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CT Summation

Setting the Stage


A users guide for loading documents and other data into CT Summation products

CT Summation

Setting the Stage


A Users Guide for Loading Documents and Other Data into CT Summation

Published: October 2005 Updated: April 2007

Copyright information

2007 CT, All rights reserved. The information contained in this document represents the current view of CT Summation on the issues discussed as of the date of publication. Because CT Summation must respond to changing market conditions, it should not be interpreted to be a commitment on the part of CT Summation, and CT Summation cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. CT SUMMATION MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording or otherwise) or for any purpose, without the express written permission of CT. CT Summation may have patents, patent applications, trademarks, copyrights or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from CT Summation, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Summation, iBlaze, Blaze, LG, and LG Gold are trademarks of CT in the United States and/or other countries. Microsoft and Windows are registered trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. CT Summation 425 Market Street 7th Floor San Francisco, CA 94105 USA

Contents

introDUCtion Starting a new CaSe Ct SUmmation tableS anD formS

1 3 5 5

Tips for Selecting the CT Summation Table/Form to Use


loaDing image DoCUmentS

7 8 9 9 11 11 13

In-House Versus Outsourced Scanning and Coding: A Case-By-Case Decision Loading a Small Volume of Document Images Dragging and Dropping Single Documents Editing Existing Document/Page Breaks Loading a Large Volume of Document Images
loaDing optiCal CharaCter reCognition (oCr) DoCUmentS

Loading a Small Volume of OCR Documents with the Attach ocrBase Menu Option Using OCR On-the-Fly within iBlaze Loading a Large Volume of OCR Documents Batch Loading OCR Documents with the DII File Loading a Control List
loaDing eDiSCovery DoCUmentS

13 15 16 16 16

19 19

Batch Loading Documents with the DII File

Using the eDiscovery Console for a Small Volume of Electronic Documents and 22 E-mail Using the DII File for a Large Volume of Electronic Documents and E-mail
LOADING TRANSCRIPTS
22

27 28 28 31 32

CT Summation Transcript Formatting Loading Transcripts Using the CT Summation Briefcase Format (SBF) Loading a Small Volume of Individual Transcript Files with Drag and Drop Loading a Large Volume of Individual Transcript Files with Drag and Drop
LOADING VIDEO TRANSCRIPTS

35 36

Loading a Small Volume of Video Transcripts with Drag and Drop Loading a Large Volume of Video Transcripts with the Load Video Transcript Menu Option
DATABASE MAINTENANCE

38

39 39 39 40 41 41

Backing Up, Checking, Packing, and Blazing Backing Up the Database Checking the Database for Errors Packing the Database Blazing the Database
appenDix a: gloSSary

43

APPENDIX B: ADDITIONAL RESOURCES

47

APPENDIX C: CT SUMMATION ENTERPRISE

51

CT Summation | Setting the Stage

Introduction

explore the power of Ct SUmmation blaze lg proDUCtS

In the course of preparing a case, you are generally presented with evidence in various formats: documents (in paper and electronic formats), e-mail (with or without attachments), and transcripts (text only or with synchronized video). CT Summation Blaze LG/iBlaze products give you the power to search and organize the disparate case evidence to build a winning case. But how do you go about getting a paper document, such as a photograph or blueprint, into CT Summation iBlaze? This booklet provides you with a guide to preparing an electronic case and loading the evidence into it. You will also find references to additional resources that will help you with your work.

note: The CT Summation Blaze LG product line is made up of three different editions- Blaze LG, Blaze LG Gold, and iBlaze. These products have three different levels of functionality. For the purposes of this document, the entire CT Summation Blaze LG product line is referred to as CT Summation iBlaze. CT Summation iBlaze has the highest level of functionality of the three editions.

This document pertains to CT Summation Blaze LG/iBlaze Version 2.6 and later. Throughout this document, you will find references to Related Help Topics that provide additional information or more detailed procedures. To access Help, open CT Summation iBlaze and from the Help menu, select Online Help.

CT Summation | Setting the Stage

CT Summation | Setting the Stage

Starting A New Case

To begin loading evidence into a case, you must start a new case that does not contain information. To start a new case:
1.

Related Help Topics Creating a New Case

From the Case menu, select New.

2. 3.

Assign a name to your case and click OK. When prompted click Yes to assign a password to your case or No to create a case that is not password protected.

CT Summation | Setting the Stage

CT Summation | Setting the Stage

CT Summation Tables and Forms

The database in the new case is automatically created with certain default tables and forms ready for you to use. The tables are lists of fields designed with the needs of litigation attorneys, paralegals and other staff in mind. Forms are associated with tables and contain selected fields from the tables. Each form is created for a specific type of user (such as an attorney, a temporary coder, or a paralegal) or purpose (such as coding, reviewing images, or reviewing electronic documents), and includes the fields most commonly used by a certain type of user or to complete a specific task. Although you can customize the default tables and forms, you can also use them successfully as they are.
tipS for SeleCting the Ct SUmmation iblaze table/form to USe

Related Help Topics Form View Basics Overview Selecting a Form to Open Form Editor Overview Accessing the Form Editor

By default, the e-table is selected as the table to use in a case. The e-table includes fields designed to store information for both paper and electronic discovery documents. CT Summation recommends you use the e-table for all new cases, even if your case does not currently include eDiscovery documents. The e-table is better suited for eDiscovery documents, which are assigned a document number, rather than a number for each page within the document. eDiscovery documents that are produced in native format are produced as a file, which includes both the text within the file (or pages) and the document properties (or metadata). Therefore, assigning numbers to the pages would be like numbering only part of a document. The entire file is the item being produced and should, therefore, be numbered as a document. The DOCID field in the e-table facilitates assigning document numbers, yet includes a BATES RANGE field that can be used to record production numbers assigned on both a document and paper level. The Standard table (STDTABLE) is well designed for a simple case that does not include electronic discovery or in which document numbers are not likely to change.

CT Summation | Setting the Stage

The BEGDOC# and ENDDOC# fields make tracking documents on a page level very easy, but make inserting additional pages in a document a bit of a challenge.

CT Summation | Setting the Stage

Loading Image Documents

An image is an electronic picture, whether an actual digital photograph or a computer representation of a paper document. Computer image files of paper documents are created through the use of an electronic scanner, a process known as scanning or imaging. You can scan (and load) documents in-house or use a service bureau to scan them for you. Service bureaus can provide you with a Document Image Information (DII) file to batch load the images into your CT Summation case. Once images are loaded into CT Summation iBlaze, you can add searchable descriptive information about the documents, a process known as coding. Objective coding is the addition of factual information to a document record (such as the author, date, and document type), while subjective coding is recording ones thoughts and comments about a document (such as attorney notes, issues, and summary information). In deciding how best to accomplish scanning and coding, you should first consider whether to conduct these tasks internally or to outsource them. Following is a list of questions you should ask yourself when deciding between in-house and outsourced scanning and coding: Does your firm own scanning equipment and software? If not, then would it be cost-effective for your firm to invest in such equipment and software? Does your firm have personnel and resources allocated to perform scanning and objective coding? What is the cost difference between scanning in-house (including software, equipment, and personnel costs) versus outsourcing? Will the client pay for scanning costs?

Note: Now that you have created a new (empty) case, you are ready to begin loading information and evidence into it. The following sections discuss the various methods for loading case evidence into CT Summation iBlaze and considerations for each (such as, quantity, file formats, and available firm resources).

CT Summation supports the following image formats: TIFF (single or mult-page; black or white) JPEG GIF WMF Note: The Knowledge Base is an additional resource available to customers with a Maintenance plan. To obtain a username and password required to access the Knowledge Base, complete the electronic registration form at http://support.summation.com /knowbase/register.htm. BMP PDF

CT Summation | Setting the Stage

Note: Many CT Summation trainers and resellers are also service bureaus that offer scanning, coding, and electronic evidence processing services. To locate a CT Summation Certified Trainer in your area, visit http://www.ctsummation. com/Solutions/Professional/ TrainerSearch.aspx. For a list of CT Summation resellers, visit http:// www.ctsummation.com/Solutions/ Professional/resellersearch.aspx.

in-hoUSe verSUS oUtSoUrCeD SCanning anD CoDing: a CaSe-by-CaSe DeCiSion

Below is a guide to help you evaluate your responses to the previous questions and determine which option is more appropriate for your current case. Remember that there are no set rules that apply to all cases. Each case is unique, which makes in-house versus outsourced scanning and coding a case-by-case decision.
ConSiDer SCanning in-hoUSe when: ConSiDer USing a ServiCe bUreaU when:

The case documents comprise a small quantity or are received piecemeal. The law firm owns scanning software and equipment. The firm can allocate internal personnel to scanning, coding and/or loading. All coding (objective AND subjective) will be performed in-house. The majority of case documents are already in an image format, such as TIFF or PDF, and do not require scanning.

The case documents comprise a large quantity. The firm either: Does not own scanning software and equipment; or, owns scanning software and equipment that is limited in capacity. The firm does not have internal personnel to allocate for scanning, coding and/or loading. The firm wants objective coding (for example, document date, type, author and so on) to be done prior to the firms internal document review. The majority of (or all) the case documents must be scanned and coded.

CT Summation | Setting the Stage

loaDing a Small volUme of DoCUment imageS


Dragging anD Dropping Single DoCUmentS

The drag-and-drop method is particularly useful when you are handling a small volume of images. In this manner you can add one or more images to either a new document record or to an existing record. Before beginning the process of adding documents to the database, you may want to customize the CT Summation iBlaze and desktop layouts to maximize your screen real estate. The following suggestions can make the process more efficient.
to Set Up yoUr DeSktop:

1. 2.

Double-click the Core Database item in the Case Explorer to open it. From the View menu, select Imaging. Dock the Image Viewer to the side (or top or bottom) of the screen by right-clicking in the Image Viewer title bar and selecting the corresponding docking option. Size the view of the CT Summation iBlaze application to allow room for the Windows Explorer window that you will use to browse to the image files. Open Windows Explorer and size it alongside the CT Summation iBlaze window. This should make browsing and dragging and dropping image files quite simple. If you are adding a document to an existing record, locate that record in the Core Database and click it to make it active. In Windows Explorer, locate and select the images that you want to add to the record in CT Summation iBlaze. Drag the selected images and drop them on the Image Viewer.

3.

4.

Now that your desktop is set up, you can add documents to the database:
1.

2.

3.

10

CT Summation | Setting the Stage

4.

Select whether you want to add the images to the current record (and where in the sequence of pages you want them to start) or create a new record for the selected documents. Click OK after making your choice. If you selected to create a new record, type a beginning document number for that record and click OK to continue. Populate any other fields with information about the document, if desired. Press the F10 key to save the record when you are finished.

5.

6.

7.

8.

The images that you add to the Core Database in this manner will most likely be coded manually. Using lookup tables (pick lists of preset information, such as issues and names) during the data entry process will greatly expedite the coding process. Lookup tables allow you to select from a list the values to populate a designated field without requiring you to type the string of text for each separate record.

CT Summation | Setting the Stage

11

eDiting exiSting DoCUment/page breakS

Use the Add/Edit Image Information dialog box when your documents have already been loaded and coded, but you want to modify the document and/or page breaks. To access this menu option, simply right-click on the row number of the record that corresponds to the document that you want to modify, and select Edit Image Information.

Note: When a record does not have an image associated with it, the menu option reads as Add Images to Document. Selecting this option will allow you to add images using a menu option and browse dialog, as opposed to using the drag-and-drop method described previously.

DII is an acronym for Document Image Information.

loaDing a large volUme of DoCUment imageS

The most efficient method to bring a large number of image documents into CT Summation iBlaze is by using CT Summations proprietary batch load file, the DII file.

12

CT Summation | Setting the Stage

CT Summation | Setting the Stage

13

Loading Optical Character Recognition (OCR) Documents

Optical Character Recognition (OCR) is a technology used to create a full-text, searchable version of an image document. Using the full-text (OCR) document, you can search for words and phrases within the body of the document. The OCR process is performed by some scanning software packages.
loaDing a Small volUme of oCr DoCUmentS with the attaCh oCrbaSe DoCUment menU option

Related Help Topics: ocrBase Overview Converting Images to Full-Text

Use this method if you have a few OCR documents to load that were created outside of the CT Summation iBlaze system. This method requires that the database records be created before the OCR documents are loaded.
to attaCh a fUll-text DoCUment to a Core DatabaSe reCorD:

1.

Open the Core Database by double-clicking on the corresponding item in the Case Explorer. Right-click the row number of the record to which you want to attach the full-text document. Select the Attach ocrBase Document option.

2.

3.

14

CT Summation | Setting the Stage

4.

Click Browse to navigate to the full-text document(s) that you want to load to link to the current record. Click Load Files.

5.

6.

CT Summation iBlaze loads the document into the ocrBase and reminds you to Blaze the ocrBase. Click OK.

CT Summation | Setting the Stage

15

USing oCr on-the-fly within Ct SUmmation iblaze

If you are using the iBlaze edition of the CT Summation Blaze LG product line (rather than Blaze LG or Blaze LG Gold), then you can take advantage of the built-in OCR engine to create full-text versions of the images in your database. The OCR engine in the iBlaze edition is designed to create full-text versions of a relatively small volume of documents.
to USe the oCr on-the-fly Utility:

Note: Although you are prompted to Blaze (index) after the OCR process is complete, you do not have to Blaze the ocrBase to be able to search it. The Blaze process simply speeds up the retrieval of search results.

1.

Mark the records associated with images for which OCR documents must be created. From the Summary menu, select Marking Options. Select OCR Marked Documents. A dialog box will notify you when the OCR process is complete.

2.

3.

4.

16

CT Summation | Setting the Stage

Note: This method is possible only when loading OCR documents with their corresponding images. To load a large volume of OCR documents, see the Loading a Control List section below.

loaDing a large volUme of oCr DoCUmentS


batCh loaDing oCr DoCUmentS with the Dii file

Note: Use the Control List when loading only OCR documents without their corresponding image documents.

The most efficient method to bring a large number of images with their corresponding OCR documents into CT Summation iBlaze is with CT Summations proprietary batch load file, the DII file. For information on loading a DII file, see the DII File (page 23) section in this document.
loaDing a Control liSt

The Control List is a formatted ASCII text file that contains the data necessary to locate each full-text document being loaded, link it to its corresponding record in the Core Database, and load the text into the ocrBase.
to loaD a Control liSt:

1.

With the Case Explorer as the active view, from the File menu, select Load Documents and Load ocrBase Documents. Click the Use Control List tab. Click Browse and locate the Control List file in Windows Explorer. Select the Control List file in the browse window and click Open.

2. 3.

4.

CT Summation | Setting the Stage

17

5. 6. 7.

Select the desired verification options in the Options area. Click Load Files. A dialog box notifies you when the load is complete.

Note: If the database records already exist, you must select the Replace existing documents option in the Options area to load to the ocrBase successfully. This option will enable loading ocrBase documents and linking them to existing records, as opposed to creating duplicate database records.

18

CT Summation | Setting the Stage

CT Summation | Setting the Stage

19

Loading eDiscovery Documents

batCh loaDing DoCUmentS with the Dii file

Electronic documents are computer files, such as Microsoft Word documents. They can be loaded into CT Summation iBlaze in their original formats as contrasted to electronic images that were scanned from printed documents. E-mail messages can also be loaded into CT Summation iBlaze from either Microsoft Outlook or Lotus Notes e-mail store files (.PST and .NSF file formats). When you load electronic documents and e-mail messages into a case, a database record is created for each document and the files are indexed to make them searchable. E-mail attachments are also loaded into CT Summation iBlaze and receive a database record that is separate from the parent e-mail message. However, the family relationship between the parent e-mail message and the child attachment document is maintained for quick retrieval and review of the entire compound document. You can access electronic document, e-mail message, and e-mail attachment records by double-clicking the eDocs, eMail, and eMail Attachments items in the Case Explorer. The default e-table created in a new case contains fields designed to store metadata that can be extracted from electronic documents by a service bureau (such as the author, date of creation, last modified date, and source application) and e-mail messages (such as the sender, recipients, and date/time sent), along with any attachments. By default, the CT Summation iBlaze system uses the Media field to identify documents as eDocs, eMail or Attachments. An empty Media field indicates an image document record. When loaded in electronic format, electronic documents, e-mail messages, and email attachments can be viewed in either plain text or their original formats. To view electronic evidence in native format CT Summation uses the application in which they were created (for example, Microsoft Word) if that program is installed on your computer.

Note: Electronic documents and e-mail messages do not require corresponding full-text (OCR) to be searchable, since the text is contained within the electronic files and can be indexed by the CT Summation Blaze engine. For a list of file formats supported in the CT Summation Blaze LG product line, see the Working with Electronic Evidence Overview Help Topic.

20

CT Summation | Setting the Stage

Otherwise, you can install CT Summations Petrification Toolset (iBlaze edition only), which includes the QuickView Plus application, a viewer that renders many electronic documents as though they are being viewed in their native application.

CT Summation | Setting the Stage

21

for gUiDanCe on whiCh eDiSCovery proCeSSing SCenario beSt SUitS a given CaSe, ConSiDer the following faCtorS: proCeSS eDiSCovery in-hoUSe if: oUtSoUrCe eDiSCovery to a ServiCe bUreaU if:

Your electronic discovery files are in common file formats (such as Microsoft Outlook .PST, Microsoft Word .DOC, or Microsoft Excel .XLS). You want to sample what you have received, to determine whether you will need the assistance of a service bureau or other parsing product. The metadata that CT Summation iBlaze captures and loads into its Core Database is sufficient for your purposes. Your client pre-processed some of the eDiscovery, taking care of tasks such as removing encryption and duplicates, and sent you files ready to load into CT Summation iBlaze. You have budgetary concerns, client directives or other reasons. You have experience working with eDiscovery documents and do not require assistance from an expert.

Your electronic discovery files are in uncommon file formats (for example, older or rare e-mail store types). You want to petrify a large volume of electronic documents into TIFF images with more options (for instance, to capture more information from Excel spreadsheets). You want to extract metadata beyond the items that CT Summation iBlaze captures and process that information for loading into the Core Database.

You need to: de-duplicate eDiscovery so that multiple copies of an e-mail message or an electronic document will be included in the database only once, but will nonetheless be tracked for other purposes unencrypt or bypass passwords on protected files You need to check large volumes of eDiscovery for viruses. You do not have a lot of experience working with eDiscovery and want to ensure the evidence is processed and loaded correctly, without altering the evidence. You want a single load file for paper and electronic documents so that you only have to go through one load process.

22

CT Summation | Setting the Stage

Related Help Topics Working with Electronic Evidence Overview Loading Electronic Evidence Overview Processing Electronic Evidence Loading Electronic Evidence Petrifying Electronic Evidence

USing the eDiSCovery ConSole for a Small volUme of eleCtroniC DoCUmentS anD e-mail

DII is an acronym for Document Image Information.

You can load both electronic documents and e-mail messages through CT Summations eDiscovery Console. Use the eDiscovery Console if you are loading a relatively small or moderate volume of electronic documents, all of which are also formats supported by CT Summation iBlaze. If your set includes electronic document formats that are not supported by CT Summation or need special handling (such as password protected files, encrypted files, or old e-mail formats), then you should work with a service bureau experienced in processing and preparing eDiscovery documents for loading into CT Summation iBlaze with a DII file.
USing the Dii file for a large volUme of eleCtroniC DoCUmentS anD e-mail

Several software programs can process eDiscovery for loading into CT Summation using a DII file. If you do not have such a solution in-house (or do not have the resources to conduct the processing internally), then you can work with a service bureau that uses such a solution to provide you with a batch load file. Following is a list of some of the software packages that can process e-mail to load into a CT Summation iBlaze case:
The most efficient method to bring a large number of electronic documents and e-mail messages into CT Summation iBlaze is to use CT Summations proprietary batch load file, the DII file.

Attenex (from Attenex Corporation) DiscoverE (from Pacific Legal) Discovery Cracker (from Doculex) eScanIT (from IPRO) HardCopy Pro Plus (from Mobious Solutions) Z-Print + LegalAccessWare (LAW) (from Image Capture Engineering)

CT Summation | Setting the Stage

23

The DII file is a formatted ASCII text file that contains information which is loaded into designated fields in the CT Summation Core Database. Once populated in the Core Database, the information is used by the CT Summation iBlaze application to link records with their respective documents and to retrieve the corresponding files on the network (or local drive). A DII file is most commonly created using third-party scanning software products or proprietary software/tools developed by service bureaus for their own in-house use. There are several scanning software products, designed specifically for the legal market, which can scan documents and automatically create a DII file. Service bureaus, which provide scanning and coding services, can commonly create a DII file for you. While CT Summation iBlaze does not endorse a specific scanning product, the following companies develop this type of scanning software: Doculex http://www.doculex.com Image Capture Engineering http://www.imagecap.com IPRO TECH Corporation http://www.iprocorp.com Loading documents (images, full-text, electronic documents, and/or e-mail messages) with DII files offers several benefits, including the population of objective coding into the database, some data-entry error checking, and new record creation.

Note: Loading of eDiscovery documents with a DII file is supported in versions 2.5 and higher of the CT Summation Blaze LG product line.

24

CT Summation | Setting the Stage

CT Summation iBlaze also allows you to check your DII file for accuracy before loading it. Use Check DII to validate DII file tokens and confirm that the referenced images, OCR text files, and electronic documents can be found.
CheCking a Dii file

Open CT Summation iBlaze with the Case Explorer in focus. Double-click the Image Viewer item under Case Tools in the Case Explorer.
1. 2. 3.

From the file menu, select Load Documents and then Load DII File. The Read DII File dialog box is displayed. Click Check DII. The CheckDii dialog box is displayed.

CT Summation | Setting the Stage

25

4.

In the Dii File box, type the location of the DII file or click Browse to navigate to the location of the DII file. If you would like to confirm that the referenced images, OCR text files, and electronic documents can be located, check Search for files in specified location. The other options in the Find Files section of the dialog are now enabled. Fill in the relevant pathing information so that Check DII can search for your files. Select Quick Check to check the first 100 records of your DII file or select Full Check to check your entire DII file. Check DII will run. When the check completes, the CheckDii Results dialog box is displayed. This dialog provides information regarding the results of the check. Select View Log to view the log file in a text editor, or click Close to return to the CheckDii dialog box. Click Cancel to close the CheckDii dialog. You are returned to the Read DII File dialog. Restore down the CT Summation application and size the view to allow room for the Windows Explorer window that you will use to browse to the DII file. Open Windows Explorer and size it alongside the CT Summation dialog. This should make browsing and dragging and dropping the DII file quite simple.

5.

6.

7.

8.

9.

26

CT Summation | Setting the Stage

Now that your DII file has been checked and the desktop is set up, you can add some documents to the database.
1.

In Windows Explorer, locate the DII file you want to load. With CT Summation iBlaze in view and Windows Explorer in focus, drag and drop the DII file onto the Image Viewer. With the Case Explorer in focus, from the File menu, select Load Documents and then Load DII File.

The Read DII File dialog box is displayed. A dialog will appear confirming that you want to load the DII into the current database.
2.

Click Yes to continue.Type the explicit path of the DII file in the window or click Browse to navigate to the location of the DII file. Check (or leave checked) the basic load options that you want to use. Click OK.

3. 4.

If you are loading electronic documents or e-mail, you will be prompted to enter an eDoc Session Name and a PST (Store) ID. You may also be prompted to complete the path to the .PST or .NSF file.
5.

The Saving Image Information dialog box appears, showing the progress of the load. When the load is finished, click OK.

6.

You can now view the records in the Core Database and the associated files in the Image Viewer, eDocs Viewer, and the ocrBase.

CT Summation | Setting the Stage

27

Loading Transcripts

The testimony of witnesses can serve as the linchpin of your case. Unlike paper transcripts, electronic transcripts are searchable by words and phrases. Moreover, using CT Summation iBlaze software, you can quickly and easily digest transcripts, create witness examination outlines, compare documentary evidence to testimony, and more. CT Summation easily accepts all common transcript formats, including: ASCII OCR text Amicus CT Summation LiveNote PTF LiveNote LEF RealLegal E-Transcript SBF (CT Summation Briefcase Format) Zipped files (.ZIP) that are dropped onto the Case Explorer or a transcript folder in the Case Explorer will be unzipped and loaded for you by CT Summation iBlaze. Transcript files can be loaded as new transcripts or as updated versions of previous drafts. Updating a draft leaves all prior work on that transcript (issue codes, annotations, and so forth) intact. You can load transcript files into CT Summation iBlaze using a variety of methods.

Note: All CT Summation Blaze LG products include the Realtime module. Realtime describes the instantaneous stenographic translation of spoken testimony, which is electronically transmitted over a cable to an attorneys computer. Realtime transcription gives you immediate access to the transcript, allowing you to review what was said or not said immediately following the deposition or hearing. The attorney can leave the deposition with a draft transcript in hand. Updating a realtime draft with the final, certified transcript leaves all prior work on that transcript (issue codes, annotations, and so forth) intact.

Related Help Topics Loading Transcripts Modifying Transcript Formatting

28

CT Summation | Setting the Stage

Additional information on the CT Summation Preferred Transcript Style is also available from the Information for Court Reporters page, found at http://www. ctsummation.com/Solutions/court. aspx

Ct SUmmation tranSCript formatting

While CT Summation iBlaze will easily accept most ASCII transcript formats, on rare occasions an electronic transcript will require reformatting in order to be displayed correctly and ensure accurate search results. Most common transcript formatting issues can be remedied without your intervention by using CT Summations TranForm utility, which is selected by default when you load a transcript. If TranForm is unable to resolve a formatting issue, an error log file is generated to help with troubleshooting. You can adjust the transcript format settings by right-clicking the transcript name in Case Explorer and selecting <Transcript Name> Utilities and Format <Transcript Name>.

Note: If you received the SBF file by e-mail, you can drag-and-drop the file directly from the e-mail message without first saving it to the network or your harddrive.

loaDing tranSCriptS USing the Ct SUmmation briefCaSe format (Sbf)

Now you can obtain your transcripts (including synchronized video files) with linked exhibits, all in one package: the CT Summation Briefcase Format (SBF) file. Exhibits are scanned by the court reporter and hyperlinked to references in the transcript. When you load an SBF file, CT Summation iBlaze automatically captures and codes the exhibits in the Core Database, where you can search and annotate them. Your court reporter can deliver the SBF file to you via e-mail, disk, or CD-ROM. CT Summation provides court reporters with free software and training to create SBF files. For details, direct your court reporter to CT Summations Information for Court Reporters page at: http://www.ctsummation. com/Solutions/court.aspx.

CT Summation | Setting the Stage

29

Before proceeding, you may want to set up your desktop layout according to the following specifications to facilitate the load process.
1. 2.

Place focus on the Case Explorer in CT Summation iBlaze. Size the view of the CT Summation iBlaze application to allow room for the Windows Explorer window that you will use to browse to the SBF file. Open Windows Explorer and size it alongside the CT Summation iBlaze dialog. This should simplify browsing and dragging-and-dropping the SBF file.

Note: A fly-out window will display the number and names of transcript files contained in the SBF file you are loading.

3.

To load an SBF file:


1. 2. 3.

In Windows Explorer, browse to the location of the SBF file. Make sure the Transcripts folder in the Case Explorer is visible. Drag the file from Windows Explorer (or from an e-mail message) and drop it on the Transcripts folder in the Case Explorer.

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CT Summation | Setting the Stage

4. 5.

Select the Load as a new Transcript option. Click Load Transcript.

6.

A dialog will notify you when the load is complete. The transcripts will be Blazed automatically to ensure speedy searching.

CT Summation | Setting the Stage

31

loaDing a Small volUme of inDiviDUal tranSCript fileS with Drag anD Drop

Before proceeding, you may want to set up your desktop layout according to the following specifications to facilitate the load process:
1. 2.

Place focus on the Case Explorer. Size the view of the CT Summation iBlaze application to allow room for the Windows Explorer window that you will use to browse to the transcript file. Open Windows Explorer and size it alongside the CT Summation iBlaze dialog. This should simplify browsing and dragging-and-dropping the SBF file.

Note: If you received transcript files by e-mail, you can drag-anddrop them directly from the e-mail message without first saving them to the network or your hard drive.

3.

To load a small volume of transcript files:


1.

In Windows Explorer, browse to the location of the first transcript file you want to load. Make sure the Transcripts folder in the Case Explorer is visible. Drag the file from Windows Explorer (or from an e-mail message) and drop it on the Transcripts folder in the iBlaze Case Explorer.

2. 3.

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CT Summation | Setting the Stage

Note: If you want to update a draft transcript with the final court reporter certified copy, click the transcript that you want to update from the field list and select the Update Existing Transcript option.

4.

On the Load or Update Transcript dialog box, select the Load as a new Transcript option. Click Load Transcript.

5.

6.

A dialog will notify you when the load is complete. The transcript will be Blazed automatically to ensure speedy searching. Repeat steps 1 through 6 for all transcript files you want to load.

7.

loaDing a large volUme of inDiviDUal tranSCript fileS with Drag anD Drop

Using this method, you can add several transcripts at once, through a series of mouse clicks.

CT Summation | Setting the Stage

33

1. 2.

With focus on the Case Explorer, from the File menu, select Load Transcript. Click Browse to browse to the location of the transcript files that you want to load. Select the desired Windows directory and click OK. The transcript files in the directory will be listed in the Files list. Select the file that you want to load, or select multiple files by holding down the Ctrl key, if you are loading multiple transcripts at once. Select whether you want to use the file name as the transcript description in the Case Explorer or assign a different description. Click Copy when you have made all your selections. If you are using the default Ask me option in the Description area of the Load Transcript dialog box, you will be prompted for a transcript description. This is the name that will be used to identify the transcript in the Case Explorer. You will receive a dialog box indicating when the load is complete. The dialog will also alert you to any errors that were detected during the load, if any.

Note: If you want to load all the transcripts in the Files list, then select the Copy All option in the Copy Options area of the Load Transcripts dialog box.

3.

Note: To rename the transcript file name before loading it, select the Rename option in the Copy Options area of the Load Transcripts dialog box. You will be prompted for a new file name during the load process.

4.

5. 6.

Note: If the file name is a descriptive name, then you may want to use it. But, in general, file names are not descriptive and include file extensions. Therefore, the default option in CT Summation iBlaze is to ask you for a transcript description that will be used in the Case Explorer.

7.

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CT Summation | Setting the Stage

35

Loading Video Transcripts

CT Summation Blaze LG products Version 2.5 and later accept video depositions that have been encoded (converted from VHS to digital format) and synchronized (transcript text aligned with the time codes of the moving-picture MPEG file). Many court reporters, videographers, and service bureaus can do this. You can also purchase special software to synchronize transcript text to the video, although it is a time-consuming manual process. With the cost of synchronization decreasing, many firms choose to outsource video synchronization. In CT Summation iBlaze, video deposition transcripts are distinguished from text-only transcripts by a special video icon. After a video transcript is loaded into CT Summation iBlaze, you can search it for key terms, and the corresponding video image appears in an adjacent window. You can also view part or all of a video deposition in tandem with the transcript text and exhibits. CT Summation iBlaze accepts video-and-transcript synchronization files in the following formats: Sanction MDB inData OpenDVT CT Summation iBlaze can play digital video files in formats compatible with Microsoft Windows Media Player (Version 6.4 or later), including MPEG (also known as MPG), AVI, and WMV.

Note: CT Summation iBlaze loads the synchronized MDB file, not the actual MPEG file (which is delivered on a separate CD-ROM). By default, CT Summation iBlaze looks for the MPEG file in the location from which the transcript was loaded. However, you can also store the MPEG file on a network or your computers hard drive. To change the directory path for the MPEG file within CT Summation, simply right-click within the video transcript text, select Video Properties, and add the search path.

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CT Summation | Setting the Stage

Note: The MPEG video file is a separate file that you can either save on your laptop or network or store on CD-ROM. The MDB file contains the file that synchronizes the transcript text with the video deposition.

loaDing a Small volUme of viDeo tranSCriptS with Drag anD Drop

The drag and drop feature enables loading of video transcripts with one mouse click. Simply drag and drop the video synchronization file onto the Transcripts folder in the Case Explorer. Before proceeding, you may want to set up your desktop layout according to the following specifications to facilitate the load process.
1. 2.

Related Help Topics Using Video Transcripts Overview Loading Video Transcripts Playing Video Transcripts

Place focus on the Case Explorer. Restore down the CT Summation application and size the view to allow room for the Windows Explorer window that you will use to browse to the MDB file. Open Windows Explorer and size it alongside the CT Summation iBlaze dialog. This should simplify browsing and dragging-and-dropping the file.

3.

To drag and drop video transcripts into CT Summation iBlaze:


1.

In Windows Explorer, browse to the location of the first transcript file, in the form of an MDB file, that you want to load. Make sure the Transcripts folder in the Case Explorer is visible. Drag the MDB file from Windows Explorer and drop it on the Transcripts folder in the Case Explorer. The video transcript is displayed in the Case Explorer.

2. 3.

4.

CT Summation | Setting the Stage

37

5. 6.

Run the video transcript by double-clicking the transcript to open it. In the transcript window, right click anywhere in the text and select Play Video.

7.

A dialog box will prompt you to play the video from the beginning.

8.

Click Yes, browse to the MPEG file, and click Open. The synchronized transcript will scroll while the corresponding video image appears in the adjacent window.

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CT Summation | Setting the Stage

Note: You will load the synchronized video file (Sanction MDB or inData OpenDVT format) in this process, not the MPEG.

loaDing a large volUme of viDeo tranSCriptS with the loaD viDeo tranCript menU option

You can add video transcripts from the File menu by performing the following steps:
1.

With CT Summations Case Explorer pane as the active window, from the File menu, select Load Video Transcript. Browse to the MDB file and click Open. The synchronized transcript file will display in the Case Explorer. Run the video transcript by double clicking on the transcript to open it. A dialog box will prompt you to play the video from the beginning. Click Yes, browse to the MPEG file, and click Open. The synchronized transcript will scroll while the corresponding video image appears in the adjacent window.

2.

3. 4.

5.

CT Summation | Setting the Stage

39

Database Maintenance

The integrity of your data can make or break your case. Someone in your firm (such as a Litigation Support person, a paralegal, a database administrator, or IT staff member) should be responsible for performing database maintenance regularly.
baCking Up, CheCking, paCking anD blazing

Related Help Topic Core Database Utilities Overview

Performing the following steps in the sequence listed below will keep your database in tiptop shape.
baCking Up the DatabaSe
1.

From the Case menu, select Tools and Backup Database. Click the Document and or Note DB options to back up the document database or the note database, respectively. Click Backup. When the backup is complete, a message appears indicating that the database has been successfully backed up. Click OK.

2.

3. 4.

5.

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CT Summation | Setting the Stage

CheCking the DatabaSe for errorS


1. 2.

From the Options menu, select Utilities. Click Check Database For Errors. The system will check the integrity of your database. If no errors are reported, proceed to the next step. If errors are reported, stop immediately and contact CT Summation Technical Support at (800) 7862778 (if you have a Maintenance plan). Otherwise, contact your Sales Representative at (800) 735-7866. When the check is complete click OK to close the dialog. Press any key to close the database check report.

3.

4.

CT Summation | Setting the Stage

41

paCking the DatabaSe


1. 2. 3.

From the Options menu, select Utilities. Click Pack Database. If you backed up the database before opening the Utilities dialog box, then click Yes when prompted to proceed with packing. If you did not back up the database, click No and follow the steps in Backing Up the Database on page 39. CT Summation iBlaze will pack the database. This compacts the database by purging deleted records and rebuilds the indexes for your keyed fields. When the pack is complete, press any key to close the Pack log.

4.

5.

blazing the DatabaSe


1. 2. 3.

From the Options menu, select Utilities. Click Blaze Current Form. When prompted with the Pack ocrBase dialog message, click Yes if you have removed or replaced ocrBase documents. Otherwise, click No. CT Summation iBlaze will index the active table in the database. The Blaze process creates an index of words used in the text fields. The index (or vocabulary list) is used during searches, which results in a more efficient search process. Press any key to continue when the Blaze is complete.

4.

5.

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CT Summation | Setting the Stage

43

Appendex A: Glossary

ASCII file (or DOS text file): A file that contains only standard keyboard characters (letters, numbers, and symbols) and no formatting or hidden codes. Active window (or the view in focus): The window with the blue or highlighted title bar in CT Summation iBlaze and upon which commands will be carried out. This distinction is important as the available menu options and toolbar buttons are dependent on the view that is in focus. Anytext search: Gathers hits matching the search criteria from any textual areas that you designate. Anytext searches search text fields within the database, but not numerical fields such as DATE, REAL, or INTEGER. Blaze: CT Summations technology for faster searching and sorting. Blazing can increase search speeds by orders of magnitude over traditional searches by indexing words added to the Core Database. When you Blaze a database or transcript, a complete Vocabulary List is generated. Use CT Summation iBlaze Utilities to Blaze your database or transcripts. Case element: An area within CT Summation iBlaze containing data of a specific type; for example, Core Database, ocrBase, and so forth. Coding: The entry of descriptive or other types of information into a document summary. Core Database: An electronic repository containing document summaries, which can be searched to make comparisons, find relationships, draw conclusions and formulate strategies about your case. DII file: The Document Image Information File. A text file that is used for batch loading image files, OCR documents, electronic documents, and/or e-mail messages (and their attachments) into CT Summation iBlaze.

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CT Summation | Setting the Stage

Document database record (or summary): A database record within CT Summation iBlaze created by entering key information about an imaged document into the Core Database. EDD (Electronic Data Discovery, Electronic Document Discovery): An acronym referring to electronic evidence, documents created by means of a computer program and containing computer-generated information known as metadata. Edit Mode: The state in which changes can be made to a Core Database document summary. With the Column View as the active window, press F2 or select Edit Summaries from the Summary menu to switch to Edit Mode. eDocs: A subset of the Core Database that contains evidentiary electronic documents (such as Microsoft Word documents or Excel spreadsheets) in their original (native) formats. You can view electronic documents as plain text or in their native format using the program in which they were created (Microsoft Word, for example) if the necessary program is installed on your system. Electronic documents are searchable from the Case Explorer. Electronic evidence: Documents originating in a computergenerated format and containing metadata. Electronic documents and e-mail are examples of electronic evidence. eMail: A subset of the Core Database that contains e-mail messages. If the email message has attachments, a document database record is created for each attachment, and its relationship to its e-mail parent is identified. E-mail messages and their attachments are searchable. You can view e-mail messages and their attachments as plain text or in their original format using the program in which they were created (for example, Microsoft Word) if the necessary program is installed on your system.

CT Summation | Setting the Stage

45

Encoding: A process by which videotape is converted to digital format. Field (or column): In database terms, a field is defined by data type and validations to store a certain kind of information. Fields appear on the database coding form depending upon how they are defined using the Form Editor. A field in the database form view corresponds to a column in the database column view. Full-text (OCR) document: A text version of an imaged document that can be searched. Image: An image is a picture that exists in electronic form, whether an actual photograph or a visual representation of a printed document. The terms document and image refer to different manifestations of the same material, where the document is the hard copy and the image is the electronic version displayed on your computer screen. Images cannot be searched because they are graphics, not text. Metadata: Data about data; descriptive information and statistics embedded in a computer file. For example, in the case of an e-mail message, metadata can be the following: date sent, date received, recipients, and so forth. MPEG (Moving Picture Experts Group): A digital video file containing moving pictures (for example, a videotaped deposition). OCR: Acronym for Optical Character Recognition, a scanning technology that identifies shapes within a document image as characters and translates them into searchable computer text. Words within a document image can be searched if the images text is first converted using OCR technology. Through the use of OCR software, a TIFF file, for example, can be converted to an ASCII file, making its text searchable.

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CT Summation | Setting the Stage

Petrification: Conversion of an electronic document, e-mail message, or e-mail attachment from native format to TIFF (image) format. Scanning: The process by which a peripheral device takes electronic pictures of paper documents, which can then be displayed on your computer screen. Service Bureau: A business whose purpose is to process documents in various manners: copying, scanning and so forth. Video Synchronization File: A transcript text file containing special coding that allows CT Summation iBlaze to match the transcript text with the corresponding video image in the MPEG file. When the video synchronization file is loaded into CT Summation iBlaze and the MPEG file is available on your computer, you can search the transcript text and view the video simultaneously. Your court reporter, videographer or service bureau can create the video synchronization file.

CT Summation | Setting the Stage

47

Appendix B: Additional Resources

The following is a list of white papers that cover advanced topics in more detail that you can apply to real world case scenarios. All papers described in this section can be found on the White Papers page of the CT Summation Web site: http:// www.ctsummation.com/Support/whitepapers.aspx
CopyCaSe the pUSh paraDigm

Detailed instructions on the use of CopyCase describing a typical scenario in which an attorney has a copy of the case on the firms network, on her laptop, and must also deliver the case to an expert witness.
eDiSCovery workflow

An overview of CT Summations eDiscovery Tools and a workflow model for managing electronic discovery.
Ct SUmmation proDUCtion toolS

Provides an overview of CT Summations production tools using a simple document production request hypothetical. This tool can be used for creating sequentially numbered depositions or trial exhibits, numbered sets for use in an in camera proceeding, privilege log archives, and more.
USing Ct SUmmationS merge Utility

An overview of CT Summations merge utility. This document outlines the options available and possible end results when running the merge utility within the CT Summation system.
SearChing in Ct SUmmation

An overview of the different ways to search case data in CT Summation.

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CT Summation | Setting the Stage

aDDing imageS in Ct SUmmation

This white paper provides instructions on how to add images to a CT Summation database using either: 1) a DII file; 2) the Add/Edit image dialog; and 3) the drag and drop feature. A comprehensive description of the DII syntax and its components is included.
a Complete liSt of Dii tokenS

A complete list of DII tokens used in CT Summation Blaze LG/iBlaze and CT Summation Enterprise. It includes, but is not limited to, all tokens that handle the loading of eDiscovery in CT Summation using a DII file.
Ct SUmmationS integrateD arChiteCtUre

How the CT Summation litigation support products and the CT Summation CaseVault litigation support hosting service can work together to provide access to case information from anywhere, at anytime, and in any situation. A firm hosting case data in-house can use CT Summation products to provide access to both local and remote users, to host case data with a third-party service and also to provide remote access with a browser.

CT Summation | Setting the Stage

49

thirD party white paperS SanCtion ii Ct SUmmation blaze lg/iblaze integration

Sanction IIs CT Summation Blaze LG/iBlaze integration gives users powerful data transfer and integration capabilities. CT Summation Blaze LG/iBlaze users have seamless use of Sanction IIs powerful multimedia capability.
inDataS trialDireCtor SUite anD Ct SUmmationS blaze lg/ iblaze

The TrialDirector Suite provides a wealth of tools specifically designed to address the particular needs of presenting electronic evidence in a variety of legal proceedings. The solid integration of the TrialDirector Suite into CT Summation Blaze LG/iBlaze is a natural evolution that provides an excellent solution in the growing technological development of products used in litigation.
CaSemap/Ct SUmmation linker

CaseMap has created Send to CaseMap Linkers for CT Summation Blaze LG/iBlaze. There are two versions of the CaseMap/CT Summation Linker: The first requires CaseMap 3.5 CaseMap 4.0. The second, and more sophisticated, CaseMap/CT Summation Linker requires CaseMap 4.5 or higher.

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CT Summation | Setting the Stage

CT Summation | Setting the Stage

51

Appendix C: CT Summation Enterprise

introDUCtion

This document, Setting the Stage: A Users Guide for Loading Documents and Other Data into CT Summation, guides you through preparing an electronic case and loading data into it. With CT Summation Enterprise, the process of creating a case differs from the process used in the CT Summation Blaze LG product line. Also, CT Summation Enterprise does not include the Check DII feature. In addition, database maintenance procedures differ due to the use of a Microsoft SQL Server database backend. This appendix describes these differences.
Starting a new CaSe

Page 3 of this document describes how to start a new case in CT Summation iBlaze. For information regarding case creation in CT Summation Enterprise, refer to the Online Help topic Creating a New Case. This topic is found in the Tasks for Advanced Users section of Setting Up and Working with Cases.

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CT Summation | Setting the Stage

CheCk Dii

Page 24 describes the Check DII feature, which allows users to check the accuracy of their DII files. This functionality is not currently a part of CT Summation Enterprise.
DatabaSe maintenanCe

Pages 39-41 describe the maintenance tasks for the CT Summation Blaze LG product line using the Backup, Check, Pack, and Blaze utilities. As CT Summation Enterprise uses a SQL Server database, these utilities are no longer necessary for database maintenance. Database maintenance is handled in Microsoft SQL Server according to the procedures of your firm or company.

Ct Summation

425 Market Street, 7th Floor San Francisco, CA 94105 800 735 7866 toll free 415 442 0404 tel www.ctsummation.com

2007, CT, a Wolters Kluwer business. All rights reserved.

3/07

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