set or to reject a delivery set currently processing. To open Delivery Tracking On the Output tab of the ribbon, in the Document Delivery group, click Manage. 16

19 Viewing History of Actions You can view the history of any of the following items: Matter Viewing History of Actions Reviewer Folder Document Page Annotation The history is a record of one or more of the following types of information: Reviewer name Audit dates and time Actions Descriptions of actions (e.g., categorizations, redactions, notes, exported items) To view the history of an item 1. Select the item you would like to view the history on. 2. On the Home tab of the ribbon, in the Properties group, click History. 3. To the history to another user, select their address and click Send. 17

20 Reporting The Project Summary dialog box provides a variety of reports that can help answer questions regarding your matter. When you select one of these reports in the dialog box, a description of the report appears in the Description area. Reporting To create a Project Summary report 1. On the Output tab of the ribbon, in the Reports group, click Project Summary. 2. Under Type, click the drop-down arrow to view the available reports, and then select a report. Notice a description of the selected report appears in the Description area. 3. Click Run. The report appears in the Project Summary dialog box. In the illustration below, the Folder Report provides summary statistics for each folder. 4. In the Send report to box, select an address to send the report to either yourself or to another reviewer. Then click Send. 18

21 Exporting the Document List Export the Document List when you want a summary of the documents in a folder to reference later or to send it to someone else. To export the Document List Exporting the Document List 1. On the Output tab of the ribbon, in the Lists & Logs group, click Export Document List. 2. Select the metadata you want to include in the Re-order Columns dialog box and click OK. 3. On the Export Document List dialog box, select the recipient of the list and click Send. Note: Users with an address are included in the list of recipients. To add an address to the list, click Edit Reviewer on the Admin tab of the ribbon. 19

22 Printing and Downloading Administrators and reviewers can print individual review or production TIFF images to a local printer. The Print button appears on the toolbar when you have local print permissions. Printing and Downloading If you want to print batches of images locally in your office, click DTM Print. You can download single documents with the option of including the document's attachments. Download formats include: Native, Tiff Image, and Text. Document download is unavailable for ZIP, PST, OST files. 20

23 For additional Verve support information, call or visit us online Copyright 2011 Kroll Ontrack Inc. All Rights Reserved. Kroll Ontrack, Ontrack and other Kroll Ontrack brand and product names referred to herein are trademarks or registered trademarks of Kroll Ontrack Inc. and/or its parent company, Kroll Inc., in the United States and/or other countries. All other brand and product names are trademarks or registered trademarks of their respective owners. E0911