Manage Keyword Lists

As an Enterprise Review administrator, you have the ability to define lists of related search terms (words, phrases, or expressions) of particular importance, and find documents containing these terms. Keyword searching is a basic text search of all indexed fields.

Keyword searching can assist you with document management, review, and other tasks. For example, keyword searching can be used to identify the documents needed for a specific review.

Note: In the topics, “keyword” and “keyword term” refer to the word, phrase, or expression that is defined for keyword searching.

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Before you get started working with keyword lists, you might want to watch the Keyword List Management video.

ClosedClick here to watch the Keyword List Management video

Keyword List Management video

The following video provides a basic review of Keyword List Management. The purpose of the video is to help you:

  • Learn how to schedule Key Word List jobs
  • Learn how to manage the terms and phrases on the list
  • Save keyword hits to metadata fields and a tag group

Note: The video above relates to a version of Enterprise that came out before the latest release. The functionality described in the video is accurate, but the UI may have since changed.

Results of a Keyword Search

Reported information

The following summary information is reported in Enterprise Review:

Information

Description

Summary information (for entire case)

Documents in scope

Number of documents in the case.

Distinct Documents

Number of documents containing one or more keywords. Each document containing search matches (hits) is counted once (regardless of how many hits are in the document).

Distinct Docs with Family

Number of Distinct Documents plus their family members.

Detailed information (for each keyword)

Status

The status for each keyword will be one of the following:

  • Not Started: A search for the keyword has not yet been run.

  • Completed: The search has been run; results are complete and up-to-date.

  • Out of Date: Something in the case has changed such that the keyword search results are not current. (Results become out of date when case changes occur such as new documents being added or reviewers editing data in Record View).

Documents

Number of documents containing at least one instance of the specified keyword. Each document is counted once (regardless of how many hits are in the document).

Documents with Family

Number of Documents plus their family members. Each document within a family is counted once (regardless of how many hits are in the document).

Unique Documents

Number of documents containing only the listed keyword (and no other keywords in the list).

Unique Family Docs

Number of documents in families containing only the listed keyword (and no other keywords in the list).

Unique Family Docs with Family

Number of Unique Family Docs plus all of their family members. Each document within a family is counted once.

Total Hits

Number of all instances of the keyword in all documents.

Date Created

The date and time the keyword was first processed.

Last Modified

The most recent date and time the keyword was processed.

Data Example

The following figure shows three document families with hits for the keywords “Smith” and “Jones,” which are in a keyword list called “Principal Parties.”

This example shows five unique documents (hits highlighted in red) and one unique family (B). The reported data for this example would be as shown in the following table. Review the definitions above to understand this data.

Search Term(s)

Documents

Docs with Family

Unique Documents

Unique Family Docs

Unique Fam. Docs with Family

Smith

6

9

4

2

3

Jones

3

6

1

0

0

Keyword Tags

After a keyword search is run, a tag group based on keywords is created by Enterprise Review when results are saved. This tag group is named KWL_TG_listname, where listname is the keyword list name.

A tag for each keyword in the list is included in the tag group. Tag names include a numerical prefix to prevent duplication, for example “000045_Patient Records.” The tag name for very long keywords may be truncated. Documents containing the keywords are tagged accordingly.

Note: Once a keyword tag group is created, it is available to be added to the tag palette, although this is generally not recommended.

If reviewers need to see the keyword details for documents, it is recommended that the keyword field (discussed next) be added to a coding form that reviewers are using.

Keyword Field

After a keyword search is run, a field is created by Enterprise Review when results are saved. This field contains the keyword search results for each document. This field is named KWL_FL_listname, where listname is the name of the keyword list.

Plan Keyword Lists

For best results, identify the following details to help ensure keyword lists meet the needs of your administrators and reviewers:

  • Keyword lists: determine the types of keyword lists that are needed and give some consideration to list naming conventions.

  • Search terms: identify needed search terms and phrases to be included in each keyword list.

    Note: Keyword search “terms” may include search expressions using Boolean operators and various options. For example:

    automo* will find automobile, automotive, automobility, and any other words beginning with “automo.”

    TO contains (smith or hall) will find documents for which the TO field contains the name smith or hall.

  • Scheduling: determine when and how frequently each keyword list should be run (once or on a schedule). Keyword lists are processed using the Enterprise Review Agent(s).

 

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