Glossary of Terms
Extracted from Summ it Up, 3rd Edition
30(b)(6) Witness: The Federal Rules of Civil Procedure provide that a party may take the deposition of the corporation. The corporation must then designate one or more employees to testify on behalf of the corporation. They must become educated about matters known or reasonably available to the organization. If they fail to do so, the party may have to produce another witness. The 30(b)(6) witness is described as an officer, director or managing agent.
Administrator’s Console: Provides specific permissions that revoke or provide a user’s access, to various tools or cases.
Alerts & Important Dates: A centralized location for publishing dates, deadlines or messages located on the Attorney’s Home page.
Analysis: involves identifying the platform for analyzing the documents and streamline the review for relevance and privilege.
Annotating: The task of placing an electronic sticky note on the margin of a transcript or page that has been OCR’d. The sticky note can be used to excerpt key testimony, used as a place to record thoughts on how the discovery will be used, dated, and easily flagged to legal or factual issues. Transcript Notes and OCR Base Notes are searchable and generate great reports.
Answer: is the written pleading filed by the defendant(s) to respond to the complaint filed in the lawsuit.
Attachment: is the document that was forwarded or attached to the parent document. This is typically used with electronic discovery to show the difference between an email and its attachment but can also be used with a paper document that has been scanned and its attachments.
AutoMarks: Prior to taking a deposition and receiving a Realtime Feed, the litigation team can identify key words or phrases so that during the deposition, they are automatically marked during the feed.
Backup, Check, Pack & Blaze: A utility that is used on a case level basis not only to back up the database but keep it clean and running free of errors. These tools should be used before and after loads, copy case, merging, globally coding fields or at the end of the day if data has been entered by the team. Before these tools are used, all users should exit the database by closing Summation or opening a different case. If the case has been dormant, it is not necessary to run the “BCPB” utilities on a regular basis.
Batch Loading: Rather than adding one document to the database at a time, batch loading can dump both small and large volumes of documents into the database at one time.
Bates capture: is maintaining the same numbering scheme to a group of documents that have already been assigned a Bates number. This usually occurs upon receipt of opposing counsel’s documents wherein they have predetermined a numbering scheme that has been burned into the page.
Bibliographic Coding: This is also referred to as objective coding which is the process of summarizing or indexing documents with criteria that does not require the coder to have a legal background. Examples of bibliographic fields for coding would be Author, Recipient, DocType, DocDate, Mentions or DocTitle.
Blaze: The process of indexing all of the data. Picture the system scanning through the back of a deposition word index and creating a word list. This process is performed in the Core Database, transcripts, eDocs, OCR, and pleadings. Blazing will usually make the searches faster.
Blended Search: Searching multiple folders from the Case Explorer by criteria limited to date, issue, or DocId that includes Core Database, Transcript Notes, and the OCR Base.
Blow Back: Once the documents have all ready been scanned, instead of having them scanned again for another party or printing them in-house, a Service Bureau can print the images from the electronic copy. This process is referred to as a blow back and is a cost efficient method of creating another copy.
Boolean Search: A search that combines two or more words and can have up to ten clauses, i.e., “Can you go and get that letter from Doug Cowan to David Jones dated 3/12/04?” This example is searching the fields Doctype, Author, Recipient, and Date and will retrieve the needle in the haystack.
Briefcasing: A feature used to take a collection of documents from the Core Database, copy them and place them into a separate file for tracking purposes. Briefcasing is also used for burning in redactions and/or stamps to an image. Subsequently, documents can be distributed to clients, experts or counsel. The tool actually copies the images which will take up space on the server in the office. If the team is simply trying to have a group of documents “handy” consider saving a document group or foldering as other options. Briefcases can be merged into the core database or another briefcase.
Browser Briefcase: This is a file format proprietary to Summation and is the result of briefcasing a group of documents and providing them to a party that does not own Summation. Summation installs a viewer in the browser briefcase which can be accessed with an Internet Explorer “browser”.
Case Explorer Tree: The command center of the case. The Case Explorer Window has a tree that is broken into three parts. The top of the Case Explorer tree represents your file cabinet. In practical terms, this is the equivalent of the team accessing drawers/folders in a file cabinet where the discovery, pleadings, transcripts, etc., have been filed. Each drawer/folder on the top of the Case Explorer Tree has an adjacent box which allows the user to check off the box for searching purposes (i.e., to search that drawer/folder). Each drawer/folder on the top of the Case Explorer Tree has its own function. The information stored here is accessible and viewable by all team members who have permission to view the data (with the exception of your personal “collections” folder). The bottom of the tree is the Case Tools which allow the user to build up the database.
Case Organizer: Similar to a three ring trial notebook, this a holding tank to group and organize thoughts and/or evidence. Data from every component or drawer of Summation can be pulled into the Case Organizer (i.e., from the documents, transcripts, OCR, notes, edocs). Provides the team with a writing area to prepare for a depositions, trial, etc. Also provides the litigation team with formatting tools to customize thoughts by color and font. Can be searched and saved as an HTML page.
Case Planning: A thinking process in which the members of the litigation team discuss the facts of the case, the documents that are expected to be exchanged, how the database should be built and where the case is going. The benefit of conducting a Case Planning session is that the team has a clear understanding of the case needs. In addition, the Case Planning sessionwill assist in making sure the database performs the way the litigation team desires. An effective team will develop a coding manual based on these discussions.
Child: Is an attachment to a document and can be paper that has been scanned to an image or a native file.
Chronology of Events: Great for the litigator that likes to work from a timeline. This database allows the user to add an event with a full description, identify whether the fact is disputed, helpful or harmful. In addition as discovery develops, the user can link up the appropriate document or excerpt of testimony which supports the event.
Citations: A feature to print excerpts of testimony and is helpful with creating exhibits to support a brief.
Claw Back: Is the provision on privileged information in rule 26(b)(5), for privileged information that is erroneously produced, usually used with respect to large volumes of e-discovery or “ESI”.
Cloning a Case: A database that the litigation team deems appropriate to be used in subsequent cases can be replicated using the Cloning Utility. Cloning the database copies the structure of the database and gives the team the option to copy over existing Lookup Tables. Firms frequently maintain a master database specifically for cloning for each area of expertise or law, i.e., construction cases, medical malpractice, labor, and employment.
Coding: The equivalent of indexing or summarizing documents. This process involves an objective or subjective review of the discoverable documents.
Coding Manual: During the case planning session, several matters related to naming conventions, document types, issues, coding, and deadlines are decided. The coding manual incorporates all of the information derived from the Case Planning session and is used as a guideline throughout the case. Frequently, firms prepare a template coding manual that is manipulated based on the case needs.
Collecting Data: Similar to going on-site to the client’s office for a document review, this method is also followed for collecting electronic data and requires the assistance of a forensic computer analyst depending on the local rules or until the firm is comfortable collecting the data on their own.
Collections: Upon creating a briefcase, it is stored in the user’s Collection’s folder on the Case Explorer Tree. If the briefcase requires access from the entire litigation team, it should be moved to the shared collections file folder.
Color Palette: A tool in the transcript window that provides the end user a method to assign highlighting colors, colors to an issue, a user or identify favorites.
Column View: A method of viewing the database with columns and rows similar to working in an Excel environment.
Companion Database: Is another database either in Summation, Access, etc., that is linked to a separate existing case in Summation. The companion case appears on the Case Explorer tree as added component for searching.
Complaint: is the first document filed with the court claiming legal rights against another. The party filing the complaint is usually called the plaintiff and the party against whom the complaint is filed is called the defendant (s).
Control List: The method for loading text documents into the ocrBase and is intended for scenarios where you are batch loading a large number of OCR documents, but not the images associated with those documents. A control list is a text file that contains the data necessary to link OCR documents to database records. If you’ve loaded your documents and the OCR did not load you should either see if there is something wrong with the .dii file or look for the control list, “.lst”. Control lists can be created from the Core Database as well.
Converting to TIFF or PDF: This is the process of taking an electronic file such as Word, Excel or Outlook and converting it to an image. There are several image file formats.
Copy Case: Provides the tools to copy all or part of the case to the same drive, push it down to a laptop, or vice versa. This tool can also be used to create a new case from an existing case with only a subset of the documents being copied to the new case. For example, a client that is represented regularly for similar incidents but uses the same documents repeatedly.
Copy Summaries: Is the method used to merge summaries (documents) from a briefcase back into the Core Database or other another database table.
Copying e-discovery: Can be done with standard tools like Windows Explorer and obtains active data, but will almost always change some metadata like the last access date/time of files, date created, etc.
Core Database: The drawer on the Case Explorer Tree that holds all of the images (documents) and any fields of coding that describe the documents. For the most part, this would be the discoverable documents or any key documents that the team decided to scan.
CSV File: A CSV file is commonly described as a ‘Comma Delimited File’ or a ‘Character Separated File’. The second description is more accurate since any character including the comma, can be used to delineate each piece of data. CSV files are used to import data into the Summation database from another database, spreadsheet or electronic discovery.
Custodian: The personal file folder in which the e-mails and other files were collected from.
Custom Tools: Are similar to a macro in a Word processing system. They are the answer to long tedious tasks that perform the work quickly. There are many custom tools available. An example would be customizing the database by quickly adding a column to the database and bypassing the form editor.
DAT file: is really no different than a .csv file. It is important to identify the fields of data that are being delivered within the .dat file so that you can match them to a field in your database or create one. It also has delimiters that should have been requested on the front end. If not, you should be able to make adjustments at the “setup” before the import. Of course, you can also do a full global search and replace to get the data imported but sometimes that can become frustrating. A .dat file only loads the text and does not load images.
Data Harvesting: Uses special tools to capture active data without changing any of the metadata. This will not retrieve any “deleted” data located in “slack” or “unallocated” space on the drive. When a file on a computer is deleted, the file actually remains on the computer but is tagged as unallocated space. Until the space is used again or becomes “allocated” it is possible to retrieve the file. Interview the approved service bureaus the firm may already employ to have them explain how they might provide these services.
Database Analysis: The process of evaluating the fields available in the database and determining if additional fields will be required to customize the review and coding process. Subsequently identifying if the customized fields will require any attributes such as a Look Up Table, Read Only field, etc.
DCB file: related to Concordance.
De-duplication: Is the process in which the service bureau can identify duplicate e-mails or other electronic documents and remove the extra copies during the processing stage thereby providing a smaller set for review.
Deposition: Is the testimony under oath, a statement by a witness that is written down or recorded for use in court at a later date.
Defaults: Are the settings for the tools provided in the application before the user customizes their profile. For example, a fuzzy search in the OCR base is set by default to return documents that are 80% similar to the value. The percentage can be changed all the way down to 65%. By default it is set at 80%.
Designations: Used for identifying key legal issues and assigning color codes. Throughout litigation the designations provide the litigation team with a means of running reports based on the designated issue and creating subsequent digests.
Digesting: Cutting and pasting excerpts of testimony into a separate file. Similar to using Word with limited functionality. Digests are often exported for use in other programs for formatting or for use in motions and briefs.
Dii Loading: The Dii file (document image information) is the load file which is a proprietary Summation file and is used to batch load images, OCR, and objective coding into the database. The Dii file instructs Summation on the unitization of the documents in the database so that the team reviews the discovery as it would otherwise appear in a file cabinet with appropriate page breaks.
Discovery: Is a phase in litigation where the parties disclose pertinent facts or documents to the opposing party.
Discovery Cracker: One of the products CT Summation offers to process electronically stored information in-house and provide a file for batch loading the electronic data into Summation.
Display Radius: The number of lines in a transcript or OCR search that are returned in a query report above and below the hit.
Document Collections: A file folder on the Case Explorer tree that functions like a holding tank for Briefcases, remote connections, companion databases. On a network license of Summation, the user will automatically see a personal collections folder. In order for a briefcase to be accessible by other users, it must be moved to a shared document collections folder.
Document Group: Is a saved search that retrieves a group of documents based on one criterion. For example, Doctype = letter would allow the litigation team to retrieve all letters at any given time as a saved search. The document group appears on the Case Explorer tree and visually appears to the users as a familiar file folder of documents.
Document Preparation: The process in which the litigation team determines the document breaks for the documents that will be loaded into the database (also referred to as
unitization). During this process it is also determined what the numbering scheme will be for the documents; whether or not the number will be burned into the image; if any coding will be done during the scanning process; the volume number of the load; and if the documents will be OCR’d.
Drag N Drop: Is a method of loading information into the database. For example, a user can drag and drop a transcript into the Transcript folder on the Case Explorer tree and it will load.
eDii: The eDii file (electronic document image information) is the load file which is a proprietary Summation file and is used to batch load images and data extracted from native files. The eDii file instructs Summation on the unitization of the documents in the database so that the team reviews the discovery as it would otherwise appear in a file cabinet with appropriate page breaks in addition to loading data into fields such as TO, FROM, E-MAIL DATE, SUBJECT, BODY, etc.
e-Discovery Committee: A committee representing every role in the firm. The committee should be sensitive to the responsibilities and demands of the Paralegals, the IT Department, the LitSupport Team, the attorneys, the client and most importantly the new case law. They are responsible for keeping current with the changes in litigation and identifying the protocols and guidelines the firm can follow. They are responsible for advising and educating the various members of the firm with respect to e-discovery by incorporating technology into their practice as well as the “go to” person when a member of the firm either sends out or receives an e-discovery request for production.
edocs & eMail: One of the components on the Case Explorer Tree for storing electronic documents (i.e., a Word or Excel spreadsheet). The eDocs & eMails can be accessed from the top of the Case Explorer Tree.
Edoc viewer: By default, the eDocs Viewer displays documents in text format. If the native application and version (for an electronic document) is available, click Original on the toolbar to view it. Click Text to return to the text version.
EDRM: Electronic Discovery Reference Model designed by a group of industry leaders that developed guidelines and standards for e-discovery consumers and providers.
EDRM XML: The Electronic Discovery Reference Model (EDRM) Project was created to address the lack of standards and guidelines in the electronic discovery market. The goal of the EDRM XML project is to provide a standard, generally accepted XML schema to facilitate the movement of electronically stored information (ESI) from one step of the electronic discovery process to the next, from one software program to the next, and from one organization to the next. The ESI includes both underlying discovery materials (e.g., email messages and attachments, loose files, and databases) and information about those materials (e.g., the source of the underlying ESI, processing of that ESI, and production of that ESI).
Enterprise: A more robust version of iBlaze which is installed on a Microsoft® SQL Server and also eliminates the concern for case size limitations.
Errata Sheet: Once a witness has given a deposition, the court reporter transcribes the testimony and then subsequently provides the witness with a typed copy of their deposition. The witness is then given the opportunity to read through the testimony for any misspellings or typographical errors. If the witness is able to identify one or several changes in the deposition, they complete an errata sheet which is simply a place to log the changes together with the page and line number of the testimony.
Expert: Experts are usually engaged in a civil action matter to review documents exchanged by the parties and form an opinion supporting one side or the other.
Field: A field defines what type of data is captured about the document. It is the equivalent to labeling a file folder. Letters are usually filed in a folder called correspondence. In Summation, identifying a document as a letter is stored in a field called Doctype. A complete list of fields in the E-Table is provided in this guide.
Filters: A tool ran in the transcript window to separate just the highlighted testimony and can filter all highlights, highlights by user or by issue.
Foldering: A tool for organizing documents into a folder. The user creates and names the folder and then either drags or sends documents to the folder. Upon double clicking on the folder, the documents are retrieved.
Form Editor: Allows the team to customize the database with unique fields, determine how the field will function and if a Lookup Table should be attached to the field.
Fuzzy Search: When searching the OCR’d documents or transcript testimony, fuzzy searching will locate a word or phrase that “looks like” the search term thereby providing the user with a more comprehensive list of results or hits. For example, a fuzzy search for the word construction would return the hit: reconstruct or constrruct1on. This allows the user to search for several variations or misspellings of the value in either transcripts or the OCR Base.
Gigabyte: Is a term used to measure an amount of electronic data which is equivalent to approximately 75,000 pages if printed.
Hash Value: A unique alphanumeric code assigned by the computer system.
Home Page: Serves as a cover page or home base when opening up Summation. There are four home pages to choose from. Your role in the case will likely determine which home page suits your needs. The home pages have quick links and references available such as starting a new case or loading a transcript.
Host: Is where the case resides. The firm can manage and store cases in-house or this can also be out-sourced.
Hotfact: The process of marking a document in red which “sticks” until the user unmarks the record as a Hotfact. Likewise, a transcript note or OCR base note can also be marked as a hotfact. The benefit of this tool is to quickly find those key documents or excerpts of testimony that are Hot. Visually, another user cannot see the red marked summary but can search the database for them.
iBlaze: One of the products CT Summation offers for litigation needs. Other than the Enterprise System which is supported by a SQL Server, iBlaze has more features than any of the other products.
Identification: The second phase of the EDRM designed to take a closer look at the data sources identified on the map and considered as to relevancy. A list of witnesses (custodians), relevant dates and key words should help identify relevant data.
Image Pinning: Used in the Core Database when the user wants to hold a page or document still by pinning the page and then scrolling down the database while looking at other document summaries.
Image Viewer: The Window within which a document that has been scanned is viewed.
Imaging e-discovery: Uses special tools to capture an exact bit by bit copy of all data on a drive, which allows you to recover deleted files located in “slack” or “unallocated” space.
Importing Summaries: Loading information about the documents into the summaries such as the page count, the document type, the source, or the metadata captured during the scanning process.
Information Management: the first phase of the EDRM addressing the client’s record management system. In order to preserve the information, the client must identify the location of all of the data sources in which such information resides. Compare this process to the usual discussions with your client about identifying where all of the boxes of potentially relevant documents are stored.
INI files: are usually related to a Concordance database.
Intake Checklist: An Intake Checklist is referred to when a new case comes in the door. This is used as a guide to discuss various matters during the Case Planning session. The checklist is used to determine whether or not the case is appropriate for Summation and raises discussion about the needs of the case so that the litigation team can work through the thought process and envision: a) how the database will be used; b) who will be involved; c) network infrastructure issues; and d) identifying roles and responsibilities.
Integrated Search: Searching more than one drawer/folder with one query, i.e., searching the database and transcripts and the same time. Any or all folders can be included in an integrated search.
Interrogatories: Are written questions served on the opposing party that must be answered in writing. This is another form of discovery.
Jury Instructions: are the set of legal rules that jurors must follow when the jury is deciding a case. Jury instructions are given to the jury by the judge, who usually reads them aloud to the jury.
KEY files: related to a Concordance database.
Keystrokes: Shortcut keys that allow you to perform a task in the application. For example “F” brings the image back down to fit the screen.
LAYOUT files: related to Concordance database.
Layouts: How Windows in Summation are positioned on the screen to provide an intuitive and comfortable work flow while working in various areas of the case. By default Summation provides the end users with various default layouts, such as Column and Image, which are appropriate for viewing the data coded about the document and in the adjacent Window the user will see the matching document. Likewise, the Transcript and Image layout are appropriate for viewing the deposition transcript and any deposition exhibits admitted during the deposition. Users can also create and save a custom layout.
LFP file: the .lfp file indicates the documents were prepared using IPro’s software. Many of the service bureaus use this application. The benefit is that IPro has a free utility that will convert the .lfp file to a variety of formats in particular, a .dii file. Visit IPro’s web page for the free download.
LG Gold: LG Gold is one of the products Summation has to offer for litigation teams and can assist with organizing documents and transcripts similar to iBlaze. LG Gold cannot provide you with the tools to serve documents on a CD, Bates stamp the documents within the system, burn in redactions to a document, or track production sets from the Case Explorer Tree.
Linking: Used for cross referencing a page and line number in a transcript to another piece of testimony; linking the deposition exhibit to the witness’ testimony, linking a document to another document creating a video clip, linking to a document stored on the network or to the internet.
LitSupport: A new role in the legal industry that provides support to the litigation team with respect to the technology that has been incorporated into the practice. They bridge the gap between the litigation teams and the Information Technology department.
Linking Fields: A linking field relates one summary in the core database to another and is frequently used to maintain the family structure between a parent/child document, i.e., a document with attachments. Examples of linking fields are parentid, attachid, and otherids.
Lookup Tables: Provides the user (coder) reviewing the document with a list of options to populate a given field in the database. If a Lookup Table is attached to a field, it should be mandatory that the reviewer use it in lieu of typing their own entry. By using the Lookup table the entries are completed in a timelier manner, eliminate typographical errors, and most importantly, maintain entries consistency which ensures accurate search results the litigation team can trust.
Marking Summaries: The process of temporarily marking a document(s) as a way to instruct the system to “do something” with chosen summaries such as creating a briefcase, batch printing, globally populating a field or sending to the Case Organizer.
Markup Mode: provides a way to view document and hide any markups so the end user can see a clean copy of a document without redactions, stamps, etc.
Markup Tools: Tools used to manipulate a document’s image. The highlighting tool, redaction tool, linking tool, and stamping tool are favorites among litigation teams. The redaction tool allows the team to redact a document and mark it “redacted”. The stamping tool allows the team to electronically bates number documents, stamp confidential or any other necessary text on every page. Users can “hide” markups in order to view or print an original document.
Media: A device for electronically stored data such as a CD, DVD, servers, PDA’s, hard drives, flash drives, personal laptops, etc.
Merging: A utility used for synching data from one copy of the database to another.
Metadata: Is information about a file such as the size of the file or the date created.
Megabyte: Is a term used to measure an amount of electronic data but is equivalent to approximately 75 pages if printed.
Msg file: Message created or saved within Microsoft Outlook; contains multiple e-mail fields, including the date, sender, recipient, subject, and message body; compatible with other programs.
Multi-page TIFF: Is an image file that contains more than one page. A two page letter might be scanned as two separate tiff files but if combined as one would be considered a multi-page tiff file.
Native file: Is an electronic piece of data still in its original format, i.e., a Word file.
NDX files: related to Concordance database.
New Case: Opening a new case in Summation.
New Folder: Adding a new folder to the Case Explorer tree for grouping depositions by party, shared collections folders, shared slideshows or shared searches. When adding a new folder to the Case Explorer tree, be sure to understand how the folder functions so that the folder is used correctly.
Non-Parties: Non-parties are other individuals or companies that may know pertinent facts or may have related documents that are discoverable but they are not parties to the lawsuit.
Objective Coding: Reviewing a document and indexing a field that does not require the coder to have legal knowledge about the case. Some examples include the date, author, recipient, document type.
OCR Base: Text extracted from the image of a document. OCR base is accessed from the top part of the Case Explorer Tree. The OCR base should be used to compliment the review and coding process but should not be fully relied upon since OCR is often inaccurate.
OCR Base Notes: An electronic note similar to placing a post-it note on the edge of a document that is key. The notes can then be searched and assist with generating key reports. The OCR Base Notes can be accessed from the top of the Case Explorer Tree.
OCR-on-the-fly: The OCR-on-the-fly tool allows the end user to OCR a document, or small collection of documents, from within Summation. Thresholds should be determined for in-house processing versus out-sourcing.
OPT File: is a Concordance load file that can be converted using Ipro’s Converter+ to create a load file that will work in almost any litigation support software tool;
Parent: Is the top level of a document with attachments. The document can only be a parent if it has an attachment.
PDF: An image file format opened with Adobe.
People: A completely searchable database designed to gather information related to the witnesses identified, their role, organization, and the source of data. This database can also be used to generate witness reports. Often the people database form is customized to include additional detailed information pertaining to the witness, (i.e., witness for plaintiff/defendant, address, deposition date, type of testimony).
Petrify/Petrification: Enables iBlaze users to petrify (convert to image format) native electronic documents, and e-mail messages. The petrification tool is useful when you want to add a production number to every page of an electronic document or if the electronic document needs to be redacted for privilege. Thresholds to determine when to out-source this task should be identified.
Pleadings: One of the drawers/folders on the Case Explorer tree that allows the team to point to a path on the network, (i.e., where the documents drafted in-house are saved). This is used so that all of the written discovery, pleadings, correspondence, etc., can be a searchable part of the case in Summation. This feature is often not used if the firm employs a document management system since most of them do not integrate with this component of Summation.
Populate: A term frequently used to describe filling in a field in a database.
Presentation: the final phase of the EDRM for presenting the case electronically either by using some of the tools provided within CT Summation or other applications designed for that purpose such as Trial Director or Sanction.
Preservation: the third phase of the EDRM identifying standards for preserving data. Depending on the needs of the case and/or the request for the production, collecting the data can vary. Vaults are frequently used in order to meet the chain of custody procedures.
Preservation Response Team: A group designed to impose suspension of all destructions of files, identify media types for production, manage the media, communicate with the clients and witnesses regarding methods pertaining to e-discovery and set up the database in accordance with the needs of the case.
Pretrial Hearing: is a hearing before the court outlining the rulings, stipulations, and other actions taken in preparation for the commencement of trial.
Pretrial Order: is the written order from the hearing before the court outlining the rulings, stipulations, and other actions taken in preparation for the commencement of trial.
Privilege Log: Upon reviewing the documents the litigators and their staff identify documents that they do not believe are appropriate to provide to opposing counsel for a variety of legal reasons referred to as privileges. A log of the privileges documents including a very brief description of the document and they type of privilege that is being asserted to the document must be provided to opposing counsel.
Processing Data: Converting data to a format that can be loaded into CT Summation.
Production Set: are the group of documents produced to opposing counsel after reviewing the documents for privilege and responsiveness. This is usually a smaller set of documents than the initial group of documents provided by the client.
Production Tools: Used for creating a production set of documents from the Core Database. During the process, the original docid/begdoc# can be replaced with an assigned “production number” and sequentially number the responsive documents. Litigators appreciate this tool because it eliminates gaps in the document numbering, and therefore does not tip the hand to opposing counsel that additional documents exist. The production tools can track the history of a document whether it was produced in one case or one hundred cases by providing you with a detailed description of the 1) production set; 2) a description of the documents produced; 3) the production number that was assigned for that production set; and 4) the production date.
Properties: Information about a native file such as the date and time it was created, modified or last accessed.
Properties Field: A field in the database used for identifying the characteristics of the document such as incomplete, illegible, annotated, redacted.
PST file: Is the acronym for personal storage folder in Microsoft Outlook. Upon exporting a personal file folder from Outlook, a .pst file is created.
Quality Assurance: The task of reviewing objective coding to assure the use of lookup tables and identifies any discrepancies, misspellings and lack of adherence to standards. If the litigation team is using a team of coders it may also be necessary to determine how timely a range of documents are being coded.
Query Search: Searches performed from the Case Explorer Tree by identifying which boxes should be checked off and running the search while the Case Explorer Window is in focus. This type of search returns the results in a Query report wherein the user can view a summary of the results and still be able to zoom in and out of the hits in various components of the case. The reports print well for discussion with other team members.
Rapid Fire Digesting: Similar to annotating but allows the end user to quickly excerpt the text into a note and move on which eliminate the extra clicks involved with creating a regular annotation.
Realtime: A live feed of text streaming into your case from the court reporter’s machine during a deposition. It is now common to have a Realtime feed in the courtroom as well if requested.
Redacting: An electronic tool that allows the team to hide or redact privileged information on a document.
Request for Production: is a written document that outlines a list of tangible items, usually documents to produce to the opposing party.
Retrieving Production Sets: Provides the team with a means of retrieving a production set or the historical production history of an individual document.
Reunitize: The process of regrouping a document together correctly. For example, if the document was loaded into the database without the signature page of the document, reunitizing the document would correct the problem.
Review: is the fourth phase of the EDRM model and considers things like where the data will live and the tools that will be used to streamline the review.
Review Sets: Segregates a group of documents by document number or document type for review. As the documents are coded, the record is placed at the bottom of the group.
Saving Layouts: A customized view of the Windows set-up in Summation saved to suit the needs of the end user. A Saved Layout provides instant access to the view.
Saving Searches: There are various ways to save a search in Summation which consist of
a) Document Group – a group of documents in the Core Database. For example a search of all letters in the database would be the equivalent of “Doctype = letter”. This saved search is a document group which is now accessible on the Case Explorer Tree. As coding in the Core database continues each time the document group is accessed, Summation is simply running a search and retrieving that current set of documents. Visually, this gives the litigation team the impression they are looking at an updated folder of documents.
b) Integrated Search – used to search various drawers of the Case Explorer tree by checking off the boxes on the Case Explorer Tree and running a query search.
c) Boolean Searches – very detailed, field specific searches of the core database can also be saved and retrieved. A saved Boolean search is not accessible from the Case Explorer Tree like other saved searches and must be accessed from the Boolean Window.
SBF: A file format propriety to Summation and is used to bundle documents and/or transcripts which can be imported or exported electronically. SBF files delivered from a court reporter are a bundle of both the transcript and deposition exhibits and even the video if applicable.
Scheduling Order: Often in the beginning of the case, a variety of deadlines are imposed with respect to when discovery and depositions should be completed all the way to when the trial will be scheduled.
Scripts: Are similar to a macro in a Word processing system. They are the answer to long tedious tasks that perform the work quickly. There are many scripts available if not in the system through CT Summation’s scripting department. An example would be customizing the database by quickly adding a column to the database and bypassing the form editor.
Service Copy: A signed copy of a pleading or written discovery represents it was the final version of the document and the stamp appearing on the document confirms it was the actual copy filed with the court and is also the copy provided to opposing counsel referred to as a service copy.
Shortcut Keys: An “abbreviation” used when coding. For example the shortcut “ltr” would fill in the field with the word “letter”. If the end user is more of a typist rather than a mouse user, the short cut keys can cut coding time dramatically. Keystrokes can also be used to populate a field, i.e., the F4 Key will enter today’s date into a date field. The Keystroke Cheatsheet is available in this guide.
Single page TIFF: Is an image file that contains one page. A two page letter might be scanned as two separate tiff files which would be a single page tiff or combined as one which would be considered a multi-page tiff file.
Slack Space: Is the space that a computer looks at to determine how much room is still available on the computer.
Slideshow: Organizes documents or excerpts of testimony that may be referenced regularly and is placed on the Slideshow folder on the Case Explorer Tree. Commonly used for mini presentations, hearings, deposition preparation.
Spell check: spell checks the Core Database from the column view and requires that Microsoft Word be installed on the workstation from which it is being run.
Sort Order: Allows the user to sort a field in the Core Database by Docid number, date, alphabetically, etc. The sort order is specific to the user’s profile.
Stamping: This is a markup tool feature Summation provides to stamp a document with a number or text such as “Attorneys Eyes only”
Subjective Coding: Reviewing a document and indexing a field that only someone with knowledge about the case could accomplish. Some examples include the witness that will be examined with this document, the issue the document pertains to, a summary of the document.
Summary: The equivalent of a row in a spreadsheet. The summary represents a document whether it is a one page document or multipage document.
TAG files: related to a Concordance database.
Tagging: Allows the user check off a box that is associated with an item listed on the Lookup Tables that are associated with any multi-entry field. For example, Issues, Doctype, Author, Recipient, Privilege. This method of coding tends to be easier for some of the litigation team members to utilize because they are simply checking a box. Once a check mark appears in the box, the related text is actually populated into the corresponding field.
Tally: This tool is used to generate a quick report on a field which displays how many times each entry is in the field. For example, tallying the doctype field might reveal 13 letters, 5 reports and 7 blueprints and 63 photographs. Tally is extremely helpful in the Quality Control process, identifying inconsistent entries, and in identifying the trends and flows of information.
Tally Sheet: This is a checklist that is referred to in the chapter, Review Analyze and Build and serves as a log or manifest of the documents received, imaged, and loaded into the database.
Terabyte: Is a term used to measure an amount of electronic data but is equivalent to approximately 75,000,000 pages if printed.
TEX files: related to a Concordance database.
TIFF: Is the acronym for tagged image file format.
Tracking Copies of DB: During both the CopyCase and Merge functions, it is important for someone on the litigation team to keep track of the changes that have been made to each copy of the database and when or how it will be necessary to keep them current.
Transcripts: The drawer on the Case Explorer tree where deposition transcripts, hearing transcripts, trial proceedings or informal statements are loaded.
Transcript Highlights: provides a highlighter to mark excerpts of testimony in a transcript by color, issue or user.
Transcript Notes: Electronic notes used to flag a particular area of a testimony, similar to placing a post-it note on the edge of a paper copy of a transcript. The transcript notes can also be used to record the user’s thoughts and flag the testimony to a date or issue. The benefit of using the transcript notes is that the user can search the notes, run reports, and doesn’t need to fear they will fall off the page. The transcripts notes can also be accessed from the Case Explorer Tree.
Transcript Tools: Transcript tools allow the user to identify a document in the Core Database and a deposition transcript which will hyperlink the document throughout the testimony everywhere it is referenced.
Trial Notebook: Is usually a three ring binder with tabs that organized evidence and outlines for examination for use during trial.
TRK files: related to a Concordance database.
TXT File: A text file is one which holds just text with no document formatting information. They are the most basic type of file and so can be opened with any text editor or word processor. TXT files are used to import data into the Summation database from another database, spreadsheet or electronic discovery. Other .txt files may be the OCR associated with the matching images.
Unallocated space: Is the space that a computer looks at to determine how much room is still available on the computer.
Unitization: Defining the page breaks of a given document.
Verify Document Numbers: This is a tool that will search through the database and provide you with a report of the “gaps” in the document numbers, duplicate numbers or other errors associated with the numbering scheme of a document.
War Room: is a room that is used for preparing for trial. It is common for everything related to the case to be moved into the room access and preparation. This can be a room within the firm or even a hotel room in a remote location where the case is being tried.
WebBlaze: is a browser based version of iBlaze and provides access to remote users over the web. WebBlaze is very secure, does not expose the firm’s entire network to remote users and provides options to restrict the user from not only seeing other cases but also can revoke access to document groups, transcripts, etc., within a specific case.
Zoning Tool: A mark-up tool used to “cut and paste” a clip of an image into an appropriate field in the Core Database. This tool is commonly used when a large amount of data as seen on a document should be a part of the searchable Core Database.
