Manage Review Process

In Enterprise, the review process for your case documents is managed through two mechanisms:

  1. Review Passes allow you to manage the review. For example, a first pass review may be used to quickly identify documents as responsive versus non-responsive, while a privilege review pass would be used to identify documents for privilege and the specific privilege reason. Review passes are created and managed on a case-by-case basis in the Enterprise Review environment.

  2. Individual batches are assigned to individual reviewers. They allow you to efficiently divide the work, assign it to the correct individuals, and monitor progress. Individual batches are created as part of Review Pass creation.

 

This page contains the following content:

How Documents are Organized into Batches

Batch Management FAQ:

Q. Is the overall progress of batch management tracked in Review the same way it is done in Eclipse?

A. Yes. Often this is done through a Review Manager or Attorney tracking the overall progress in the Batch Management screen.

 

Q. Can batches be checked out by other reviewers?

A. Yes. Specific reviewers who have the proper expertise can check out batches.

 

Q. Is there a way to allow manually checking out a batch before a specified timeout? Will the same batch be returned?

A. There is a feature that allows manually checking out a batch before a specific timeout; 30 minutes is the default, and the timeout period can be reconfigured through SQL. However, when the batch is checked back in, it is partially complete, so the next user/reviewer who selects that review pass could get that same batch. This works just as if the batch timed out and was placed back into the pool of available batches.

 

For more FAQ about ECA & Review, see Review FAQ.


Basic Organization

By default, documents in a review pass are separated into batches in numerical order by image key (BEGDOC field). If you define a batch size of 100 documents, the first batch will contain the first 100 documents in the review pass, in order by image key.

The options described in the following paragraphs allow other methods of organization.

Category Grouping

When a review pass is defined with the Batch by Category option, documents are grouped by a selected “category.”

For example, you might group documents based on a DocType  field, in which case all like documents (.MSG, .DOC, .XLS, etc.) will be grouped into batches based on batch size.

Categories are definitions of a specific field: group documents into batches according to a specific field’s category definition.

Include Family Documents

Fields can be defined with the Allow Group By option set to Yes. By default, the BEGATTACH and MD5HASH fields are defined with this option.

When such fields exist, they can be selected as the Family Field during batch creation. The Family Field option ensures that all family documents are kept together in batches.

Typical uses include:

When a family field is defined, Enterprise Review groups documents into batches sequentially by image key plus all family documents associated with the documents encountered as the batches are created. Thus batch sizes may vary quite a bit.

Batching Order

In addition to grouping by category and/or including family documents, documents can be sorted for batching by the content of up to three fields (Batching Order 1, 2, and 3). In this case, documents in the review pass are sorted by the selected field(s) and then organized into batches.

For example, you might sort by a date field, in which case, documents in the review pass will be sorted by date and batches created starting with the earliest date.

If you group documents by a category and also sort by date, batches will be based on the category field and organized secondarily by date.

If you want to include family documents and sort by a particular field, family documents must share the same sort-field value as their “parent” document. Otherwise, sorting will take precedence and family documents will not be kept together with their parent in a batch.

For example, if you include family documents and also sort by a date field, if document ABC-0001 has a date of 01/01/2014, then for its family documents to be included in its batch, all family documents must also have a date of 01/01/2014. If family documents do not all have the same date, then all documents will be organized into batches based on the date field.

Configuration Task Order

Before creating a review pass, fundamental Eclipse configuration must be completed (managing client, case, users and user groups).

Permissions Required

All members of the Super Admin group can manage review passes and batches. Others who have the Create and Manage Batches permission can also perform these tasks.

Before You Begin

As with other administration activities, planning will help ensure the best outcome. The following steps will help you efficiently create review passes:

  1. Identify the managing client and case for which review passes are being defined.

  2. Determine the purpose and scope of each review pass. For example:

    • Is this an initial pass to identify irrelevant or illegible documents, or a more specific pass, such as to identify and tag all privileged information?

    • Which documents should be included? (For example, a review pass might be based on a specific field category value.)

  3. This information will allow you to identify and save the search to be used for the review pass. See Work with Saved Searches for additional information.

  4. Give some consideration to naming conventions for review passes so that names are meaningful and consistent.

  5. Identify the user group(s) who will work on each review pass.

  6. Decide whether or not documents should be grouped by category and/or a family field as discussed in How Documents are Organized into Batches.

  7. Continue with Review Pass Basics.

     

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