Lexbe eDiscovery Webinar- Affordable Hosting Alternatives for Summation & Concordance Productions

Gene Albert
Principal, Lexbe LC
eDiscovery FAST
Affordable Hosting Alternatives
for Summation & Concordance Productions
Fast, Cost-Effective Document Reviews of TIFF Images and Loadfiles
April 29, 2014

eDiscovery Webinar Series
○ Takes Place Monthly
○ Cover a Variety of Relevant eDiscovery Topics
○ Presentations Available for Download by Registrants.
Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014
Info & Future
eDiscovery FAST

Lexbe is an Austin, TX based eDiscovery software and services provider.
○ Lexbe eDiscovery Platform
Lexbe eDiscovery Platform is a hosted eDiscovery processing and review
tool. Users can load a variety of file types, process for review, OCR for
search, and conduct document reviews, productions, prepare for depos
& analyze transcripts, conduct case analytics, prepare for dispositive
motions, and provide litigation support during trial.
○ Lexbe eDiscovery Services
Lexbe does large volume document culling, processing from native to
PDF or TIFF, load file creation, high-volume OCR of image files, Rule 26
and project management consulting, and related eDiscovery Services.
About Lexbe
Lexbe Sales
sales@lexbe.com
(800) 401-7809 x22
eDiscovery FAST

If you have any questions or technical issues, please e-mail them to:
webinars@lexbe.com
Questions will be forwarded to Gene and answered during the webinar or via e-
mail if we run out of time.
Questions & Technical Issues
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○ Current
Principal of Lexbe LC, a developer and provider of cloud-
based litigation review and document management software
& eDiscovery services
○ Prior Experience
-Legal experience as in-house counsel and in private practice
-Business experience in software, medical services and
internet-based businesses
○ Education
-MBA & BA, University of Texas
-JD, Southern Methodist University
Gene Albert bio
Contact
Gene Albert
512-686-3460
gene@lexbe.com
eDiscovery FAST

Cost-Effective TIFF Production Review
eDiscovery FAST
Agenda
○ What are TIFF Productions & ‘Standard’ Concordancetm
/Summationtm
formats
○ Accessing Native & PDF Versions of Documents
○ Hosting Alternatives, Security & Cost Considerations
○ Loadfile Validation & Loading
○ Getting the Best Search: OCR text and/or Native Extracted Text
○ Document Viewing; Issue Coding
○ Fact & Issue Mapping, Depositions, and Motion Practice
○ Conclusion

What are TIFF Productions w/Loadfiles?
TIFF & Text
What is it? Natives converted to TIFF-images, usually single-paged; or
scanned
Advantages ● Traditional review format (predates PDF)
● Required for some platforms (optional others)
● Robust bitmapped file type (image-viewer used)
Disadvantages ● Cumbersome--requires separate text files/load files
● Requires review platform to pull together
● Substantial file expansion from native (3-5X)
● May lose color/other data, depending how processed
Notes ● Usually in the form of one image and one text file per
page (older text in load file)
● Document breaks and associated metadata are stored
in one or more separate 'load files', which can corrupt
eDiscovery FAST

What are TIFF Productions w/Loadfiles
Load File
What is it? Structured text or database type file that references
document files and associates metadata and other
information, for use in Litigation Review Database Systems
May Be Included ● Document and email metadata
● Document breaks (for single page TIFFs)
● Email family associations
● Map to multiple versions of files (e.g., TIFF,
Text, PDF, Native)
Formats in Use ● DAT (Concordance, Ringtail, Relativity)
● DII (Summation)
● LFP (iPro)
● Excel XLSX (Lexbe)
Notes ● Production may include multiple load files formats
● Can be used in TIFF, PDF and Native productions
● Some systems can load multiple
formats
eDiscovery FAST

Load File in
Excel (Lexbe)
Format
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Load File in DII
(Summation)
Format
;Record 1
@T ENRON 0000001
@MEDIA eEmail
@C ENDDOC# ENRON 0000001
@C PGCOUNT 1
@D @IIMAGES0001
ENRON 0000001.tiff
;Record 2
@T ENRON 1000 0000002
@PARENTID ENRON 0000001
@MEDIA Attachment
@C PGCOUNT 1
@D @IIMAGES0001
ENRON 0000002.tiff
;Record 5
@T ENRON 0000005
@PARENTID ENRON 0000003
@MEDIA Attachment
@C PGCOUNT 26
@D @IIMAGES0001
ENRON 0000005.tiff
ENRON 0000006.tiff
ENRON 0000007.tiff
ENRON 0000008.tiff
ENRON 0000009.tiff
ENRON 0000010.tiff
ENRON 0000011.tiff
ENRON 0000012.tiff
eDiscovery FAST
Field Token
Record Token

Load File in DAT
(Concordance)
Format
þBEGDOCþþENDDOCþþBEGATTþþENDATTþþATTACHMENTþþPARENTIDþþRECORDTYPEþþDATESENTþþTIMESENTþþ
DATERECEIVEDþþTIMERECEIVEDþþFROMþþTOþþCCþþBCCþþSUBJECTþþDATECREATEDþþTIMECREATEDþþDATEMO
DIFIEDþþTIMEMODIFIEDþþFILENAMEþþFILEEXTENSIONþþSOURCEFILEPATHþþPAGESþþVOLUMEþþORIGINALSPATH
þþTEXTPATHþþPDFPATHþþENRON 0000001þþENRON 0000001þþþþþþþþþþeEmail þþ05/26/2000þþ10:19:00
AMþþ05/26/2000þþ10:19:00 AMþþJohn J LavoratoþþJohn Zufferli{John Zufferli}þþþþþþMolson adþþþþþþþþþþ2000-05-26 10:19:
00AM - Molson adþþ.msgþþjohn_lavorato_000_1_16Top of Outlook data filelavorato-jJohn_Lavorato_Jun2001Notes FoldersAll
documents2000-05-26 10:19:00AM - Molson ad.msgþþ1þþVOL01þþORIGINALS0001ENRON 0000001.
msgþþTEXT0001ENRON 0000001.txtþþPDF0001ENRON 0000001.pdfþþENRON 0000002þþENRON 0000002þþENRON
0000001þþENRON 0000002þþþþENRON 0000001þþAttachment þþþþþþþþþþþþþþþþþþþþþþþþþþþþmolson-canadian-i-am.movþþ.
movþþjohn_lavorato_000_1_16Top of Outlook data filelavorato-jJohn_Lavorato_Jun2001Notes FoldersAll documents2000-05-26
10:19:00AM - Molson ad.msgmolson-canadian-i-am.mov.1þþ1þþVOL01þþORIGINALS0001ENRON 0000002.
movþþTEXT0001ENRON 0000002.txtþþPDF0001ENRON 0000002.pdfþþENRON 0000003þþENRON
0000003þþþþþþþþþþeEmail
eDiscovery FAST
Field Delimiter

Accessing Natives & PDFs
Blended Productions Include Multiple Production Types
What is it? Delivery in multiple formats as
needed: Native, PDF & TIFF/text,
with multiple load file formats
Advantages ● Flexible for multiple platforms
● PDFs available for easy transfer
● Natives for backup and review
● Versions linked for easy comparison
Disadvantages ● Must assure no privileged docs produced
● Native docs can be easily modified
Notes ● Natives files are original versions: e.g.,
Outlook, Word, Excel, Powerpoint, etc.
● Multiple version of load files
provided for system flexibility
eDiscovery FAST

Hosting & Review Alternatives
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Installed Software Web-Based Hosting
Description Purchase, install & support
litigation review software that
supports TIFFs
‘Rent’ software from hosting
provider as needed for a case or
in general
Security Internally maintained Hosting provider maintains
encryption, security procedures,
certifications
Case Support Internally maintained or
software provider
Hosting provider maintains
Access Beyond
Firewall
Remote access software Usually web-based
Cost Software licensing, server(s),
maintenance, personnel costs
Varies; Per GB, fixed, user fees
Reimbursable or
Litigation Cost
No, usually non-reimbursable Possibly - Depends on jurisdiction

Hosting Alternatives for Summation & Concordance Productions | eDiscovery Webinar Series April 29, 2014 eDiscovery FAST
Production Loading
○ Can be done by Vendor or Self-Serve
○ Loadfile and data must be validated &
checked for quality control
○ Best to handle internally with high degree
of expertise, and available time
○ Vendor best option with large data set,
limited internal expertise or a rush

○ With a Dual-Index approach the search engine indexes both text
extracted from Native files (email, attachments, spreadsheets,
etc.) and TIFF OCR test
○ Most comprehensive approach minimizes potential for lost and
unsearchable data.
Better Search with Dual Indexing
eDiscovery FAST
Index Method
Captures
Embedded Text
Captures Text
Excluded From
Print
Captures
Hidden Text
Imaged/OCR Yes No No
Native Extraction No Yes Yes
Dual Index Yes Yes Yes
Benefits of Dual Index Approach

Search & Review
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Search Requirements
Basics
-Accurate
-Fully Indexed
-Easy to Use
Better
-Many search options
-Concept
-Fuzzy & Stemming
-Boolean
-Keyword Highlighting
Best
-Very Fast (returns in
seconds)
-Dual Indexing of
natives/paginated

Document Viewing - Multiple Versions
○ Hits - Highlighted from
search
○ Original - Native if
available
○ HTML - Extracted text from
Native
○ Page - One page at a time
○ PDF - Viewing & access
○ Text - OCR of images
○ Annotated - For depos

Pre-Built & Custom Fields/Tags
eDiscovery FAST
Built-In Fields
-Immediately usable
-Integrated workflow
-Leverage best practices
-Wheel ‘already invented’
Custom Fields
-Issue coding
-Reviewer assignment
-Add’l filtering/sorting
-Unlimited in number/use
Best to have both options

Document Review Workflow
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Document Issue Coding
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Multidoc Edit for Fast Issue Coding
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Getting Documents Out
○ Needed for depositions,
conferences, motions, trial
prep, etc.
○ TIFFs are cumbersome:
Single-pages, not
searchable, etc.
○ PDF usually best option
(TIFFs joined/converted)
○ Native version availability

Who’s on First: Key Case Participants
eDiscovery FAST
○ Parties, deponents, fact-
witnesses, related organizations,
etc.
○ Show associations between
○ Link to evidence, case issues

Timelines for Depo Prep
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Assigning Docs to Deponents
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Extract Facts from Depos & Exhibits
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○ Fact Highlighting
○ Structured Extraction &
Timelining

Categorize Facts for Fast Motion Practice
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Dispositive Motions - Filter Facts & Issues
eDiscovery FAST

Thank You
Contact Info
Gene Albert:
Lexbe Principal
gene@lexbe.com
(512) 686-3382
Stu Van Dusen:
Marketing Manager
svandusen@lexbe.com
(512) 843-7672
Lexbe Sales: sales@lexbe.com
(800) 401-7809 x22
Webinar Questions: webinars@lexbe.com
eDiscovery FAST

Lexbe eDiscovery Webinar- Affordable Hosting Alternatives for Summation & Concordance Productions

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