1. 13
YEARS
11/2000 – 11/2013
Valora Records Management & Information Governance (RMIG) Specific Customer Example: Brand Integrity / Product Liability
2013
Confidential

2. Valora Technologies
Bedford, MA software firm specializing in document, data & Content repositories.
World experts in the automated analysis and processing of documents
100 staff, 200+ clients, 1,500,000 pages every week
Customers: corporate legal departments, government agencies, law firms, and litigation support/records companies
Target market: 110 billion documents being reviewed & stored each year
Objective: to overtake traditional database creation (manual data entry), analysis (search, review) and workflow (retention, production, routing) with high quality, low cost, scaleable technology
Provide cost competitive litigation/records work in the United States
Provide seamless integration between paper & electronic documents

3. Valora’s Document Processing Center
State-of-the-art facility in Bedford, MA
10,000+ square feet
Alarmed, double-key entry, plus swipe cards security systems
Auto-heating and cooling systems
Capacity up to 2,000,000 docs/week (10,000,000 pages)
DOJ-certified location
23 Crosby Drive
Bedford, MA 01730

4. Who We Serve
Corporate Legal Departments with complex document/data/content management needs
Litigation
Compliance
Records
Information Governance
Government Agencies with limited resources for document/data/content monitoring, analysis, management
Investigations
Law firms and Service Providers who support these entities

5. How Valora Approaches RMIG
Needs Assessment
Objective. What is the client trying to achieve? What information do they need and where does it live?
Status Quo. What is the current approach (if any)? Where could it be improved?
Resources. What is the realistic working budget available? What is the desired goal for ongoing activity? What are the practical limitations?
Implementation & Processing
Kick-off meeting to ensure agreement, resources and timeline
Daily/weekly status reporting
Delivery milestones
Regular client feedback, iterations as needed
Workflow Design
What systems, tools and processing capabilities will be required? What customization?
What timeline for implementation & ramp-up? What time pressure restrictions? Backfile vs. Day Forward?
Who will perform each step? Who will monitor outcomes? What reporting structure & frequency?
Ongoing Management & Evolution
Hosting of files, index fields and Data Visualization & Analysis
Periodic re-evaluation
Steady-state transition
Documentation & Reporting
Alerts for Unusual Activity

6. What We Do
Utilize technology to understand and interpret documents (or files, or records, or streamed text, etc.)
Probabilistic Hierarchical Context-Free Grammars
Statistical Pattern-Matching
Tag documents with as many attributes and indices as possible
Analyze those tags, along with text, and other clues, to provide a disposition on documents
Report the results in a variety of ways.
Ultimately, Valora is a Consulting Service Provider, utilizing our own, highly customized tools to deliver excellent, timely and highly cost-effective work product to our clients.

7. Valora Services: High Level Overview
Brand New!
Video Coding
Content Tagging

8. Sample Project: Product Liability/ Brand Integrity Database
The Problem: How to organize and manage a constant stream of incoming and available documents regarding key topics, parties and geographic regions of interest?
Receive documents from numerous sources with organized Intake
Avoid and eliminate duplicates
Add additional processing as needed
Catalog and assess documents for attributes, content and suitability to multiple purposes
Store documents, files, images, text and indexed & derived data in easy-to-use, secure online hosting environment
Track and display vital connections, relationships, trends & forecasts
Perform work on a continual basis with a modest budget

9. Sample Project: Product Liability/ Brand Integrity Database
The Solution: Utilize Valora’s PowerHouse AutoServices & BlackCat DataVisualization Platforms
PH to Intake, Evaluate and Index documents
BC to provide online access
Monthly “all in” subscription model
Divide project into 3 Phases:
Phase 1: Intake, process, host and manage 5 year Backlog
Phase 2: Add/Build custom configurations (Rules) to create highly functional and customized database of information
Ex: custom fields added for “Illicit Activity” and “Government Agencies mentioned”
Phase 3: Open Day Forward Intake to world news media sources, with appropriate filtering & permissions in place

10. Phase 1: Backlog
[LAW FIRM]
Receive entire known collection of existing repository docs
Organize and index (code) each document
Custom coding specifications from [LAW FIRM]
Near duplicate identification
Text extraction & file conversion
Data visualization (analysis) and hosting
Setting the stage for Day Forward (Phase 2)

11. Phase 2: Day Forward Move from BackFile to Day Forward
Incorporate new documents as they are created or sent
Become part of regular document management workflow
Implement custom document incorporation rules
Formalized selection basis
Single, best copy (non-duplicates)
Indexing on the fly
Implement document retention rules
Relevance scoring Ob
Implement custom data capture & reporting
Unique fields for monitoring illicit behavior, high priority geographic regions, and government agency activity

12. Phase 3: Beyond Your Walls
Move from Internal Day Forward to External Day Forward
Incorporate new documents as they are created, broadcast, ruled
Actively “mine” for relevant documents
Media outlets, Courts, Academia..
Internal sources?
Other sources?
Implement external document incorporation rules
Formalized selection basis
Single, best copy (non-duplicates)
Indexing on the fly
Implement external document retention rules
Relevance scoring
Obsolescence planning

13. External Day Forward Source Mining: Where Docs Come From
Traditional Media
Internet
Government & Academia
Analysts
Courts

14. External Day Forward Rules Funnel: Deciding Which Docs “Get In”
PowerHouse Filter (Relevance)
CLIENT
PowerHouse Filter (Duplicates)
Provisional Approval
BlackCat

15. Retention Rules Funnel: Deciding Which Docs “Go Out”
BlackCat
PowerHouse Filter (Relevance)
CLIENT
PowerHouse Filter (Obsolescence)
Provisional Approval
Removal

16. Day Forward & Retention Rules A set of written, executable rules that govern the following:
Sourcing & Acquisition
Which docs should be included?
How to identify, classify, limit and ensure the proper set?
How prevent duplication?
How modify inclusion basis over time?
Storage, Classification & Access
Where should each doc live?
Should it be downloadable, printable, or forwardable?
Who should have access to this material?
Where, when and on which devices?
Who will govern access, conflicts and decisions?
What metadata (coding) is helpful to maintain per document?
Should there be alerts for highly important material?
Obsolescence
When should documents be removed?
What is the removal process?
Deletion or offline?
Notifications? Overrule? Undo?
What remains of the former doc or content?

17. Valora Technologies, Inc.
Thank You!
For More Information:
Valora Technologies, Inc.
101 Great Road, Suite 220
Bedford, MA 01730