DOCUMENT CODING REVIEW SERVICES AND ITS PROCESS/ WORKFLOW

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 and review 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 objective coding usually 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 makes sure that admin, user, QC logins as well as downtime, etc. are seamlessly reported and managed.

Our process/ work flow for document coding is as under:

DOCUMENT REVIEW AND ITS PROCESS/ WORKFLOW

We provide first level and second level (privilege) document review service to our 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 the US law firms:

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.

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.

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.

Flagging problem documents for law firm’s attention in case of questions and technical problems raised by law firms.

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.

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/ work flow for document review is as under:

 

FEE STRUCTURE

Document coding

Objective coding - $ xxx US per hour Or xxx cents per document per field.

Subjective coding - $ xxx US per hour.

Document review

1st and 2nd level review - $ xxx US per hour

1st level QC - $ xxx US per hour

Note: The billing rate for 2nd level QC, if required, shall be different (billed on actual basis) if it is done by our US qualified attorneys.

Term of payment: 40% remittance to be received in advance on the date of assignment and 60% to be paid on delivery of the project by wire transfer.