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Strategic Business Data Solutions - An Overview

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  1. 1. Strategic Business Data Solutions March 10, 2009 CONFIDENTIAL © All Rights Reserved
  2. 2. codeMantra Brief Intro March 10, 2009 CONFIDENTIAL © All Rights Reserved Established in the United States in 2002 codeMantra is an American company with the offshore advantage. The offshore operation (Chennai, India) established in 1990’s, has now expanded to three facilities employs 750 people - including 200 dedicated LPO specialists and 500 xml specialists
  3. 3. Benefits <ul><li>Our goal to work in partnership by delivering custom solutions to reduce cost, enhance customer service and mitigate risk – providing value based partnerships, a customer centric approach </li></ul><ul><li>Cost-effective and efficient solutions that enable significant savings </li></ul><ul><li>Large highly skilled and trained human resource pool </li></ul><ul><li>Dedicated client support and project management teams (24/7) </li></ul><ul><li>On-going process and workflow improvement through technology and skills training </li></ul><ul><li>Seamless client and project specific adaptability through change management </li></ul><ul><li>Systems, solutions and services that gives customers greater value adds and market expandability </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  4. 4. Benefits <ul><li>24 hour project management support </li></ul><ul><li>All data stored at our Data Center Ashburn, VA (your data never leaves the States) </li></ul><ul><li>Confidentially (NDA and Non-disclosure agreements) </li></ul><ul><li>Disaster Recovery and Business Redundancy </li></ul><ul><li>Security </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  5. 5. Litigation Support Services <ul><li>We are strictly a whole sale provider , working in conjunction with a variety of litigation support and document management companies, ranging from National, Regional and Local. It is our goal to work in partnership by delivering custom solutions to reduce cost, enhance customer service and mitigate risk. </li></ul><ul><li>Legal Process Solutions: </li></ul><ul><li>ESI Processing </li></ul><ul><li>Foreign Language Translation </li></ul><ul><li>Email Coding and Processing </li></ul><ul><li>Coding & Indexing </li></ul><ul><li>Unitization (LDD) </li></ul><ul><li>Database and load file creation (Concordance, Summation, JSF Litigators Note book, Ringtail) </li></ul><ul><li>OCR </li></ul><ul><li>Transcription </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  6. 6. Our Information Security Framework codeMantra Assess Transfer of only required project specs and data Secure Data Transfer Transfer via SSL FTP or HTTPS Technology Firewalls 128-bit SSL Encryption Antivirus Secure Configurations Data Processing Deploy controls to secure systems and processes Security Measures Clear Desk Activity log Vulnerability and Event Mgmt Training & Awareness Quality Control Systems to ensure quality of service and deliverables Production Facility Customer data received and stored on secure network server Security Protocol Network & Privacy Policy Confidentiality Agreement Physical Security Segregation of duties & access Dispatch Deliver processed data via SSL FTP or HTTPS Audit Trial Activity review and check for any breaches in security Respond Inform and initiate steps to improve or resolve security issues Monitor Procedure to monitor security systems are adequate March 10, 2009 CONFIDENTIAL © All Rights Reserved
  7. 7. Our Security Protocol <ul><li>Authentication & Authorization – access to information server are based on job description/need. Access to server resources is provided via group rights. We have implemented necessary checks to monitor the network and user for any security violations. </li></ul><ul><li>   A non-disclosure and confidentiality agreement is signed by all the senior management, members of the organization, and anyone who is doing our work or is remotely associated with our work is required to sign the NDA. </li></ul><ul><li>  Network Security – the entire network is protected by multiple-layer of security appliance and software. We have implemented the following security technologies to ensure information security and confidentiality levels exceed compliance requirements: Our Security Protocol </li></ul><ul><ul><ul><li>Internet Security & Accelerator (ISA) Server. </li></ul></ul></ul><ul><ul><ul><li>Sonicwall Firewall and Internet Security Appliance. </li></ul></ul></ul><ul><ul><ul><li>Verisign’s 128 –bit SSL encryption for online services. </li></ul></ul></ul><ul><li>Cisco VPN with encryption for remote LAN-to-LAN connections </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  8. 8. Office Security Systems <ul><li>All the entry points to the premises are guarded by armed security, 24x7. </li></ul><ul><li>Security cameras are installed at all critical points including production floors with digital recording capability. </li></ul><ul><li>To ensure highest level of security and access to the premises, bio-metric finger-print access control system is installed at all entry and exit doors with anti-bypass facility. </li></ul><ul><li>The building is installed with Fire Alarm Protection systems and emergency exits. </li></ul><ul><li>NO Internet access at production nodes. </li></ul><ul><li>NO floppy, CD or media allowed inside production facility. </li></ul><ul><li>Production computers are installed with strict local policy and unwanted storage of any client data is restricted. </li></ul><ul><li>Emergency Medical Kit </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  9. 9. Business Redundancy <ul><li>cM has a well planned and documented procedure outlining procedural and decision making regarding backup arrangements, resource allocation, priorities, and action items necessary to fulfill the goals of effective and timely disaster recovery, emergency management and business continuity plans. </li></ul><ul><li>Disaster Recovery and Business Redundancy Plans include: </li></ul><ul><ul><li>Daily backup of all new digital assets. </li></ul></ul><ul><ul><li>Version control of process and deliverables at every stage. </li></ul></ul><ul><ul><li>Backup of assets at secured off-site facility (Tapes, CDs/DVDs). </li></ul></ul><ul><ul><li>Power backup with UPS and diesel powered generators. </li></ul></ul><ul><ul><li>Hardware/Software support staff, 24 x 7. </li></ul></ul><ul><ul><li>System maintenance procedures. </li></ul></ul><ul><ul><li>2 x 2Mbps Fractional E1, 2 x 512 kbps backup DSL </li></ul></ul><ul><ul><li>VoIP, secure FTP, SSL, & VPN capabilities </li></ul></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  10. 10. Litigation Support Services Process Source Electronic Files Assessment Project Training / Instructions Update Client Instructions & Feedback Database with Version Control Unitization using proprietary software EzLit Coding using proprietary software EzLit Online Backup with Version Control Processing using tools PERL, VB, C Scripts, Concordance, Doculex and Spreadsheets Final Audit Tools: PERL, VB, C Scripts, Concordance, Doculex, Spreadsheets Dispatch Formats: CSV, Summation, Concordance, Ringtail and others Medium: Secure FTP, Web-based System and Others Source Data Archive Hardcopy – 6 months Electronic Data – 3 months Internet based status tracking system Quality Check II Quality Check I Quality Check III Processing using tools PERL, VB, C Scripts, Concordance, Doculex and Spreadsheets Processing using tools PERL, VB, C Scripts, Concordance, Doculex and Spreadsheets Source material audit is done and errors/queries are reported to client through E-Mail/Phone and are documented Professional translation for Japanese, Spanish, German and French External databases are queried to validate common names, City, State and ZIP codes; OCR is done to find keywords March 10, 2009 CONFIDENTIAL © All Rights Reserved
  11. 11. Unitization – Screen shot of our proprietary software “EzLit” March 10, 2009 CONFIDENTIAL © All Rights Reserved
  12. 12. Coding - Screen shot of our proprietary software “EzLit” March 10, 2009 CONFIDENTIAL © All Rights Reserved
  13. 13. Quality Check I – Cross-Check Error Log Coded Data March 10, 2009 CONFIDENTIAL © All Rights Reserved
  14. 14. Quality Check II – Spell check for data integrity March 10, 2009 CONFIDENTIAL © All Rights Reserved
  15. 15. Quality Check III - Final Audit March 10, 2009 CONFIDENTIAL © All Rights Reserved
  16. 16. March 10, 2009 CONFIDENTIAL © All Rights Reserved Source Electronic Files . pst, . eml, . msg Instructions & Updates ESI PROJECT WORK FLOW Dispatch Database, Load file & Images Converting to Image Files Assessment Extracting Metadata Bates Numbering Extraction of Attachments Parent Child Relationship Creating Load file
  17. 17. Standard ESI Fields List <ul><li>Field List Definition </li></ul><ul><li>Document ID DOCID </li></ul><ul><li>Beginning Bates Number BATESBEG </li></ul><ul><li>Ending Bates Number BATESEND </li></ul><ul><li>Begin Attach BEGATTACH (EMAIL ATTACHMENTBEGIN) </li></ul><ul><li>End Attach ENDATTACH (EMAIL ATTACHMENTEND) </li></ul><ul><li>Date FILE CREATION DATE </li></ul><ul><li>From FROM (EMAIL FROM ADDRESS) </li></ul><ul><li>Sent To SENT TO (EMAIL TO ADDRESS) </li></ul><ul><li>Subject SUBJECT (EMAIL SUBJECT) </li></ul><ul><li>CC CC (CARBON COPY RECIPIENT) </li></ul><ul><li>BCC BCC </li></ul><ul><li>Parent Id PARENT ID </li></ul><ul><li>Attach ID ATTACH LIST </li></ul><ul><li>Type FILE EXTENSION </li></ul><ul><li>Location SOURCE FILEPATH </li></ul><ul><li>Filename SOURCE FILENAME </li></ul><ul><li>Document Pages NUMBER OF PAGES IN EACH FILE </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  18. 18. Data and Document Management <ul><li>Data Retention – retention and disposition of corporate records as per the data retention policy. </li></ul><ul><li>E-Mail Filtering and Archiving - extract, sort, catalog and store the e-mail messages. </li></ul><ul><li>Managing Duplicates - data mine and remove any duplicate files that resulted due to drafts, copies and various correspondence. </li></ul><ul><li>Metadata - capture embedded data about data of every electronic document. </li></ul><ul><li>Auditing – audits to comply with regulations and corporate record-management program. </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  19. 19. Data Identification & Collection <ul><li>We have an experienced team of people and technology working in tandem offering services designed to ease the enormous issue of finding, sorting, reviewing, and producing searchable electronic documents.  </li></ul><ul><li>Collected source data from virtually any source media be it hardware, storage media, paper, or electronic is built and collated into a customer defined and friendly solution ready for use. Our specialists efficiently collect and collate data from: </li></ul><ul><ul><li>Various IT platforms </li></ul></ul><ul><ul><li>E-mail systems </li></ul></ul><ul><ul><li>Business software applications </li></ul></ul><ul><ul><li>Office Packages </li></ul></ul><ul><ul><li>Storage media, archival and legacy systems </li></ul></ul><ul><li>The processed data is delivered in any desired format that best suits a customer’s requirement. </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  20. 20. Data Processing <ul><li>File / Document Extraction </li></ul><ul><li>Once the data has been restored, the relationships betweens the files or documents obtained. </li></ul><ul><li>Metadata </li></ul><ul><li>Metadata, or embedded data in a file is captured and maintained for purposes of e-discovery. </li></ul><ul><li>Data Culling </li></ul><ul><li>Data culling saves time and money by reducing the amount of documents requiring review. </li></ul><ul><li>Data Conversion for Review </li></ul><ul><li>When documents and data have been identified as appropriate for review, any technical data conversion is performed for review purposes. </li></ul><ul><li>Quality Control </li></ul><ul><li>Quality control is done throughout the entire processing for accuracy and data integrity. </li></ul><ul><li>Data Sampling </li></ul><ul><li>In large numbers of backup tapes or vast volumes of data, data sampling is done for direct discovery processing. </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  21. 21. Deduplication <ul><li>Ensuring that only the appropriate information is processed, data collected is filtered per project specific guidelines: </li></ul><ul><li>Hash value processing </li></ul><ul><li>Identifying files by file extensions </li></ul><ul><li>Searching by keyword/hot button for relevant information </li></ul><ul><li>Reducing redundancies by eliminating duplicate files </li></ul><ul><li>Flagging extremely large files potentially not relevant to a case </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  22. 22. Data Delivery <ul><li>We deliver the information generated from the collecting and analyzing phases in the format best suited for the client: </li></ul><ul><ul><li>Electronic Repository </li></ul></ul><ul><ul><li>Litigation Support Database </li></ul></ul><ul><li>Client Specific Design - Databases are tailored to specific coding and indexing with required level of customization or data significance. </li></ul><ul><li>Document Coding and Analysis - Management of data in the form of written or physical correspondence, email, word processor files, spreadsheets, databases, images, graphics or other applications. </li></ul><ul><li>Database Development - Flexibility in being able to catalog, retrieve complete data or as records with fixed fields. Documents can be indexed and abstracted with searchable query or keyword search. </li></ul><ul><li>Seamless integration and familiarity with most standard litigation support service applications including Concordance, IntroSpect, Summation, Indata, JFS Litigator's Notebook and others. </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  23. 23. Collection Point™ <ul><li>codeMantra has created Collection Point™, a complete web-based hosted digital asset management system. Collection Point™ offers a hosted repository for image and native files collections, full search functionality on metadata and other coded information as well as online viewing and commenting on assets. </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  24. 24. Online Review <ul><li>codeMantra has developed a complete hosted asset management system for document review </li></ul><ul><li>The system provides a full-featured web-based toolset for searching and reviewing documents </li></ul><ul><li>Fielded metadata search and full text search functionality </li></ul><ul><li>Remotely hosted at our Data Center in Ashburn, VA </li></ul>March 10, 2009 CONFIDENTIAL © All Rights Reserved
  25. 25. For Additional information contact: Robert Grande Senior Business Development Manager [email_address] March 10, 2009 CONFIDENTIAL © All Rights Reserved