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ORANGE COUNTY USER GROUP
Building a QC Process for Getting Data in and out of Relativity
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• 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
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• QC of Imports
• QC of Productions
• QC of Exports
Agenda
How to See the Complete Picture
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Import QC
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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?
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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?
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Import QC
Index Creation, Analytics
• Were Indexes created?
• dtSearch?
• Analytics index?
• Did the correct fields get included?
• Email Threading?
• Textual Near Duplicate identification? *
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Production QC
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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?
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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? *
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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?
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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 *
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Export QC
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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?
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Production Document Load File
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Production Image Load File
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Production Images
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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? *
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Production Text and Natives
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• Have conversations early and often
• Document your processes, make them repeatable
• Keep the team informed *
Final Thoughts
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• Performing QC of Productions
• Load file specifications - Image and extracted text files
Resources
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Thank You!