Procrastination and last-minute rushes are typical in our line of business. Don’t let imaging be the reason for more grief.
By proactively setting up you imaging options and following an efficient workflow, you can be ready for anything thrown at you.
What to Expect:
5 hands-on exercises using Review, Processing, and QC
Class discussion, surveys and Q&A between each scenario
2. Presentation TitlePrivate and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Diving into Cloud Imaging
Procrastination and last-minute rushes are typical in our line of business.
Don’t let imaging be the reason for more grief.
By proactively setting up you imaging options and following an efficient
workflow, you can be ready for anything thrown at you.
What to Expect:
• 5 hands-on exercises using Review, Processing, and QC
• Class discussion, surveys and Q&A between each scenario
3. Presentation TitlePrivate and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Do you have what it takes?
Familiar with Review
Familiar with eCapture Processing
4. Private and Confidential – Copyright 2019
What are the Capabilities?
Image from
any Search
Criteria
Take
Advantage of
Ipro Processing
(eCapture)
Throughput
Tons of
Imaging
Settings and
Resources
Image any
record, not just
Data Processed
with Ipro
6. Private and Confidential – Copyright 2019
Let’s Dive In
A Production is headed our way. We know the
criteria for the documents to be produced, so
while the review continues, let’s be proactive and
get Images created for the documents we have.
Our Search is called PROD003
What are some things we should check for before
we submit our Imaging job?
7. Private and Confidential – Copyright 2019
Check for Quality
Validate
Criteria and
check for
Coding
Inconsistencies
Verify Imaging
settings match
Production
Specifications
Non-standard
file types in
the data set
Records
Previously
Imaged /
Redacted
Create a new search
remove previously
Imaged documents
from ‘Prod003’. Save
the search as ‘Prod003
To Image’
8. Presentation TitlePrivate and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Preparation is Key
Our Search is only 25 documents, but let’s
assume we are producing the entire
population.
You’re asked for an estimate of how long
you expect the production will take.
What info can you pull?
What questions do you ask to help
determine timing?
9. Presentation TitlePrivate and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Factors for Speeds and Size
Document Count and Estimated Page Count
• Full Images
• Placeholder
• Page Threshold
Excel / Spreadsheet / Database file handling
• Color for Color
• Black and White
• File Type Dependent
Color Options
Non-Standard File Types
10. Private and Confidential – Copyright 2019
What’s the best way to find them?
What should we be looking for?
What options do we have to handle them?
Prepare to Save Time: File Types
Let’s look for our Non-Standard file types
to make sure we have a plan.
11. Presentation TitlePrivate and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Processing Settings
Imaged Productions
The SEC prefers that all scanned paper and electronic file collections be produced in a structured format including
industry standard load files, Bates numbered image files, native files and searchable text files.
1. Images
a. Black and white images must be 300 DPI Group IV single-page TIFF files
b. Color images must be produced in JPEG format
c. File names cannot contain embedded spaces or special characters (including the comma)
d. Folder names cannot contain embedded spaces or special characters (including the comma)
e. All image files must have a unique file name, i.e. Bates number
f. Images must be endorsed with sequential Bates numbers in the lower right corner of each image
g. The number of image files per folder should not exceed 500 files
h. Excel spreadsheets should have a placeholder image named by the Bates number of the file
i. AUTOCAD/photograph files should be produced as a single page JPEG file
12. Presentation TitlePrivate and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Flex Processor Rules
Image All Files
Placeholder Excel and
Spreadsheets
Placeholder Database
and Multimedia
13. Presentation TitlePrivate and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Any Other Factors?
14. Presentation TitlePrivate and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Private and Confidential – Copyright 2019
Kick Off Enterprise Imaging Job
16. Private and Confidential – Copyright 2019
•Open the
Imaging Job
in QC
•Create a
session of all
Exceptions
•Create a
Custom
Placeholder
for password
protected
files and
Apply
•Re-process
all other files
with
Exceptions
Replace
unsuccessful
files with
‘Document
Produced in
Native
Format’
Placeholder
Image Quality Control
17. Private and Confidential – Copyright 2019
Uncommon Scenarios
• The HLP file was unable to open
• You found an online converter to make it a PDF and
this was approved by all parties
The converted PDF is located in the Enterprise Imaging
folder named HLP File – Converted.pdf
Replace the existing image with this PDF version
18. Private and Confidential – Copyright 2019
Production Image Quality Checks
Page Count
• Estimate time to
produce
• Estimate size of
Production
• Unexpected Large
Page Counts
Missing Images
• Validate Files
Imaged
• Validate
Placeholders
created
Endorsing
Images
• Applying Redaction
Categories
• Endorsing Image
Key
• Endorsing
Designations
19. Private and Confidential – Copyright 2019
Let’s Get it Moving
Before you produce, let’s do some image checks!
Determine how many Pages will be produced
Build a query for all Imaging Exceptions
Build a query for all Placeholder documents
Build a query for Exceptions that do not have a Placeholder
Build a query for all Redacted documents
#
?
This session is beneficial if you currently use ADD, eCapture, or Eclipse.
In this session we will review all thing imaging.
We will do this following a typical scenario in our industry. Preparing for a production!
We will cover settings, placeholders, as well as QC
Cloud Imaging: Currently known as ‘Enterprise Imaging’
What is it?
Allows you to image groups of documents based from a saved search
Utilizes Ipro Processing (eCapture) and all its imaging settings and resources
You can image any record in Review, not just data that was processed by Ipro eCapture. 3rd Party processed data
Before we get started, what are some workflows to get documents imaged for production
Image up front – Discovery > Processing Job
Export ItemIDs > Load to eCapture > Processing Job > Export > Import into Review
Image on the Fly
Eclipse Admin - Imaging
What is your workflow? Do you use Enterprise Imaging?
Who uses standard Discovery and who uses Streaming Discovery?
Show of hands
New to Ipro
1 Year using Ipro
2-5 Years using Ipro
5+ Years using Ipro
This session is beneficial if you currently use ADD, eCapture, or Eclipse.
In this session we will review all thing imaging.
We will do this following a typical scenario in our industry. Preparing for a production!
We will cover settings, placeholders, as well as QC
Cloud Imaging: Currently known as ‘Enterprise Imaging’
What is it?
Allows you to image groups of documents based from a saved search
Utilizes Ipro Processing (eCapture) and all its imaging settings and resources
You can image any record in Review, not just data that was processed by Ipro eCapture. 3rd Party processed data
Before we get started, what are some workflows to get documents imaged for production
Image up front – Discovery > Processing Job
Export ItemIDs > Load to eCapture > Processing Job > Export > Import into Review
Image on the Fly
Eclipse Admin - Imaging
What is your workflow? Do you use Enterprise Imaging?
Who uses standard Discovery and who uses Streaming Discovery?
Show of hands
New to Ipro
1 Year using Ipro
2-5 Years using Ipro
5+ Years using Ipro
Cloud Imaging: Currently known as ‘Enterprise Imaging’
What is it?
Allows you to image groups of documents based from a saved search
Utilizes Ipro Processing (eCapture) and all its imaging settings and resources
You can image any record in Review, not just data that was processed by Ipro eCapture. 3rd Party processed data
Before we get started, what are some workflows to get documents imaged for production
Image up front – Discovery > Processing Job
Export ItemIDs > Load to eCapture > Processing Job > Export > Import into Review
Image on the Fly
Eclipse Admin - Imaging
What is your workflow? Do you use Enterprise Imaging?
Who uses standard Discovery and who uses Streaming Discovery?
Show of hands
New to Ipro
1 Year using Ipro
2-5 Years using Ipro
5+ Years using Ipro
Let’s go ahead and get started with our scenario
We have a production. It is saved under the search named ‘Prod003’
First thing we want to do with this set of documents is what?
Previously Imaged Records
How many docs did you get? Is this the 25 minus the previously imaged?
Bring up your saved search of what to image, tally on file type and make sure you have a plan for each file type.
If there are any non-standard file types or any you are not familiar with, try and open in Native Viewer and create a rule to placeholder if needed.
These next 5 minutes can save you hours of imaging time
Open and image properly
Special handling or converting needed
Placeholder with Native to product?
Survey – What types of files do you typically run into and how do you handle them?
KS – For rules – is it better to use File type or extension?
KS – This image is blurry and hurts the eyes in presentation mode. Can we pull this from somewhere else or can someone type it up real quick?
Here is what the SEC provides as imaging production specifications. We will use this to determine our processing settings in eCapture
Ok, after reviewing, we know we have to image electronic files and that Excel/spreadsheets are getting a placeholder.
But, it doesn’t actually specify what needs to be provided in color or not.
Let’s go ahead and open up eCapture, find the case Globex v ATLN Energy
Click View/Modify Settings
Go to Processing Options
Question:
What do you guys normally do in terms of color vs B&W?
Does anyone still image Excels? If so, what options do you normally choose?
If so, go over advanced options
If not, skip to next
What options do you use for Date Field Handling and Filename field handling?
Word Options? Print Hidden Text?
PowerPoint Options? Does anyone use ‘Original Settings (As Is)’
Which option is used to print as Slides and Notes on one page? Notes Pages
Any other requests that you have ran into that you don’t know how to do in eCapture?
FAQ – KS - this is good to get people motivated and interacting.
What file types does ‘General Color Depth’ handle?
What does ‘Paper Size’ option determine under the Processing Tab?
How does Remove Blank Pages work and what does the number determine?
What is the use of the ‘Generate metadata summary images’ option and does anyone ever use it?
What should my ‘Maximum Task Duration’ be set to?
Now that we have gone through and set up our imaging options for this case, we have to make sure spreadsheets and any file types we think need a placeholder are set up for it
Questions:
I don’t want to have to select each of those file types each time. Can we save these settings?
Can I have these settings automatically saved in a template?
Survey – Do you create one generic placeholder or do you create placeholders for different type of exceptions? Empty File, Corrupt File, Password Protected, Provided as Native, Unable to Image, etc…
What goes on the Placeholder page?
Does anyone use page thresholds still?
Round table of other scenarios, things people have seen, specific things to be aware of?
Now that we have all our imaging options and placeholders set up, what do we do next?
Let’s kick off the imaging job
While we wait… guess what… another survey!
Survey –
KS – This is a bit concerning of a question to me. Do we want to point out this flaw? I see it as a flaw.
FAQ
Why does the Processing Job or Enterprise Imaging Job always show 1 more count than the number of records being processed?
Survey – How do you typically QC Images? Page for Page, just exceptions, just non-standard file types?
Close eCapture Worker
Open QC Module
Open Streaming Imaging Job
Pull up all exceptions
There are some password protected files. Create a subset for just password protected files.
Create a custom placeholder for Password Protected Files
Placeholder Password Protected Files with custom placeholder
Attempt to reprocess non-password protected files.
.HLP file unable to open but you have found an online converter that converted it to a PDF. How do I image the PDF in the place of the .HLP?
The converted PDF is located in the Enterprise Imaging folder named ‘HLP File – Converted.pdf’
.GID file – replace with ‘document produced in native format’
Attempt to reprocess non-password protected files.
.HLP file unable to open but you have found an online converter that converted it to a PDF. How do I image the PDF in the place of the .HLP?
The converted PDF is located in the Enterprise Imaging folder named ‘HLP File – Converted.pdf’
.GID file – replace with ‘document produced in native format’
What Other Uncommon Scenarios have you had to deal with?
How to quickly get a page count?
This could help you determine if any documents have produced large page counts
How to check everything has an image?
System Has Image = Yes (1)
Endorsing Images
Applying Redaction Categories
Endorsing Image Key
Endorsing Designations
Survey
Native productions vs Image productions?
How to quickly get a page count?
This could help you determine if any documents have produced large page counts
How to check everything has an image?
System Has Image = Yes (1)
Endorsing Images
Applying Redaction Categories
Endorsing Image Key
Endorsing Designations
Survey
Native productions vs Image productions?