kansas city user group - amazon web services · • steps to creating a re-usable production...

© kCura LLC. All rights reserved.

Kansas City User Group

Relativity Production Workflows


• Cathy Stoetzer, Husch Blackwell

• Cari Matias, Stinson Leonard Street LLP

• Steve Clark, Dentons US

The Kansas City Steering Committee


• 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


• Steps to creating a re-usable production workflow

• Pre-production QC workflow considerations

• Post-production QC workflow considerations

• Some common errors.

Agenda


What’s new in Productions


Highlights

• Productions is now an ADS application

• No longer need to create Document fields to hold bates numbers

– Documents belonging to more than one production will have separate bates numbers

• Use saved searches as your data sources for your productions instead of mass operation

• Can add more than one markup set to a production via data sources

• Can create custom placeholders

• Can copy productions to new workspace via template.

What’s new in Productions 9.2 – 9.4


Production Data Source


Custom Placeholders


Document Field Numbering


What’s your Production horror story?Production


1. Identify Documents Eligible for Production

2. Break Out Documents into Data Sources

3. Create the Production Set

4. Create a Recurring Workflow.

Steps to Production


1. Identify Documents Eligible for Production

– Responsive Documents + Family

– Privileged Documents + Family

– OK to Produce

a. Responsive Docs – Privileged Docs = OK to Produce.

Steps to Production


Steps to Production


2. Break Out Documents into Data Sources

– OK to Produce (Images Only)

– OK to Produce (Images and Natives)

– Additional data sources possible.

Steps to Production


Steps to Production


3. Create the Production Set

– Create a new Production Set

– Add Data Sources

– Stage Production

– Run Production.

Steps to Production


Steps to Production – Production Set


Steps to Production – Data Source


4. Create a Recurring Workflow

– Exclude previously produced documents

• Production::Begin Bates is not set

– Create a “Control Valve” field

• “Ready to Produce” as a Yes/No field.

Steps to Production


What to think about before creating your production workflow:

• What are the production set parameters?

– Are there multiple responsiveness or privilege fields?

– Are there multiple markup sets?

• How are inconsistencies treated?

• Is there a specific production order?

• Consider setting up a consistent production set QC system.

Production Workflow Considerations


In Production Set and:

• Not responsive

• Privileged

• Redacted, not tagged redact (make sure to search on proper markup set)

• Tagged redact, not redacted (make sure to search on proper markup set)

• Previously produced

• Privilege screen terms, not marked privileged

• Imaged and to be produced natively

• To be imaged, not imaged

• Corrupt/unprocessable in production set

• Inconsistent families (related to production, not in production)

• Duplicate/email thread/near duplicate of privilege document

• Not reviewed/question/not sure for responsiveness or privilege

• Outside of relevant date range.

Pre-Production QC Searches


After Production

• Review load files

– Correct number of rows in DAT file

– Correct fields in DAT file

– Native and text 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

• Review images

– Proper first bates number

– Proper confidentiality endorsement

– Redactions burned

– Any other special endorsements

– Correct number of images from

image load files

– Image type (B&W, color) are proper.

Final Production Volume Quality Control


After Production

• Review text

– Text of first document matches image

of first document

– OCR text for redacted documents

– Empty text files only for documents

with no text in database

• Review native files

– Correct number of native files

– Proper extensions/document types

produced natively.

Final Production Volume Quality Control


What to watch out for?

• Production Format

– Format conforms with production

specifications/ESI order

– Proper image type (PDF/B&W/color)

produced

• Text

– OCR text produced

– A text file is produced for every

document

– Blank text documents are intentional

• Changes to Production Set

– Additions to production set

– Changes to tagging

– Placeholders

• Treatment of Exception Files

– Produced natively with a placeholder

– Placeholder only

– Exception log

• Production Order

Common Errors in Productions


What are your workflow ideas?