Lexbe eDiscovery Webinar- Affordable Hosting Alternatives for Summation & Concordance Productions

Gene Albert Principal, Lexbe LC

eDiscovery FAST

Affordable Hosting Alternatives for Summation & Concordance Productions

Fast, Cost-Effective Document Reviews of TIFF Images and LoadfilesApril 29, 2014

eDiscovery Webinar Series

○ Takes Place Monthly

○ Cover a Variety of Relevant eDiscovery Topics

○ Presentations Available for Download by Registrants.

Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014

Info & Future

eDiscovery FAST

eDiscovery Webinar Series

Lexbe is an Austin, TX based eDiscovery software and services provider.

○ Lexbe eDiscovery PlatformLexbe eDiscovery Platform is a hosted eDiscovery processing and review tool. Users can load a variety of file types, process for review, OCR for search, and conduct document reviews, productions, prepare for depos & analyze transcripts, conduct case analytics, prepare for dispositive motions, and provide litigation support during trial.

○ Lexbe eDiscovery Services Lexbe does large volume document culling, processing from native to PDF or TIFF, load file creation, high-volume OCR of image files, Rule 26 and project management consulting, and related eDiscovery Services.


About Lexbe

Lexbe Sales [email protected]

(800) 401-7809 x22

eDiscovery FAST

If you have any questions or technical issues, please e-mail them to:

[email protected]

Questions will be forwarded to Gene and answered during the webinar or via e-mail if we run out of time.


eDiscovery Webinar SeriesQuestions & Technical Issues

eDiscovery FAST

○ CurrentPrincipal of Lexbe LC, a developer and provider of cloud-based litigation review and document management software & eDiscovery services

○ Prior Experience-Legal experience as in-house counsel and in private practice-Business experience in software, medical services and internet-based businesses

○ Education-MBA & BA, University of Texas-JD, Southern Methodist University


Gene Albert bioeDiscovery Webinar Series

Contact Gene [email protected]

eDiscovery FAST


Cost-Effective TIFF Production Review

eDiscovery FAST

Agenda

○ What are TIFF Productions & ‘Standard’ Concordancetm/Summationtm formats

○ Accessing Native & PDF Versions of Documents

○ Hosting Alternatives, Security & Cost Considerations

○ Loadfile Validation & Loading

○ Getting the Best Search: OCR text and/or Native Extracted Text

○ Document Viewing; Issue Coding

○ Fact & Issue Mapping, Depositions, and Motion Practice

○ Conclusion



What are TIFF Productions w/Loadfiles?TIFF & Text

What is it? Natives converted to TIFF-images, usually single-paged; or scanned

Advantages ● Traditional review format (predates PDF)● Required for some platforms (optional others)● Robust bitmapped file type (image-viewer used)

Disadvantages ● Cumbersome--requires separate text files/load files● Requires review platform to pull together● Substantial file expansion from native (3-5X)● May lose color/other data, depending how processed

Notes ● Usually in the form of one image and one text file per page (older text in load file)

● Document breaks and associated metadata are stored in one or more separate 'load files', which can corrupt

eDiscovery FAST



What are TIFF Productions w/LoadfilesLoad FileWhat is it? Structured text or database type file that references

document files and associates metadata and other information, for use in Litigation Review Database Systems

May Be Included ● Document and email metadata● Document breaks (for single page TIFFs)● Email family associations● Map to multiple versions of files (e.g., TIFF,

Text, PDF, Native)

Formats in Use ● DAT (Concordance, Ringtail, Relativity)● DII (Summation)● LFP (iPro)● Excel XLSX (Lexbe)

Notes ● Production may include multiple load files formats● Can be used in TIFF, PDF and Native productions● Some systems can load multiple

formats

eDiscovery FAST



What are TIFF Productions w/Loadfiles

Load File in Excel (Lexbe) Format

eDiscovery FAST




Load File in DII (Summation) Format

;Record 1@T ENRON 0000001@MEDIA eEmail@C ENDDOC# ENRON 0000001@C PGCOUNT 1@D @I\IMAGES\0001\ENRON 0000001.tiff

;Record 2@T ENRON 1000 0000002@PARENTID ENRON 0000001@MEDIA Attachment@C ENDDOC# ENRON 0000002@C PGCOUNT 1@D @I\IMAGES\0001\ENRON 0000002.tiff

;Record 5@T ENRON 0000005@PARENTID ENRON 0000003@MEDIA Attachment@C ENDDOC# ENRON 0000030@C PGCOUNT 26@D @I\IMAGES\0001\ENRON 0000005.tiffENRON 0000006.tiffENRON 0000007.tiffENRON 0000008.tiffENRON 0000009.tiffENRON 0000010.tiffENRON 0000011.tiffENRON 0000012.tiff

eDiscovery FAST

Field Token

Record Token




Load File in DAT (Concordance) Format

þBEGDOCþþENDDOCþþBEGATTþþENDATTþþATTACHMENTþþPARENTIDþþRECORDTYPEþþDATESENTþþTIMESENTþþDATERECEIVEDþþTIMERECEIVEDþþFROMþþTOþþCCþþBCCþþSUBJECTþþDATECREATEDþþTIMECREATEDþþDATEMODIFIEDþþTIMEMODIFIEDþþFILENAMEþþFILEEXTENSIONþþSOURCEFILEPATHþþPAGESþþVOLUMEþþORIGINALSPATHþþTEXTPATHþþPDFPATHþþENRON 0000001þþENRON 0000001þþþþþþþþþþeEmail þþ05/26/2000þþ10:19:00 AMþþ05/26/2000þþ10:19:00 AMþþJohn J LavoratoþþJohn Zufferli{John Zufferli}þþþþþþMolson adþþþþþþþþþþ2000-05-26 10:19:00AM - Molson adþþ.msgþþjohn_lavorato_000_1_16\Top of Outlook data file\lavorato-j\John_Lavorato_Jun2001\Notes Folders\All documents\2000-05-26 10:19:00AM - Molson ad.msgþþ1þþVOL01þþ\ORIGINALS\0001\ENRON 0000001.msgþþ\TEXT\0001\ENRON 0000001.txtþþ\PDF\0001\ENRON 0000001.pdfþþENRON 0000002þþENRON 0000002þþENRON 0000001þþENRON 0000002þþþþENRON 0000001þþAttachment þþþþþþþþþþþþþþþþþþþþþþþþþþþþmolson-canadian-i-am.movþþ.movþþjohn_lavorato_000_1_16\Top of Outlook data file\lavorato-j\John_Lavorato_Jun2001\Notes Folders\All documents\2000-05-26 10:19:00AM - Molson ad.msg\molson-canadian-i-am.mov.1þþ1þþVOL01þþ\ORIGINALS\0001\ENRON 0000002.movþþ\TEXT\0001\ENRON 0000002.txtþþ\PDF\0001\ENRON 0000002.pdfþþENRON 0000003þþENRON 0000003þþþþþþþþþþeEmail

eDiscovery FAST

Field Delimiter



Accessing Natives & PDFsBlended Productions Include Multiple Production Types

What is it? Delivery in multiple formats as needed: Native, PDF & TIFF/text, with multiple load file formats

Advantages ● Flexible for multiple platforms● PDFs available for easy transfer● Natives for backup and review● Versions linked for easy comparison

Disadvantages ● Must assure no privileged docs produced● Native docs can be easily modified

Notes ● Natives files are original versions: e.g., Outlook, Word, Excel, Powerpoint, etc.

● Multiple version of load files provided for system flexibility

eDiscovery FAST



Hosting & Review Alternatives

eDiscovery FAST

Installed Software Web-Based Hosting

Description Purchase, install & support litigation review software that supports TIFFs

‘Rent’ software from hosting provider as needed for a case or in general

Security Internally maintained Hosting provider maintains encryption, security procedures, certifications

Case Support Internally maintained or software provider

Hosting provider maintains

Access Beyond Firewall

Remote access software Usually web-based

Cost Software licensing, server(s), maintenance, personnel costs

Varies; Per GB, fixed, user fees

Reimbursable or Litigation Cost

No, usually non-reimbursable Possibly - Depends on jurisdiction


Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 eDiscovery FAST

Production Loading

○ Can be done by Vendor or Self-Serve

○ Loadfile and data must be validated & checked for quality control

○ Best to handle internally with high degree of expertise, and available time

○ Vendor best option with large data set, limited internal expertise or a rush

○ With a Dual-Index approach the search engine indexes both text extracted from Native files (email, attachments, spreadsheets, etc.) and TIFF OCR test

○ Most comprehensive approach minimizes potential for lost and unsearchable data.



Better Search with Dual Indexing

eDiscovery FAST

Index MethodCaptures

Embedded Text

Captures Text Excluded From

PrintCaptures

Hidden Text

Imaged/OCR Yes No No

Native Extraction No Yes Yes

Dual Index Yes Yes Yes

Benefits of Dual Index Approach



Search & Review

eDiscovery FAST

Search Requirements

Basics

-Accurate-Fully Indexed-Easy to Use

Better

-Many search options-Concept-Fuzzy & Stemming-Boolean-Keyword Highlighting

Best

-Very Fast (returns in seconds)-Dual Indexing of natives/paginated



Document Viewing - Multiple Versions

○ Hits - Highlighted from search

○ Original - Native if available

○ HTML - Extracted text from Native

○ Page - One page at a time

○ PDF - Viewing & access

○ Text - OCR of images

○ Annotated - For depos



Pre-Built & Custom Fields/Tags

eDiscovery FAST

Built-In Fields

-Immediately usable-Integrated workflow-Leverage best practices-Wheel ‘already invented’

Custom Fields

-Issue coding-Reviewer assignment-Add’l filtering/sorting-Unlimited in number/use

Best to have both options



Document Review Workflow

eDiscovery FAST



Document Issue Coding

eDiscovery FAST



Multidoc Edit for Fast Issue Coding

eDiscovery FAST



Getting Documents Out○ Needed for depositions,

conferences, motions, trial prep, etc.

○ TIFFs are cumbersome: Single-pages, not searchable, etc.

○ PDF usually best option (TIFFs joined/converted)

○ Native version availability



Who’s on First: Key Case Participants

eDiscovery FAST

○ Parties, deponents, fact-witnesses, related organizations, etc.

○ Show associations between

○ Link to evidence, case issues



Timelines for Depo Prep

eDiscovery FAST



Assigning Docs to Deponents

eDiscovery FAST



Extract Facts from Depos & Exhibits

eDiscovery FAST

○ Fact Highlighting○ Structured Extraction &

Timelining



Categorize Facts for Fast Motion Practice

eDiscovery FAST



Dispositive Motions - Filter Facts & Issues

eDiscovery FAST

Thank YouContact Info


Gene Albert:Lexbe Principal

[email protected](512) 686-3382

Stu Van Dusen:Marketing Manager

[email protected](512) 843-7672

Lexbe Sales: [email protected](800) 401-7809 x22

Webinar Questions: [email protected]

eDiscovery FAST

Law

Lexbe eDiscovery Webinar- Affordable Hosting Alternatives for Summation & Concordance Productions