orange county user group - amazon web …...© kcura llc. all rights reserved. • you, the...

© kCura LLC. All rights reserved.

ORANGE COUNTY USER GROUP

Building a QC Process for Getting Data in and out of Relativity


• You, the community, drive the user group’s topics and conversation

• kCura is here to moderate the conversation

• The more you put into the meetings the more you get out

• Surveys will go out at the end of each meeting, Please fill out!!

How does a user group work


• QC of Imports

• QC of Productions

• QC of Exports

Agenda

How to See the Complete Picture


Import QC


Import QC

Dates

• Is the format correct? mm/dd/yyyy vs. dd/mm/yyyy?

• Are time and date together or separate?

• Did everything get collected? Is the date range correct?

• Are there gaps in dates?

Custodians

• Did everyone get collected?

• Are the correct time frames collected for each custodian?

• Are there gaps? Why are there gaps?

• Locations collected – laptops, drives, file shares, etc.

File Types

• Did we get all the expected file types?

• Does each custodian have email, attachments, loose files?

• Do file types match job role? Excel files for finance folks, PowerPoint

for Managers, etc.

• Do doc counts match what was published from processing?


Import QC

Images

• If images received, were the number of pages as expected?

• Are the file types correct? Single page tiffs, PDFs?

• Is there color when necessary?

• Do images match metadata (sample and spot check)?

Natives

• Are these originals, is the metadata intact? Does it need to be?

• Do natives match metadata?

• Emails - .msg vs. .html

Text

• What is the quality of the text?

• Are email headers in standard formats?

• Does new OCR need to be run?

• Does text match documents (sample and spot check)?

• Extracted text size – zero, very small, very large?


Import QC

Index Creation, Analytics

• Were Indexes created?

• dtSearch?

• Analytics index?

• Did the correct fields get included?

• Email Threading?

• Textual Near Duplicate identification? *


Production QC


Pre-Production

Fields

• What fields were used for responsiveness, privilege coding?

• What fields are we basing production on?

• What QC process has been performed? What fields are used for QC?

• How did we verify privilege?

• How did we check redactions? Was a field used to flag for redaction?

Fields to be produced

• What fields were agreed to be produced?

• What field formats are required? What is the date format?

• Were all fields that need to be produced processed? Missing metadata?

Markup Sets

• Which markup sets are to be used? Set order, secure/hide.

• How is metadata to be handled for redacted docs?

• Can metadata be excluded for redacted docs, or is scrubbing needed?

• Any docs redacted, but not coded for privilege?


Pre-Production

Final production tag

• Is there one final field used to check for production?

• Is field by date, by destination, yes/no field?

Production Order

• By date, by custodian?

• Families kept together?

Bates Numbers

• What is the prefix?

• Number of digits?

Placeholders and language needed

• What placeholders will be used?

• What language will be used? Has it been approved?

• Will field tokens be used, such as file name? *


Production QC

Inconsistencies

• What is the workflow for identifying inconsistent tagging of

Responsiveness, Privilege, no tagging?

• How are families being handled?

• Check responsive, not privileged, include family, duplicates – any

inconsistencies?

• Not privileged, but hits on privilege screen terms

• Not Responsive, but coded for privilege

• TND, email threading inconsistences/conflicts with privilege,

responsiveness coding

Redactions

• Not redacted, but tagged to be redacted?

• Redacted, but not tagged to be redacted?

• Redacted, but not coded for privilege?

• Which markup set was used; Did it get applied in production set?

• Did text get updated?


Production QC

Previously produced

• Were documents previously produced? Is that an issue?

Production Type - Images? Natives?

• Is production type images, images and natives, natives only?

• Are there images and natives where expected?

• Do images exist for documents that are to be produced natively?

• Are there documents marked to be imaged, but not yet imaged?

• Is Has Images set as expected for docs to be produced?

• Are color images being produced?

• Color takes longer to image, creates larger files

Technical file issues

• Corrupt, unprocessable or password protected *


Export QC


Export QC

Load files

• Correct number of rows in DAT file?

• Correct fields in DAT file? Do any field names need to be modified?

• Native and text file paths are correct?

• Correct number of documents in image files (count ,Y, or ,D)?

• Number of images in image load files?

• Number of natively produced documents?

• Correct sort order?

Images

• Correct first bates number?

• Do file names contain bates number?

• Proper confidentiality endorsement?

• Redactions burned?

• Any other special endorsements?

• Correct number of images?

• Proper image types (B&W, color, TIFF, JPEG)?

• Any thumbs.db or other extraneous files?


Production Document Load File


Production Image Load File


Production Images


Export QC

Text

• Correct number of text files?

• Does text of first document match image of first document?

• OCR text for redacted documents?

• Text file for every document?

• Empty text files only for documents with no text in database?

Native files

• Correct number of native files?

• Proper extensions/document types produced natively? *


Production Text and Natives


• Have conversations early and often

• Document your processes, make them repeatable

• Keep the team informed *

Final Thoughts


• Performing QC of Productions

• Load file specifications - Image and extracted text files

Resources

https://help.kcura.com/9.4/Content/Recipes/Productions/Performing_QC_of_Productions.htm

https://help.kcura.com/9.4/Content/Relativity/Relativity_Desktop_Client/Importing/Load_file_specifications.htm#Image


Thank You!

orange county user group - amazon web …...© kcura llc. all rights reserved. • you, the...

Documents