© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizing Documents From Disorganization to War Room
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 DEVELOPING INFORMATION RETRIEVAL SYSTEMS Maintaining Original Organization War Rooms
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Maintaining Original Organization Physical Organization (paper-based) –Bates Numbers –Box Labels –File Index & Labels Logical Organization (image-based) –Subdirectories –Folders –Files
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Bates Numbers Organizational vs. Production numbers Simple vs. Complex numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizational vs. Production Bates Numbers Organizational Bates Numbers –Replicates Original Organization –Allows for Relevance and Privilege Review Production Bates Numbers –Replicates Production Organization –Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizational vs. Production Bates Numbers Organizational Bates Numbers –Replicates Original Organization –Allows for Relevance and Privilege Review Production Bates Numbers –Replicates Production Organization –Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizational vs. Production Bates Numbers Organizational Bates Numbers –Replicates Original Organization –Allows for Relevance and Privilege Review Production Bates Numbers –Replicates Production Organization –Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizational vs. Production Bates Numbers Organizational Bates Numbers –Replicates Original Organization –Allows for Relevance and Privilege Review Production Bates Numbers –Replicates Production Organization –Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizational vs. Production Bates Numbers Organizational Bates Numbers –Replicates Original Organization –Allows for Relevance and Privilege Review Production Bates Numbers –Replicates Production Organization –Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizational vs. Production Bates Numbers Organizational Bates Numbers –Replicates Original Organization –Allows for Relevance and Privilege Review Production Bates Numbers –Replicates Production Organization –Identifies Production Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Bates Numbering Documents Organizational vs. Production numbers Simple vs. Complex numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML LVCORP00001 –Producer, construction spec number, location, corporate division, and page number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML LVCORP00001 –Producer, construction spec number, location, corporate division, and page number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML LVCORP00001 –Producer, construction spec number, location, corporate division, and page number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML LVCORP00001 –Producer, construction spec number, location, corporate division, and page number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Maintaining Original Organization Physical Organization (paper-based) –Bates Numbers –Box Labels –File Index & Labels Logical Organization (image-based) –Subdirectories –Folders –Files
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Box Labels
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Maintaining Original Organization Physical Organization (paper-based) –Bates Numbers –Box Labels –File Index and Labels Logical Organization (image-based) –Subdirectories –Folders –Files
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 File Labels Bates Number File Title Matter Name & Number
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Maintaining Original Organization Physical Organization (paper-based) –Bates Numbers –Box Labels –File Index & Labels Logical Organization (image-based) –Subdirectories for Boxes –Folders for Folders –Files for Documents
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Box and Folder-level Organization Bates Number File Names Easy to Find Correct File Maintaining Original Organization Image-based Systems - Good
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Box and Folder-level Organization Bates Number File Names Easy to Find Correct File Maintaining Original Organization Image-based Systems - Good
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Box and Folder-level Organization Bates Number File Names Easy to Find Correct File Maintaining Original Organization Image-based Systems - Good
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 No Physical Context Indistinct File Names No Bates Numbers Difficult to Find Correct File Maintaining Original Organization Image-based Systems - Bad
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 No Physical Context Indistinct File Names No Bates Numbers Difficult to Find Correct File Maintaining Original Organization Image-based Systems - Bad
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 No Physical Context Indistinct File Names No Bates Numbers Difficult to Find Correct File Maintaining Original Organization Image-based Systems - Bad
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 No Physical Context Indistinct File Names No Bates Numbers Difficult to Find Correct File Maintaining Original Organization Image-based Systems - Bad
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 DEVELOPING INFORMATION RETRIEVAL SYSTEMS Maintaining Original Organization War Rooms
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 War Room
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 War Room Shelves Boxes Directory Supplies
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 RESPONDING TO DOCUMENT PRODUCTION REQUESTS Client Preparation Document Review Production
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Client Preparation Review Demands Client Meeting –Provide Simple Translation of Demands –Get Client Corporate Organization –Get Document-control System Index –Get Names and Phone Numbers Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Client Preparation Review Demands Client Meeting –Provide Simple Translation of Demands –Get Client Corporate Organization –Get Document-control System Index –Get Names and Phone Numbers Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Client Preparation Review Demands Client Meeting –Provide Simple Translation of Demands –Get Client Corporate Organization –Get Document-control System Index –Get Names and Phone Numbers Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Client Preparation Review Demands Client Meeting –Provide Simple Translation of Demands –Get Client Corporate Organization –Get Document-control System Index –Get Names and Phone Numbers Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Client Preparation Review Demands Client Meeting –Provide Simple Translation of Demands –Get Client Corporate Organization –Get Document-control System Index –Get Names and Phone Numbers Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Client Preparation Review Demands Client Meeting –Provide Simple Translation of Demands –Get Client Corporate Organization –Get Document-control System Index –Get Names and Phone Numbers Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Client Preparation Review Demands Client Meeting –Provide Simple Translation of Demands –Get Client Corporate Organization –Get Document-control System Index –Get Names and Phone Numbers Preliminary Inspection
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 RESPONDING TO DOCUMENT PRODUCTION REQUESTS Client Preparation Document Review Production
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Use Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Review Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Review Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Review Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Review Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Document Review Create & Review Procedures Manual Beforehand Create File Index Marking Documents –To be Produced –Not to be Produced –Issues –Production Request Numbers
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 RESPONDING TO DOCUMENT PRODUCTION REQUESTS Client Preparation Document Review Production
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Pulling Documents Pull Original Insert “Privileged Document” Marker Keep Original with other non-production Privileged documents Create Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Pulling Documents Pull Original Insert “Privileged Document” Marker Keep Original with other non-production Privileged documents Create Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Pulling Documents Pull Original Insert “Privileged Document” Marker Keep Original with other non-production Privileged documents Create Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Pulling Documents Pull Original Insert “Privileged Document” Marker Keep Original with other non-production Privileged documents Create Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redacting Documents Pull Original Redact Copy –Redaction tape –Black marker –Redaction stamp Insert Redacted Copy Create Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redacting Documents Pull Original Redact Copy –Redaction tape –Black marker –Redaction stamp Insert Redacted Copy Create Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redacting Documents Pull Original Redact Copy –Redaction tape –Black marker –Redaction stamp Insert Redacted Copy Create Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redacting Documents Pull Original Redact Copy –Redaction tape –Black marker –Redaction stamp Insert Redacted Copy Create Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redacting Documents Pull Original Redact Copy –Redaction tape –Black marker –Redaction stamp Insert Redacted Copy Create Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log
© Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redaction Index/Privilege Log Bates Number (or Privilege Document No.) Date Description Privilege