1. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Organizing Documents From Disorganization to War Room

2. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 DEVELOPING INFORMATION RETRIEVAL SYSTEMS Maintaining Original Organization War Rooms

3. © 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

4. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Bates Numbers Organizational vs. Production numbers Simple vs. Complex numbers

5. © 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

6. © 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

7. © 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

8. © 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

9. © 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

10. © 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

11. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Bates Numbering Documents Organizational vs. Production numbers Simple vs. Complex numbers

12. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML01-00001 –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML002317-LVCORP00001 –Producer, construction spec number, location, corporate division, and page number

13. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML01-00001 –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML002317-LVCORP00001 –Producer, construction spec number, location, corporate division, and page number

14. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML01-00001 –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML002317-LVCORP00001 –Producer, construction spec number, location, corporate division, and page number

15. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Simple vs. Complex Bates Numbers Simple - ML00001 –Indicates Producer and page number Complex - ML01-00001 –Producer, RFP number, and page number Complex - ML-CORP00001 –Producer, location, and page number Complex - ML002317-LVCORP00001 –Producer, construction spec number, location, corporate division, and page number

16. © 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

17. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Box Labels

18. © 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

19. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number

20. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number

21. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number

22. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number

23. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Creating a File Index Title Description Date(s) Notes Bates Number

24. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 File Labels Bates Number File Title Matter Name & Number

25. © 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

26. © 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

27. © 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

28. © 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

29. © 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

30. © 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

31. © 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

32. © 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

33. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 DEVELOPING INFORMATION RETRIEVAL SYSTEMS Maintaining Original Organization War Rooms

34. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 War Room

35. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 War Room Shelves Boxes Directory Supplies

36. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 RESPONDING TO DOCUMENT PRODUCTION REQUESTS Client Preparation Document Review Production

37. © 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

38. © 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

39. © 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

40. © 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

41. © 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

42. © 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

43. © 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

44. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 RESPONDING TO DOCUMENT PRODUCTION REQUESTS Client Preparation Document Review Production

45. © 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

46. © 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

47. © 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

48. © 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

49. © 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

50. © 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

51. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 RESPONDING TO DOCUMENT PRODUCTION REQUESTS Client Preparation Document Review Production

52. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant

53. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant

54. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant

55. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Production CCP 2031 –“Usual Course” order –“Demand order” Production Attendant

56. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

57. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

58. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

59. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

60. © 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

61. © 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

62. © 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

63. © 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

64. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

65. © 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

66. © 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

67. © 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

68. © 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

69. © 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

70. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 TRACKING PRIVILEGE Privilege Review –Definitions –Document Marking Pulling Documents Redacting Documents Redaction Index/Privilege Log

71. © Hanson Bridgett Marcus Vlahos & Rudy, LLP 2002 Redaction Index/Privilege Log Bates Number (or Privilege Document No.) Date Description Privilege