8:00 - 19:00

Our Opening Hours Mon. - Fri.

201.204.9499

Call Us For Free Consultation

Facebook

Twitter

Search
 

Document Coding and Review

SKJJuris > Litigation Support > Document Coding and Review

Document coding

Document coding is the process of identifying and extracting information specific to each document into a common form to ensure a later date search. Our company has skilled and dedicated Indian attorneys, who are well versed with the complexities of document coding.  Our team has worked on various platforms including Relativity. Our company offers the following document coding services:

 

Objective coding

The basic purpose of coding is to organize a collection of information into a database and retrieving the same, as and when necessary. We have a well-defined process to analyze and understand the project specifications. This helps the team to understand client’s requirements and execute assignments both efficiently and accurately.

 

Subjective coding

Subjective Coding is a more comprehensive coding process in addition to the objective coding that includes keywords and relevant data coding from the document text. Such coding is flexible and specific to client requirements. The fields for subjective coding generally include (1) Begin Bates, (2) End Bates, (3) Document Type, (4) Document Title, (5) Document Date, (6) Date Estimated, (7) Author, (8) Recipient, (9) Copies, (10) Document Characteristics and (11) Names mentioned within text. However, the fields may be different subject to clients’ requirements. Our project manager co-ordinates with the tool provider’s authorized personnel, and make sure that admin, user, QC logins as well as downtime, etc. are seamlessly reported and managed.

 

Document review

SKJ Juris provides first level and second level (privilege) document review service to its clients. Generally, various documents come in different files/ formats such as doc files, pst files, tiff files, ppt files, pdf files, jpg files, wmp files, xls files, html files, etc. Our project manager and our IT team work in tandem to ensure accessing and viewing of such various documents for the purposes of smooth review. The project manager, at times, also suggest to the tool provider that a particular spec needs to be added on the review sheet depending upon the nature of the document review project with client’s suggestions in an on-going project. It helps to facilitate and address client’s aspirations and concerns and results in a flawless and unambiguous review. The first level Quality Check (QC) of the document review is done by our QC team. Generally, we do the second level QC in-house, however, on client’s demand, we may hire US attorneys/ paralegals to do the second level QC. Our error rate is minimal. At the end of each day/ two days, the project manager collates the documents reviewed/ QC’d according to each custodian or other list, and presents metrics to the client informing on-time progress and keeping track of deadline of the project. At the end of the project, a complete report in xls sheet is prepared showing the total documents reviewed in various categories, which is sent to the client for effecting production. Under document review projects, we provide the following services to US law firms:

a) Review of the documents in the tool to determine if they are responsive to the document requests or relate to litigation as per the document requests.
b) Categorizing each document in different fields such as responsive, privilege and issue field. For certain documents, we include text in an “attorney notes” field and/or technical issues.
c) In terms of the issues field, all relevant documents (both privileged and non-privileged) are tagged for privilege and issues. A document may be reviewed for more than one issue. There may be documents that do not have any applicable issue codes, but are still categorized as “responsive.” As such, there may be separate tag called “Other” for such documents. In this case, we generally add a note in the “Attorney Notes” field to indicate why the document is relevant.
d) Flagging problem documents for law firm’s attention in case of questions and technical problems raised by law firms.
e) Classifying all responsive documents for privilege—whether it be the attorney-client privilege or attorney work-product doctrine. Labeling as per fields such as attorney-client privilege; attorney work product; attorney-client redacted; and/or non-privileged. To the extent that any documents require redactions, we include a note directing the law firm to the privileged text in the document.
f) We can work in English, Hindi, Marathi, Gujarati and Bengali languages.
All services that can reasonably be considered incidental or ancillary for the performance of services are also provided by us.

OUR PROCESS

Understanding of the Project

Our Project Manager is allocated as a single point of contact for you throughout the project. It is very important for our reviewers to understand exactly what you are attempting to accomplish by the end of the review. Our Project Manager will try to understand this information as well as what types of documents are collected. We seek a comprehensive review manual which might include one or more of the following sections: an introduction to the case, detailed client history, allegations and defenses of each party, summary of relevant law and legal theories, and substantive review standards for legal issues, including: relevance, confidentiality, and privilege.

Pilot Stage

Before our review team begins its review, we conduct a pilot using the document review platform and the review manual provided to us. We code documents for at least one full work-day to give yourself a solid idea of how quickly documents can be coded. This information will assist in determining how many reviewers will be needed and for how long. This also gives you sufficient time to correct any errors or ambiguities in the manual. In case there are no changes or once the changes are done, we send a quotation for the entire project based on the scope of work.

Legal formalities

Once the quotation is confirmed, you may send a Master Service Agreement along with the Statement of Work (SoW) to be mutually finalized and executed between SKJ Juris as a Service Provider and you as a Client. In case you suggest, we can also provide a draft agreement as per your requirement.

Quality check

We conduct thorough substantive and technical quality checks throughout the review. We have a well-devised and frequently applied quality checks which minimizes errors, expose unclear instructions, and resolve logical inconsistencies, if any. Once review is completed, the report can be generated from the document review platform.

Project Commencement Stage

Our review team will be trained on both the review platform and the substantive document review. Once the training is complete, they will start reviewing the files using a secure online review platform. An unlimited number of credentials can be provided by you. Generally, a robust document review platform contains required coding fields including responsive; privilege; issue tags; document technical issues and attorney note fields, which will allow our reviewers to pose a question to you. Our reviewers will code the following fields for each document: responsive; privilege; issue field. For certain documents, our reviewers will include text in an “attorney notes” field or an equivalent field provided in the platform. In terms of the issues field, all relevant documents are tagged for issues. Both privileged and not privileged documents are reviewed for issues. A document may be coded for more than one issue. There may be documents that may not have any applicable issue codes but still are Relevant. As such, we request for a separate tag called “Other” for such documents. The reviewers may also need to add a note in the “Attorney notes” field for such documents to indicate why the document is relevant. Apart from indicating what portion of a document may need redaction, generally the “Attorney notes” field will be used to draw attention to a document that is hot/significant, or that needs attention for any reason. We code the responsive documents for privilege—whether it be the attorney-client privilege or attorney work-product doctrine. An issue code of attorney-client privilege; attorney work product; attorney-client redacted; and/or non-privileged will be used. To the extent that any documents will require redactions, our reviewers include a note accordingly.

Our Affiliates