michael hamilton legal database design presentation 3 new york
DESCRIPTION
TRANSCRIPT
Database Design Methodology
Structuring a successful database.
Hamilton-2006/07
Objectives
Recognize the application of good database design to litigation databases
Recite the 5 basic steps for database design
Recommend a database design for a sample litigation case
Create a litigation document database using Concordance applying the design methodology
Saves Time
By reusing templates from other cases—Cutting down on database creation time —Cutting down on training time
By avoiding administration for:—Adding fields—Changing field names—Changing field attributes to accommodate data
Saves Money
Helps to create the case Coding Manual
Only code fields that are really needed rather than a “standard” field list
Helps with vendor management—What fields to code—What load file should look like—What should be converted via EDD and what the field mapping will be
Build fields to support database metrics—Document review timelines—Percent complete analysis for large cases
Basic Database Design Methodology
1. Draft Mission Statement and Objectives
2. Analyze the Overall Data Set
3. Determine Data Fields
4. Determine and Define Business Rules
5. Assure Data Integrity
Analyze The Overall Data Set
What is the universe of data that will be stored in this database?
What formats will the data be in?—Coded information?—OCR?—Electronic documents?—Links to native files?—Will there be links to any TIFF or other image files?
Draft Mission Statement And Objectives
What is the purpose of the database?
What will it be named?
How will it be used?—Production?—Research?—Storage?—Reference?—Interview Notes?
How will it be searched?
Are there or will there be associated databases?
Typical Case Data Set
Data Set
Hardcopy Docs converted to
Electronic Form
Electronic Docsextracted from
Source
Understand metadatafields in Electronic Source
Create mapping from data-set to database field
Determine how much of the hard copy collection
needs to be processed
Determine level of treatment for docs
Determine Data Fields
What fields are needed in the database?
What will those fields be named?
What is the structure of each of the fields?
What are the characteristics of each field?
Will there be an image database?
Typical Coded Database Fields
Document Number— Beginning number
— Ending Number
Attachment Range— First page of first doc
— Last page of last doc
Document Date
Document Type
Document Title
Names— Author, Addressee, Copy
Personal name Organization
— Mentioned Names or Names in Text
Document Characteristics
Document Source
Date Loaded
Other Frequently Used Data Fields
Attorney Notes
Production?— Produce
— Non-responsive
Privilege?— Privileged
— Potentially privileged
— Privilege type
Production Number
Date produced
Mark for deposition
Mark for expert review
Send to CaseMap
Chronology
Attorney Reviewer
Protective Order
Case Example
Your firm is involved in an antitrust litigation that potentially has over 500 boxes of hard copy documents from 4 distinct sources
You know these documents to be mostly correspondence and business documents (10-K; 10-Q, meeting minutes, presentations, reports, etc)
Several business owners are related and share the same last name, and in some cases, same first initial
These documents will be produced and a lot of them are likely to be privileged and confidential
The attorney team wants a database so that they can assign multiple reviewers to the documents
You know the documents, as they are processed, will be delivered electronically on a rolling basis and that searches are going to be done against an “incomplete” database
Document ID Number
Attachment Range
Document Date
Document Type
Document Title
Names
Document Characteristics
Document Source
Date Loaded