Nextpoint Lab

Redaction Auditing

Jim — Fri, 10 May 2013 02:27:54 +0000

Electronic redaction in DiscoveryCloud is not only more failsafe than it’s “magic marker” counterpart – it saves time in the process. It’s that same “failsafe” requirement that makes proper auditing a bit tricky — make the redaction permanent… except when it’s necessary to see what was under there in the first place. Newly available to DiscoveryCloud is a feature that does just that — making auditing available users who themselves have the authority to redact.

Documents that have redactions made in DiscoveryCloud will have an additional icon in their “Viewer Tools” section.

A view of the document pre-redaction will be temporarily displayed. The version of the document available for (normal) export / production is not effected by using this audit mode. Navigating away from the document will not leave the setting on. Likewise, any other users viewing the document at the same time would see the redacted copy.

Checks & balances are in place to prevent production of unredacted images remain in place, ensuring that those copies are provided only when explicitly requested. We hope this feature comes in handy and makes the process of auditing redactions simple and straightforward.

Placeholder Images

Jim — Mon, 06 May 2013 15:49:49 +0000

Transmitting images utilizing Privilege Protect (or exporting) is a common use case, but some filetypes just don’t have a logical image: What does a pst “look like”? To account for this issue, a “placeholder” image can be employed to fill a spot – providing the ability to have something indicating that there is a native file that does not have images available.

Placeholders may be assigned as part of a Bulk Action:

In DiscoveryCloud, placeholders may also be assigned as part of Bates number assignment/stamping:

This functionality will make bates application – and more importantly: production itself – a more consistent process. The functionality is available immediately in Discovery Cloud and Trial Cloud.

Deposition Report Formatting

Jim — Thu, 25 Apr 2013 02:59:59 +0000

Deposition reporting capabilities have been enhanced with a couple of new options:

Optionally Include Notes

Including attorney notes can be quite helpful for your internal copies, but may not be desired in other situations. The decision is now in your hands.

Determine if your designation markers should stay in the margins.

In most situations, expanding the margins (“gutters”) of generated reports keeps things looking nice and clean without being too intrusive. If that’s not the case on the specific report at hand: you may now elect to maximize text size by keeping the margins thin and allowing the designation markers to flow out over the text.

Designations kept in the margins

Designations NOT kept in the margins

We hope you find these new formatting options handy. As always, we look forward to your feedback!

Recent Developments

Jim — Tue, 16 Apr 2013 03:20:18 +0000

Several small/medium enhancements have been made available over the last couple of weeks. This is not a complete list, but we’d like to highlight a few:

Deposition Summary Report

Available in TrialCloud, this feature provides a high level overview of what is currently loaded. It’s quite handy when conducting a “what are we missing” audit following extensive uploading.

“Responsive w/o Issues” Filter

Available in DiscoveryCloud, this handy feature helps you isolate documents that have been flagged as responsive but are potentially missing a reason code.

Copy Export to S3 Folder

Downloading large files via the browser can be inconvenient. Moving them to a location where you can utilize a more robust upload/download tool can simplify the process.

Rotate Ranges of Document Images

Rotating pages individually can be a hassle when an entire document came in sideways. Move several at once by providing a range.

Each of these features is already available and active in your Nextpoint application instance.

Time Keeping

Jim — Thu, 21 Mar 2013 16:47:51 +0000

One feature of our recent Review Metrics release is the ability to keep closer tabs on your review at the Reviewer level. One (optional) tool in your set is the ability to track time for the purposes of calculating documents per hour reviewed.

A Reviewer may clock themselves in/out with the click of a button on their landing page.

If time was logged incorrectly, spent outside the system, or just plain forgotten: edits and full entries may be modified via the calendar interface (accessed via the “view” link in the screenshot above).

Advanced users may manage their own time entries or do the same for other users:

The focus of Time Keeping is the documents-per-hour metric and does not aim to be a fully featured time management system. In that name, the system is flexible and does not provide locking, security, and audits that might appear in a true time-tracking tool. However, reports detailing the work done in a given day or month, by any given Reviewer, are available to advanced users — providing direct timestamps at which documents were reviewed.

We hope you’ll find this change and the wider release that it is part of helpful in gaining visibility into the status of your review.

Introducing Review Metrics

Jim — Mon, 18 Mar 2013 11:00:11 +0000

We’re excited to bring a significant refresh to the Discovery Cloud experience. The updates add clarity to your review at the Reviewer and Subreview levels and provide visibility into where progress is being made or where it may be lacking. The ability to more clearly differentiate between documents that are not yet reviewed for privilege and those that have been positively identified as “not privileged” facilitates privilege review in a way that was previously inconvenient.

Subreview Metrics

Available to Advanced-level users, a tab under “Admin” brings you status and counts at the Subreview level.

Subreview level statistics illustrate progress and may provide insight on what area of your review is producing the highest quantity of relevant/privileged/etc documents. Many graphs may be clicked to gain an extra level of detail.

Reviewer Metrics

Available to Advanced-level users, a tab under “Admin” brings you status and counts at the Reviewer level.

Statistics for each Reviewer provide visibility on what sort of work is being accomplished. If you elect to utilize the (new) Timekeeper functionality, a time metric is also available to give an indicator of review speed. As with Subreview Metrics, many graphs may be clicked to gain an extra level of detail.

Reporting

Available via Settings -> Metrics Reports, users may opt-in to status emails. A report will be generated and transmitted weekly, providing the recipient with the overall +/- subreview status of the review. These emails do not need to be tied to a Nextpoint account, freeing you up to transmit them to addresses of those not necessarily involved in the day-to-day review.

Independent Privilege and Relevancy Review

Previously known as “Review Status”, “Relevancy Status” is concentrated on the relevant/not portion of a review. On the Privilege side, this enables differentiation between a document that is “not reviewed for privilege” and a document that has been reviewed for privilege and certified to truly be “not privileged”.

Existing documents with a “Not Privileged” status have been marked as “Not Reviewed” for privilege. If you would prefer that those documents instead be “Not Privileged” – a simple bulk edit is all that is necessary to make that modification en masse.

So, when do I get it?

The update will be available to some users beginning Tuesday 3/19, with the remainder receiving the updates Thursday, 3/21. As with all updates, no action is necessary on your end.

“Date” type Custom Fields

Jim — Thu, 20 Dec 2012 14:15:34 +0000

“Date” type Custom Fields have been added to DiscoveryCloud and TrialCloud, expanding on the set of field types already available:

A helpful date-picker widget is made available when you need to edit values via the application:

Values continue to be stored as alpha-numeric behind the scenes, but with the assistance of this tool: they are formatted in the easily searchable YYYY-MM-DD HH:MM:SS format. This will alleviate current issues with searching when some date formats vary.

When populating the field via loadfile, values will be coerced into this format wherever possible (any valid date format). Values that cannot be sorted out (ie. if “hello” was provided as a value) will be saved as is.

We hope you enjoy this new feature available immediately in DiscoveryCloud and TrialCloud.

Continuous Designation Video Playback

Jim — Wed, 19 Dec 2012 21:24:18 +0000

Viewing deposition video is an essential part of the Trial Cloud’s Depositions tool. The process becomes a bit more convenient with the addition of continuous play within a label set.

In addition to play control for each individual designation, the controls preceding the list of designations will play the entire set handsfree.

This change is available immediately in all Trial Cloud instances.

Importing Webmail

Jim — Wed, 05 Dec 2012 05:09:02 +0000

Importing email from an external mail server saves you time normally spent creating, exporting, and uploading mailbox files. Enter your email configuration and credentials (similar to any email client) and you’re on your way to importing all mail available in the mailbox.

Following authentication, all emails and attachments provided by the external server will be imported similar to normal “batch” processing. Relationships between emails and attachments will be established and the documents will be imaged as normal.

This feature is immediately available to all users of Trial Cloud and Discovery Cloud.

Facebook Authentication Change

Adam — Wed, 17 Oct 2012 19:31:25 +0000

Facebook has recently announced that they will start expiring access tokens after 60 days. These tokens are used for Cloud Preservation to crawl Facebook feeds that require user authorization. To ensure proper crawling of your Facebook feeds you will need to reauthorize Cloud Preservation every 60 days.

This can be done by going to the feed’s settings and selecting to either enter your Facebook credentials or emailing the user who originally authorized the feed.

After saving the changes you will either be directed to sign into Facebook or an email will be sent to the email address you entered.

As a feed owner you will be notified 5 days before tokens are scheduled to expire, and again the day they expire, if you have not already reauthorized.

While this is may be seen as a nuisance, we understand that Facebook is taking this step to improve user security and we will do our best ensure the process is as smooth as possible.