© hanson bridgett marcus vlahos & rudy, llp 2002 organizing documents from disorganization to...
TRANSCRIPT
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Organizing Documents
From Disorganization to War Room
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
DEVELOPING INFORMATION RETRIEVAL SYSTEMS
• Maintaining Original Organization
• War Rooms
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Maintaining Original Organization
• Physical Organization (paper-based)– Bates Numbers– Box Labels– File Index & Labels
• Logical Organization (image-based)– Subdirectories– Folders– Files
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Bates Numbers
• Organizational vs. Production numbers
• Simple vs. Complex numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Organizational vs. Production Bates Numbers
• Organizational Bates Numbers– Replicates Original Organization– Allows for Relevance and Privilege Review
• Production Bates Numbers– Replicates Production Organization– Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Organizational vs. Production Bates Numbers
• Organizational Bates Numbers– Replicates Original Organization– Allows for Relevance and Privilege Review
• Production Bates Numbers– Replicates Production Organization– Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Organizational vs. Production Bates Numbers
• Organizational Bates Numbers– Replicates Original Organization– Allows for Relevance and Privilege Review
• Production Bates Numbers– Replicates Production Organization– Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Organizational vs. Production Bates Numbers
• Organizational Bates Numbers– Replicates Original Organization– Allows for Relevance and Privilege Review
• Production Bates Numbers– Replicates Production Organization– Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Organizational vs. Production Bates Numbers
• Organizational Bates Numbers– Replicates Original Organization– Allows for Relevance and Privilege Review
• Production Bates Numbers– Replicates Production Organization– Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Organizational vs. Production Bates Numbers
• Organizational Bates Numbers– Replicates Original Organization– Allows for Relevance and Privilege Review
• Production Bates Numbers– Replicates Production Organization– Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Bates Numbering Documents
• Organizational vs. Production numbers
• Simple vs. Complex numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Simple vs. ComplexBates Numbers
• Simple - ML00001– Indicates Producer and page number
• Complex - ML01-00001– Producer, RFP number, and page number
• Complex - ML-CORP00001– Producer, location, and page number
• Complex - ML002317-LVCORP00001– Producer, construction spec number, location, corporate
division, and page number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Simple vs. ComplexBates Numbers
• Simple - ML00001– Indicates Producer and page number
• Complex - ML01-00001– Producer, RFP number, and page number
• Complex - ML-CORP00001– Producer, location, and page number
• Complex - ML002317-LVCORP00001– Producer, construction spec number, location, corporate
division, and page number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Simple vs. ComplexBates Numbers
• Simple - ML00001– Indicates Producer and page number
• Complex - ML01-00001– Producer, RFP number, and page number
• Complex - ML-CORP00001– Producer, location, and page number
• Complex - ML002317-LVCORP00001– Producer, construction spec number, location, corporate
division, and page number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Simple vs. ComplexBates Numbers
• Simple - ML00001– Indicates Producer and page number
• Complex - ML01-00001– Producer, RFP number, and page number
• Complex - ML-CORP00001– Producer, location, and page number
• Complex - ML002317-LVCORP00001– Producer, construction spec number, location, corporate
division, and page number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Maintaining Original Organization
• Physical Organization (paper-based)– Bates Numbers– Box Labels– File Index & Labels
• Logical Organization (image-based)– Subdirectories– Folders– Files
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Maintaining Original Organization
• Physical Organization (paper-based)– Bates Numbers– Box Labels– File Index and Labels
• Logical Organization (image-based)– Subdirectories– Folders– Files
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Creating a File Index
• Title
• Description
• Date(s)
• Notes
• Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Creating a File Index
• Title
• Description
• Date(s)
• Notes
• Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Creating a File Index
• Title
• Description
• Date(s)
• Notes
• Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Creating a File Index
• Title
• Description
• Date(s)
• Notes
• Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Creating a File Index
• Title
• Description
• Date(s)
• Notes
• Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
File Labels
• Bates Number• File Title• Matter Name &
Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Maintaining Original Organization
• Physical Organization (paper-based)– Bates Numbers– Box Labels– File Index & Labels
• Logical Organization (image-based)– Subdirectories for Boxes– Folders for Folders– Files for Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• Box and Folder-level Organization
• Bates Number File Names
• Easy to Find Correct File
Maintaining Original Organization Image-based Systems - Good
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• Box and Folder-level Organization
• Bates Number File Names
• Easy to Find Correct File
Maintaining Original Organization Image-based Systems - Good
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• Box and Folder-level Organization
• Bates Number File Names
• Easy to Find Correct File
Maintaining Original Organization Image-based Systems - Good
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• No Physical Context
• Indistinct File Names
• No Bates Numbers
• Difficult to Find Correct File
Maintaining Original Organization Image-based Systems - Bad
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• No Physical Context
• Indistinct File Names
• No Bates Numbers
• Difficult to Find Correct File
Maintaining Original Organization Image-based Systems - Bad
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• No Physical Context
• Indistinct File Names
• No Bates Numbers
• Difficult to Find Correct File
Maintaining Original Organization Image-based Systems - Bad
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
• No Physical Context
• Indistinct File Names
• No Bates Numbers
• Difficult to Find Correct File
Maintaining Original Organization Image-based Systems - Bad
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
DEVELOPING INFORMATION RETRIEVAL SYSTEMS
• Maintaining Original Organization
• War Rooms
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
RESPONDING TO DOCUMENT PRODUCTION REQUESTS
• Client Preparation
• Document Review
• Production
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Client Preparation
• Review Demands
• Client Meeting– Provide Simple Translation of Demands– Get Client Corporate Organization– Get Document-control System Index– Get Names and Phone Numbers
• Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Client Preparation
• Review Demands
• Client Meeting– Provide Simple Translation of Demands– Get Client Corporate Organization– Get Document-control System Index– Get Names and Phone Numbers
• Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Client Preparation
• Review Demands
• Client Meeting– Provide Simple Translation of Demands– Get Client Corporate Organization– Get Document-control System Index– Get Names and Phone Numbers
• Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Client Preparation
• Review Demands
• Client Meeting– Provide Simple Translation of Demands– Get Client Corporate Organization– Get Document-control System Index– Get Names and Phone Numbers
• Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Client Preparation
• Review Demands
• Client Meeting– Provide Simple Translation of Demands– Get Client Corporate Organization– Get Document-control System Index– Get Names and Phone Numbers
• Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Client Preparation
• Review Demands
• Client Meeting– Provide Simple Translation of Demands– Get Client Corporate Organization– Get Document-control System Index– Get Names and Phone Numbers
• Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Client Preparation
• Review Demands
• Client Meeting– Provide Simple Translation of Demands– Get Client Corporate Organization– Get Document-control System Index– Get Names and Phone Numbers
• Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
RESPONDING TO DOCUMENT PRODUCTION REQUESTS
• Client Preparation
• Document Review
• Production
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Review
• Create & Use Procedures Manual Beforehand
• Create File Index
• Marking Documents– To be Produced– Not to be Produced– Issues– Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Review
• Create & Review Procedures Manual Beforehand
• Create File Index
• Marking Documents– To be Produced– Not to be Produced– Issues– Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Review
• Create & Review Procedures Manual Beforehand
• Create File Index
• Marking Documents– To be Produced– Not to be Produced– Issues– Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Review
• Create & Review Procedures Manual Beforehand
• Create File Index
• Marking Documents– To be Produced– Not to be Produced– Issues– Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Review
• Create & Review Procedures Manual Beforehand
• Create File Index
• Marking Documents– To be Produced– Not to be Produced– Issues– Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Document Review
• Create & Review Procedures Manual Beforehand
• Create File Index
• Marking Documents– To be Produced– Not to be Produced– Issues– Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
RESPONDING TO DOCUMENT PRODUCTION REQUESTS
• Client Preparation
• Document Review
• Production
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Production
• CCP 2031– “Usual Course” order– “Demand order”
• Production Attendant
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Production
• CCP 2031– “Usual Course” order– “Demand order”
• Production Attendant
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Production
• CCP 2031– “Usual Course” order– “Demand order”
• Production Attendant
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Production
• CCP 2031– “Usual Course” order– “Demand order”
• Production Attendant
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
TRACKING PRIVILEGE
• Privilege Review– Definitions– Document Marking
• Pulling Documents
• Redacting Documents
• Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
TRACKING PRIVILEGE
• Privilege Review– Definitions– Document Marking
• Pulling Documents
• Redacting Documents
• Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
TRACKING PRIVILEGE
• Privilege Review– Definitions– Document Marking
• Pulling Documents
• Redacting Documents
• Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
TRACKING PRIVILEGE
• Privilege Review– Definitions– Document Marking
• Pulling Documents
• Redacting Documents
• Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Pulling Documents
• Pull Original
• Insert “Privileged Document” Marker
• Keep Original with other non-production Privileged documents
• Create Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Pulling Documents
• Pull Original
• Insert “Privileged Document” Marker
• Keep Original with other non-production Privileged documents
• Create Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Pulling Documents
• Pull Original
• Insert “Privileged Document” Marker
• Keep Original with other non-production Privileged documents
• Create Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Pulling Documents
• Pull Original
• Insert “Privileged Document” Marker
• Keep Original with other non-production Privileged documents
• Create Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
TRACKING PRIVILEGE
• Privilege Review– Definitions– Document Marking
• Pulling Documents
• Redacting Documents
• Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Redacting Documents
• Pull Original
• Redact Copy– Redaction tape– Black marker– Redaction stamp
• Insert Redacted Copy
• Create Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Redacting Documents
• Pull Original
• Redact Copy– Redaction tape– Black marker– Redaction stamp
• Insert Redacted Copy
• Create Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Redacting Documents
• Pull Original
• Redact Copy– Redaction tape– Black marker– Redaction stamp
• Insert Redacted Copy
• Create Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Redacting Documents
• Pull Original
• Redact Copy– Redaction tape– Black marker– Redaction stamp
• Insert Redacted Copy
• Create Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
Redacting Documents
• Pull Original
• Redact Copy– Redaction tape– Black marker– Redaction stamp
• Insert Redacted Copy
• Create Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002
TRACKING PRIVILEGE
• Privilege Review– Definitions– Document Marking
• Pulling Documents
• Redacting Documents
• Redaction Index/Privilege Log