Concordance End User Training Class

Concordance End User Training Class

Agenda Viewing in Concordance and Opticon Searching Tagging Integration with other products Editing Transcripts Printing documents and images Concatenation Remote access options

Introduction Concordance is database software for litigation Hold documents of all varieties Fast and efficient searching Tagging (like sticky notes) Integration with leading litigation software Robust security Opticon is an image viewer software for litigation FYI is a remote access tool

Huge capacity 250 fields per database 33.5 million documents per database 12 million characters per field About 7500 pages 512 gigabytes (half terabyte) maximum size Can concatenate 128 databases Search across all as if they are one Largest dataset searchable at one time ~4 billion records 64 terabytes

Concordance 2007 New Features Due out soon New look and feel Dashboard and tab view for open databases Simple search Expanded tag management Enhanced email / edocs importing Expanded integrations TotalLitigator CaseMap IPro Thin Client viewer Sanction

Active Workspace (V8) Getting Started Displays recent databases and resource toolbar Visible when no view mode selected Dashboard (V2007) Left panel contains recent databases Tabs for various functions like tags, search Tabs open across top for databases Workspace is a tab

Browse View Shows entire contents of one record Right-click Increase font size Changes effect every database Print current record Keyboard shortcuts F = First, L = Last N = Next, P = Previous See Hotkeys handout for more

Table View Shows a list of documents Fields displayed set by data type No paragraph fields in table view Causes speed problems Right-click Customize font (effects only this database) Table layout Send to Excel Shift-click or Control-click to select multiple records Sort by clicking on field header

Empties Tools Menu If checked, displays fields that are empty in Browse Split Screen If checked, can display both Browse & Table In V2007, can split vertically or horizontally Tool Bars If checked, toolbar is visible

Viewing Images in Opticon Camera button in Concordance opens viewer Navigating in Concordance Navigating in Opticon Zoom Rotate Magnifiers Pan

Redaction Marking Images in Opticon Most commonly used Right-click to customize text Fused onto new images created during production Highlighter Transparent Right-click to change color Usually NOT fused during production Search by type, text contents, creator Remember to Redlines>Reindex before search

Searching in Concordance Types of Searching Full Text Relational Ways to search Simple search V2007 Tally Quick Search Advanced Search

Searching in Concordance 200 character limit on search string Not case sensitive Lots of handouts on this on website Free webinar on website

Full Text Searching Designed for text & words Newer method Searches the dictionary Then uses index to quickly display documents 700% (7x) faster than relational Highlights hits in red Target button jumps from hit to hit Search indexed fields (all / some / one) See Full Text vs. Relational handout

Dictionary Full Text Searching Created during Indexing process Includes every word in the indexed fields except for stopwords and single letters Speeds up full text searching Index Like the index in a book Points to location word appears

Indexing Rules Space-to-space indexing Word = any string of letters and/or numbers Doesn t have to be in Webster s to get in Concordance s dictionary Stopwords are not indexed Most common words in English Search operators Not generally words you d search for anyway Keeps dictionary lean & mean

Punctuation and Indexing 1 rule, 2 major exceptions RULE: Punctuation is not indexed (treated like spaces) EXCEPT if both are true: Punctuation is on list in File>Status, AND Appears in the data embedded in a string All leading and trailing punctuation is ignored Consider Run, Spot, run. Hyphenated-words Currency, percentages

Simplest Search Simplest full text search is one word Searches contents of all indexed fields Finds exact matches Ex: Milk Status line Order number of current selection in current set then [Original load order] in brackets then Total of current set Infinity button shows full set, can return to search results

Full Text Operators Operators are used to narrow results by searching more than one term Boolean Context Proximity

AND: Contains both words Ex: Milk AND Bank OR: Contains either word Ex: Milk OR Bank NOT: Contains first, does not contain second Ex: Milk NOT Bank Boolean Operators

Context Operators SAME: Both terms exist in the same field NOTSAME: Both terms exist never in same field Field limiters.fieldname. EX: cowco.title. Looks only in named field(s)..fieldname. EX: cowco.ocr1. Looks in all other fields BUT NOT in named fields

Proximity Operators ADJ: In stated order Ex: File ADJ Note NEAR: In any order Ex: Note NEAR File Adjacent is actual order Near isn t nearly as fussy

Proximity Operators Can add qualifying number up to 255 Maximum number of intervening indexed words Stopwords don t count Ex: Trust adj25 bank ADJ is Concordance s default operator financial record actually searches financial ADJ record

Fields Advanced Search Displays a list of fields Double click, then quit Puts in periods for full text syntax Dictionary Opens dictionary (a.k.a. the concordance ) Can search for terms, see similar ones Double click, then quit

Fuzzy Advanced Search Finds words that look or sound like your term Homonyms 65% characters-in-common Combine with asterisks around *term* to get longer strings

Relational Searching Older method Reads database each time Searches one field only (usually) Compares field to value Uses relational operators Cannot highlight hits in red Use full text first, it s faster Relational is relatively slow

Relational Searching When do you use relational searching? Dates Numbers Bates (serial numbers) Short fields Fields that show in table view Need to do comparison or range search NOT paragraph fields

Relational Operators Operator Abbreviation Description = EQ Equals <> NE Not equal to > GE Greater than < LT Less than >= GE Greater than or equal to <= LE Less than or equal to $ CO Contains! NC Does not contain WL OL Within limits, includes stated values Outside limits, excludes stated values

Wild Card Characters Asterisk (*) replaces string at beginning or end of a search term (*oniff*) Milk.ocr*. will search ocr1, ocr2, ocr3, etc Not necessary to use * in CO or NC Question mark for dates Ex:??/??/1983

Complex Clauses Join clauses with Booleans Speed relational by adding full text in front Goniff.ocr1. AND date =??/??/1983 Parentheses enforce operator precedence (Milk AND dairy) OR (cream NOT butter) Watch out for coded names Ex: goniff.to. Vs. goniff;ja.to. 0 query shows all in original order 0 NOT milk: finds records without milk

Search Quiz In Cowco, how many financial reports dated before November 1980 were authored by Burns and discuss the mobile equipment? (Financial report).doctype. AND burns*.from. AND (*mobile* and *equip*).ocr*. AND docdate < 11/??/1980 Answer: 00020390

Queries Search>Keep creates a.qry file Text file contains search query strings only Can be edited Search>Execute runs all searches in QRY file Can take time to re-run Resolves internal search number references Can be run on any database if referenced field names match Kept queries catch new data

Picture in time Snapshots Auto-restored snapshots save Your last search results Search history Last document selection Sort Save a snapshot to preserve work history Search>Snapshot>Save Snapshot Includes search history, and results when saved Can only be restored on original database Restorical Restored snapshots show historical data

Sort Searches are always displayed in [load order] Simple sort by clicking header in table view Complex sort Max of 16 fields Actually 1000 character max Sort order is temporary Stays that way until new sort or new search Sort & export to change load order (only way to permanently sort a database)

Tagging Documents Tag panel lists current tags Click checkbox to apply or remove List tagging Multiple-select, drag and drop onto tag name Right-click to apply / remove tag to current query results New tag: right-click over tag panel background Search by tag: right-click query by tag(s)

New Tag Features in V2007 Similar to FYI Reviewer Expanded Tag Management Multi-level folders Private tag folders Query by folder

Create a note Annotations Select text in Browse view Right-click>New Note Enter comments Can apply tags to note Called issues or note tags Applied only to text clip, not whole documents Attachments External: Can attach native file or website

Working with Transcripts Quick Marks click on line numbers Notes Can put in comments Apply issues (a.k.a. issue tags, or note tags) Issues are text-level properties (tags are documentlevel) properties Attachments Create hyperlink to external file or web address Reports>Annotation Reports Can run reports on all kinds of annotations See notes tab in tags pane

Integrations TotalLitigator.com Combines all Lexis litigation services product offerings CaseMap.com Case analysis database also part of LexisNexis Syngence.com Synthetix searching and Blue Trace email review Sanction.com Trial presentation software IPROTech.com Litigation image viewer

Editing records Editing data Can only edit fields you have permission to write Edit>Data validation sets data entry restrictions Control-L displays any authority lists on the field Creating new records Edit>Append Ditto copies some or all of fields in old record

Printing from Concordance Printing Documents Looks like the browse screen Settings KWIC Reports Exploded Reports To print the table view, try send to Excel and print from there

Printing Images Printing from Opticon Selecting ranges of pages or documents Setting up Header & Footer Select from list of fields (first 10-20 characters) Select other stamps Time, date/time Document Numbers Image keys Type in your own; auto-increment if it s numeric

Concatenation Opening multiple databases Searches up to 128 databases simultaneously Can open transcript and non-transcript databases together Functions with field selection have drop-down database lists File>Join>Add Add more databases File>Join>Save Creates a.cat file with list of all current databases

FYI Core Server

FYI Core Server 1. At the Main Office: The FYI Core Server software is installed on your company s internal server 2. On Your Network: Internal Concordance and Opticon users work on databases locally 3. Satellite Offices & On the Road: Remote users with local versions of the software can access the same centralized databases and imagebases 4. Experts, Co-Counsel, Clients: Using FYI Reviewer via a web browser, occasional users can access case data that they have permission to review

FYI Reviewer Demo Looks very much like new Concordance 2007 No local software installation required Leaves no residual data on end user machine Perfect for new users Intuitive Includes embedded viewer pane for images