1. Meet and confer with opposing counsel.
- Identify your input formats and sources.
- Determine which endorsement patterns (Bates, etc.) will be used.
- Choose your production formats (load file types, image types, metadata fields, where native placeholders will be employed, etc.).
2. Set up any custom fields.
Configure any custom fields you'll need for both your imported data (i.e. fields that will be handy for your review) and your exported data (required metadata for your production).
3. Set up your export template(s).
Export templates can be used for exchanges/exports/productions.
Each template includes:
- Native file treatment
- Search text (or “OCR”) treatment
- Endorsement template(s) desired
- File naming
- Load file formats desired
- Fields and naming included in load files (load file template)
4. Load data with your export template in mind.
Make sure that any load files you use properly input data into fields that will be available for your review, as well as the eventual production.
5. Check for quality control.
Check that imported documents have come in as expected and that data fields have been populated so there won't be any last-minute surprises at production. This is very important! It's much easier to make corrections and adjustments to how data is fielded early in the process.
6. Before your first production, set up endorsement templates.
An endorsement template includes:
- Numbering pattern
- Any additional endorsements
- Any file types that should have native placeholders used instead of individual page images
7. Break up documents into review folders and review.
8. Place documents to be produced into a production folder(s).
These folders should usually be populated with documents that are responsive (plus) not privileged.
9. Choose "Endorse" on your production folder.
Select the appropriate endorsement template and endorse.
10. Choose "Export" on your production folder.
Select the appropriate export template and generate ZIP files.
11. Download ZIPs.
QC the ZIP files and send them to the receiving parties. Quality control is important. You are ultimately responsible for the files you transmit.
12. Repeat Steps 4-11.
Take care with each step.