Lead Generation Methods

Marketing / Sales pitch of Discover-e

• Quality product

• Capacity to handle volume

• Ability to work within time-constraintsVersatility / Flexibility??

• Valuable asset to firms’ discovery process

Other Job details discussed / confirmed with Client

• Scheduling of Project Stages

• Schedules of deadlines and incremental stage completion – Account Manager must get approval from Production…

• Incremental stage, or Milestone completion schedule must be agreeable/sustainable for Client, Production and other staff.

• Deliverables schedule and Type/Quantity to be charted and approved.

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***Real-time communication of the above protocol, both internally and with Client!!***

Job Details confirmed with Client (cont’d)

• Unique processes / steps will require testing prior to use, and the need for flexibility should be addressed/discussed with the client

• such versatility can be used as a selling-tool, upfront• the perceived value of this Discover-e feature should allow

the Account Manager some latitude and deliverable-deadline flexibility

• it is imperative that the AM obtain approval of Prod./Project Managers, to avoid false / unrealistic Client expectations.

Creation of Job Ticket

• Job ticket completion and approval will be required for project initiation

• Discover-e is moving from the manual, paper-based job ticket protocol to an Electronic Job Ticket system

• Completion of required fields will be necessary, or the electronic job ticket will be invalid

• Electronic Job Ticket “Event” creation triggers a message, notifying key personnel that the job has been entered

• Job ticket and status will be visible / available on “Job Tracker” panel

• Deadline must be approved by Project Manager…aggressive deadlines must be clear and get approval by Production Manager, as well

Handling the Media

• At the same time as the opening of the Job Ticket, Check-in requires the production of a backup copy of the media

• This is part of the security Clients can expect at Discover-e and can be used as a selling feature

• The purpose is to verify that the media is sound and free of disk, or burn errors

This is a flash-point that can delay a project and the Account Manager should have informed the Client of this at the time of the job ticket preparation

De-Duplication Milestone

• Pre-processing de-duplication complete (+ detail of data set) - Billable Service - Billables Manager

• # of initial records to be de-duped• # of records remaining• # of dupes removed• Location of original, un-de-duped data• Location and name of de-duped data• PST analyzer will be used to generate a report for each

original and de-duped PST. Once generated the report and the file should remain as a file pair and not separated.

• Integrity QC - Was the correct and complete data set de-duped as instructed?

Pre-Processing / Pre-Production Milestones

• Report generation - Milestone• Migration from one email platform to another

(Including Load MSGs or EML files) - Milestone• Pre-process indexing - Milestone• Pre-process searching – Milestone• Pre-process hash-based filtering – Milestone• Pre-process transfer of filtered data - Milestone

Loading Milestone

• Loading - Milestones upon completion – – (1) Data Loaded - (No msg-log only) & – (2) All Loading Completed (+ detail of which data AND milestone

specific detail listed below)- Milestone msg sent.

– Operators generate an event entry that they have verified their settings (No msg sent)

• Path & file name of data loaded (& subfolder if applicable)• # records loaded• # dupes encountered• # duplicate emails eliminated

Indexing Milestone

• Operators generate an event entry that they have verified their settings. (No msg sent)

• # of records indexed• # of encrypted / corrupt files that did NOT index

This is a flash-point that can delay a project and the Account Manager should have informed the Client of this at the time of the job ticket preparation

Searching Milestone

• Operators generate an event entry that they have verified their settings including the specific file from which the search terms were copied (No msg sent)

• # records searched• # of hits• Total # of records flagged

Tiff Production Milestone

• Operators generate an event entry that they have verified their settings; this includes the verification of MS-Outlook profile settings which determine what name appears at the top of each email (No msg sent)

• Operators log in to the Event Tracker that they have commenced a Generate Tiffs Session. Upon completion, they log that they have completed the session (log only, no msg sent)

• # records set to ‘Do Not Process’• # of raw, un-qc’d tiff images generated• # of blank grid pages removed• # of Password Protected files remaining

Password Cracking Milestone

• Password Cracking (Where applicable)- Milestone upon completion - Password Cracking Complete - Cracked Documents Queued for Tiff Generation (+ detail)

• # of Password Protected files• # of Cracked files - $ Service - Billables

Manager included in msg recipients• # of Protected files remaining• Password Success Rate (%)

Image QC Milestone

• Operators log in to the Event Tracker that they have commenced an Image QC Session. Upon completion, they log that they have completed the session (log only, no msg sent)

• Total # of pages after Image QC• # of unprintable ‘Blank’ images that were slipsheeted with a

customer msg.• # of non-cracked Password Documents remaining that will

be represented only by a Password Protected slipsheet (those that will not or could not be cracked)

Production Milestone

• Message to Production Staff only. Account Managers will be notified later, pending volume QC & data validation

• Operators generate an event entry that includes their settings, starting Bates # & volume #, OCR format, previous Bates # in sequence, OrderID / DocID filter, production set name, output location, etc.

• Total # of volumes & volume numbers• Bates ranges for each volume• Output location & production set folder

Text Extract Milestone

• Message to Production Staff only. Account Managers will be notified later, pending volume QC & data validation

• Operators generate an event entry that includes their settings, Field list (from XML file), starting Bates #, previous Bates # in sequence, Load ID(s) processed & volume #, production set name & output location

• Total # of volumes & volume numbers

• Document numbering ranges for each volume

• Output location & production set folder

Post-processing

• Post processing (This is processed & recorded on a per volume basis; not the entire section. In future versions of the tracker, we will have a ‘Volume Detail’ tracker category)

• Multipage OCR

• Load file generation

• Image Key / Annotation burned in

• Other utilities such as Split Other Props, Make Slipsheets, etc.

Volume QC Milestone

• File QC – Integrity QC, Do I know exactly why I am asked for each value on the QC sheet? What is the purpose of each question? What would it mean if it was incorrect?

• Summation/Concordance QC• Deliverable Media QC – Think about what could still be

wrong.• Integrity QC (new) - This is to verify that the production

followed the steps outlined from the beginning.• Search verification test - On searched data, run unindexed

search of Source/Attach/Email folders using the responsive terms (Seeking zero hits in the case of a non-responsive production) or (Seeking highly dense population of hits in the case of a responsive production.)

Deliverable QC Milestone

• This Milestone message to include the Billing and Deliverables Managers, along with the others

– Volume and Bates # ranges for each volume as values taken from the actual deliverable media to confirm there are no gaps, dupes or overlaps

– Number of pages per volume– Number of records per volume– Custodian / Source for each volume– Folder names/structure of each volume’s root level contents. (e.g. Attach,

Data, Email, Images or Data, Images, Source)– Data folder - List the exact files by name inside the Data folder of each

volume to verify that only that which is requested by the client is present and properly named

– Label QC –• Verified Volume # & Bates Range match data on media; NOT QC SHEET!• Verified accurate spelling of Custodian, Client, Project• Aesthetics QC - Label looks 100% professional.

– Tiffchecker completed & operator name.

Archive QC Milestone

• Internal msg for production

• Data detail: Volume and Bates # ranges for each volume as values taken from the actual archive media; NOT THE QC SHEET!

• Custodian / Source for each volume

• Folder names/structure of each volume’s root level contents. (e.g. Attach, Data, Email, Images or Data, Images, Source)

• Data folder - List the exact files by name inside the Data folder of each volume to verify that only that which is requested by the client is present and properly named

• When we deliver a volume that contains only a subset of our standard production

Shipping QC Milestone

• This Milestone message will also include the Billing and Deliverables Managers, along with the others

• Manifest Entry QC - Each entry is QC’d to confirm the accuracy of this report.• Verified Volume # & Bates Range match data on Labels and in shipping container or packaging; DO NOT SIMPLY

COPY DATA FROM THE QC SHEET! • Verified accurate spelling of Custodian, Client, Project Name • Aesthetics QC - Manifest looks 100% professional. • Grammar QC - All language is highly professional, free of slang, casual language, misspellings and grammar

errors. • Email Recipient list - Verify that the proper recipients are being notified

• Shipping details confirmed • Carrier verified • Shipping option verified (Next day, 1st Overnight, Saturday, etc.)• Recipient name confirmed • Verify address, phone number • Insurance amount correctly entered • PO generated for “expensible” shipping methods

• Packaging & Content verification• Disks, drives are secure • Manifest is in a clearly & neatly labeled envelope.