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Certified Admin Workbook

1. oo a Both Columns v i ay ae 20 Add Field form Relativity Certified Admin Workbook 63 Users now have a place to learn about the document its unique ID number and from which custodian it was collected In this exercise you will create a coding category Categories simply act as separators splitting a layout into sections This category will be used to code the document Building Layout Coding Layout Tools 0 1 Document Details New Category Control Number Fixed Length Text Add Child Object List RA 0 5 Read Only Yes Add Associative Object List New Category link Category Information Category Information Relativity Certified Admin Workbook 64 14 1 2 Editing a Layout After creating your layout you may edit its basic information e g the name or order The exercise below will familiarize you with this process 1 Select the Layouts tab 2 Click the Edit link next to the Coding layout Documents Rewew Batches Edit E uestons Layout Edit gf Custodian Layout Ooo Edit a Company Layout Edit Coding 3 Note the fields available for editing Click Cancel 14 1 3 Using Your New Layout Now that you have created your layout code a few of your workspace documents This action would normally be done by users but for the purposes of this exercise we will simulate a brief review 1 Select the Documents t
2. 86 120 273 Special Considerations a tue tetas ie ec teen 123 2o SEC La Snere cer eer rer Cr Pere r crore nner ence ten mcr E peer er aaa are eee 123 26 SCCNANOM ase aie a Ee A EEEE a 124 28 1 1 Creating a dtSearch INdeX ceccceecsecceeceeeeeeceseeeeeees 124 ZEx2 DICTIONARY oreo a E EEE 128 28 3 Special COMSIGEKATIONS ssistisieirtotetets tein EEEk 129 29 Creating Static Lists of Documents eessssseerssesrereserrererrsrreesees 130 29 1 SCENI O reii tie ee 130 29 2 Creating a Static List of Documents ssessssessrsrrsrerreerrerrsesens 130 29 3 Special Considerations seessessessrersseserserresrrsrererresrrsersene 133 30 Working With Transcripts cccccccseceseceecceeceeceeceeeceeeeeseeeeeees 134 30 1 SCENI Onie EAT E ENN 134 30 2 MOONE Transco a 134 SOB ININE Tage INE cerre aa a 138 304 Specia lConsidera UON Ssa 143 31 Appendix A Overview of Litigation Support eeeesessesseseeerrerrsesn 143 31 1 Evolution and History of Litigation Technology 66 144 Relativity Certified Admin Workbook 6 Si GaSe ilatlOu ccetecrec tat ccerccecu cactus ccnacucuat caceenccarsseiatciatceeransec 147 3L sDISCOVEFY PROCESS osie e e 148 3i CONE CHON eA 149 S132 REVIEW rria e a OOE OON 150 31 4 Litigation Support Workbook sssssssesssessesresesresresesresersersens 151 32 Appendix B Importing OVErVieW ccccsccsccsecseceeeeceeeeseeseees 152 33 IDISClAIMG Ene EANN
3. Conditions for Search Operator Value v anyofthese Not Sure Relativity Certified Admin Workbook 122 Batch Data Source Not Sure Documents Auto Batch Enabled Minimum Batch Size 5 Auto Create Rate 10 Click Save Now you have setup an auto batch function to create a new batch every time 5 records not batched have been found with Unsure as the Responsiveness choice The system will check for this every 10 minutes 27 3 Special Considerations Consider the following points when dealing with assigning or batching documents Meet with your workspace team before your workspace begins to discuss the review process and determine which workflow makes sense o If you have a static list and do not mind your users working through their lists independently batching will work well o If assignment conditions will be changing frequently manual assignment may be better If you will be continuously adding documents to a workspace but would like to batch them out according to the same criteria you may use the same batch set simply by clicking Create Batches every time you load documents To check out batches groups need the batch edit permission not to be confused with Batch Set permissions which they do not need 28 Searching There are many ways to search your data Filtering allows you to search fields present in your view or search result for specific values Keyword Search allow
4. Edit Delete Edit Security Save Group Permissions Second Level Review security Migrated demo Admin Users Members Test UserStatus1 Relativity Certified Admin Workbook 115 You may perform the same operation as the exercise above with fewer clicks by adding a security field to your All Views view This helps you see which items are locked and which are inheriting permissions from the object You may edit a view with the object type view in the same way that you edited views in earlier sections Select the Views tab Click the Edit link next to All Views Click Next Add the Security field as the second field of the view Click Done Note that your Views tab now has a padlock icon as shown in the figure below deka a T S F Edit ia Documents E second Level Review F Edit Security icon The padlock icon has two purposes Itis a shortcut to the item level security screen Instead of clicking the item name and then clicking Edit Permissions you can simply click the padlock icon next to the item you wish to secure The icon changes when the item has been secured to a degree beyond that of the object and is no longer inheriting security For example note that the secured Second Level Review view s padlock is closed since it has been secured Next you will prepare the database for a new user and practice some of the skills you learned in previous sections Creating a view for a
5. Certified Admin Workbook 37 IACura Training Case DLM a Reiational Field Properties Friendy Name a Pane Orders New Field form Click Save and New oa Create the following additional fields by repeating Steps 4 and 5 Leave the default values unless specified below After creating the last field click Save To Field Type Long Text CC Field Type Long Text BCC Field Type Long Text Subject Field Type Fixed Length Text 255 Date Sent Field Type Date Custodian Field Type Single Choice List Date Received Date Email Subject Fixed Length Text 255 Filename Fixed Length Text 255 Filetype Fixed Length Text 255 From Fixed Length Text 320 Issue Multichoice Issue 2 Multichoice Parent Date Date Source File Long Text 11 1 2 Editing Fields Relativity Certified Admin Workbook 38 Field information may be edited in Admin Mode 1 Select the Fields tab 2 Click the Edit link next to the name of any field Documents Review Batches Summary Reports Search Indexes Neda ce Al Fields Ea Eq 0 Selected Item s Reset Column Sizes E Upject Type Name s h Al All gt Al ll gt Al F Edit istProductionly Single Choice List Yes F Edit nd Production Single Choice List Yes F Edt Document ABC Production Single Choice List Yes E Edit Search Terms Add Terms Long Text No Report Edit fields 3 Note the fields availa
6. Load Field Map Select the Basic Load kwe file to setup your fields for loading This will ask you for a load file Select the BasicLoad dat load file from the provided sample data and then click Open This will setup all the fields Select Import menu Import File All data should have loaded without errors Close this progress window and go to the Relativity Web Browser to look at your new records There should be 1 000 loaded documents The following load file will be loaded manually and has some errors in the load file You Appendix B of this document to understand how a document load file is used and what might be wrong if there are errors il Choose the load file Select AdvancedLoad dat 2 You will notice the delimiters for the file are different Relativity Certified Admin Workbook 44 In the File Column Headers display the field shown in this box is not presented in a list format but rather as a single line This indicates the delimiters of File Column Headers are incorrectly configured When delimiters are correctly configured all fields will be in vertically in a list After making the desired changes the text will appear in a numbered list These numbers represent the original position of the field within the file with 1 being the left most column and the highest number 21 being the right most column Relativity Certified Admin Workbook 45 File Column Headers section Re
7. Run Edit Preview Edit Preview Write Link Relativity Certified Admin Workbook 29 Locked Script Unlocked Script View Run Edit Preview Edit Preview Write Link Standard v v V User With view rights With add rights Regardless of permissions System Administrators will not be able to edit locked scripts Refer to the Relativity Admin Manual Sections on Scripts for more information 9 Workspaces Workspaces are repositories used to store display search organize and categorize documents You can add new workspaces while in Workspace Mode ELIE Workspace Relativity Objects For more information about workspaces see the Relativity Admin Manual Section on Workspaces 9 1 Scenario Before looking at the scenario consider the following Relativity objects you ve created so far Anew client named lt your initials gt Acme Corp Anew matter associated with your client named lt your initials gt Matter Relativity Certified Admin Workbook 30 Anew user named lt First Name lt your initials gt Last Name User gt and a password Anew group named lt your initials gt Group In addition to creating these objects you have familiarized yourself with the processes of editing information and adding removing users from a group Scenario The firm has collected a broad range of documents from the client and has sent them to a vendor to be processed into a Relativity compat
8. For more information on Compare please see the Relativity User Manual Fields associated with summary reports or Bates fields for production sets may not be deleted see Section on Creating and Editing Summary Reports and Section on Creating and Editing Production Sets Work with your processing team or vendor and your clients to determine which fields are needed in your workspace and what will be contained in those fields While it may be tempting for ease of setup to make every field a long text field doing so will negatively impact system performance Dates are displayed in Relativity as mm dd yyyy Talk with your workspace team about the types of keyword searching they will conduct in Relativity Some teams prefer to search only the Full Text or OCR fields while other teams prefer to search all workspace fields This will help you determine which fields to Include in Text Index Yes Note that keyword searching is security aware Make sure that you are only importing Unicode data into fields set up to accept it Fields may be switched from Use Unicode Encoding No to Yes but the switch must be done before you load the Unicode data into Relativity Importing Unicode data into a field that is not set up to accept it will result in a garbled ASCII text display The sum of a workspace s fixed length fields should not be more than 8060 Bytes To check your field usage go to the Object Type tab select the Document object and check Field
9. Jury Demand If the plaintiff does not affirmatively request a jury the plaintiff waives the right to a jury however the defendant can still request one when they respond to the complaint The complaint is filed in either state or federal court depending on the type of law the damages at issue and geographical diversity of parties Plaintiffs can also request emergency relief in the form of a TRO temporary restraining order preliminary injunction or expedited trial If such relief is requested additional briefing including affidavits and a short hearing or mini trial may occur In addition to filing a Notice of Appearance a defendant has several options when considering how to respond to a complaint Motion for More Definitive Statement the complaint is too vague Relativity Certified Admin Workbook 147 Motion to Strike eliminate a portion of the complaint Motion to Transfer there is a jurisdiction issue Motion to Dismiss the allegations in the complaint are defective If litigation is anticipated or a Complaint has been filed a Litigation Hold must be initiated This is a freeze on document retention policies within a company under which documents and emails cannot be deleted from the system and all policies that might remove files that are older are stopped This might include pulling backup tapes out of a rotation meaning they can t be overwritten Holds are based on dates and content determined by the
10. Other than the first time you produce a message appears stating The Begin and End Bates fields will be overwritten Continue If you are producing the same documents repeatedly in the same workspace you may find it useful to create separate beginning and ending Bates fields per production 3 Switch to Admin Mode and go to the Production Queue tab This queue displays the productions currently being processed in the system To ensure quality record processing the resolve alerts retry button is not active until your production is complete 24 1 5 Viewing Produced Documents You will now view your produced documents 1 Select the Documents tab and in the view bar select 2 Responsive Documents Launch a document in the viewer Select the Productions radio button in the viewer as shown below Note your produced documents complete with your redactions and endorsements Relativity Certified Admin Workbook 104 9 Viewer Native Extracted Text Prox te tions 1st Productionly 100 I DEEE ET Productions button 3 Inthe Related Items pane click the Production History icon to view the production history k Production History E l 37 22 2010 ABAD A ABADO00042 Export to Excel Items 1 1 0 Mdb H OE Production History view icon 24 2 Special Considerations Consider the following points when dealing with productions Before clicking Produce remember tha
11. Reset Password My Settings Logout Support About You are logged in as ehouston kcura com Data Focus 2 On W Off Workspace Mode 5 Clients Clients are companies or organizations In Relativity clients are linked with associated users and matters Relativity Certified Admin Workbook 14 Clients Matters Workspace Relativity Objects For more information about adding and editing clients see the Relativity Admin Manual Section on Clients 5 1 Scenario A new client has joined the firm Acme Corporation who is being sued As the firm s administrator you will create a new client in Relativity assigning a name number and status 5 1 1 Adding a New Client 0 Selected Item s a eee Edit Coffee 12345 New Client Button Relativity Certified Admin Workbook 15 Clients Active New Client form 5 1 2 Editing Client Information As an administrator you are able to edit information fields associated with new clients Relativity Certified Admin Workbook 16 ra Clients Matters Users Groups Wiews Choices Agents Errors Al Clients Eat Eg 0 Selected Item s E Taie a Coffee 12345 Edit Clients 3 Note the fields available for editing Click Cancel Exercise completed 5 2 Special Considerations Consider the following points when dealing with new clients Ifyou are a law firm or Premium Hosting client talk with your team about the o
12. 155 Relativity Certified Admin Workbook 7 1 Overview This workbook provides you with exercises related to Relativity administrative functions The exercises will show you how to manage a workspace in Relativity from start to finish The document will also prepare you for the Relativity Certified Administrator Exam In addition for those unfamiliar with the electronic discovery process please see Appendix A Overview of Litigation Support to gain more context before going through the following exercises The exercises in this workbook should all be performed as a System Administrator in Relativity Please be aware the exam is delivered in two parts an online quiz 150 questions and a hands on project 1 1 Before You Begin To fully benefit from this workbook and prepare for the Certification Exam you should have experience working with Relativity and have familiarized yourself with the following materials Relativity Quick Start Guide Relativity User Manual Relativity Searching Manual Relativity Admin Manual These can be downloaded from the documentation section of the kCura website at http kcura com relativity support documentation You will need to reference these documents while going through this workbook 1 2 Workbook Scope This workbook is activity based and will help you become proficient in basic and advanced administrative tasks and techniques These techniques are presented incrementally wit
13. 2 Special Considerations Consider the following points when dealing with users Within user tables and audit fields users are referenced by last and first names Make sure to enter this information correctly While two users in Relativity may not have the same e mail address they may have the same first and last name In this case make sure to add a character to differentiate the two in the system e g middle initial Relativity requires strong passwords Using the auto generated password feature ensures the password is eight characters in length contains one upper case one lower case one number and one non alpha numeric character Relativity Certified Admin Workbook 24 To limit where a user may login e g from the work server only use the Trusted IPs address filter Refer to the Relativity Admin Manual Section on Users Relativity may be configured to allow only a certain number of incorrect login attempts before a user is locked out To allow the user access after a lockout their password must be reset Use Authentication Data to link a Relativity user with Microsoft Windows Active Directory user or an RSA two factor authentication user It is also possible to bind Relativity with a secure client side certificate The User Type field is used for reference or billing purposes only and has no impact on the system view Use the user keyword and notes fields to record any additional information about the
14. 21443 2 16 22173 21205 221 Word Index Exercise completed 30 3 Inline Tagging In the previous exercise you used your Word Index to find some key segments of text In this exercise you will tag those key segments so they can be found by the workspace team Before In line tagging you must add you fields to a system layout Relativity Certified Admin Workbook 138 Eton AART ANAE M N THE SUPERIOR COURT OF THE STATE OF CALIFORNIA IN AND FOR THE COUNTY OF SANTA CLARA Redact PETER FRANC Highlight Plaintiff Link Tag EAEN Edit Tag Remove 0g Show Annotation History 09 KELLY MORRIS JAMIE MORRIS Copy Case Map 10 VIKING CONSTRUCTION STEVENS Right click Tag 42 Add a note to Say This is a big deal 43 Since there are no current issues click the Add hyperlink to include one 44 Add a choice called Hot Order 10 with the highlight color orange Highlight color applies to multi choice lists only and does not appear as an option in single choice list forms Relativity Certified Admin Workbook 139 Tag Document Selected Text 01 IN THE SUPERIOR COURT OF THE STATE OF CALIFORNIA amp 02 IN AND FOR THE COUNTY OF SANTA CLARA 03 olo Hotes This is a big deal a Default Catepory staal Hot Add Tag Document dialog box 45 Click Save Note that the selected text is now tagged as Hot and is in orange Tagged text 46 Click the Tag L
15. B Production Producing options box Relativity Certified Admin Workbook 102 Note that we chose to produce images and natives even though this last document only contains a native Remember that in our production settings we set Add image placeholders to Yes With this option activated Relativity will include a placeholder TIF for any document added to the production as images and natives that may only contain natives 24 1 3 Editing a Production Set Editing a production set s settings must be completed before its run 1 Select the Production Sets tab 2 Click the Edit link next to your production Summary Reports Statistics Edit ABC Production Staging Edit 1st Productionly Produced Edit 2nd Production Staging Edit productions 3 Note the fields available for editing Click Cancel 24 1 4 Running the Production Now that you have changed your settings and added documents to the production set you are ready to run the production 1 Select the Production Sets tab and click on your production set Relativity Certified Admin Workbook 103 The list of documents set to be produced is displayed at the bottom of the Production Set Details page This list is a view named Production Documents Fields may be added that qualify or disqualify documents from production allowing you to perform one last quality control check before you produce them 2 Click the Produce button
16. Technology has become an integral part of the legal industry Documents used at trial are now generated electronically rarely appearing becoming paper Although many legal professionals resist the transition away from paper because of the challenges it presents teams are slowly adapting to electronic databases Relativity Certified Admin Workbook 143 31 1 Evolution and History of Litigation Technology Before beginning an exploration of Relativity consider the development of litigation technology Early litigation revolved around paper documents assembled in boxes the precise contents of which the legal team was expected to know To make tracking these documents possible teams assigned a unique number to every page of every box of paper This number was called a Bates number named after Edwin G Bates the inventor of the machine used to stamp each page The Bates stamper was a self inking stamp that mechanically advanced the number as it stamped Bates numbering is still a widely accepted method of identification by the American court system as it allows you to sort the pages in an order and reference every page Original Bates Stamping Machine Despite its continued use Bates numbering presents issues in certain cases in part because stamping documents is not done instantly The lead time involved is often problematic especially as cases document sets become larger Although it can be expected that clicking a button
17. a load file to enable the opposing counsel to load the production into their system You will use the Relativity Desktop Client to export the production set to your desktop You will then transfer the images to a CD for delivery to the opposing counsel 25 2 Exporting a Production Set gt Exercise ExportingaProductionSet 1 Launch the Relativity Desktop Client and open your workspace Select Tools Export then click Production Set The Export Productions form opens The process is split between two tabs Data Source and Destination Files File Data Source Destination Files Productions Chicago Accounting Docs v Export Productions form 3 Inthe Productions section select the production you created Relativity Certified Admin Workbook 107 The two boxes in the Data Source tab allow you to build your load file The left box represents all available fields in your workspace The right box labeled Selected Columns represents all the fields in your load file By default your load file will contain only Beginning Bates and Ending Bates Encoding settings are saved as a part of the KWE file Relativity Certified Admin Workbook 108 Text and Native File Names Select a folder E Append original filename Named after Select Image V Export Images Data File Format Select File Type Select Native JV Export Native Files Metadata D
18. all the information is coded into the database searching becomes possible Searching and sorting an index allows for quick retrieval of relevant documents The next development in litigation involved putting indexes and documents onto a computer Document paper was scanned to TIFF images and a database was used to record documents information Then the objective document data was typed into the database by paralegals or it was outsourced The original database applications were installed either on a local machine or on a shared server This method allowed for multiple people to look at the same set of documents without making multiple copies If copies were needed instead of feeding documents through a copy machine and removing the staples print outs or blowbacks allowed for quicker cheaper copies Initially the cost required to scan and code documents was quite high but the efficiency was achieved in the retrieval and subsequent copies of documents In addition the level of accuracy was much higher electronically searching documents than manually reading them Realizing this advantage and seeing past the upfront cost was the challenge Note Slipsheets is a term that can be used in various ways When running a production of documents a slipsheet acts as a placeholder for a document that has been removed or is being produced as native and has no tiff image When doing blowbacks or printing a slipsheet references a blank page or a pag
19. and letting a computer number documents takes less time than manually stamping them there is an entirely new set of barriers that accompanies modern technology Note Gaps in the Bates numbering are problematic They occur occasionally when using two different number schemes or if a document is pulled from the production because it is privileged When gaps occur questions arise as to what is missing Often when a document is removed a slipsheet is used to indicate that either a Bates number is not used or a Document range was pulled from production Relativity Certified Admin Workbook 144 With the introduction of the copy machine the volume of paper increased dramatically After the copy machine came into wide use there was always a file copy and more often there were multiple copies in multiple people s files This flood of paper needed organization Thus indexes were created to outline documents objective information Tracking a date author recipient and descriptions of documents linked to a box number allowed quicker retrieval of documents from a room of boxes These indexes were originally hand written and then moved onto computers This process of typing document information into a database is referred to as coding Coding can also refer to the addition of subjective information during review Objective data is a document s factual data Subjective data is that which a person uses to categorize a document After
20. clusters Folders E Choice Tres Workspace Summary Reports Fields E views E scripts E Batch Sets E Admin E Company E Processed Media Tracking MP3 Collection Domains Case Advanced amp Saved Searches Relativity Certified Admin Workbook 112 The Production section defaults to visible in the viewer We don t want our users to see production documents so uncheck this box Inthe Tab Visibility section give group access to Documents and Batches n the Browsers section give group rights to the Workspace Folders and Field Tree n the Mass Actions section give group rights to Mass Edit 6 Click OK You have now added the group to the workspace and set its object level permissions Workspace object level security may be trumped by item level security For example in this workspace your group is allowed to work with layouts However you do not want them to access all layouts only the one related to issue coding As such you should only give them rights to the issue coding layout but secure all others 26 1 2 Implementing Item Level Security The workspace lead has instructed you to preserve all coding decisions made during the first pass review To accomplish this while making the Relativity experience clean and intuitive you will restrict the new group from the views and layouts used during the first pass review Whena group is added to a workspace they a
21. corresponding terms found in each document Relativity Certified Admin Workbook 129 This field can be used in the Field tree to view the search terms and their document hits Term hits can also be used to create batches For information on how to create a new search terms report please see Relativity Admin Manual 29 Creating Static Lists of Documents Within other applications the features of foldering and list creation are common These features allow users to see Static lists of documents in their database This is accomplished in Relativity by creating a field tagging a document with a choice and exposing users to the field 29 1 Scenario The deposition prep team has asked that the result documents from their requested search be foldered for deposition prep This will allow their team to review them prior to the deposition 29 2 Creating a Static List of Documents To create a Static list of documents the documents must be tagged with a specific choice To accomplish this you will use a variety of skills learned in previous sections Create a field to store the choice values that will become the lists Create a layout Run a search Apply the choice values to the results 1 Using the skills you ve learned in previous units create a multi choice list field called Deposition Witness Kits Make sure to set the Available in Field Tree option to Yes The field is a multi choice list because one
22. different ways You created fields to store document metadata In this Relativity Certified Admin Workbook 53 section you will create fields for a different purpose coding Coding fields allow users to record decisions and attach comments to documents Workspace Documents Fields Layouts Choices Relativity Objects Coding fields are comprised of a number of choices For example you may create a field with values such as Responsive and Not Responsive For more information on coding fields see the Relativity Admin Manual section on Choices 13 1 Scenario You have consulted with your workspace team regarding the actions they need to perform with the newly loaded documents At this point they are only concerned with the documents responsiveness whether they are relevant to the case document request Using this field we will later create a production to the opposing counsel of documents relevant to their document request This initial review of the documents done by lower billing staff is a first level review To fulfill this request you will set up a responsiveness field with associated choices This will allow users to identify documents as Responsive Not Responsive or Not Sure 13 1 1 Creating a New Coding Field In this exercise you will create a responsiveness field with relevant choices Note that coding fields are created in exactly the same way as a metadata field The fields are just used in diffe
23. discovery process determines where documents are obtained and how they will be sorted to determine what is relevant to the case This group of documents will be shared with the opposing counsel as a production and utilized throughout litigation The first step in this process is collection Relativity Certified Admin Workbook 148 31 3 1 Collection Collection is pulling email and electronic files off a client s machine or from their paper files The first step in a collection is determining where the data resides and then making sure all of those files are collected Email might need to be collected from a machine s PST file or by creating a PST file from the server This is an Outlook email file storage type There are several places a document can be stored Paper central file desk drawers assistant s desk or file Email exchange server local machine pst file blackberry Documents central file server local machine online repository flash drives external hard drives All electronic files generally can be found on a backup too Once the documents are collected from the client site they are brought into the law firm for review The original dataset is usually significantly larger than what is needed to produce The data can be collected by an outside collection vendor or by internal IT group If the collection needs to be done forensically generally an outside third party capable of testifying for the permanen
24. document may need to be part of many witness kits 2 Create a layout called List Tagging adding the new Deposition Witness Kits field Relativity Certified Admin Workbook 130 This layout will predominantly be used for mass operations so there is no need to include metadata fields in the form New Choice Choice Information N1866ew Choice Relativity Certified Admin Workbook 131 Default Category Contral Number cy a oe me Deposition Witness Kits Add Mass Edit of Documents There are three options for a checkbox on a mass edit The default blue box indicates that the choice will not be set or unset as part of the mass edit Clicking once and unchecking the box indicates that the choice will be unset as part of the mass edit Clicking a second time and checking the box indicates that the choice will be set as part of the mass operation Click Save to tag the documents Now that you have tagged your documents you may view them in the Field Tree The exercise below will familiarize you with this process 32 Select the Documents tab and click on the Field Tree browser to switch from the folder browser Relativity Certified Admin Workbook 132 ra Se Documents Review Batches o gt Field Tree E Fal Salt vs Pepper Lal Author Domain E3 Clusters Maggi Mike egorization EX Confidentiality E3 Deposition Kit EX File Type Ea Issues 1
25. exercise below will familiarize you with the process of creating a view Relativity Certified Admin Workbook 71 Creating a view for a user group doesn t completely restrict them to only the documents in that view Related fields will still bring in family items and duplicates You will need to secure those fields to prevent pulling in documents outside the scope of the batch or review set Security is covered later in this guide Refer to the admin manual for a detailed explanation of securing items Edit Edit Edit Edit Edit E Documents a Analytics Index Similar Documents ej CA_Index Similar Documents Documents similar Documents Documents Ef Search Results Pane View New View button Basic Information Step 1 of 4 Y New View wizard Relativity Certified Admin Workbook 72 To choose the correct object type when creating a view ask yourself What do I want to make a list of Your answer is your object type Set Fields Available Fields Selected Fields Batch Status New View wizard Relativity Certified Admin Workbook 73 Use the up and down arrows to rearrange the vertical order of the selected fields as necessary New View wizard Set Sort New View wizard Relativity Certified Admin Workbook 74 16 1 3 Copying Editing a View In the previous exercise you learned how views are used to drive w
26. list If you do Relativity will take this literally and create a folder for every file f you host your own Relativity environment you may copy any native or text files directly to your server then import the paths to where those files reside This is faster than copying the files to the server through the Relativity Desktop Client loading process Extracted text may be loaded from the document level load file import process in two ways o As individual document level text files with your load file containing a path to their location Relativity Certified Admin Workbook 52 o As part of your document level load file where the actual extracted text is part of the field Extracted text may be loaded as part of the page level import process with the page level text file exhibiting the same characteristics as its TIF image An overlay may be applied to any fixed length text field that has an SQL index This cannot be accomplished in Relativity To open a field for an overlay contact your SQL administrator and request an index for the desired field Relativity only accepts single page group IV TIFS or single page JPG images loaded using an Opticon file Multi page TIFs and or PDFs may be loaded but only as natives Be mindful of loading data into single choice and multi choice fields If you have mapped the wrong field it could potentially create hundreds of thousands of choices Use the Preview Folders and Choices op
27. litigation As the case proceeds all official responses to the court are Pleadings The fight between parties decides which documents are in question what custodians are pertinent and how documents will be exchanged Interrogatories are the initial questions about the other side s views of the case This is going on at the time of Discovery Discovery is when documents are reviewed and looked at for production 31 3 Discovery Process The discovery process is the initial gathering of documents In discovery all parties are given the opportunity to discover factual information about each other s allegations in the form of documents physical evidence and witness testimony There are several ways to discover factual information Requests for Production of Documents parties request to see the documents of other parties interrogatories parties pose questions to other parties to assist them in obtaining information about documents and possible witnesses Deposition Testimony parties call depositions of witnesses identified by other parties as people with knowledge of certain facts related to allegations Admissions parties have the right to ask yes or no questions of other parties in order to cut down on disputed facts Third Party Subpoenas parties are not allowed to seek documents or witness testimony from people or entities that are not party to the lawsuit without serving a court order requiring their compliance The
28. may encounter with a Client Within Relativity a Matter can be associated with one or more Workspaces Clients in Relativity may also be associated with one or more Matters mirroring the billing structure of most law firms User Users are individuals who have access to the Relativity environment Relativity Certified Admin Workbook 9 Object DAAN Group Relativity Users are organized by Groups and may be associated with more than one at a time Groups are added to Relativity Workspaces where their permissions are set on a case by case basis Workspace Workspaces within Relativity are typically document repositories used to store display search organize and categorize documents related to a specific matter Document A Document is a record within a Relativity Workspace Field Fields are used to store Document metadata or coding within Relativity Choices Choices are predetermined values that are applied to Single and Multi Choice List fields Layout Layouts are Web based coding forms that allow Users to view and edit Document fields Views Views are customizable lists of items within Relativity Essentially anytime you see a list of items in Relativity it is a View Relativity Certified Admin Workbook 10 2 Relativity Objects The Relativity platform is a series of connected objects centered ona workspace Understanding these items and how they are connected is vital to Relativity Administrators The di
29. review is done a second level review occurs This is a higher level associate who will check documents that a first level reviewer was unsure how to categorize They might verify that the privileged documents are truly privileged They might also scan the responsive documents and verify they belong in the production 31 4 Litigation Support Workbook Please answer the following questions based on the information presented in this section 1 This is used to number or identify documents on a page level with a unique id Relativity Certified Admin Workbook 151 2 This is the process of entering objective information about a document into a database for later retrieval 3 This file type is an image file used in the transfer of documents in the legal industry generally as single pages 4 Process of text representing words created by a computer 5 Blocking out or covering a portion of a document to make privilege or confidential portions hidden from view 6 Put these in order as they would occur Pleading Complaint Trial Answer 7 Three locations where you might collect data 8 This is the process of eliminating the same email found in various locations for a case 32 Appendix B Importing Overview All Relativity document importing is done through the Relativity Desktop Client Load files are text files These text files contain codes to load the data into the correct database fields and attach natives to th
30. to see e mails that contain the term Enron from 2002 or later However most e mails in the database have this term as part of their content since most are from enron com e mail addresses Given the complexity of the search dtSearch is the best tool 1 To search your workspace select the Documents tab 2 Inthe Search With drop down and select dtSearch Relativity Certified Admin Workbook 127 DT_Search al sec Keyword Search Analytics Index Ea CA Index Dt Full Index 25 i bl dtSearch option 3 Enter the following search term in the search text window lt type enron not w 2 com gt This search will find all documents where Enron is in the content but excludes those documents where the only hit is Enron within two words of com This essentially excludes hits that are only Enron e mail addresses e g tsmith enron com 4 Click the Search button Executing this search should return 698 documents 5 To find e mails from 2002 or later filter the date field In the Documents view click the Show Filters link 6 Filter the E mail Sent Date field lt type gt 01 01 2002 gt 7 Click OK This will return nine documents that meet the dtSearch conditions from 2002 or later Exercise completed 28 2 Dictionary After building your dtSearch index a Dictionary Search option is available The Dictionary Search allows you to search the index for a specific term see the total occurrenc
31. user e g phone number title address etc Relativity Access is a property that grants users access and counts them as a named Relativity user towards a license If Relativity Access is disabled users will not be able to log into Relativity While inactive their seats will not be billed When adding multiple users take advantage of the Save and Next button For security purposes users are not able to share logins A single user may have multiple sessions running on the same computer however logging into multiple computers is prohibited and the first logged in session will be terminated Multiple login prohibition settings may be deactivated for law firm clients only Contact kCura Support for more information support kcura com 8 Groups Relativity users are organized and added to workspaces using groups For each workspace user permissions are set at a group level Workspace Relativity Objects Relativity Certified Admin Workbook 25 A user may be a member of many different groups As a Relativity Administrator you will assign groups to workspaces Users may not be added directly to workspaces Users must be added to a group the group is then added to the workspace For more information about groups see the Relativity Admin Manual Section on Groups 8 1 Scenario In the previous section you added a new user to Relativity Since a user s workspace access is defined through group membership yo
32. user group doesn t completely restrict them to one view of documents Related fields will still bring in family items and Relativity Certified Admin Workbook 116 duplicates You will need to secure those fields to prevent pulling in documents outside the scope of the batch or review set il Secure any remaining visible document views so the new group is unable to see it In a later section we will create a view for the new user to see Secure the coding layout so the new group is unable to see it Create an issues field a multi choice list and a layout where users can work with the field 26 2 Special Considerations Consider the following points when dealing with security Once you secure an item it no longer inherits rights from its objects For instance assume you set View 1 to only be visible to Group 1 but not to Group 2 If you add a Group 3 to the workspace that group will not be able to see View 1 unless you explicitly grant them rights o Ifyou want an item to resume inheriting security rights from its object restore the item s default security rights by going to its Security Console and clearing the Change Security checkbox If you allow a user rights to the Workspace Details tab and the rights to edit permissions for a workspace they will be able to go into the Security Console and grant themselves rights to whatever they choose Production is the only object that defaults to being visible The viewer
33. 6 VOLOO001 ASO00002 O07 VOLOO001 AS5000002 008 VOLO00001 AS5000002 009 VOL00001 A5000002 010 VOL00001 AS5000002 011 VOL00001 AS5000002 O12 OL00001 VOLOG0001 IMGO0001 AS000002 tif Y 3201 ys ee shit yrat ay eh eee hy eh eee eo eee tift i oy ee i ee AELEs see i eens oy ee eh eee S a ee VOLOO001 IMGO0001 A5000002 001 VOLOO001 IMGO0001 A5000002 002 VOLOO001 IMGOO001 A5000002 003 VOLOO001 IMGOO001 A5000002 004 VOLOOO001 IMGOOO001 A5000002 005 VOLOOO01 IMGOOOO1 AS000002 006 VOLOO001 IMGOOO01 AS5000002 007 VOLOO001 IMGOO0001 A5000002 008 VOLOO001 IMGO0001 A5000002 009 VOLOO001 IMGOO001 A5000002 010 VOLOO001 IMGO0001 A5000002 011 VOLOO001 IMGOOO01 ASO000002 012 Image Load file in Opticon load format Document Load File option is a delimited text file with field and metadata information This will load meta data with links to the native files The image below is what we will load into our database Relativity Certified Admin Workbook 153 sControlNumberp pa alertScriptp pa artifcactIDp p AssiqnedtlIop p authorp p author b45000001p pp4 p2394503p pp pasieja kcura comb bkcura comb pBACOOs p bbIE bASO00002b pp b2894504p bb basieja kcura comb bkecura comb pBA0008 6b bpp bAS000003p pp b2894505p bb basieja kcura combp bkcura comb pBA00086b bp lp bA5000004p pp bp2 94506p bpbp basieja kcura comb pbkcura comb pBA0008 6p bb
34. 77 17 SOUTER VIG WOLY De Siu sce ere eee eee E E 78 edn SOC OA O E teeta tia letatat tele tetas setulae 78 17 1 1 Creating a Field WCW sa ios scion valvaiosea esos user er ua os penseeecneaeenen nates 79 1s VOTING S sao ceive cece sive cue E duis Gude eae esen Su eee oe 83 181 Scenari O ccistiarectsteatiana varie nate tateatraracatenauedtiatea baad uated nate e e eee 83 18 1 1 Identifying Duplicate Information sesser 83 18 2 Special CONSIGDErAtTIONS cccecceecceecceeceecceceeeceseceneeeeceseeeeees 84 T9 TRE TAmIOR ack lS sieren E E 85 Relativity Certified Admin Workbook 4 19 1 Special Considerations vcsecccsccescesccccctcectsactacconevecevasavacesacesasess 86 20 Propagat omenia nia sibothiatbestoslussbusnssteuneanew 86 20 1 Special Considerati ns isssissisriiscsserserniressrissris rire iituinis irut 86 2L Transl orm Sets ornin a e e a a eww E EEE OOE 87 2L Doman AL SINS eka diesen tus Saaletnctee wana ne sbesoses 87 2EI k SCONARN 87 212 Special Considerations oc EEN 91 22 Mass OPEratiON S uces nuieblaniesiestenionietiveeiiansenansadsiueeiees 91 22 1 SCENI Oirer enar EEr EEE E E E E E E O T 92 ZO VMs Mass MAC NIAG EREEREER 92 222 Special Considerations sssr a ENDS 93 23 Markup Sets aon Oe nee ne ce N NARS 93 ZBL SCENI Oriri ea ed EEA OOED eee 93 23t Creating Mark SOU nsononern a 94 23 1 2 Applying Redactions ccccceeccsccecceeceeceeeceseeeeceeeeeees 96 23 1 3 Editing a Markup Set eeessesenseesessesse
35. 87 Object Type Information Other Domains Object Type As long as an object type exists it is not necessary to create a new one per Transform Set Now you will create a new field to hold the data connected to your object Relativity Certified Admin Workbook 88 Object BST psn Field Information Responsive Author Domain Field Next create a saved search of the documents from which you will extract the data Next you will create a new transform set for domain parsing Relativity Certified Admin Workbook 89 Transform Set Information Responsive Email Domains Transform Set Next you will add a transform to the transform set you just created gt Hi Greg Record 1 of 1 M4 gt D Transform Set Console Incrementalkun Stop Refresh Pape ReEsave Errors Retry SHOW Errors Transform Delete 0 Selected Item s Reset Column Sizes Export to Excel Show Filters Clear All Recipient To Recipient Domains Select Page Size 10 v items 1 1 0f1 M 4 D M Transform Set Information Relativity Certified Admin Workbook 90 Next you will run your domain parsing transform set 1 Inthe Transform Set Console click Full Run 2 Aconfirmation message may appear that reads Performing a Full Run will erase all content in the selected Destination field s Are you sure Click OK 3 Upon completion of the transform set the status field will read C
36. Relativity Certified Admin Workbook v6 2 September 7 2010 iMCura Contents 1 Ola een eee ene ee ee a 8 1 1 Belore VOU BOCI eet tstacatntetntetaeetecate ec oats sabe teeustatoeeaeeatehabeteere 8 1 2 Workbook SCOPE scccseteiscciscctaceiadeteceictacesatededadadesadadelanetadecannnds 8 1 3 Conventions Used In This Guide ssssessesssesssrssersrrssrrsrrssn 8 Tek o NANOS a NEE 9 Lo PO OS a sepa casecoiepaneseracenavecapacacsenceoneseesse ed 9 dee E E E 6 E E EEE E E EEEE ee 9 Relativity ODJECU Sv sccacete ete ceceteaceecetacetacenseadadeccdacetacadatadesedaceesnmneenens 11 Scenario and Activities c cccsscenseenscanannensenauensiseatansaneenmmenseasantuawensnate 11 Logging In and System Modes cccccsccsecseceecceeeeeeeeeseeeceeeeseeeees 13 4 1 Mode Meni eerren E E 13 Eg e PEE E A E E E E E E ETT 14 5 1 COO EANAN 15 Delia Adde a New CEN enen a E see 15 5 1 2 Editing Client Information ccccccceccseccseeeceseeeeceeeeees 16 5 2 SPECIAL CONSIderaoNS oriri nen eE E 17 Niet en eee ee 18 6 1 OSTA 5 oars te cs P E E A E A ON 18 6 1 1 Adding a New Matter osssesssessesessesesrrsesesrrresrrrrserersesens 18 6 1 2 Editing a New Matter sinicscc cossisesnsossreresenenterecacguncsmesncengens 20 6 2 Pe COMMS dera ON ee e T 21 BE E ee ee eee TT 21 7 1 O AANA 21 7 1 1 Adding a New User and Setting a Password ccceeeeees 22 7 1 2 Editing User Information ccceccsecceeccee
37. Selected Item s Show Filters Clear Al Items 1 31 of 31 lt lt g gt gt Production Errors False Yes No Production Errors True Yes No Responsive not set Single Choice List Responsive Not Responsive Single Choice List Responsive Not Sure Single Choice List Responsive Responsive Single Choice List Pick Report Columns Reports may be exported to Excel by using the link in the upper right corner of the report 15 2 Editing a Summary Report The exercise below will familiarize you with editing your report Relativity Certified Admin Workbook 69 2 Click the Edit link next to the Review Progress report ra Documents Review Batches Summary Reports New Summary Report rts 0 Selected Item s Edit Reviewer Propress Edit Review Progress Edit Hot Docs O 0 0 00 Edit issue Tags Edit summary reports 3 Note the criteria available for editing Click Cancel Exercise completed 15 3 Special Considerations Consider the following points when dealing with summary reports Talk with the review team to determine which reports they need to run and how often the reports are required Summary reports are completely securable allowing you to grant rights to users This allows them to only see the reports they need to be effective in their task The Export to Excel feature allows you to export report information from Relativity Within the external file this information can be
38. Usage You cannot change a field type once you have created it However if your field is set as a fixed length text and needs to be changed to long text there is a work around To create a new long text field run a mass replace to copy all information from the old field Be sure to replace the old field with the new in all searches views and layouts Choose the fields you would like to set to Available in Field Tree Yes carefully The Relativity browser is meant to be clean and intuitive do not allow users to see fields they will not use Yes No fields are useful but they come with two important caveats o They are not available in the Field Tree o Searching for Yes No fields that are displayed as checkboxes can be difficult because a checkbox only displays as checked or unchecked However a Yes No field has three potential values Yes No or Null This can make searching difficult Therefore deciding to Relativity Certified Admin Workbook 58 display a Yes No field as a drop down can make searching easier as a review process There are several Relativity system fields present in all workspaces Please see the Relativity Admin Manual for a full list 13 3 Special Considerations Choices Relativity Certified Admin Workbook 59 Consider the following points when dealing with choices Order your choices in tens e g 10 20 30 instead of singles e g 1 2 3 Ordering them this way will allow you to inser
39. Users better o Acme Corp Power Users best Use the keywords or notes section to record additional group information e g group s role in the environment main contact etc Users may be members of multiple groups even those assigned to one workspace In this workspace users will retain the highest level of permissions if there are conflicts across groups There are three default system group settings o Everyone All users are members of the Everyone group This group is only available in Admin mode Within the Administration section you can now easily manage the permissions all users have on System level Views and Scripts Oo System Administrators users with rights to see every item within a Relativity environment Administrators have access to Admin mode which allows them to create and edit new clients matters users groups and views among other permissions o Relativity Script Administrators are part of a singular group that has permissions to preview edit and create scripts Before a user can belong to this group they must be granted Relativity Administrator permissions and then added as a Relativity Script Administrator Relativity Administrators are not automatically members of this group The table below illustrates the permissions for System Administrators Script Administrators and standard users The table below represents the script permissions allowed for each group Locked Script Unlocked Script
40. ab 2 Open the first document and click its hyperlinked control number 3 Inthe right pane select your newly created Coding layout from the drop down then click Edit Relativity Certified Admin Workbook 65 AE of 1000 Lad q i E ave BNext Conca EE Document Details Control Number A5000001 Custodians Sieja Andrew Not Responsive Not Sure Responsive Add Coding form 4 Tag the first 20 documents with the various values Click Save and Next after each entry until you re finished 14 2 Special Considerations Consider the following points when dealing with layouts Layouts are a crucial part of creating a positive experience for your users Along with views they represent the two main places where a user will be able to see and edit their workspace fields Spend some time with your workspace review team to determine how they will interact with the documents and then build a layout to help them achieve their goals Keep layouts clean and concise Include only those fields that users need to accomplish their task If users have multiple tasks to perform create multiple layouts Remember users can easily miss fields they must scroll to see Remember that all objects and items in Relativity are securable so only the desired users will see a layout Users must make a decision on fields designated as Required Yes to save a layout Accordingly you can use req
41. agram below represents the object types that make up the Relativity document review platform and how they are connected Clients Elec es Workspace Documents Fields Layouts Choices Relativity Objects For more information on the above objects and their relationships please see the Relativity Admin Manual 3 Scenario and Activities The following scenario represents the process by which you use Relativity to build a workspace and integrate into it all objects required to conduct a document review for a kCura partner You are managing workspaces for your organization which has recently agreed to represent a new client in a legal dispute As the firm s Relativity Administrator you will perform the following steps Add the new client to Relativity Create a new matter for the dispute Add a new user assigned to the workspace Add the new user to a specified group Relativity Certified Admin Workbook 11 Create a workspace to store the documents Install the Relativity Desktop Client and Relativity Viewer used to import documents Create metadata fields to store the data from your load file Import the data into Relativity Create additional coding fields for documents Create a new layout where users may view and complete their tasks Simulate a document review and generate a summary report detailing how documents have been coded Create a document view to allow second level reviewers to see docum
42. anual 21 Transform Sets The purpose of a Transform Set is to read through selected fields ina Relativity case perform a defined process and write the output of the process to other fields This is executed through handlers that analyze the specified source text field extract text matches and then write them to a destination field Currently there are two available Transform Set handlers Domain Parsing and Conversation Index Parsing This workbook focuses on the domain parsing and how it can be used to isolate specific information to assist the review process For more information on Transform Sets see the Relativity Admin Manual 21 1 Domain Parsing Domain Parsing is a Relativity defined handler that extracts email domains from email addresses in a document set For example name kcura com will yield kcura com when the domain parsing handler is run The domains returned are written to a destination field and displayed in a new object 21 1 1 Scenario Your administrator requests a list of every email recipient domain in your data set To do this you will have to set up a Transform Set and run it to write out all domains to a destination field so that they can be displayed in a new object type 21 1 1 1 Creating a New Object Type 1 Select the Object Type tab and select New Object Type The New Object Type form opens a Name Domains b Parent Object Type Workspace Relativity Certified Admin Workbook
43. ata File Format Select x Data File Encoding Westem European Windows eI I Export Text Field as Files File Path Use Relative Paths Use Absolute Paths Use Prefix Load File Characters Satj ofdigits 2 Max Size MB 650 Column 1 ASCI11 020 v Quote Ib ASCII 254 Newline ASCII 174 v Text File Encoding Westem European Windows ea Text Field IV Export Multiple Choice Fields as Nested Multi Value ASCII 059 v Nested Value R ASCII 092 v Start T ofdigits B 4 Max Files 500 gt Destination Files tab 8 of 8 processed Hide Detail Summary Errors Progress Wamings Report Start Time 9 45 08 AM Duration 00 00 17 Time Left to Completion 00 00 00 Total Records 8 Total Processed 8 Total Processed w Warnings 0 Total Processed w fErrors 0 File Transfer Mode Web Export Productions box Relativity Certified Admin Workbook 109 25 3 Special Considerations Consider the following points when dealing with exporting Be careful when exporting extracted text for images that may have redactions Remember that Relativity does not OCR in any way so extracted text will be exported as it was created during processing You may import OCR of the redacted images into a secondary text field and include that secondary OCR field in your export To export load files only perform an export with Copy Files from Reposito
44. ational purposes Multiple copies might be collected if you collect from the server and collect from the local machine and have overlap The duplication strategy can be within a custodian or across custodians Generally deduplication within a custodian is always done This means only taking one copy of an email for the custodian no matter how many copies there are on the server or local files in different folders This can sometimes reduce the count of files but generally isn t a large number The other method of deduping across custodians reduces the count significantly However deduplication across custodians isn t always accepted Sometimes reviewers want to see who has retained the emails and to see it in each custodian Sometimes the key custodians change and if you only process the first one it might be missed if you begin reviewing a later custodian and it is removed from their mailbox The fewer files the better A document review is done for numerous reasons Companies don t want to release documents not related to the Relativity Certified Admin Workbook 150 litigation privileged documents or confidential items In the process of sorting all the documents to turn over and remove for these reasons attorneys also become familiar with documents important to their case Some companies are fine with merely turning over all their documents but attorneys need to know nothing privileged or confidential is being released to the
45. ativity environment Establishing a consistent structure and naming convention can make billing Relativity workspaces much easier Enter names and matter numbers accordingly Amatter s status may be used to drive which matters appear on drop down lists elsewhere in the application Refer to Admin Mode Details in the Relativity Admin Manual for more information Relativity offers optional fields for keywords and notes where extra information about the matter may be recorded For your convenience the matter details form displays the associated client name with a hyperlink Clicking this hyperlink will take you to that client s details page 7 Users Users are individuals who have access to the Relativity environment You may add or edit users in Admin Mode Clients Workspace Relativity Objects For more information about adding and editing users see the Relativity Admin Manual Section on Users 7 1 Scenario A new attorney at your firm is responsible for reviewing documents related to the new matter To grant access to the system you must first create a user account Create a new user and assign a name e mail address and status When completed associate to your Acme client You will also assign your new user a password Relativity Certified Admin Workbook 21 7 1 1 Adding a New User and Setting a Password While it is only necessary for a user to have a Relativity account and password to log into Rela
46. ave completed these steps successfully It s always a good idea to log in as a representative user after changing any security setting in order to double check your work Relativity Certified Admin Workbook 119 27 2 1 Assigning Documents to a User Batching Relativity s Batching tool allows you to use set criteria to create batches of documents which users can then check in and out on their own The exercise below will familiarize you with this process Advanced and Saved Searches icon The Batch Unit field is a grouping mechanism that is used to keep documents sharing the same Batch Unit field value in the same batch This allows you to filter and see all batches with a specific value in the Batch Unit field Relativity Certified Admin Workbook 120 D amm ok Darm rt aUMMaAry Report Batch Set Information Name First Pass Review Batch Unit Field Custodian Maximum Batch Size 500 Batch Data Source Batch Source Create Batches button You have just created your batch Next you will create a view which will allow users to review their checked out documents Note that the Batch field has a special condition builder which allows you to select from the four batch related fields regardless of how many batch sets exist in your workspace Relativity Certified Admin Workbook 121 Select Batch Criteria is like Conditions Field Responsiveness
47. best method if the set of documents you are assigning will be changing frequently User controlled You may configure Relativity to allow users to check a set of documents in and out of the system on their own by using Batches For more information see the Relativity Admin Manual Section on Batching 27 1 Scenario Your team has asked you to assign specific documents to selected users for review You will explore the three ways to accomplish this task You will first create an Assignments layout that contains an Assigned To field where specified users may be added You will then create a document view named My Assigned Documents that includes useful fields for users Finally you will create batches of documents that users can check in and out You will also create another view that shows the documents currently checked out For the second level reviewers you will set the auto batch function to create batches of documents after the first level reviewers have tagged the Responsiveness field Unsure 27 2 Administrator Controlled Assignments To assign documents you must first create an Assignments layout containing an Assigned To field in the Field Type Screenshots are kept to a minimum here as it is assumed that you have become familiar with field and layout creation by this point 1 Create a new field named Assigned To with a Field Type of User Relativity Certified Admin Workbook 118 The User Field Type is esse
48. ble for editing Click Cancel While most field information may be edited a field s type is static Once it has been established it cannot be changed 12 Importing You will use the Relativity Desktop Client to import documents into your Relativity workspace Relativity is not able to ingest raw unprocessed data therefore we only import processed data Processing can be done by an internal department or an external processing vendor For more information on Importing see the Relativity Admin Manual Section on Importing There is also a more detailed description on load files in Appendix B of this document Relativity Certified Admin Workbook 39 12 1 Scenario Before moving on to the next scenario take a look at what you ve done so far Added a new client to Relativity Created a new matter associated with your client Added a new user and set their Relativity password Created a new group and added a user Created a new workspace in which to store display search organize and categorize workspace documents Installed the Relativity Viewer and Relativity Desktop Client to enable you to import workspace related data Added metadata fields to your workspace that correspond with fields in your load file Familiarized yourself with the procedures of editing information related to newly created objects Scenario In the previous section you reviewed the load file provided by your processing vend
49. ce of the data becomes involved Forensics is not always necessary in collecting data However in employment litigation or a contract dispute it can become necessary to maintain and be able to verify document creation dates or email dates and times It is preferred to have an outside third party who doesn t directly have a stake in the case authenticate the data at trial The forensic collection is verified by the chain of custody When a collection is completed documentation accompanies each piece of media The industry doesn t have a standard collection form but some examples of information found on a chain of custody form are Serial number of computer Physical location of machine including full street address to room location Time collected Signature date of each person in possession of the media Photo of computer These forms are documented at the time of initial collection At the completion of the collection the media is often sealed The seal is not broken until the time the data is ready to be processed or loaded into a review system The Chain of custody is kept to indicating by signature every person that touched the data till it was processed for review Relativity Certified Admin Workbook 149 To reduce costs many companies are developing internal methods of data collection Many are putting in place email systems that can search users email boxes and export data out based on dates or terms Doing this e
50. ching Fields 52 12 2 2 Loading Error Handling and Load Quality Control 53 13 Fields Coding ANd ChOICES cccceeccsceceecceeceeeceeeceeneeeneeeeeees 53 Sele SSC OMAN O E EA 54 Relativity Certified Admin Workbook 3 13 1 1 Creating a New Coding Field cccccecceecseeeeeeeeeeeees 54 13 1 2 Editing Choice information ccccccceecceeceeeceeeeseeeeeees 56 13 2 Special Considerations Fields cccecceecseceeeeeeeeeceeeeeees 57 13 3 Special Considerations CHOICES ccccecceeceeceeeeeseeeeeseeess 59 14 Be fe 10 yes ri anata tan eee ne ene oe eee een ene 60 VAL SCCM AR O ee E aa 61 14 1 1 Creating a New Layout sssssesesesesesrsrsrssesesesesrsrsrsrsee 61 ER Edine a CAN OUT sss a 65 14 1 3 Using Your New Layout sssssssssesesssesrsesresesesesesrsrsrses 65 14 2 Sp cial Considerations seken cress best beatsiateiet sean e e eeatt 66 15 SUMMA ROPOrT S saa A Tren rarer orn ee 67 EE OCO O aan a a a a nee nee Tero 67 15 1 1 Creating a New Summary Report ccccceesecseeeeeeeees 68 152 JEGItING a SUMMARY REPOM srei EN 69 15 3 SpeCial GCONSIGELAatiON siestaren iore er eea eaea einn 70 16 DOCUMENT VIEWS iene EEEE E EE ODER 70 IER Scenarista teit eea i r a a 71 1612 Creatine dV CW isn ncaaceuicusneeuisan acacia iiasin uate 71 16 13 Copying ECting a VIEW ccccscn cecal 75 16 2 Sp Cial Consideration Soeiro tere ar ENNEA ATEENAN e
51. ck the Add button On the User Details page click the Add button For the purposes of this exercise you will use the User Details form 1 Select the Users tab 2 Filter to your created user then click the Name link The User Information form opens 3 Scroll down to the Groups section and click the Add button 4 The Select Groups dialog box opens Select your created group and click OK 5 Select the Groups tab 6 Click the Name link of your created group Verify the new group member has been added under Users To remove a user from a group follow the same procedure and click Remove rather than Add You may also view associated workspaces on the Group Details page 8 2 Special Considerations Consider the following points when dealing with groups Although security in Relativity is group based it is important to note that group permissions are not assigned automatically when a group is created This process is completed when a group is added to a workspace A group may be assigned to several different workspaces with permissions that vary per workspace For instance a group may Relativity Certified Admin Workbook 28 be allowed to print in one workspace but not in another Or the group may be able to edit documents in one workspace but only view them in another o Beas descriptive as possible when naming a group based on its organization and rights in the system For example Group 1 bad o Power
52. defaults to allow someone to see the production version of documents If you wish to secure this object so a group doesn t see production documents you will need to remove the checkbox in the security column Non System administrators who have been given every right for a workspace will not be able to see a new tab when it is created even if they created it Instead they will have to go to the Workspace Details tab and grant themselves rights to the new tab Simply because a user cannot see an object in the system does not mean they are secured from it For example let s say you granted a user rights to only My Assigned Documents a set of 500 documents they were responsible for reviewing They could theoretically include related documents such as Duplicates Family or Near Duplicates into their view Visibility is inclusive security is restrictive The only time something is 100 inaccessible is when it s been secured Relativity Certified Admin Workbook 117 f you want a user to perform coding tasks give them permissions to edit documents A common mistake is granting users the ability to edit fields which would allow them to for example change a fixed length text field while still being unable to edit documents 27 Batching Documents to Users There are two main ways to assign documents to users Administrator controlled You may dole out documents to your review team yourself by using a simple layout This is the
53. dentifying Duplicate Information Relativity Certified Admin Workbook 83 a ck ee Name Date modif Type Size VOLO01 _ Overlay dat __ Testdata dat Gi Transcripts Overlay dat file Overlays may be performed on Beginning Bates Control Number Ending Bates and File Display Name fixed length text fields This functionality is available for image document and dynamic object loads 18 2 Special Considerations Consider the following points when dealing with overlays Note that you can overlay on control number You can perform an overlay on fields that have a SQL index this is performed by your environment s SQL administrator Relativity Certified Admin Workbook 84 Overlay overwrites existing data in matched fields and is based on the specified identifier control number Bates number etc As such it is important to understand how the identifier chosen will affect your documents 19 Relational Fields Now that you have the MD5 Hash field in your workspace you can use the values to identify relational duplicates group The exercise below will familiarize you with this process Your Icon should not be larger than 16x16 pixels Relational Field Properties Relation Field Properties Relativity Certified Admin Workbook 85 Exercise completed 19 1 Special Considerations Consider the following points when making fields relational Consistent wit
54. e In order for the case team to interact with your new responsiveness field you must create a layout to give the users access to the choices 14 1 1 Creating a New Layout The exercise below will familiarize you with creating layouts New Layout Documents Statistics C ACME Review Edit g All Fields Edit g Artist Layout Edit Edit New Layout button Relativity Certified Admin Workbook 61 ra Documents Rewiew Batches Summary Reports Statistics Searc Layout Information Object Type Document Coding Ee 10 View Order New Layout form Layout Management Build Layout Layout Management Console When creating a new layout the system automatically creates a Default Category containing a Control Number Rename this category to a more descriptive title Building Layout Coding 0 1 Document Details Acc dji Add Text Layout Tools Control Number Fixed Length Text Add Child Object List R 1 0 5 Read Only Yes Add Associative Object List Control Number link Relativity Certified Admin Workbook 62 It is rarely a good idea to make metadata fields editable Metadata fields are generally objective and not up for debate Now we can add the appropriate fields to your layout Building Layout Coding Layout Tools Add Child Object List Add Associative Object List Add Field button Add Field to Layout
55. e load file you must first launch the Relativity Desktop Client 1 Double click the Relativity Desktop Client icon Relativity Desktop Client Desktop Client shortcut 2 Enter the appropriate Web Service URL e g http YOUR RELATIVITY WEBSERVERADDRESS relativitywebapi If the desktop client has previously been installed on this machine you might need to go to the Options menu to access the WebService URL and edit this information ient Options Options box 3 The Relativity Desktop Client launches a login box Enter your Login and Password These are the same credentials you use to login to Relativity Relativity Certified Admin Workbook 41 r amp Relativity Desktop Client Login Login box Relativity Desktop Client Under Options the Check Connectivity option assists in troubleshooting any network and system configuration errors Relativity Certified Admin Workbook 42 Creating and later securing an adminstaging folder allows you to load your data into a secure area where you can run quality control checks before pushing the data live File Tools Options Add New folder Relativity Certified Admin Workbook 43 Image File Document Load File Ctrl L Production File Ctrl F Application Ctri A Import Load File 4 The Import Load File dialog box opens For the first load we will use a saved load setup Select File
56. e redactions that have been applied by users to protect privileged materials from disclosure For more information see the Relativity Admin Manual 24 1 Scenario The review team has completed its review of the workspace documents you imaged Now that the team has applied redactions to the privileged data the documents can be submitted to the opposing counsel You will specify settings for the documents to be included in the production set such as the beginning and end Bates numbers headers and footers and so on You will then add the documents to the production set and run it In the next section you will export the production set to an external location Bates numbers are generally applied to the lower right corner of the page Any confidentiality stamping often goes in the lower left It is rare to have anything added across the top of the document 24 1 1 Creating a Production The exercise below will familiarize you with creating a new production set Before you create a production you need to create two fields to store the resulting Bates values Select the Fields tab Click the New Field button and create the following fields leaving all other information as the default Name Production Beginning Bates Field Type Fixed Length Text Length 10 Name Production Ending Bates Field Type Fixed Length Text Length 10 3 Select the Production Sets tab and click the New Production Set button Relativity Ce
57. e system Relativity is not able to ingest data on a drive without load files The load files indicate locations of the document files and contain the extracted metadata from the files All data must be processed before loading Typically any data processing is done by an internal department or an external processing vendor Processing extracts the metadata from the Relativity Certified Admin Workbook 152 native files and combines it into one load file There is no formatting of words in the text load file There are three import options for Relativity Image File Document Load File Production File The Image file option is for importing Opticon load files that link to TIFF images Relativity only accepts single page Group IV tifs or jpg files Generally the Group IV tifs are for the black and white images The jpg files are for the color images Image load files are just image files no associated metadata data and are usually scanned paper or a production from the opposing counsel with images only The columns in order from left to right are image page id volume id path to image file Y if page is first page of document folder break optional box break optional page count optional The columns are separated by a comma aASooooC OLOOO0 AS5000002 VOLO00001 AS5000002 001 VOL00001 AS5000002 002 VOLO00001 AS5000002 003 VOLO00001 AS5000002 004 VOLO0001 AS5000002 005 VOLO0001 ASOO0002 00
58. e with the file name or other document information between documents Generally it is a color sheet used as a separator instead of stapling or binding the documents It was soon possible to take scanned images and have a computer determine the text of the document This creation of a text file from the image was called Optical Character Recognition Originally OCR was Relativity Certified Admin Workbook 145 expensive and done very selectively As technology progressed OCR technology became better faster and cheaper OCR processing now it typically done on all paper documents in a database making all text from all documents available for searching Searching for terms became popular as one could now search the context of a document and see a dictionary of every word in the database One issue with OCR is that a computer is trying to create the text of a document Often a bad copy or fax of a document is just as hard for the computer to interpret as it is for a person If a person cannot determine the content of the text a computer will not create good text from it either Eventually the cost of OCR decreased and accuracy improved to the point of making cleanly formatted electronic version of the paper documents Still there are situations where documents are old and impossible to scan In the early days of electronic discovery emails were printed and scanned into a database This was due to a lack of other cost effective options
59. eating a new markup set which will be applied to a group of workspace documents Documents Review Batches Summary Report New Markup Set OSelected Item s my Edit Attorney Edit Expert New Markup Set button Although it is possible to use wildcard characters when specifying terms be aware that this may produce results that are overly inclusive Relativity Certified Admin Workbook 94 The numeric codes before the terms control the colors of your persistent highlighting See the code chart on Relativity Admin Manual Chapter 11 In this context a string of dashes acts as a separator between different groupings of redaction terms Markup Set Information New Markup Set form Relativity Certified Admin Workbook 95 8 Select the Documents tab and browse through a few documents in viewer mode Note the persistent highlight terms you applied and the color combination you selected for Enron It is a good idea to use contrasting colors Slinger Ryan From daniel diarmond B com Sent Tue 5 Feb 2002 11 40 36 To robert bensoni com serena bishop com timothy coffing com m driscolli com fre mark gquzman com chris mallor com t paul thomasia com d thomasic com Contrasting colors 23 1 2 Applying Redactions The exercise below will familiarize you with applying different types of redactions to a group of documents In a standard review this will be perform
60. ed Admin Workbook 79 Filtering is a powerful way to search through views For more information see Relativity Searching Guide E ist Productionh Single Choice Edit Document 2nd Production Single Choice Yes T Edit Document ABC Production Single Choice Yes Filters Relativity Certified Admin Workbook 80 Domain Parsing Field View Field Popup Picker All Relational Fields q All User Defined Fields bductionly 2nd Production Required Fields drop down Now that you have created a field view we will look at system document views System document views control special lists throughout the workspace Relativity Certified Admin Workbook 81 Checked Items Edit Ei Family Group icon Note that all items in the family are shown but the fields listed are not very informative Only the control numbers are listed Family group documents Relativity Certified Admin Workbook 82 me Family Documents Set Condens Add Condition Cannot edit the criteria for a system document view Family Documents criteria 18 Overlays Overlays are used to overwrite and or add to existing documents within your system i e information with an existing document ID This section will help you work with overlays 18 1 Scenario You have received MD5 Hash values from your processing vendor Because of this you can now identify duplicates within your workspace 18 1 1 I
61. ed by attorneys or paralegals however to experience how this is done you will simulate this process Redactions may take the form of stamp or text A stamp redaction will create a solid black box where specified like using a black marker A text redaction is a white redaction box with black text You can right click a text redaction box to apply different text to the redaction The text options are set by the Relativity Workspace Administrator 1 Select the Documents tab and make sure you are in folder view Click on ARING Inbox in the document list Open ARING_000010 2 Click the Image button to create an image of the document You are now able to apply redactions to the new image 3 The view will change from Viewer to Image In the viewer toolbar click the Stamp icon to apply a stamp redaction to the Contract price column 5 Position the cursor at the top left of the column Click and drag to the bottom right of the column to create the redaction blr mt Image button Relativity Certified Admin Workbook 96 elr a Redact With Text button IDES a Change Markup Visibility button IESE Highlight button 23 1 3 Editing a Markup Set Markup sets may be edited at any time For example you may change the colors used in persistent highlighting Relativity Certified Admin Workbook 97 1 Select the Markup Sets tab and click the Edit link next to your Production markup set
62. eeeeeseeeeeeeeeaeees 24 7 2 SPec COnSideraoNS arrire srn ene E 24 Relativity Certified Admin Workbook 2 8 1 ee E 11 eee Ng N re AA Ra ENT nH NGI ERT NE E E 26 Sak Adine a NEW GrOUD weiawbee tec stuenhoneteeulnnsiesnnsebbenseoouonneaeaeeee 26 S L2 MEGIGIMNG A GOUDE EE E EE 27 8 1 3 Adding Removing Users from a Group 28 8 2 Special Considerations ssr r ETES r 28 A118 e401 9 2 61 Samet nt a TS ee T 30 9 1 SCENA OSEE tle is ee lnte eet eetae E E 30 9 1 1 Adding a New Workspace cccceccsscceeceeeeeceneeeeceeeeeees 31 9 2 Special Considerations eeren neee t eect een eee ee ce cle 33 10 Installing Relativity Client Side ProgramMs cccecceeseseeeeeeeeeees 34 TOE OCO ke ree eects ea en an nee ep ae ae Op en See eee Nene 34 10 2 Special Considerations veces ee ss eess voces tees vos eas eR 35 i Rede Weta ate eseceseta cs acsacts a geasn ue sera ese eee 36 TEL VSCOM alll Onee e E E AE A 36 11 1 1 Adding Fi ldS sisne 37 Tkl Editing FIGlAStatiiatatatatatatatdattaladabialiadalndebadattatabelotetaties 38 12 DOTU E EE a AAA 39 I2 L SCONARN 40 12 1 1 Launching the Relativity Desktop Client nnee 40 12 1 2 Checking Your Load File sssssosseessessusersessesresesresrrsrrsers 50 12 1 3 Installing the Relativity ViCWEL cccccceecseeeeeeeeeeeeees 51 12 1 4 Tally Documents by Custodian ccccccceecesecseeeeeeeeees 51 122 Special Considerations rman eo ree 52 12 2 1 Load File Configuration and Mat
63. elativity Desktop Client so that you can import and export documents 1 Open your workspace 2 Select the Administration tab and click the Download Relativity Desktop Client button iews Tabs Administration His Management Download Relativity Desktop Client View Another Users Personal Items Relativity Desktop Client button 3 Run the downloaded file When prompted to install select Everyone 4 Click Next 5 When the installation is complete the Relativity Desktop Client shortcut appears on your desktop Desktop Client shortcut 10 2 Special Considerations Consider the following points when dealing with installations When installing Relativity client side software installation rights are needed on your client machine Relativity offers an extension called Import API that imports processed data into a workspace without using the desktop client or a load file for more information on this tool please see the Relativity Import API manual Relativity Certified Admin Workbook 35 The installation of Relativity s client side software includes two required prerequisites o Microsoft NET Framework 3 5 SP1 o Microsoft C 2005 Redistributable Relativity should be added as a Trusted Site within Microsoft Internet Explorer For more information see the Workstation Configuration Manual Viewer issues are the most common Relativity related support request Most viewer issues can be resol
64. ents marked with a coding value of Unsure to drive workflow and documents marked Responsive to drive reporting Create a field view where the review team can see the required workspace fields and edit a system view to provide additional information on related family documents Perform a mass operation to image a group of documents Create a markup set to apply annotations redactions and persistent word highlighting to documents Create run and export a production set containing responsive workspace documents Prepare the workspace for a review team to access documents as well as grant them security permissions to certain workspace documents views and layouts Explore advanced workflow options and assign selected documents to appropriate users Create in depth searches in preparation for deposition and folder the results Perform a data overlay and set up a relational field in order to identify duplicate documents Load the deposition transcripts and provide a place where the team can link exhibits and mark sections as Hot Relativity Certified Admin Workbook 12 4 Logging In and System Modes Relativity is a Web based application making it possible for all administrative and review tasks to be done online The only exception to this is importing and exporting data which is done through the Relativity Desktop Client a locally installed application The exercise below outlines the logging in process The exe
65. er Client Name Relativity Template Matter Name Relativity Template Database Location ChiDemoSql01 Matter Num Other Record History Created Admin Relativity 2 15 2010 4 13 18 PM CST Last Moc Edit Permissions button Security of Workspace Salt vs Pepper Overwrite Inherited Secu rity Inherit Security Migrated demo Admin Users Migrated demo Limited Reviewer Migrated Demo Super User Migrated Demo Full Admin system Administrators Change Group Permissions Viewers Add Group button Relativity Certified Admin Workbook 111 Workspace View Edit Delete E Edit Security J Folder view Edit Delete E add E Edit Security J Document View Edit Delete E add E Edit Security E Print Local Access Download Copy Text PrintScreen IM Redact Document W Highlight Document E Add Image E Delete Image view Edit Delete E Add E Edit Security Field view Edit Delete E Add E Edit Security E Add Field Choice By Link Set Permissions form Tab Visibility Documents Details Production F l l Markup Sets E Choices E Admin E History Layouts Tabs Statistics W Review E Obj pE E Object Type Batches E Media Fl g come eit Custodian Media F E Question Source Media Search Indexes E Reviewers Search Hit Report User Status Transform search Terms Reports Browsers F C
66. es of the term and the number of documents containing it To launch the Dictionary Search click the Dictionary link next to the Keywords textbox Documents In This Folder amp Subfolders search Terms Dictionar r sso Dictionary Link For more information refer to the Relativity Searching Manual Relativity Certified Admin Workbook 128 28 3 Special Considerations Consider the following points when dealing with searching Is like and Contains conduct their searches in different ways Contains has a list of all the information contained in the documents you are searching and Is like does not have a list As a result your search takes longer Use Contains whenever possible during your searches Your results will return faster and will be more precise Please note that Contains will only function when searching indexed documents Conceptual term searching can be used on its own to find documents related to the entered text that do not necessarily contain that word or phrase In addition this type of searching can be used in accordance with Keyword Searching When searching for keywords that have multiple meanings adding an identifying concept can help the index return only those hits with the intended meaning Keyword Searches do not understand specific numbers The same is true for single letters or characters dtSearch is able to perform this type of search so use it when looking for specific numbers or let
67. g bA5000005p p lt scriptralert Document contains tracked changes and comment bA5000006p4 pp p2394508p pp pasieja kcura comb bkecura compl pBaA0008 6bllbbllE P A BP A E E jan ae caplmaianiicd 76 008 West a i 67 08 12 75 62 00 the Chicago based Commonwealth Edison Co grid sold 21 37 lower on Aver pounds tco 20 01 poundS a megawatt hour Temperatures across the U R ES Dec 13 2000 21 04 GCMIT amp 0 F093 ABR PARA DE E AL ae Dut of IVA 76 02 24 61 69 41 84 876 next Sny power at the bi A delivery ponme aa 6 TARAA at a Bloom fam aml r Fe Tm Te P EE Te a P E l Document Load File with document ids and metadata information The Production File option allows you to import productions run outside of Relativity Loading a production utilities both of the previous file types overlaying the information onto data that already exists Document load files contain the metadata and information necessary to link to native files A document load file contains delimiters A load file has 3 key delimiters They are characters read by the system to indicate separate fields and line format of the full text data The column quote and newline characters in the load file will determine how the data is loaded and formatted These characters can be changed when loading to match the format of the individual load file The column character is
68. h all item level security relational fields will be visible to all users unless they are secured 20 Propagation Propagation is used to automatically force a coding value to a specified group of related items For example a user can tag a document as Responsive and have that value propagate to that document s family members or to duplicates The propagate to function is a valuable tool for enhancing workflow in the document review process especially when implemented in a larger workspace in that it saves the user time in coding related documents For more information on how propagation works please see the Relativity Admin Manual 8 Click on the Fields tab 9 Select the Responsiveness field 10 Click Edit 11 Check the box Propagate to Family 12 Click Save 20 1 Special Considerations Consider the following points when dealing with propagation No message is displayed to a user when propagation is in place Field propagation rules are applied when you click Save or Save and Next in a layout Propagation does not cascade meaning only the documents in the saved document s group will receive the propagated value Ifthe reviewer s Skip function is enabled it automatically skips documents where the conditions of the view is met and propagation was applied This helps expedite the review process Relativity Certified Admin Workbook 86 For more information on propagation and skip refer to the Admin M
69. he screen select All then Tally Sum Average 3 Click Go Relativity Certified Admin Workbook 51 O cy E Not Responsive EN446509 C af E Responsive EN446510 EA r a A not Responsive EN446511 Taly um Average Al 144 bi Mass Operation Tally Sum Average 4 The Tally Sum Average dialog box opens Select the Tally function then Custodian Field 5 A count of documents per custodian is displayed 12 2 Special Considerations Consider the following points when dealing with importing 12 2 1 Load File Configuration and Matching Fields Always scroll through your load file by using a text editor to ensure that its delimiters remain the same throughout the file Relativity accepts Unicode characters so always check with your processing department or vendor to determine whether the load file is Unicode formatted and if so what type You will need to specify this in order for Relativity to correctly import the data Relativity allows native files to be loaded from a file path field This field can be either an absolute path or a relative path to the native files Load files will often contain Folder Path and File Path sections The Folder Path shows the folder location of the original file whereas the File Path shows the original location of the file including the filename Be sure you are not selecting the field that contains the folder path AND the filename in the Folder Information Column drop down
70. hin sample scenarios relating to your administrative role allowing you to work through the steps required to create clients and manage workspaces 1 3 Conventions Used In This Guide The following sections outline the conventions used throughout this workbook Relativity Certified Admin Workbook 8 1 3 1 Scenarios This workbook follows a sample workspace from onset through production A portion of the scenario is presented in a blue box as shown below Each scenario acts as a model of how you would work with a kCura partner through the document review process All sections detailing this scenario will have a blue border and background 1 3 2 Exercises To accomplish the tasks set forth in the scenarios you will perform many hands on exercises Exercises are marked with an orange bar listing the task to be completed Actions have a light orange background and are numbered 1 lt Action step one gt 2 lt Action step two gt Exercise sections also have an orange bar indicating the end of the section 1 4 Glossary The table below defines the most commonly used object types in Relativity It is important to become familiar with these terms as they are used through this workbook Object Definition Client Clients are companies or organizations In Relativity Clients are linked with associated Users and Matters Matter Matters are used to define different Workspaces disputes or consulting instances that a firm
71. ible format Before importing data you must create a new workspace in which to store documents 9 1 1 Adding a New Workspace 1 Click the Workspaces link in the Mode bar HH Workspaces ALERT Hi Greg Pa A Workspaces ka E zal Admin Reset Password My Settings Reset Column Sizes Export to Excel Hide Filters Clear A Items 1 Name T Logout Al salt All All All Support Edit Pepper v Salt 1723881 8 Relativity Template WChibemoFiled 1 About FileRepo g i i a mae You are logged in as Edit Salt vs Pepper 1019642 Relativity Template eens af tonailkcura com FileRepo Data Focus on off Workspace Mode 2 A list of workspaces appears As an administrator you have access to all workspaces in Relativity Click the New Workspace button Relativity Certified Admin Workbook 31 Workspaces ly sate New Workspace button Cases Admin Logout lt C U ra Relativity User Miler Dan Cancel Download Hander URL https relativity kcura com Relativity Distributed m clear chifileO1 FS Documents2 Add ne ES English X m clear New Workspace form Relativity Certified Admin Workbook 32 Information Other Name EDRM Data Status Active Client Name Relativity Template Default File Repository 192 168 13 206 D Matter Name Relativity Template SQL Full Text Language English Downl
72. in the early development of electronic discovery It was soon realized that all of the information from the file was available and was very accurate for searching Today the Electronic Review and Discovery Model emphasizes processing electronic data so that a paper copy is never generated Examining electronic files originally involved creating a hyperlink to the original file and opening up that file in its native application However this process is time consuming and problematic for protected files or files that are from applications not available to users The next step was to create TIFFs of these files and extract the data for indexing and searching directly from the files TIFFing though is also time consuming and can be costly for service providers to process This is where a native file viewer becomes helpful A viewer doesn t open up the native file in the native application but instead creates a rendering of the file The TIFFing only occurs for documents that need redactions or are produced with TIFFs Note Redactions block out content that is either privileged information or confidential Often social security numbers need to be covered in financial documents Sometimes only one paragraph or sentence is privileged so rather than remove the document from the production the privileged data is covered by a redaction The production of electronic files was originally paper and then tiffs It is now sometimes just the original na
73. ist icon at the bottom of the screen Relativity Certified Admin Workbook 140 Tag List icon 01 IN THE SUPERIOR COURT OF THE STATE OF CALIFORNIA 02 IN AND FOR THE COUNTY OF Tag List Redact Highlight Link IE MORRIS TION STEVENS C ROGER TES Link text Relativity Certified Admin Workbook 141 Select a Document to Link Hide Filters Clear Al Items 1 10 of 142 agga Internet Protected Mode Off Q10 Document to Link No CV338383 Linked text Relativity Certified Admin Workbook 142 E EN446502 Internet Explorer provided by Dell ene a https trainingOl kcura com Relatrvity Case Document Docurr 4 Internet Protected Mode Off Document link pop up box 30 4 Special Considerations Consider the following point when dealing with transcripts and word indexing Right click tagging a section of a document marks it as a whole with that value When processing a transcript the word index is created automatically On other file types it can be manually run as a mass operation On opening the word index only the first 1 000 indexed words are displayed If necessary use the sort or filter box to retrieve the required results Word indexes support the following file types EML TXT XLS or XLSX DOC or DOCX PPT or PPTX RTF XML PDF MSG 31 Appendix A Overview of Litigation Support
74. istration team is frequently asked which fields in the workspace are required fields While you could easily filter the All Fields view to retrieve this information it makes sense to create a new view to simply display it The review team has also noticed that the information related to the family groups in the Related Items pane is sparse They have asked if it is possible to include any more information You will create a new field view named Required Fields and select a number of helpful fields for learning sorting and filtering You will then edit a system document view by adding fields to help users find more information about a family of related documents Relativity Certified Admin Workbook 78 17 1 1 Creating a Field View The exercise below will familiarize you with creating a new view showing all required fields A new view eliminates needless filtering by displaying information for you based on your specific criteria Edit Documents Edit a Analytics Index Similar Documents Edit g CA Index Similar Documents Documents Edit i Similar Documents Documents w E a Edit i Search Results Pane View New View button The Order 9999 is the default when creating a new view This is because the lowest numbered view will be a user s default view Chances are low that 9999 will be the lowest number thus reducing the likelihood of inadvertently changing someone s default view Relativity Certifi
75. l display the items in the order in which they were loaded If you want to ensure that your items are sorted by control number despite their loading order set your sort order accordingly faview is sorted by date or family groups the groups of related documents within a workspace might be split up If you are displaying a view in chronological order it is important to ask your processing vendor to include a family date group This will allow you to sort by that field then by control number You will then be able to display list items chronologically while keeping family groups together Relativity also has a script to create this field if not provided If your list of views is getting long create a view named Set the criterion Control Number Not Set Since every document has a Control Number no documents will be returned This view can be inserted in a larger list of views to help separate the list into smaller sections Views may be personal or public 17 Other View Types Views are more than just lists of documents they allow you to customize any list of any Relativity items just as you did with documents In this section you will create a view showing fields that match specified criteria You will also edit a system document view which controls special lists throughout a workspace For more information see the Relativity Admin Manual Section on Views 17 1 Scenario Your admin
76. lativity Certified Admin Workbook 46 FILE_PATH 22 Folder Name 12 IV Cell contains file location Text File Encoding Westem European Windows _Advanced Native file paths contained in column FILE_PATH 22 X Field Map tab Overwrite options If the overwrite action encounters an error the Relativity Desktop Client will display a pop up notification Relativity Certified Admin Workbook 47 Record Numb Control Numb Custodian emor in line error in line 28 column 38 column O there are O there are an invalid an invalid number of number of cells inthis cells in this row row expecting 127 expecting 1 actual 13 actual 13 Preview Errors Relativity Certified Admin Workbook 48 Start Time 7 44 37 EM Finish Time 7 46 31 BM Duration 00 01 53 Total Records 1000 Total Processed 1000 Total Processed w Warnings O Total Processed w Errors 1 Average file transfer rate 235 66 KB sec Average metadata transfer rate 736 46 EB sec Average SQL process rate 347 Documents sec File Transfer Mode Web SQL Insert Mode Bulk Import file box Relativity Certified Admin Workbook 49 Imports and exports are audited and logged in the History tab This audit includes the logging of load file settings and transfer rate The Field Map is saved in WinEDDS native load file kwe format The kwe file may be used whenever you d like in order
77. lly keep families together Externally created productions may be imported into a Relativity production You will need o A document level load file containing the control number and the document level Bates identifier o An Opticon file reflecting the Bates numbering o A production created in Relativity 25 Exporting Importing and exporting are both done through the Relativity Desktop Client Relativity is equipped with four export options Production Sets exports the contents of a production set Saved Search exports the current results of a saved search Folder exports the contents of a folder Folder and Subfolders exports the content of a folder and its subfolders For more information see Relativity Admin Manual Section on Exporting 25 1 Scenario So far you have accomplished the following Performed a mass imaging operation on a group of documents to create editable versions Created a new markup set named Production with certain terms specified for redaction or highlighting Used the various highlighting and redaction options in a document Specified settings for documents to be included in a production set Added documents to the production set Run the production set Scenario Relativity Certified Admin Workbook 106 Your workspace team has asked you to provide the opposing counsel with a CD of the production set created in the previous section The CD must contain all the images and native files as well as
78. ly move to the next field and look at what is between the Quote delimiters If we place an extra Quote character in the middle of a field it will throw off the loading bControlNumberpbbAlertScriptbpArtifactIDp bASOOP0001bbbb2894503p If we accidentally placed an extra Quote character as indicated in bold in this line the system will read this as the end of the field but will not know what to do with the next characters as they are not column breaks This will produce an error in Relativity The newline character dictates how the extracted or OCR text will be formatted in the database In order to keep extracted text to a minimal size a character is used to replace line breaks in the text This formatting puts numerous lines into one for the purposes of the data load and keeps the load file smaller As extracted text is loaded into the system returns are put in where the selected character is found 33 Disclaimer This documentation is proprietary information of kCura Corporation and may be modified altered or repurposed only in accordance with written consent from kCura 2010 All rights reserved Relativity Certified Admin Workbook 155
79. m EX Jay All Domains EX Privile ge E Responsiveness Lol SearchHitResult Keyword f G SS 4 36 LL j Field Tree 33 Click the tag Note that all documents tagged in the previous list are shown in the document list Although your task involved tagging a document with a coding value it is displayed to the user as a list Users coming from other tools might ask you to folder documents this is the best way to handle that request in Relativity 29 3 Special Considerations Consider the following points when dealing with making lists Relativity Certified Admin Workbook 133 Remember that not all fields are visible in the Field Tree so make sure to include your field Saved searches are rerun every time they are accessed If you would like a static snapshot of results from a date time use the above technique 30 Working with Transcripts As the workspace progresses key witnesses may give their testimonies in the form of a deposition The transcripts of these testimonies may be loaded into your Relativity workspace as a document with special functionality For more information on transcripts see the Relativity Admin Manual Appendix A 30 1 Scenario In the previous section your team created a list of documents to prepare for a deposition The deposition has since taken place and your team would like you to load the transcript into the workspace Once loaded your team w
80. maging Queue Manager to view the items being processed The process goes quickly so it may be done by the time you navigate to the page Exercise completed 22 2 Special Considerations Consider the following points when dealing with mass operations Familiarize yourself with all of Relativity s mass operations outlined in Admin Manual ach of these mass operations is securable to prevent unauthorized use Mass imaging must be used with great care for more information on mass imaging please see the Best Practices TIFFing document 23 Markup Sets Markup sets are securable sets of annotations redactions and persistent word highlighting that can be implemented in your workspace documents For more information see the Relativity Admin Manual 23 1 Scenario In the previous section you created images of a selected group of documents The workspace team has asked to be able to redact specific text items along with the ability to highlight certain terms in a group of documents To facilitate these actions you will create a new markup set named Production and specify certain terms to be redacted or highlighted Relativity Certified Admin Workbook 93 To simulate the users redaction process you will open a number of imaged documents and experiment with highlighting and redaction options including stamp and text redactions 23 1 1 Creating a Markup Set The exercise below will familiarize you with cr
81. mp d 20001214 investor IV Attorney Client I Work Product I Not Sure 4 b attorney 2 eats EE EE REN sco Coding form 21 Click the Return to document list link Note that since you reviewed this document it no longer appears in the un reviewed list This is how the Skip function works in Relativity By choosing a particular view Skip refreshes that list view while editing fields on a layout The skip function will be covered in a later section 16 2 Special Considerations Consider the following points when dealing with views When planning for the workspace sit down with your review team to plan the workflow for the workspace Note that you were able to make a to do list a reporting list and a list for second level review This guide discusses assigning documents to users in Section on Batches Using these skills you can construct a workflow that passes a document through the entire review process Carefully consider which fields you want to include in your view Include fields which users need to O See o Sort by o Filter with There are several Relativity system fields present in all workspaces These may be useful in your views The default sort order is by ArtifactID Artifact ID is Relativity s unique identifier for all objects As items are created they are Relativity Certified Admin Workbook 77 assigned an Artifact ID Essentially leaving the default sort order on a view wil
82. ngs Skip Default Preference skip Interface Mode DataFocus v Set Password Use current password Scores E Ae Me email Auto generate password This user email Manually set password Popup User must change Password on next login New Password FO Retype Password FO O Other Keywords Notes Pn New User form If selected the user property Native Viewer Cache Ahead will pre load the next native document in the review queue once the active document is loaded Relativity Certified Admin Workbook 23 7 1 2 Editing User Information At any time user information may be edited in Admin Mode 1 Select the Users tab 2 Find the user you wish to modify and click the Edit link Chents Matters Users Groups Wiews Choices Agents Errors Imaging Queue Manager Hi John Renee A Users Eat Eg 0 Selected Item s peset Column Sizes Export to Excel Show Filters Clear al Items 1 25 of 87 M 4d P E mail Address eset Password P Edit Service Account Relativi relativity senviceaccount kc ul Reset Password E Edit elarkin kcura com Reset Password F Edit cnalukurig ke ura com Reset Password EO Edit Mackie Kit kmackie kcura com Reset Password d E Edt Dwaram Ron rdvwaram kcura com Reset Password Edit users 3 Note the fields available for editing Click Cancel In addition to editing the User Details form is used to view add and remove users groups 7
83. ntially a choice field that Relativity populates with users who have rights to the workspace The field is security aware Create a new layout named Document Assignment adding the new Assigned To field and any others you feel might benefit the workspace administrator s when assigning documents In the Documents tab in the folder browser open Custodians and the ARING folder In the action row select All 627 items followed by the mass Edit operation then click Go Select your Document Assignment Layout in the top drop down Check the Assign To checkbox Select the user you created in the earlier exercise from the Assigned To drop down then assign them Andrea Ring s documents by clicking Save Exercise completed Now that you have assigned documents to a user you will need to create a view that returns the required user documents gt Exercise Creating a My Assigned Documents View il Create a document view named My Assigned Documents where the criteria is Assigned To Logged in user Include any fields that a user might want to see Secure the rest of the visible document views so that this is the only visible document view available to your new user At this point your workspace should meet the lead user s criteria You have Created a way for the user to issue code Andrea Ring s documents Secured any views and layouts related to the responsiveness review Login as your user to make sure that you h
84. oad Handler URL Relativity Distributed Client Number 0001 Database Location CS TRN Analytic Matter Number 0001 Keywords Notes Record History Created Admin Relativity 4 21 2010 10 12 16 AM CDT Last Modified Admin Relativity 4 22 2010 10 26 13 AM CDT Workspaces Details tab The New Workspace button is only accessible to System Administrators 9 2 Special Considerations Consider the following points when dealing with workspaces Since the rights to folders can be granted or denied consider keeping all documents as a single Relativity workspace This will prevent the need to maintain several separate databases for documents including productions expert witness testimony and so on This allows users access to be controlled while facilitating further organization When selecting a template workspace the following items are copied to the new workspace O O O O O O O O O oO Groups and permissions Summary reports Markup sets Fields Choices Layouts Views Custom tabs Script kits Dynamic objects Saved Searches this excludes any saved search referencing a dtSearch or Relativity Analytics search index Relativity Certified Admin Workbook 33 Since groups and permissions are added to a workspace based on the template double check group permissions after adding a new workspace SQL Full Text Index language does not specify which characters will be indexed rather it indexes all charac
85. oaded your workspace documents into Relativity Created a coding field for responsiveness Associated choices with the responsiveness field Created a new layout that allowed users to code the documents Generated a summary report detailing the count of documents responsiveness values grouped by custodian Created document field and system document views showing fields that match specified criteria The workspace team has asked you to create TIF image versions of all workspace documents marked as Responsive allowing them to make redactions and annotations To facilitate this action you will perform a mass imaging operation on the requested group of documents in order to create editable versions 22 1 1 Mass Imaging 5 Select the Documents tab and in the view bar select Responsive documents from the drop down 6 Goto the action row at the bottom of the document list In the first drop down select All This would be all the documents you coded as Responsive 7 Inthe second drop down select Image then click Go EH ENOOO017 phillip allen enron com ENO00018 phillip allen enron com 25 el ENO00019 phillip allen enron com Checked Items gt ME Kd Mass Operation drop down 8 You will be prompted to confirm the image action on the selected documents Click OK Relativity Certified Admin Workbook 92 Image 2 Documents Mass imaging action 9 Switch to Admin Mode 10 Select the I
86. ompleted The Incremental Run button becomes available and you can run the transform set again if documents have been added 4 The results are populated to the specified field To see the results add the field to a View or Advanced Search Exercise completed 21 2 Special Considerations Consider the following regarding transform sets and domain parsing All output characters will be lower case fthere is no text in the source field nothing will be written to the destination field fthe text is unidentifiable in the source field nothing will be written to the destination field The source field must be either fixed length or long text The destination field must be a multi object connected to the document f you use a Destination Field that is tied to an existing object you will overwrite the field You will be unable to add the results of new records without overwriting the existing data f the text does not contain email addresses nothing will be processed 22 Mass Operations Mass operations allow you to perform an action on a selected group of documents While this section focuses on mass imaging there are many other types of mass operations made possible through Relativity including Mass editing Mass moving Tally sum average Relativity Certified Admin Workbook 91 For more information see the Relativity Admin Manual 22 1 Scenario So far you have accomplished the following L
87. opposing counsel Once something is out it is hard to take it back The current federal rules do allow for clawback agreements In these instances both sides agree to destroy all copies of documents described as privileged or confidential if found after the production has occurred However it is difficult to hide what has already been seen soa privileged review is important to do right the first time Reviews also remove garbage files A good document request will indicate a small scope of documents needed Dumping a large group of unresponsive documents can appear uncooperative in the eyes of the judge It was a tactic at one point for large companies to dump many boxes of paper on the other side but with the new rules of Federal Procedure and electronic files it is much more difficult to navigate that direction Firms also feel pressure to make a document review as cost effective as possible Firms have lower level associates that bill at lower rates do the initial review This is usually a team of first and second year attorneys or outside contract attorneys Reviews generally occur quickly and require many hours day and night while they proceed There is generally a delay in approval to start a review and by the time this approval occurs the production deadline is near For this reason the review and production process tends to be a stressful quick process where impossible deadlines are constantly part of the equation After the first level
88. or and created workspace fields to store the new documents metadata You will now configure the Relativity Desktop Client to work with your load file You will establish the correct settings to load the data from the file into the appropriate workspace fields Afterward you will perform a quality check to ensure that it was imported correctly and run a tally on the custodian field Often when a case is initiated after documents are collected they remain in limbo The attorneys sometimes start a process back and forth filing documents with the court trying to make the case go away Sometimes a settlement might be reached or the case might be dismissed The problem is in an effort to reduce costs attorneys and clients don t want to bring other staff into the picture till all other avenues have been explored and there is some certainty the case will proceed By the time the case must proceed and approval has been made to pay for document review production deadlines might be around the corner and attorneys are very anxious to begin the review Importing and making data available can be a stressful part of the case process Occasionally data isn t properly formatted and yet often there are short timelines for beginning the review The following exercises will guide you through some issues associated with loading new data 12 1 1 Launching the Relativity Desktop Client Relativity Certified Admin Workbook 40 In order to import th
89. orkflow within the system The exercise below will create a view to help drive reporting To create the new view you can either repeat the same steps detailed above or use the following shortcut Second Level Review filter Relativity Certified Admin Workbook 75 You can also use views to display documents that have not yet been reviewed Since the responsiveness field is required any field without a responsiveness value has not been reviewed JUnreviewed Documents x Unreviewed Documents Relativity Certified Admin Workbook 76 Return to document list a B O emen ran MAP Viewer Native Extracted Text Productions 1st Productionly sjo oa hp A Ge Oo ee oa Allen Paul A pees From 1 11913372 2 multexinvestornetwork com Controt Number E N000002 Sent Wed 13 Dec 2000 18 41 00 Custodians Allen Paul To pallen enron com Bcc Not Responsive Not Sure Subject December 14 2000 Bear Stearns predictions for telecom in Latin America C Responsive P Add In today s Daily Update you ll find free reports on Confidentiality s confidentia Not Sure America Online AOL Divine Interventures DVIN and 3M MMM reports on the broadband space Latin Confidential American telecom and more po For free research editor s picks and more come to the Daily Investor Privilege jy Privileged http www multexinvestor com AF004627 magazinecover asp promo unl a
90. ould like links to the exhibits and key sections marked as Hot 30 2 Importing Transcripts Since importing steps are detailed earlier only those pertaining to transcripts are located here Refer back for more information 1 Launch the Relativity Desktop Client and log in Select your workspace and begin a document import 3 Select the Transcripts load file from your test data Note that if you select a csv file Relativity automatically detects the delimiters Relativity Certified Admin Workbook 134 Test Data FILE PATH 2 Import Load File Relativity Certified Admin Workbook 135 mi controt Number E Mail Author Email CC Edit m Bi transcripts O Edit Edit a a transcripti lt lt ____ Document TS00001 After loading your transcript into Relativity you must process it Transcript processing Provides consistent formatting Builds a word index for each individual transcript Processing a transcript is a mass operation Process 1 Transcripts Footer To Remove Process 1 Transcripts Relativity Certified Admin Workbook 136 Word Index icon Once you have formatted your transcript you may work with the newly created Word Index Al 1 00 1 57 12 10 2 21133 2 415 1 3 17 Word Index Relativity Certified Admin Workbook 137 Count Locations 35 1 9 1 9 1 71
91. ra Documents Review Batches Summary Reports Param A Markup Sets Ea Eg 0 Selected Item s F Edit Attorney F Edit A Expert Edit markup sets 2 Edit and replace the default color codes for Enron to colors with more contrast e g 8 5 is a light gray background with dark blue text 3 Adda new Redaction Text option lt type CONFIDENTIAL gt Click Save 5 Go back to the viewer and note the effects of your changes 23 2 Special Considerations Consider the following points when dealing with markup sets When creating a new workspace sit down with your review team to decide what persistent highlighting terms are required Remember operators are NOT accepted in persistent highlighting term When you produce documents you may only select one markup set at a time Be cautious of giving a user group rights to more than one markup set at a time It s easy to start applying redactions without checking which markup set is active Use contrasting colors for persistent highlighting 23 3 Markup Sets Workbook Please complete the following based on the information presented in this section You may want to refer to the following documents Admin Manual Relativity Certified Admin Workbook 98 User Manual 24 Production Sets Production sets allow you to create a set of documents to provide to the opposing counsel These productions can be native files images or a mix Image files may includ
92. rcises in this guide should be performed as a System Administrator in Relativity 1 Browse to Relativity 2 Enter your E mail Address 3 Enter your Password Click Log In Relativity Email Address Password Presented by INCura Login screen By default user license login information may not be used on two separate machines at the same time However this setting can be deactivated for law firm clients only Contact kCura Support for more information support kcura com 4 1 Mode Menu Relativity Certified Admin Workbook 13 When you log in Relativity is in Workspace Mode by default This mode provides a list of workspaces you have permission to view Depending on your permissions you may also have access to Admin Mode Admin Mode is only accessible by system administrators Systems Administrators are special users with rights to everything in the system From Admin mode they can manage pre workspace Relativity objects such as clients matters users and groups From Settings Mode you may edit user specific information and password Non system administrators may be given administrative rights to an individual workspace but will still need a system administrator to manage pre workspace objects A drop down menu can be found in the upper right hand corner which becomes available upon clicking your name These links allow you to browse between modes ALERT Hi Greg Workspaces Admin
93. rent ways Where metadata fields are objective definitions of the document coding fields are subjective decisions made by reviewers Relativity Certified Admin Workbook 54 The exercise below will familiarize you with the process of creating a coding field and its choices Selecting Yes in the required option means that a user must make a decision on that field before they can save any other changes to the document Now that you have created your field you can add its choices These are the predetermined values applied to coding fields O Selected Item s Edit Allen Paul New Choice button Relativity Certified Admin Workbook 55 There are already choices readily available in the custodian field When you imported your field you did so into a choice field Therefore the import process created a choice for each distinct value Choice Information 0 Green Clear Choice form Since you have designated responsiveness as a required field you should provide users with a way to indicate that they don t know the responsiveness This will help you to drive workflow later in the workspace 13 1 2 Editing Choice information Relativity Certified Admin Workbook 56 Choice information may be edited in Admin Mode The exercise below will familiarize you with this process 1 Select the Choices tab 2 Click the Edit link next to the name of any choice LI Documents Re
94. rganization of your Relativity environment Establishing a consistent structure and naming convention will make billing Relativity workspaces much easier Enter names and client numbers accordingly Aclient s status may be used to drive which items appear on client lists elsewhere in the application Refer to the Relativity Admin Manual Admin Mode Details for more information Aclient s status does not impact what a user associated with that client might see in Relativity Relativity offers optional fields for keywords and notes where extra information about the client may be recorded e g address and contact information This may also help your billing process For your convenience the Client Details form displays hyperlinked lists of users and matters associated with that client Relativity Certified Admin Workbook 17 6 Matters Matters are used to define the different groups of workspaces or disputes that a firm may be involved with for a client Within Relativity a matter may be associated with one or more workspaces These may be added and edited in Admin Mode Clients Matters Workspace Relativity Objects For more information about adding and editing matters see the Relativity Admin Manual Section on Matters 6 1 Scenario Your firm s new client Acme Corporation is being sued To represent this event in the system and keep your Relativity environment organized you must add a new matter per
95. rtified Admin Workbook 99 New Production Set Al Productions ca Ed 0 Selected Item s Reset Column Sizes Export to Excel Show Filters Clear All Items r 3 of 3 ied D gt Di Date Produced Bates Start Num Begin Bates Field End Bates Field Markup Set Bates Prefix test ABC Production Staging 1 Author Author Domain Attorney tst Productionly Produced 3 22 2010 83 Production Production Ending Attorney ABA Beginning Bates Bates 2nd Production Staging 3 24 2010 80 Production Production Ending Attorney ABA Beginning Bates Bates New Production Set button Production Information New Production Set form Relativity Certified Admin Workbook 100 Bates Label Settings Continue from Previous Bates Label Settings section Make sure that the prefix plus the specified number of digits is not larger than the length of your selected beginning Bates field e g a value of six digits 000001 would not fit into a Bates number of four digits If this occurs you will be unable to save your production until after increasing the Bates number length Now that you have created a production and entered its settings you must add documents to the production set 24 1 2 Adding Documents to the Production Set Relativity Certified Admin Workbook 101 _ Delete j Produce Adding documents to a production Produce 8 Documents v 0 Selected Item s iters 1 1077 BEBE
96. ry unchecked 26 Implementing Security Relativity s security rights are highly customizable Each group within a workspace may have completely different permissions Group permissions are set when they are added to individual workspaces but they can be changed at any time This section covers key security tasks that you will need to perform as a Relativity Administrator 26 1 Scenario You have been contacted by the firm s lead user She needs an account set up for a user to issue code the Andrea Ring ARING documents while still maintaining previous coding decisions You will add the user s group to the workspace and assign security permissions to restrict their access to only include the workspace objects they need to complete their task Issue coding is acommon practice that involves a review team deciding which categories or issues each document represents Examples might include accounting fraud neglect etc Issues vary widely across workspaces 26 1 1 Implementing Workspace Level Security In the early sections of this study guide you created a user and group In this exercise you will add a user s group to your workspace Relativity Certified Admin Workbook 110 At the bottom of the Workspace Details tab you may restrict which document types can be made into TIF images by using Relativity s TIF on the fly functionality Admin Edit Permissions Information Name Salt vs Pepp
97. s you to perform a word or phrase search including basic Boolean operators dtSearch is an advanced keyword search that allows you to perform a word or phrase search including many advanced operators Relativity Analytics is a conceptual searching tool that allows you to search your data not just for keywords and phrases but Relativity Certified Admin Workbook 123 concepts as well Relativity Analytics is not covered in this program For more information see the Relativity Searching Manual or click the icon while using Relativity 28 1 Scenario The review team has completed their initial review and is now ready to begin preparing for depositions the questioning of witnesses given under oath and recorded for use in court at a later date The team has requested that you perform a few searches to ensure they are prepared 28 1 1 Creating a dtSearch Index To perform the searches the attorney team has requested you will need a dtSearch index dtSearch indexes are created and managed using the Search Indexes tab which houses all Relativity searching options There is no limit to the number of dtSearch indexes you can create 1 Select the Search Indexes tab 2 Click the New dtSearch Index button Relativity Certified Admin Workbook 124 Search Indexes ene A Scorch indexes EA 0 Selected Item s Oe F Edt Edit Hane Edit Edit gy Full Text maa u New dtSearch Index b
98. saved reformatted and sent to others 16 Document Views Views are customizable lists of items within Relativity Any time you see a list of items in Relativity it is defined by a view Along with layouts views represent one of the two main places where users can see and interact with a document s metadata and coding Views are essentially saved queries that control Items displayed in lists based on a set of specified criteria Fields of information related to displayed items Relativity Certified Admin Workbook 70 The default sort order of the items This section will focus on document views and how they are used to drive workflow and reporting Workspace Documents Fields Layouts Choices Relativity Objects For more information see the Relativity Admin Manual section on Views 16 1 1 Scenario In the previous Section you generated a summary report to identify how many documents were coded and how After seeing the report the workspace manager has asked you to build a view for the second level reviewers This view will only contain documents where the value is Not Sure A reviewer with more legal experience will review these documents This will help drive the workspace workflow The workspace manager would also like you to create a view showing documents tagged as Responsive This will allow him her to export a quick report of the responsive documents 16 1 2 Creating a View The
99. srrsrsrrsrrserresrrsrrsene 97 23 2 Special Considerations ahaintaieiatdatvialatalatalsiabeverevencmncemaneenen 98 23 3 Markup Sets Workbook sssssssssssessesessessesresesrrserserseereserserses 98 24 ProductioN Selerese Aa eee 99 24 CENIT Osea E AUEN 99 2411 Creatine a ProductioN eene EENE NES 99 24 1 2 Adding Documents to the Production Set 66 101 24 153 Editing Production SO sess esuciedev sions ov odovever Gelinas 103 2414 RuNhine the PrOdUuCtON waits mini N 103 24 1 5 Viewing Produced Documents ccceeceeeeeeeeeeeeeeees 104 24 2 Special Considerat ONS rerne con Meee 105 25 EXO OUTS atetea aae e 106 DOr SCCM AN O oresouu rianan n REE E N E E E ER 106 Relativity Certified Admin Workbook 5 25 2 Exporting a Production Set ccccecceecescesceeeeceeeeeeeseeeeecees 107 25 3 Special Considerat ONS forisete asus a bois an sehosaketelenecete 110 26 APE DNS ILIA DOCU FIN V oiei bit tena deoaae es uae 110 26 1 SCENI Oirrinn a r eerste titer ere eres 110 26 1 1 Implementing Workspace Level Security 00c08 110 26 1 2 Implementing Item Level Security cccecceeceeeeeeees 113 26 2 Special Considerati ONS inn toiled ei ects hccccccetctetees 117 27 Batching DOCUMENTS TOU SENS osuucssceseaee a 118 7 Ay fed We 9 t 8 eee ee nee E E S eee 118 27 2 Administrator Controlled Assignments ccccecceeceeeeeees 118 27 2 1 Assigning Documents to a User Batching
100. t objects later without reordering your entire list e g 10 20 25 30 Note the way importing a Custodian field into a choice field resulted in the creation of choice values for each unique field entry This functionality will help normalize your data For example if half of your workspace data is assigned to Sieja Andrew but your processing vendor mistakenly labeled this custodian as A Sieja You will quickly notice the discrepancy allowing you to normalize the data Choices may be added directly from a layout Choices cannot be deleted if they have been referenced ina document or a search 14 Layouts Layouts are web based coding forms that allow users to view and edit document fields Layouts should be created for specific tasks giving users access to only the fields they need to complete their respective tasks This will keep the layout clean and uncluttered Workspace Documents Fields Layouts Choices Relativity Objects For more information see the Relativity Admin Manual section on Layouts Relativity Certified Admin Workbook 60 14 1 Scenario Now that you have created a responsiveness field you must create a location where users can interact with it Creating a layout will make this possible As mentioned in the previous section the workspace review team has asked you to create a way to record a document s responsiveness that is whether it is actually related to the cas
101. t your selected Bates field will be overwritten A document s Bates information will remain in the production history section of the viewer but any fielded data will be overwritten If you are producing documents several times over the life of the workspace your two best options are o Use separate Bates fields per production OR o Create an All Bates field running a Mass Replace Relativity s search and replace feature to create a field that stores all of a document s Bates ranges If you have redacted images be careful when producing extracted text from Relativity Relativity does not re OCR images with redactions The same caveat applies to producing natives and images concurrently In either scenario be sure that you are not producing redacted text and un redacted natives or extracted text Relativity Certified Admin Workbook 105 If you opt to produce Images and Natives any existing images or native files that exist in documents marked for production will be produced o Images receive one Bates number per page o Natives receive one Bates number per file Images will be produced with the rotation set in the viewer for that document at the time of production After images are created the Relativity Image Count field is generated By utilizing the sum function the number of pages in a print job or production can be calculated Be careful when selecting a sorting field Keep in mind that Relativity does not automatica
102. taining to the suit Create a new matter and assign a name number and status value Once completed associate the new matter to your Acme client 6 1 1 Adding a New Matter 1 Select the Matters tab 2 Click the New Matter button Relativity Certified Admin Workbook 18 Matters 0 Selected Item S pecet Column Sizes Export to Excel Show Filte ee Edit Burn 1234 Coffee 12345 Active Dugga 4 217 Margal Edit Manjo 1001 Manjol10 Active Jassal 4 15 Ma Test Test Manjot crez Matter Client for New Matter button Matters Save and Hew New Matter form Relativity Certified Admin Workbook 19 gt Hi John Click the Client hyperlink in the Matter Details form to navigate to the Client Details form 6 1 2 Editing a New Matter Information related to a matter is edited in Admin Mode The exercise below will familiarize you with this process 1 Select the Matters tab Filter to your matter and click the Edit link one i ete tle ea Burn 1234 Coffee 12345 Active Dupea 4 217 Margal Manjo 1001 Manjol 10 Active Jassal 4 15 Mat Test Test Manjat Matter client Edit Matters 3 Note the information you may edit as needed Click Save and Back Relativity Certified Admin Workbook 20 6 2 Special Considerations Consider the following points when dealing with matters Ifyou are a law firm or Premium Hosting client talk with your team about organizing your Rel
103. ters When conducting a proximity search Relativity will highlight every instance of each individual term in hits For example every instance of law and order will be highlighted when your initial search reads law w 3 order This won t affect your search Disregard the individual terms and focus on the desired results The more conditions added to a search the longer it will take to see results Relativity must search on behalf of each individual condition as it relates to the others slowing return time Use as few conditions as possible to speed up the return rate The Dictionary Search will only return the first 2 000 results If your search has more than 2000 hits the Dictionary search will display the following message Only 2 000 results returned Regular expression searching provides a way to search for advanced combinations of characters A regular expression included in a search request must be quoted and must begin with Consider the following when using regular expression searching o A regular expression must match a single whole word o A regular expression is like the wildcard in its effect on search speed the closer to the front of the word the expression is the more it will slow the searching The Search Terms Reports allows you to input a list of search terms Based on these terms a report is generated that shows the document count for each search term hit A field is created that houses the
104. ters in all languages Your selection is the language that SQL will use to optimize its index Each language has its own rules for stemming and word breaking and SQL can account for these differences If you are using multiple languages choose the one with the most complex stemming and word breaking rules For instance if your workspace includes primarily Chinese but some English language documents select Chinese Use the keywords or notes section to record additional information related to the workspace 10 Installing Relativity Client Side Programs Before relevant documents can be imported into your workspace and viewed you must install the Relativity Viewer and Relativity Desktop Client You must have administrative rights on the client machine in order to perform installations 10 1 Scenario Now that you have created your workspace you are ready to populate the workspace with documents to be viewed and marked up by authorized users Beforehand you must install the Relativity Viewer and Relativity Desktop Client Now follow this exercise to download the training files you will eventually import into your Relativity environment Go to http drop io relativitytrainingfiles6 Click on RelativityTraining rar Select Download Enter the verification prompt Click Save eee er Relativity Certified Admin Workbook 34 Once you have installed the viewer and downloaded your training files download the R
105. tion to ensure correct matching Note the field for Relativity Native Time Zone offset This allows you to designate how many hours are added or removed from GMT time for the date time display in the viewer For more information see the Admin Manual section on Fields A tally is similar to a summary report it outlines the values of a field and the count for each After receiving your results the data can be exported to an external file 12 2 2 Loading Error Handling and Load Quality Control When previewing the load file the first 1 000 documents are displayed When the system checks for errors the entire load file is covered Relativity will not import any part of a document with errors The Relativity Desktop Client will separate any documents containing errors into a document level load file o When errors are found during a check it may be easier to proceed with the load before addressing the error report Some errors may not be identified by programmatic means As such it is a good idea to load data into your adminstaging folder This allows you secure the folder for system administrator view only as well as check for errors before granting access to users Email To and Email From fields might look very similar but can contain completely different data and it is very important to make sure loaded properly 13 Fields Coding and Choices All fields are used to store data about documents but they are used in
106. tional grouping criterion the vertical axis and the fields to be tallied the horizontal axis For more information on reporting see the Relativity Admin Manual section on Summary Reports 15 1 Scenario So far you have accomplished the following Imported the load file and performed a quality check to ensure it was imported correctly Created a responsiveness field with choices that allow users to identify documents as Responsive Not Responsive or Not Sure Created a layout with associated categories and fields where users may assign responsiveness values The first level review is underway In previous sections you loaded data into your workspace and tagged documents with responsiveness values The workspace manager has asked you to provide a report detailing how many documents have been tagged with each value per custodian Relativity Certified Admin Workbook 67 Using Relativity s reporting feature you will produce a summary report providing a count of the documents tagged with each respective responsiveness value 15 1 1 Creating a New Summary Report The exercise below will familiarize you with creating summary reports Documents Review Batches Summary Reports Hot Docs Issue Taps New Summary Report button Relativity Certified Admin Workbook 68 Report Information ES rv EEEE todian us Clear Columns New Report form Pick Report Columns 4
107. tive file The format is something Relativity Certified Admin Workbook 146 negotiated with every case There is not one standard method of production 31 2 Case Initiation There are various types of law firms and various departments within those firms Some examples are bankruptcy criminal employment intellectual property litigation real estate securities and taxation Generally cases that involve a large volume of documents that need the help of a database are litigation although other legal groups are adopting technology as well Legal action involves two parties The Plaintiff for a case files the Complaint This is the initial document filed with the court system The Complaint outlines the alleged facts of the case and the basis on which a legal remedy is sought The Answer to this complaint is filed by the Defendant It must be filed within a specified period of time and it either admits to or more typically denies the factual or legal basis for liability The typical sections to a complaint include Jurisdiction explains why the complaint was filed in the court it was filed in Parties lists the names of the plaintiffs and defendants and the roles they play in the story Facts the story of the alleged incident leading to the filing of the complaint Counts the theories of law that the plaintiff hopes to recover under Conclusion the damages requested by the plaintiff monetary or otherwise
108. tivity that user must be associated with a group where security permissions are defined to view a workspace and its documents Thus a user cannot perform any actions inside Relativity until security permissions have been assigned rt to Excel Show Filters Clear Al Items 1 25 of 87 Med P E mail Address Reset Password T Edit Service Account ntg ke ul Reset Password Edit Larkin Evan Reset Password m Edit WNalukurt Christina cnalukurti keura com Reset Password EEE EE Reset Password Edit Mackie Kit Reset Password Edit Dwaram Ron rdwaram kecura com Reset Password New User button Advanced Search Default drives the user s default search owner value The property s default value the option set by default when creating a new user is configurable on a system level Refer to the Relativity Configuration Table for more details Relativity Certified Admin Workbook 22 Relativity passwords must be at least 8 characters and contain at least one of each of the following 1 upper case character 1 lower case character 1 number and 1 non alphanumeric symbol rH Users gt Hi John User Information BetaUser ye v Change Settings Enabled v l cear Change Password Enabled w bd Maximum Password Age o i User Login Details Invalid Login Password Expires Herc rte Viewer v Native Viewer Cache Ahead Enabled w User Setti
109. to load an identically formatted load file into your workspace 12 1 2 Checking Your Load File Now that your data is loaded into Relativity you will conduct a quality control check on the load file to make sure that it was imported correctly Relativity Certified Admin Workbook 50 10 Right click on the new folder select Rename then type Custodians 11 Using drag and drop move each of the top level folders from adminstaging to the Custodians folder Although you imported all metadata fields in your load file only the control number is currently displayed to your users There is only one view which displays Control Number There is only one layout which does the same Usually your workspace will already contain views and layouts that correspond with the metadata you are loading However it is important to note that some information may not be readily accessible to your users even if it has been loaded in the database 12 1 3 Installing the Relativity Viewer 1 Switch to Workspace Mode Open any workspace and launch a document 3 This will install the Relativity viewer Installation should begin automatically If not please refer to Workstation Configuration manual 12 1 4 Tally Documents by Custodian Now that your data is loaded into Relativity you will run a tally to find out the breakdown of documents per custodian 1 Select the Documents tab In the Mass Operations bar at the bottom of t
110. u will create a new group and make your user a member Note that adding a user to a group is an environment wide rather than workspace level task 8 1 1 Adding a New Group 1 Select the Groups tab 2 Click the New Group button Clients Matters Users Groups Views Choices Agents Errors Paes Al Groups Y GA Eg 0 Selected Item s E p Hame lt Feb26 Groupi ystem E Edit Feb26 G p System G AUSTIN CO0EAtOrS VELLAI F Edit Austin Litigat System G A lest USers YSE E Edit Beta Test U System G On roup PELLI Edit Bond G p System G nsina Grou l PELLI Edit Christina G p Edit System G Client Group ystem Edit ClientxG p System G Ce REVIEWETS Scam Edit Coffee Revi System G New Group button Relativity Certified Admin Workbook 26 Groups Views Choices agents Errors Imaging Queue Manage D Hi Greg New Group form 8 1 2 Editing a Group Group information may be edited in Admin Mode Grou pE 0 Selected Item s System G Edit Beta Test Users Peak Edit Bond Group aren z Edit Christina Group Edit lend Edit ClientXGrou aa Edit Coffee Reviewers TEPERT Edit Groups Relativity Certified Admin Workbook 27 3 Note the fields available for editing Click Cancel 8 1 3 Adding Removing Users from a Group After creating a group users may be added and removed as needed There are two different ways to add users to groups On the Group Details page cli
111. uired fields to determine which documents have been reviewed thus driving your workflow The layout with the lowest order number a user has access to will be their default layout Relativity Certified Admin Workbook 66 Multiple columns should be used only if users are viewing a layout with a multi monitor setup Otherwise the layout will be too cluttered Fields may only be added to a layout once Custom logic can be applied to layouts such that a newly coded item results in automatic action or forces another field to become required For example if a document is marked Responsive it may be necessary for the user to include a sentence explaining its relevance to the workspace These options must be added by kCura or by personnel at your organization specifically trained to create these syncs Multi choice fields can be displayed as check boxes or as a separate pop up window depending on your preference Layouts may be marked as personal or public During document review if the Skip function is enabled and the user clicks the Save amp Next button any documents after the current document that do not already meet the view search criteria are skipped until a document that does meet the criteria is found o For more information on Skip s functionality please see the Admin Manual Appendix C Document Skip 15 Summary Reports Summary reports provide aggregate tallies of field values They are based on an op
112. utomatically see all documents If you wish to exclude the all documents view you will need to overwrite the security 1 Select the Views tab and filter to display only the document views that appear on the Documents tab Relativity Certified Admin Workbook 113 You can find the Document tabs views by filtering the Views list for Object Type Document Visible Yes Documents Review Batches Summary Reports Statistics Search Indexes Al Document Views Egat ra 0 Selected Item s Bates Documents Edit all Analytics Index Similar Documents Edit a CA_Index Similar Documents Documents Edit a Similar Documents Documents Edit gf Search Results Pane View Edit iy WorkspaceMap Fields View Edit gf Linked Oo 0 00 0 0 0 0 00 Edit Link Pane View Views Summary Reports Statistics Search Indexes Wiew Information Edit Permissions button Relativity Certified Admin Workbook 114 Altering security permissions from Overwrite Inherited Security to Inherit Security and vice versa may involve a wait time for 50 000 records or more If this occurs a notification will appear to inform you of the change s impact Security of View Documents Overwrite Inherited Security Inherit Security Migrated demo Admin Users Migrated Demo Super User Migrated Demo Full Admin System Administrators Viewers Change Group Permissions Save Group Permissions View View
113. utton The Name field shows how a search will be displayed throughout the application If you only have one search name it dtSearch If you have more than one name them descriptively e g m dtSearch Full Text 7 dtSearch All Name Fields Relativity Certified Admin Workbook 125 a Ss fom Noise Words Alphabet Letters Originalletter lower case upper case unaccented New Index form If the dtSearch agent encounters a network related error during the build process it will execute up to three retry attempts at 20 second intervals Index Management Full Build Full Build button Relativity Certified Admin Workbook 126 Full Build This will purge all existing data Activate this index upon completion Compress this index upon completion Full Build Confirmation 6 The Full Build dialog box appears Select the checkbox to automatically activate the index after it builds and compress the index Click OK The index may also be activated from the Index Management console after the build Activating the index allows it to be visible in the Search With drop down box Unlike keyword searches that update automatically dtSearch is a managed index Every time you add new documents you will need to perform an incremental build to add them to your index Once your dtSearch index is created you may use it to perform searches in your workspace Your workspace team wants
114. ved by performing three tasks o Manually uninstalling and reinstalling the Relativity Web client Viewer o Adding Relativity as a Trusted Site o Clearing the Internet Explorer Cache 11 Fields Metadata Fields are used to store document metadata and may also be used as coding fields to store user decisions In this section you will create metadata fields Workspace Documents Fields Layouts Choices Relativity Objects For more information about fields see the Relativity Admin Manual 11 1 Scenario Relativity Certified Admin Workbook 36 The data collected from your client has been processed Processing has extracted the files metadata and full text to create a document level load file and a dat file You will use these to load your documents into Relativity The files have been uploaded by the vendor http drop io relativitytrainingfiles6 Before importing your data you must create metadata fields where the data will be stored These fields are based on the data in the load file 11 1 1 Adding Fields The New Field form is used to create and customize workspace fields by choosing from different criteria categories O Selected Item s Edit Document 1st Productiont Edit Document 2nd Production Edit Document ABC Production Edit Search Terms Report Add Terms Edit Document Alert Script Edit Questions Answer Edit Questions Answer by New Field button Relativity
115. view Batches Edit Allen Paul Edit Arnold Johnn Edit Arora Harry Woo gd Edit Badeer Robert Edit choices 3 Note the choices available for editing Click Cancel Exercise completed 13 2 Special Considerations Fields Consider the following points when dealing with fields The Allow HTML field may be used to configure Relativity to throw a text alert of your choice For example consider the field containing the following o lt script gt alert Document contains tracked changes and comments Please be sure to view the document in the native application lt script gt o When the field containing the alert is displayed in a view or layout the HTML is executed and an alert appears stating Document contains tracked changes and comments Please be sure to view the document in the native application Once this alert appears click OK to view the document Familiarize yourself with the list of system fields detailed in the Relativity Admin Manual section on Fields These fields may be useful when working with your workspace o Relativity Compare is a system field that compares the extracted text of two specified documents allowing you Relativity Certified Admin Workbook 57 to understand the key differences This is particularly useful when working with groups of near duplicates or conceptually similar documents This field can be included in any view and will display the Relativity Compare icon
116. what separates the individual columns in the data A csv file uses the comma character The document load file above a DAT file uses a non keyboard character or the ASCII character of 020 By using a character not available on the keyboard or used to create an English word there are no problems with the system interpreting this character in the middle of a word The column delimiter which controls how the columns are enclosed for the above item is also an ASCII character 254 Below are the first two lines from a load file with three fields The first line lists the field or columns These are delimited in the same method as the actual data bControlNumberpbbAlertScriptbpArtifactIDp bASO00001bppb2894503p The system reads this data one character at a time separating out and passing the text of the columns one at a time The first character is the Quote character which is the container character for everything in the field The system will not load the delimiter characters into the database It continues to read until it sees the next Quote holder and retains all that information and directs that information to the mapped field The column break is next and lets the system know that the next Relativity Certified Admin Workbook 154 field gets fed information The information within the Quote characters is pulled into the system Notice in this group that the second field AlertScript has nothing in the load file This will just quick
117. xport internally saves costs of collection from an outside company Determining what data is available and culling out what is not relevant based on terms and dates is part of the early case assessment The amount of data that ultimately needs to be reviewed determines the time frame the number of attorneys and production deadlines Figuring out this initial plan is the early case assessment that can guide the case towards a quick resolution a settlement based on the estimated total costs or full speed review and production 31 3 2 Review After the documents are collected from the client a review is done to determine relevance to the case The scope of what is produced comes from the opposing counsel document request The document request can determine the relevant dates names and subject matter Using this scope against the documents retrieved from the client the review planning process can begin Reports are run on document types and size to determine the number of reviewers necessary and the hours it will require to create a first production One way of reducing the total count of documents is deduplication Often multiple people work on a project and many of the emails are to and from the same members of the group The same email might reside in five different email boxes since multiple people were copied on the email There might be duplicate emails on one person s machine if they file an email into two or more folders for organiz

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