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<< Click to Display Table of Contents >> Navigation: Document Review > Productions |
Once a document collection review is completed, documents typically need to be produced to opposing parties. Database administrators prepare the electronic production using Concordance Desktop and the viewer or Concordance Desktop Image based on queries or tagged sets of documents that are identified for production during the review phase.
As part of the production process, a new set of images are generated for documents that need to be produced. A Bates number series is then applied to all pages of all documents included in the production, with the option of burning or fusing the numbers to the image during the process. This number series usually differs from that of your internal collection. You can then track what has actually been produced and your Bates number series for the production is sequential with no gaps in the numbering.
Redactions or other markups can be burned to the images during production so that they cannot be altered. Confidentiality headers or footers can also be burned to the images during production. Production numbers are usually cross-referenced to those in the original review collection.
If the Concordance Desktop administrator included fields for production numbers in your database, these numbers are then written to the production number fields during the production process. Later when you look at your internal document collection, you are able to see the production number for any documents that were produced.
For multiple or rolling productions, tags or sequentially numbered production fields are tracked for which production series a document was produced under. For example, fields named BEGPRODNO1/ENDPRODNO1, BEGPRODNO2, ENDPRODNO2, etc.
The output generated by an electronic production in Concordance Desktop is a set of images or PDF files and an image load file. Both the production image set and the load file are typically burned onto CDs or DVDs (or for very large collections, an external hard drive). Output volumes, such as CDs or DVDs, are labeled to track the production series.
For native file productions, the set of documents to be produced is typically converted to TIFF or PDF formatted files during production. Organizations need to adhere to proper forensic procedures for handling native files.
For Concordance Desktop databases, the Native File Production produces a copy of the original native file. The produced document does not include any annotations or markups.
The output from a production from Concordance Desktop is a set of image or PDF files and an OPT file. The output generated depends on production requirements agreed upon with opposing counsel. A best practice is to know in advance what the recipient needs for output format. The database administrator can collaborate with someone from opposing counsel’s technology department to determine their exact needs.
Administrators can also export specific fields of data and OCR from Concordance Desktop to include with the production. OCR text files are generated using a Concordance Desktop CPL (script).