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Affordable Hosting Alternatives For Summation and Concordance Productions

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Receiving a production from opposing counsel in TIFF (or TIF) format doesn’t have to require hefty licensing fees, increased personnel costs, or general TIFF confusion. Find out about easier, faster and cost efficient methods of hosting/reviewing large Summationtm and Concordancetm productions.

This Webinar Covers Best Practices for Review Workflow Including:

  • TIFF Productions & ‘Standard’ Concordance/Summation formats
  • How to Access Native & PDF Versions
  • Common Loadfile Issues & Solutions
  • Hosting Alternatives, Security & Cost Considerations
  • Ensuring Full Searchability
  • Preparing for Depositions & Motion Practice with Fact & Issue Timelines

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This Webinar is part of our eDiscovery Webinar Series, with new installments monthly which cover a variety of eDiscovery concepts and Best Practices. You can view any of our past Webinars OnDemand.

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1. Gene Albert Principal, Lexbe LC eDiscovery FAST Affordable Hosting Alternatives for Summation & Concordance Productions Fast, Cost-Effective Document Reviews of TIFF Images and Loadfiles April 29, 2014
2. 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
3. eDiscovery Webinar Series Lexbe is an Austin, TX based eDiscovery software and services provider. ○ Lexbe eDiscovery Platform Lexbe 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. Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 About Lexbe Lexbe Sales sales@lexbe.com (800) 401-7809 x22 eDiscovery FAST
4. If you have any questions or technical issues, please e-mail them to: webinars@lexbe.com Questions will be forwarded to Gene and answered during the webinar or via e- mail if we run out of time. Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 eDiscovery Webinar Series Questions & Technical Issues eDiscovery FAST
5. ○ Current Principal 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 Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Gene Albert bio eDiscovery Webinar Series Contact Gene Albert 512-686-3460 gene@lexbe.com eDiscovery FAST
6. Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 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
7. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 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
8. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 What are TIFF Productions w/Loadfiles Load File What 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
9. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 What are TIFF Productions w/Loadfiles Load File in Excel (Lexbe) Format eDiscovery FAST
10. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 What are TIFF Productions w/Loadfiles Load File in DII (Summation) Format ;Record 1 @T ENRON 0000001 @MEDIA eEmail @C ENDDOC# ENRON 0000001 @C PGCOUNT 1 @D @IIMAGES0001 ENRON 0000001.tiff ;Record 2 @T ENRON 1000 0000002 @PARENTID ENRON 0000001 @MEDIA Attachment @C ENDDOC# ENRON 0000002 @C PGCOUNT 1 @D @IIMAGES0001 ENRON 0000002.tiff ;Record 5 @T ENRON 0000005 @PARENTID ENRON 0000003 @MEDIA Attachment @C ENDDOC# ENRON 0000030 @C PGCOUNT 26 @D @IIMAGES0001 ENRON 0000005.tiff ENRON 0000006.tiff ENRON 0000007.tiff ENRON 0000008.tiff ENRON 0000009.tiff ENRON 0000010.tiff ENRON 0000011.tiff ENRON 0000012.tiff eDiscovery FAST Field Token Record Token
11. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 What are TIFF Productions w/Loadfiles Load File in DAT (Concordance) Format þBEGDOCþþENDDOCþþBEGATTþþENDATTþþATTACHMENTþþPARENTIDþþRECORDTYPEþþDATESENTþþTIMESENTþþ DATERECEIVEDþþTIMERECEIVEDþþFROMþþTOþþCCþþBCCþþSUBJECTþþDATECREATEDþþTIMECREATEDþþDATEMO DIFIEDþþTIMEMODIFIEDþþFILENAMEþþFILEEXTENSIONþþSOURCEFILEPATHþþPAGESþþVOLUMEþþORIGINALSPATH þþTEXTPATHþþPDFPATHþþENRON 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_16Top of Outlook data filelavorato-jJohn_Lavorato_Jun2001Notes FoldersAll documents2000-05-26 10:19:00AM – Molson ad.msgþþ1þþVOL01þþORIGINALS0001ENRON 0000001. msgþþTEXT0001ENRON 0000001.txtþþPDF0001ENRON 0000001.pdfþþENRON 0000002þþENRON 0000002þþENRON 0000001þþENRON 0000002þþþþENRON 0000001þþAttachment þþþþþþþþþþþþþþþþþþþþþþþþþþþþmolson-canadian-i-am.movþþ. movþþjohn_lavorato_000_1_16Top of Outlook data filelavorato-jJohn_Lavorato_Jun2001Notes FoldersAll documents2000-05-26 10:19:00AM – Molson ad.msgmolson-canadian-i-am.mov.1þþ1þþVOL01þþORIGINALS0001ENRON 0000002. movþþTEXT0001ENRON 0000002.txtþþPDF0001ENRON 0000002.pdfþþENRON 0000003þþENRON 0000003þþþþþþþþþþeEmail eDiscovery FAST Field Delimiter
12. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Accessing Natives & PDFs Blended 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
13. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 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
14. Cost-Effective TIFF Production Review 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
15. ○ 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. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Better Search with Dual Indexing eDiscovery FAST Index Method Captures Embedded Text Captures Text Excluded From Print Captures Hidden Text Imaged/OCR Yes No No Native Extraction No Yes Yes Dual Index Yes Yes Yes Benefits of Dual Index Approach
16. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 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
17. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 eDiscovery FAST 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
18. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 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
19. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Document Review Workflow eDiscovery FAST
20. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Document Issue Coding eDiscovery FAST
21. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Multidoc Edit for Fast Issue Coding eDiscovery FAST
22. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 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
23. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Who’s on First: Key Case Participants eDiscovery FAST ○ Parties, deponents, fact- witnesses, related organizations, etc. ○ Show associations between ○ Link to evidence, case issues
24. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Timelines for Depo Prep eDiscovery FAST
25. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Assigning Docs to Deponents eDiscovery FAST
26. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Extract Facts from Depos & Exhibits eDiscovery FAST ○ Fact Highlighting ○ Structured Extraction & Timelining
27. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Categorize Facts for Fast Motion Practice eDiscovery FAST
28. Cost-Effective TIFF Production Review Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Dispositive Motions – Filter Facts & Issues eDiscovery FAST
29. Thank You Contact Info Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 Gene Albert: Lexbe Principal gene@lexbe.com (512) 686-3382 Stu Van Dusen: Marketing Manager svandusen@lexbe.com (512) 843-7672 Lexbe Sales: sales@lexbe.com (800) 401-7809 x22 Webinar Questions: webinars@lexbe.com eDiscovery FAST

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