Inside the Ship: A Look at Complex Search Techniques
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Search Functions: Proximity Searching Field Searching Tags Redactions
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Inside the Ship: A Look at Complex Search Techniques
- 1. Inside the Ship: A Look at Complex Search Techniques
- 2. Private and Confidential – Copyright 2019 Search functions available in Ipro Desktop Scenario-based, hands-on group work Open discussion about search techniques used during group work Recommendations on best practices or alternative search strategies What To Expect
- 3. Private and Confidential – Copyright 2019 Proximity Searching • Luggage w/5 destination Within w/# • Buffet a/2 napkin Adjacent a/# • Sunscreen n/10 excursion Not Within n/# Order of Operations in a search: Sunscreen and (Appetizers or Drinks) 2 1
- 4. Private and Confidential – Copyright 2019 Fields and Tags • [Custodian] CO Captain Hook Field Contains CO • [Subject] NC “Cruise Itinerary” Field Does Not Contain NC • [doc_tag] Responsive Document Tag [doc_tag] • [page_tag] Responsive Page Tag [page_tag] • [redaction] Work Product Redaction [redaction]
- 5. Private and Confidential – Copyright 2019 Advanced Search Blended Searches • Query Transcripts and Database simultaneously • Default behavior when Transcript(s) present • Party names • Key issues Search History • Retained for the current session • Convert to a Saved Search • Cached Search results • Combine with additional syntax
- 6. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Scenario One: The lead attorney has asked you to find all documents with the agreed upon keywords and place them into folders in the case. Hints: Keyword lists are located under Non-Discovery Docs in the case Each keyword list in the case should have its own folder
- 7. Private and Confidential – Copyright 2019 Scenario Two: Your firm does not have enough reviewers available to meet the required review deadline. To stay on track, the firm has hired contract reviewers to assist with a batched review. The goal is to identify relevant documents. Your task is to perform a quality check on all batches that were completed the day prior. Specifically, you want to validate the following: • Keywords are not contained in documents tagged as Not Relevant • Everything from Katrina Kenny was tagged as Relevant
- 8. Private and Confidential – Copyright 2019 Scenario Three: First pass review has been completed to identify relevant documents. You've been asked to coordinate a second pass review that will identify responsive content based on the RFP from opposing counsel. RFP #1 is requesting any documentation that meets the following: • All emails and corresponding attachments between Katrina Kenny and Gabriela Downing • Within the updated date scope of documents created or sent between 01/01/2003 and 01/01/2004 You are facing several obstacles with your search: • The spelling of Katrina Kenny's name varies throughout the case • Gabriela Downing has sent emails from multiple accounts within the same email domain
- 9. Private and Confidential – Copyright 2019 Scenario Four: The lead attorney has requested you help locate the name of a specific party mentioned during a deposition: “Can you find out what Allkin’s first name is? Bill or Paul mentioned the name in their depo. He is a Senior Vice President, I think, but I can’t remember the name” Locate the party the attorney eluded to in the transcript.
- 10. Thank you for joining us!
Notes de l'éditeur
- Search Functions: Proximity Searching Field Searching Tags Redactions
- # represents number of words away – forwards or backwards Within - Two words within a specific distance from one another Adjacent - Two words within a specific distance, in specific order Not Within - Search for words that are no closer than a specified number of words
- Screen shot of all types of advanced searches
- Keyword hits on documents: Responsive hits: 19250 Privileged hits: 1820 Ipro Tech Show hits: 2028 No hits: 4554 The intended workflow is for the client to use NotePad++ or Excel to make a bulk query to find the search terms by list. Keyword lists have been added to the case as Case Documents for convenience. The client should have three queries, but may consolidate the queries into a single search, depending on experience level. Consolidating all terms into a single search will bar the client from meeting the foldering requirement listed here. The intended method for constructing the SmartFolders would be tagging the documents by Keyword List group, and referencing the tag for the SmartFolder parameters. There is a tag group called Contains Keyword Hits to facilitate this process, but we don’t want to point this out to the client. Leave them to their own devices. Alternatively, clients may construct a Saved Search for each list, and simply move the documents into a regular folder.
- TOTAL RELEVANT DOCS: 1786 TOTAL NOT RELEVANT DOCS: 2028 SEARCH RESULTS Return: 2028 Expression: [Doc_Tag_Groups|7 Contains Keyword Hits|Tagged|41] AND [Doc_Tags|2 Not Relevant|Tagged|32] DOCS THAT VIOLATE QUALITY PARAMETER: 2028 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Return: 1915 Expression: [Full_Text|Custodian|Contains|Katrina|Fuzzy=Low] KATRINA DOCS TAGGED NOT RELEVANT: 150 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
- Search results should include Families: What are some ways to track down the second email account associated with Gabriela Downing? - Tally [Custodian] and select Gabriela >> Tally Email From and inspect the different email addresses Would the misspelling of Katrina in the Custodian field impact the search results? - No. Search should be based on Email From and Email To, given the nature of the RFP. Returns 12 Documents: (([Full_Text|Email To|Contains|kkenny@globex.com OR gdowning@globex.com OR gdowni02@globex.com] AND [Full_Text|Email From|Contains|kkenny@globex.com OR gdowning@globex.com OR gdowni02@globex.com]) AND [Key_Fields|Sort Date|Between|01/01/2003|01/01/2004]) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ (([Full_Text|Email To|Contains|kkenny@globex.com OR gdowning@globex.com OR gdowni02@globex.com] AND [Full_Text|Email From|Contains|kkenny@globex.com OR gdowning@globex.com OR gdowni02@globex.com]) AND ([Key_Fields|Date Created Date|Between|01/01/2003|01/01/2004] OR [Key_Fields|Email Sent|Between|01/01/2003|01/01/2004])) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ([Full_Text|Email To|Contains|kkenny@globex.com] OR [Full_Text|Email To|Contains|gdowning@globex.com] OR [Full_Text|Email To|Contains|gdowni02@globex.com]) AND ([Full_Text|Email From|Contains|kkenny@globex.com] OR [Full_Text|Email From|Contains|gdowning@globex.com] OR [Full_Text|Email From|Contains|gdowni02@globex.com]) AND ([Key_Fields|Date Created Date|Between|01/01/2003|01/01/2004] OR [Key_Fields|Email Sent|Between|01/01/2003|01/01/2004])
- The intended search is for clients to query all transcripts for the term Allkin with Phonetic enabled. This will return hits for the Bill Gates and Paul Maritz transcripts. Correct Name: Jim Allchin Provided Name: Allkin Full Name Location: 211:14 of the Bill Gates transcript.