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Do you Scuba? Diving into Cloud Imaging
The document provides guidelines and best practices for managing imaging processes within a legal context, highlighting the importance of proactive preparation and efficient workflows. It details the standards for production, including imaging settings, quality control measures, and requirements for output formats. Additionally, hands-on exercises and class discussions are included to enhance understanding of the imaging workflow.
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Do you Scuba? Diving into Cloud Imaging
- 1. Do You Scuba? Divinginto Cloud Imaging
- 2. Presentation TitlePrivate andConfidential – 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. Presentation TitlePrivate andConfidential – 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. 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
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- 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. 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. Presentation TitlePrivate andConfidential – 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. Presentation TitlePrivate andConfidential – 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. 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. Presentation TitlePrivate andConfidential – 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. Presentation TitlePrivate andConfidential – 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. Presentation TitlePrivate andConfidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Any Other Factors?
- 14. Presentation TitlePrivate andConfidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Kick Off Enterprise Imaging Job
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- 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. 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. 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. 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 # ?
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Editor's Notes
- #3 This session is beneficial if you currently use ADD, eCapture, or Eclipse. In this session we will review all thing imaging. We will do this following a typical scenario in our industry. Preparing for a production! We will cover settings, placeholders, as well as QC Cloud Imaging: Currently known as ‘Enterprise Imaging’ What is it? Allows you to image groups of documents based from a saved search Utilizes Ipro Processing (eCapture) and all its imaging settings and resources You can image any record in Review, not just data that was processed by Ipro eCapture. 3rd Party processed data Before we get started, what are some workflows to get documents imaged for production Image up front – Discovery > Processing Job Export ItemIDs > Load to eCapture > Processing Job > Export > Import into Review Image on the Fly Eclipse Admin - Imaging What is your workflow? Do you use Enterprise Imaging? Who uses standard Discovery and who uses Streaming Discovery? Show of hands New to Ipro 1 Year using Ipro 2-5 Years using Ipro 5+ Years using Ipro
- #4 This session is beneficial if you currently use ADD, eCapture, or Eclipse. In this session we will review all thing imaging. We will do this following a typical scenario in our industry. Preparing for a production! We will cover settings, placeholders, as well as QC Cloud Imaging: Currently known as ‘Enterprise Imaging’ What is it? Allows you to image groups of documents based from a saved search Utilizes Ipro Processing (eCapture) and all its imaging settings and resources You can image any record in Review, not just data that was processed by Ipro eCapture. 3rd Party processed data Before we get started, what are some workflows to get documents imaged for production Image up front – Discovery > Processing Job Export ItemIDs > Load to eCapture > Processing Job > Export > Import into Review Image on the Fly Eclipse Admin - Imaging What is your workflow? Do you use Enterprise Imaging? Who uses standard Discovery and who uses Streaming Discovery? Show of hands New to Ipro 1 Year using Ipro 2-5 Years using Ipro 5+ Years using Ipro
- #5 Cloud Imaging: Currently known as ‘Enterprise Imaging’ What is it? Allows you to image groups of documents based from a saved search Utilizes Ipro Processing (eCapture) and all its imaging settings and resources You can image any record in Review, not just data that was processed by Ipro eCapture. 3rd Party processed data Before we get started, what are some workflows to get documents imaged for production Image up front – Discovery > Processing Job Export ItemIDs > Load to eCapture > Processing Job > Export > Import into Review Image on the Fly Eclipse Admin - Imaging What is your workflow? Do you use Enterprise Imaging? Who uses standard Discovery and who uses Streaming Discovery? Show of hands New to Ipro 1 Year using Ipro 2-5 Years using Ipro 5+ Years using Ipro
- #7 Let’s go ahead and get started with our scenario We have a production. It is saved under the search named ‘Prod003’ First thing we want to do with this set of documents is what? Previously Imaged Records
- #8 How many docs did you get? Is this the 25 minus the previously imaged?
- #11 Bring up your saved search of what to image, tally on file type and make sure you have a plan for each file type. If there are any non-standard file types or any you are not familiar with, try and open in Native Viewer and create a rule to placeholder if needed. These next 5 minutes can save you hours of imaging time Open and image properly Special handling or converting needed Placeholder with Native to product? Survey – What types of files do you typically run into and how do you handle them? KS – For rules – is it better to use File type or extension?
- #12 KS – This image is blurry and hurts the eyes in presentation mode. Can we pull this from somewhere else or can someone type it up real quick? Here is what the SEC provides as imaging production specifications. We will use this to determine our processing settings in eCapture Ok, after reviewing, we know we have to image electronic files and that Excel/spreadsheets are getting a placeholder. But, it doesn’t actually specify what needs to be provided in color or not. Let’s go ahead and open up eCapture, find the case Globex v ATLN Energy Click View/Modify Settings Go to Processing Options Question: What do you guys normally do in terms of color vs B&W? Does anyone still image Excels? If so, what options do you normally choose? If so, go over advanced options If not, skip to next What options do you use for Date Field Handling and Filename field handling? Word Options? Print Hidden Text? PowerPoint Options? Does anyone use ‘Original Settings (As Is)’ Which option is used to print as Slides and Notes on one page? Notes Pages Any other requests that you have ran into that you don’t know how to do in eCapture? FAQ – KS - this is good to get people motivated and interacting. What file types does ‘General Color Depth’ handle? What does ‘Paper Size’ option determine under the Processing Tab? How does Remove Blank Pages work and what does the number determine? What is the use of the ‘Generate metadata summary images’ option and does anyone ever use it? What should my ‘Maximum Task Duration’ be set to?
- #13 Now that we have gone through and set up our imaging options for this case, we have to make sure spreadsheets and any file types we think need a placeholder are set up for it Questions: I don’t want to have to select each of those file types each time. Can we save these settings? Can I have these settings automatically saved in a template? Survey – Do you create one generic placeholder or do you create placeholders for different type of exceptions? Empty File, Corrupt File, Password Protected, Provided as Native, Unable to Image, etc… What goes on the Placeholder page? Does anyone use page thresholds still?
- #14 Round table of other scenarios, things people have seen, specific things to be aware of?
- #15 Now that we have all our imaging options and placeholders set up, what do we do next? Let’s kick off the imaging job While we wait… guess what… another survey! Survey – KS – This is a bit concerning of a question to me. Do we want to point out this flaw? I see it as a flaw. FAQ Why does the Processing Job or Enterprise Imaging Job always show 1 more count than the number of records being processed?
- #17 Survey – How do you typically QC Images? Page for Page, just exceptions, just non-standard file types? Close eCapture Worker Open QC Module Open Streaming Imaging Job Pull up all exceptions There are some password protected files. Create a subset for just password protected files. Create a custom placeholder for Password Protected Files Placeholder Password Protected Files with custom placeholder Attempt to reprocess non-password protected files. .HLP file unable to open but you have found an online converter that converted it to a PDF. How do I image the PDF in the place of the .HLP? The converted PDF is located in the Enterprise Imaging folder named ‘HLP File – Converted.pdf’ .GID file – replace with ‘document produced in native format’
- #18 Attempt to reprocess non-password protected files. .HLP file unable to open but you have found an online converter that converted it to a PDF. How do I image the PDF in the place of the .HLP? The converted PDF is located in the Enterprise Imaging folder named ‘HLP File – Converted.pdf’ .GID file – replace with ‘document produced in native format’ What Other Uncommon Scenarios have you had to deal with?
- #19 How to quickly get a page count? This could help you determine if any documents have produced large page counts How to check everything has an image? System Has Image = Yes (1) Endorsing Images Applying Redaction Categories Endorsing Image Key Endorsing Designations Survey Native productions vs Image productions?
- #20 How to quickly get a page count? This could help you determine if any documents have produced large page counts How to check everything has an image? System Has Image = Yes (1) Endorsing Images Applying Redaction Categories Endorsing Image Key Endorsing Designations Survey Native productions vs Image productions?