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Litigation Support

Litigation Support . Click to continue to next page. Introduction. Document Coding We process project specific litigation document coding to individual specifications, providing our clients with instant access to on-screen documents .

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Litigation Support

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  1. Litigation Support Click to continue to next page

  2. Introduction Document Coding • We process project specific litigation document coding to individual specifications, providing our clients with instant access to on-screen documents.

  3. We have skilled coders and QC staff who are dedicated to legal coding, and have a thorough understanding of legal terminology and documentation. They are specialized in defining the logical boundaries of the documents, extracting the specific data content from the documents in wide attachment range to create database information for clients.

  4. We work with all kinds of database formats like MS-Access, MS-Excel, ASCII file and XML formats. Our validation programs ensure the highest level of accuracy. We output the data compatible to suit our client’s requirement.

  5. The areas of processing are broadly classified into the following categories: • Limited Bibliographic Coding. • Full Bibliographic Coding. • In-Text coding.

  6. Limited Bibliographic Coding:This includes the coding of Beginning Bates Number, Ending Bates Number, Beginning Attachment Number, Ending Attachment Number, Document type and Document Date. Full Bibliographic Coding: This includes the coding of Beginning Bates Number, Ending Bates Number, Beginning Attachment Number, Ending Attachment Number, Document Type, Document Date, Title, Author, Author affiliation, Recipient, Recipient affiliation, CC, Bcc their affiliations and Document characteristics etc. In-Text Coding:In addition to all the fields coded in” Full Bibliographic Coding” the names and the keywords mentioned within the text of the documents are also captured.

  7. Workflow Process • As soon as the coding Manual is received the same is reviewed by the Project Manager, QA Team and Training Team at the Operations center. • In case of any queries, questions will be sent to the Client for clarification in the form of a Decisions Log. • Upon receipt of the Decisions Log, the response from the client is relayed to the responsible member on the specific project. • Once the staff are instructed on the specific project specifications they are required to undergo a test score of at least 98% or greater so as to be approved to work on that project. Failing to achieve the required minimum score the concerned person is disqualified to work on that particular project and has to undergo the entire training process again. • Please refer to the flow chart given below:

  8. Coding Manual is received The coding Manual is reviewed by PM, QA & Training Team Leader Queries Decision Log is created. D-log Sent to client for the responses. Training is imparted to staff. The staff is given a test and are required to attain >= 98% marks. If Marks >= 98% Goes back for the training. Coding Begins

  9. Coding QC QA Output Delivered

  10. Coding Workflow Once the training is complete and the coders meet the minimum standards the process of actual coding begins. The data received in the form of Loadset / CD / Batches are divided into the set number of jobs and the same are allotted to the most appropriate team for capturing the Beginning Bates Number, Ending Bates Number, Beginning Attachment Number, Ending Attachment Number and Document Type. Upon the completion of the unitization the jobs are allotted to the coders for coding. The coder after analyzing the documents captures the required information from the document.

  11. Data received from Client A The Loadset / CD / Batches are divided into Jobs Is unitization required? The Jobs are transferred to the most appropriate team for the Unitization The Jobs are given for the coding. After the coding is complete the process of QC begins. QC is done 100% on all the coded fields. 10% QA sampling is done on each Loadset / CD / Batch / Job If QA>= 97.5 % Data delivered to Client.

  12. A Data is received fromClient A program is run on the images to ensure that the data is received as per the index file. Does the data match with the Index file? Client is informed about the mismatch and the data is then replaced by the client. The data received is ready for process.

  13. QC Work Process • 100% QC is done on all the fields. • A separate dedicated team is assigned for this purpose. • Any error detected is recorded in the Error Sheet at the time of QC so that proper feedback can be given to the coders about their performance and identify areas of improvement. • The QCers also work as mentors for the Coders.

  14. QA workflow • After the completion of QC, 10% of the documents are selected on a random basis for doing the QA. • These documents are closely checked with the coding specification and the percentage of accuracy is calculated. • In case the accuracy is less than 97.5%, the project is sent back for recoding. • The output is generated only if the project attains the minimum 97.5%. • After generating the output a thorough check is done with respect to the formats and the specification. This is done to enable the client to upload the data on its database without any problems. • Given below is the flow chart of the QA process:

  15. After 100% QC the data is received by the QA team 10% of the documents from Loadset / CD / Batches are taken out for the purpose of QA sampling. A thorough checking of all the documents pulled randomly through a program is done at this stage. The errors thus encountered in this process are noted in the QA report. Accuracy is calculated through a mechanized formula. Is Accuracy >= 97.5% Errors are corrected in database and the Output is generated, reviewed to ensure that the data is in the correct format. Data is delivered to client in the required format.

  16. Tracking Of Data • Tracking of data is an important part of this process. At the Operations Center, the information with respect to every single page is kept right from the moment data is received and even after the same is delivered to the client. Given below are some of the key files that are maintained on a daily basis so that each and every page can be tracked till it is delivered to the client. Apart from these files, we also have built in programs for tracking the data. • Downloading Sheet: This sheet tracks the information of data downloaded or yet to be downloaded. • Daily Project Status Sheet: This sheet gives the status of all the projects currently in-house. • On Time Report: Apart from the Project Status Sheet, this sheet gives the data in house and the data delivered, and also the accuracy and timeliness of the delivery. • Daily Production Report:This is maintained on a daily basis by the production team for keeping track of individual’s production rate of coding, QC etc.

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