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Do you Scuba? Diving into Cloud Imaging

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Procrastination and last-minute rushes are typical in our line of business. Don’t let imaging be the reason for more grief.

By proactively setting up you imaging options and following an efficient workflow, you can be ready for anything thrown at you.

What to Expect:
5 hands-on exercises using Review, Processing, and QC
Class discussion, surveys and Q&A between each scenario

Published in: Law
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Do you Scuba? Diving into Cloud Imaging

  1. 1. Do You Scuba? Diving into Cloud Imaging
  2. 2. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Diving into Cloud Imaging Procrastination and last-minute rushes are typical in our line of business. Don’t let imaging be the reason for more grief. By proactively setting up you imaging options and following an efficient workflow, you can be ready for anything thrown at you. What to Expect: • 5 hands-on exercises using Review, Processing, and QC • Class discussion, surveys and Q&A between each scenario
  3. 3. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Do you have what it takes? Familiar with Review Familiar with eCapture Processing
  4. 4. Private and Confidential – Copyright 2019 What are the Capabilities? Image from any Search Criteria Take Advantage of Ipro Processing (eCapture) Throughput Tons of Imaging Settings and Resources Image any record, not just Data Processed with Ipro
  5. 5. Document Set Preparation
  6. 6. Private and Confidential – Copyright 2019 Let’s Dive In A Production is headed our way. We know the criteria for the documents to be produced, so while the review continues, let’s be proactive and get Images created for the documents we have. Our Search is called PROD003 What are some things we should check for before we submit our Imaging job?
  7. 7. Private and Confidential – Copyright 2019 Check for Quality Validate Criteria and check for Coding Inconsistencies Verify Imaging settings match Production Specifications Non-standard file types in the data set Records Previously Imaged / Redacted Create a new search remove previously Imaged documents from ‘Prod003’. Save the search as ‘Prod003 To Image’
  8. 8. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Preparation is Key Our Search is only 25 documents, but let’s assume we are producing the entire population. You’re asked for an estimate of how long you expect the production will take. What info can you pull? What questions do you ask to help determine timing?
  9. 9. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Factors for Speeds and Size Document Count and Estimated Page Count • Full Images • Placeholder • Page Threshold Excel / Spreadsheet / Database file handling • Color for Color • Black and White • File Type Dependent Color Options Non-Standard File Types
  10. 10. Private and Confidential – Copyright 2019 What’s the best way to find them? What should we be looking for? What options do we have to handle them? Prepare to Save Time: File Types Let’s look for our Non-Standard file types to make sure we have a plan.
  11. 11. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Processing Settings Imaged Productions The SEC prefers that all scanned paper and electronic file collections be produced in a structured format including industry standard load files, Bates numbered image files, native files and searchable text files. 1. Images a. Black and white images must be 300 DPI Group IV single-page TIFF files b. Color images must be produced in JPEG format c. File names cannot contain embedded spaces or special characters (including the comma) d. Folder names cannot contain embedded spaces or special characters (including the comma) e. All image files must have a unique file name, i.e. Bates number f. Images must be endorsed with sequential Bates numbers in the lower right corner of each image g. The number of image files per folder should not exceed 500 files h. Excel spreadsheets should have a placeholder image named by the Bates number of the file i. AUTOCAD/photograph files should be produced as a single page JPEG file
  12. 12. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Flex Processor Rules Image All Files Placeholder Excel and Spreadsheets Placeholder Database and Multimedia
  13. 13. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Any Other Factors?
  14. 14. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Kick Off Enterprise Imaging Job
  15. 15. Quality Control
  16. 16. Private and Confidential – Copyright 2019 •Open the Imaging Job in QC •Create a session of all Exceptions •Create a Custom Placeholder for password protected files and Apply •Re-process all other files with Exceptions Replace unsuccessful files with ‘Document Produced in Native Format’ Placeholder Image Quality Control
  17. 17. Private and Confidential – Copyright 2019 Uncommon Scenarios • The HLP file was unable to open • You found an online converter to make it a PDF and this was approved by all parties The converted PDF is located in the Enterprise Imaging folder named HLP File – Converted.pdf Replace the existing image with this PDF version
  18. 18. Private and Confidential – Copyright 2019 Production Image Quality Checks Page Count • Estimate time to produce • Estimate size of Production • Unexpected Large Page Counts Missing Images • Validate Files Imaged • Validate Placeholders created Endorsing Images • Applying Redaction Categories • Endorsing Image Key • Endorsing Designations
  19. 19. Private and Confidential – Copyright 2019 Let’s Get it Moving Before you produce, let’s do some image checks! Determine how many Pages will be produced Build a query for all Imaging Exceptions Build a query for all Placeholder documents Build a query for Exceptions that do not have a Placeholder Build a query for all Redacted documents # ?
  20. 20. Thank you for joining us!

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