Concordance 2007-Getting Started Guide_LLG00082-0 08 07

Getting Started GuideConcordance® 2007 Concordance® Image

Transforming discovery as you know itinto discovery as you want it.

TABLE OF CONTENTSGeTTInG STarTed

FEATurES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

n Concordance® . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

n Concordance® .Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

GETTiNG STArTEd: iNSTALLATiON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

WALk-ThrOuGh: dOCumENT ViEWiNG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

n Document .Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

n Goto . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

n Table .Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

n Tally . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

WALk-ThrOuGh: SEArChiNG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

n Quick .Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

n Search .Limiters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

n Combining .Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

n Form .Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

WALk-ThrOuGh: CASE OrGANizATiON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

n Use .Tags .to .Mark .Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

n Folders .and .Personal .Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

n Tag .List .Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

n Tag .History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

n Tag .Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

n CaseMap® .Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

WALk-ThrOuGh: TrANSCripTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

n Annotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

n Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

n Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

n Importing .Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

n Loading .Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

WALk-ThrOuGh: E-diSCOVEry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

n Importing .E-Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

n Importing .E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

WALk-ThrOuGh: priNTiNG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

n Printing .Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

n Report .Writer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

WALk-ThrOuGh: CONCOrdANCE imAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

n Navigating .Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

n Redlines .and .Markups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

n Image .Production . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

n Printing .Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

CONCLuSiON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

FeaturesSuccessful legal teams know that winning doesn’t happen by accident. It takes the right skills, the right information, and the right tools. now you can strengthen your case by using the latest and very best in discovery management technology: Concordance® 2007 and Concordance® Image.

use Concordance to:

n Identify Key documents for Trial

n Prepare Witness Kits

n Organize document responses

n Print Chronology reports

n Generate deposition digests

n Manage e-mail and electronic documents

n Maximize Scanned OCr Text With Innovative Synonym Builder

n Conduct Lexisnexis® research, Instantly

n Search Multiple databases at the Same Time

n access data remotely Using Concordance FYI™

n Share data with Other Best-of-Breed Products

use Concordance image to:

n display Images in Perfect Synch with Concordance

n Quickly Organize documents for Production

n Burn redactions Onto Production Sets

n easily Create, Search and edit annotations

n Protect Original Image Integrity

n Conduct High-Volume Batch Printing

n access Images from anywhere in the World with Concordance FYI

n Share Images with Leading Trial Presentation Software

| �Concordance 2007 Concordance Image

� | www.lexisnexis.com/concordance

Getting Started: installationThank you for trying the award-winning Concordance® 2007 and Concordance® Image discovery management software. We’ve designed these applications from the ground up to deliver superior litigation support.

There’s simply no more cost-effective, time-efficient way to manage the high volume of documents— depositions, transcripts, e-mail and other e-discovery—generated during litigation. Concordance makes it easy to identify, organize, and analyze case critical information. Then collaborate and share—across a firm or around the world.

This Getting Started Guide will help to get you up to speed on the basics in no time. It’s not often you find such power in such an easy-to-use program.

Insert the demo Cd into your Cd-rOM drive—the Concordance installation program “Testdrive.exe” will start automatically.

From the window titled Welcome, click Next.

The next window is titled “Choose destination Location.” The default installation location is the \Concordance demo folder on your C: drive (your local hard drive), but you may select a different folder if you prefer. Click Browse to select the folder of your choice.

Click Next to continue. Click Next again to select a “Typical” installation.

Click Next again to add Concordance to your Start bar. This will begin the installation.

Click yes to create a Concordance icon on your desktop, or No if you’d rather not.

Click Finish when the install prompts you.

Congratulations! You’ve successfully installed Concordance and Concordance Image. You should now have a Concordance icon on your desktop, and Concordance on your Start menu, two easy ways to launch the product.

Let’s get started using Concordance. double-click your icon, or select Concordance from your Start menu to begin.

1.

2.

3.

4.

5.

6.

GettinG Started Guide


Walk-through: document ViewingHere is the main Concordance review screen, which will greet you upon opening the software. Concordance 2007 boasts a completely revised, highly intuitive interface for easier navigation and improved case organization.

When you first open the database you will be in Browse view and looking at document number 1 in our sample document set.

The large toolbar at the top of the screen is the Standard Toolbar in Concordance. These icons make it easy to navigate through your database. You can change how you view your documents by clicking these buttons. To sample the different views that are available, try pressing these four buttons in different combinations. Click two buttons to see the views displayed together.

Browse View – The Main ConCordanCe window


One of the most popular ways to review documents in Concordance is to have both the Table View and the Browse View open at the same time. Click the Table button to display the Table View below the Browse View, as shown in the following figure. Browse View shows document detail, while the Table View allows you to see multiple documents in ranges, quickly and easily. The default display for split views is top and bottom—the first view button you click displays that view on top.

You can also display the views side by side. Go to View, then Split screen, and then Left – right. The first view button you click displays that view on the left. When in Browse View and Table View, you can adjust the window width by dragging the divider left or right to suit your needs.

1.

2.

spliT sCreen – Browse View aBoVe, TaBle View Below

Browse View—allows you to read a document

Edit View—allows you to update a document

review View—displays document search statistics

Table View—displays an overview of your document collection

Tip: hiding empty Fields

In .Browse .view, .click .Tools -> empties .to .toggle . .showing .and .hiding .fields .that .contain .no .data . .



document NavigationThe four navigation buttons on the dynamic toolbar at the bottom left of the window let you move through the documents in the database with ease.

First document

previous document

Next document

Last document

Take a moment to use the previous and Next document buttons to step through your records. You’ll notice that the Status bar at the bottom of the window keeps track of which document you are viewing.

GotoThe Goto button in Concordance allows you to jump to any document simply by typing the record number you’d like to view. any document in the database is just a click away.

Click on the following icon , next to the navigation arrows, in the dynamic toolbar. Type the document number you’d like to go to, and click Ok.


Table LayoutBy default the layout of the Table view includes all the fields found in the Browse view. Let’s take a moment to customize the layout of the Table view. Concordance makes it easy to select which fields you see and in which order. Simply right-click anywhere in the table, choose Layout, and then Table Layout. a dialog box will open and look like this:

� To remove a field, go to the Layouts pane and:

n right-click the field name and select delete.

—Or—

n double-click the field.

This will remove the field from your table, but will list it as available so you can easily add it back at a later time. To add the field to the layout, double-click the field in the Available fields pane.

n For the purpose of this tutorial, remove all fields except STArTpAGE, ENdpAGE, dATE, and dOCTypE. When you’re done, click Ok. Your table now includes only those fields.

You can create additional table layouts by clicking new on the Table Layout dialog box. These new views will also be available for other reviewers that have access to the database to use.

1.



To streamline review, the Table view is dynamic. You can sort the database by any field in your table by clicking the header of that column. Give it a try!

Tallyanother feature in Table View is Tally. Popular uses for Tally include counting unique document types, or to determine the frequency of a particular name in an author field.

as in the last example, right-click on the Table, but this time click in the dOCdaTe column. Select Tally dOCdATE from the right-click menu.

new TaBle layouT View


This will open the Tally task pane, showing you all document dates, each with its own frequency count. You can sort the columns by item or by count. To activate these results, simply double-click on a specific date within Tally. That date becomes the current query in the Browse and Table view. This gives you a fast and effective way to better understand and organize the entire document collection (e.g., the type of documents that were written on a particular date).

From here it is easy to assign different team members to review specific document subsets based on your parameters. To do this, just click on the Tags tab. Create a new folder with a reviewer’s name, type Jane Smith review. drag and drop the documents into the newly created Jane Smith review folder for further review. Tally also allows you to print your tally results or save them to a text file.

Tally Task pane wiTh doCdaTe resulTs



Walk-through: SearchingWith Concordance 2007 we have added a new way to search, so advanced it’s actually simple. We call it Simple Search. With Simple Search you do not need to know “Boolean Logic” for fast and effective document searching.

Let’s give it a try. Click the Search tab on the left-hand navigation pane to open the Search task pane. each box in the Simple Search task pane does just what it says. For instance, say you want to find all of the documents that mention both “Milking” and “Cow.” Type Milking Cow in the box with all of the words.

You decide they should also have either “Grazing” or “Grain” in them. Type Grazing Grain in the box with at least one of the words.

Last but not least, you know that you don’t want any of the documents that refer to the “Tiger” milk group of companies, so you simply enter the word Tiger in the without the words box.

Click Search.

You should have 1 document that matches your search terms. That’s a complicated search made simple!

The siMple searCh Task pane

�0 | www.lexisnexis.com/concordance

Quick Searchanother easy-to-use search option is Quick Search, located below the Standard toolbar. Quick Search lets you type your searches while you browse your documents and have other activity panes, besides search, open. Type the name “Cowco,” a fictitious business name in our sample document database, and click search or hit enter on your keyboard.

Take a moment to review the “Cowco” search results. You already have all the skills needed to view and navigate your results.

Click the arrow at the right of Quick Search to see a list of your recent searches. Select a search number to perform that search again.

Tip: hit highlighting

Each .word .that .you .included .in .your .search .is .colored .red .in .the .browse .window .

.You .can .use .previous hit . . . .and .next hit . . .buttons .in .the .bottom .tool .bar .to .quickly .move .backwards .and .forwards .through .the .search .“hits .” .

It .doesn’t .matter .whether .the .hits .are .located .on .the .same .document, .or .separated . .by .1,000 .documents . .Concordance .instantly .locates .the .next .or .previous .hit .


| ��Concordance 2007 Concordance Image

Search LimitersIf you’re looking for absolute precision, Concordance allows you to search for any word in any field you want.

Click within Quick Search, and then, type bankruptcy.title.

The periods are called Field Limiters. By using the periods or dots, you’re telling Concordance to search only within the field(s) specified between the two dots.

Click Enter.

This search retrieved only one document. That’s because this is the only document in the database with the word bank-ruptcy in the TITLe field.

Combining Searchesas we mentioned, you don’t need to be experienced at Boolean searching to find your documents. However, Concordance supports the use of Boolean searching—combining terms, such as and, Or, nOT, or the exclusive Or, XOr. In the Quick Search bar, try the search “cowco and bankruptcy” to find those documents that contain both words. Then, try the search “cowco or bankruptcy” to find those documents that contain either word.

You can also combine searches that you’ve limited by field, as in the “bankruptcy.title” search we tried earlier. Try the search “memorandum.doctype and cowco.title.” This will find only those documents that are memos, and have the word “Cowco” in the title. and this is only a small sample of the searching capability available in Concordance right from the Quick Search bar.

1.

2.

Field-liMiTed searCh resulTs in Browse View

Tip:

With .Field .Limiters, .you .can .specify .multiple .fields .between .the .dots . .by .using .a .comma .between .each .field .

For .example, .If .you’re .searching .for .“Smith” .in .the .TO .and .CC .fields, .type: . .“SMITH .TO,CC .”

�� | www.lexisnexis.com/concordance

Form Searchas easy as the Simple Search is, and as convenient as the Quick Search is, there’s yet another way to search in Concordance. It’s called Form Search or Query by example and it allows you to build searches with an easy-to-use form.

Click the Search button to open the Search task pane, and then click the Form Search panel.

The Query by Example dialog box displays and allows you to select from comprehensive drop-down lists. This will help you determine the right search.

Think of the Query by Example dialog box as a helpful tool for beginners; even advanced Concordance users appreciate its intuitive menu interface.

The Query by Example dialog box prompts you to enter what you’re looking for, where you want to look for it, and how to connect that search term with others.

When you begin your searches, you’ll want to search all the full-text fields to find your words by typing within the Look for box. The default settings take care of most basic searches—you don’t need to click the Where to look or how to look lists to get started.

To start using Form Search, type Cowco in the first Look for box.

Click on the down arrow in the Connector box. Select or instead of the default adj (which stands for adjacent)

Then type Goniff, one of your main players in the case, into the second Look for box.

To see your results in Table View, click Search then Table. To see your results in Browse View, click Search then Browse.

1.

2.

3.

4.

5.

Query By exaMple dialog Box



Walk-through: Case OrganizationConcordance software allows you to easily organize and categorize your case documents with Tagging. Think of Tagging as a dynamically searchable filing cabinet: use them for quick reference, or marking exhibit numbers, or for streamlining collaboration with other team members. Tags are easy to use and versatile. You can create as many tags as you need and apply them to any document. In addition, the tags are searchable and can be produced instantly.

Click the Tags button to open the Tags task pane.

The Tags Task pane wiTh Browse View


use Tags to mark documents for:

n Hot documents

n exhibit numbers

n document requests

n date reviewed

n Confidential

n Witness lists

n For review

n Whatever else you want

For just about any reason you could imagine needing to flag a document by hand, you can Tag it in Concordance.

The Cowco database already has two tags: bundle 1, and bundle 2. To create your own tag:

right-click within the Tags panel, and then click New ->Tag.

Type a tag called attorney Client Privilege, and then press Enter.

You just tagged this document—that’s all there is to it. now take a moment to move through the database organizing your documents with tags.

You can even select multiple records while in Table View and drag and drop the records to any tagged document group. Just hold down SHIFT or CTrL, click the desired records and then drag them to whatever tag you wish.

1.

2.

Tip:

Once .you’ve .highlighted .records .in .Table .view, .you .can .right-click . .and .send .them .to .Excel® .for .easy .data .sharing .



Folders and personal FoldersConcordance 2007 includes the ability to create multiple levels of folders and tags to simplify document reviews and increases collaboration with colleagues. You can also create private folders that only you have access to. To create your own folders or sub- folders and mark them public or private, follow these simple steps:

right-click within the Tags panel, and then click New ->Folder. Type the folder name “Status” and then press Enter.

add new tags under the Status folder: right-click the folder name, and then click New ->Tag. Type a tag called “Proprietary” and then press Enter. Continue to add Tags under the Status folder, and name them as shown in the Tags panel. You should now see these folders, sub-folders, and tags as they appear here.

To add a sub-folder under the Status folder: right-click the folder name, and then click New ->Folder. Type a folder name called “Sub-Status” and then press Enter.

add a personal folder: right-click within the Tags panel, and then click New ->personal folder. Type a folder name called “Miscellaneous” and then press Enter. note that this folder is only visible to you—no one else in your network has access to it. Sub-folders created under this folder are also only visible to you.

add a sub-folder under the miscellaneous personal folder: right-click the personal folder name, and then click New ->Folder. Type a folder name called “archive” and then press Enter.

You should now see these folders, sub-folders, and tags as they appear here.

1.

2.

3.

4.

5. Tags panel wiTh Folders and suB-Folders


Tag List managementIn addition to creating Tags and searching on them, Concordance offers advanced Tag-searching and Tag-creation tools.

Click Tools -> manage Tags/issues

The Tag/issue management dialog box offers powerful search capabilities, allowing you to search multiple Tag groups, apply Tags to or remove Tags from your entire query, or clear Tag groups.

By selecting Tag names from the list on the left, Concordance allows you to query the database based on one Tag, multiple Tags, or every Tag in the database.

You may also apply Tags to every document in the current query, or remove Tags with one click.

Click Attorney Client privilege, hold down the CTrL key, click bundle1, and then click bundle2. This selects all three Tag sets. Then under “Create query from,” click Selected tags. Concordance will instantly find all the documents that have had those Tags applied.

Click Ok when you’re ready to browse your documents or view them in the Table.

1.

2.

3.

Tip:

You .can .use .the .Tag/issue Management .dialog .box .to .tag .records .with .multiple .tags .at .one .time .by .using .SHIFT-click .or .CTRL-click . .Other .features .include .querying .on .records .marked .for .deletion, .and .records .edited .since .the .last .database . .Other .features .include .querying .on .records .marked .for .deletion, .and .records .edited .since .the .last .time .the .database .was .re-indexed .



Tag historyWith the new organizational tools in Concordance 2007, you now have access to helpful statistics on tagged documents which provide for improved case management. Take a moment to become familiar with these useful tools:

Open the Tag history panel by clicking the icon at the top right of the panel. The Tag history panel displays showing tags added and deleted by user and date.

Close the Tag history panel by clicking the icon at the top right of the panel.

Tag Statistics Open the Tag statistics panel by clicking the icon at the top right of the panel. The Tag statistics panel displays showing Tag statistics by Tags and by Users.

Close the Tag statistics panel by clicking the icon at the top right of the panel.

1.

2.

1.

2.


Casemap® integrationIntegration of Concordance with Lexisnexis® CaseMap® allows you to move case facts, key players, and more seamlessly between the two products. CaseMap software makes it easy to organize, evaluate, and explore the facts, the cast of characters, and the issues in a case.

To see how easy it is, just highlight a section of text from the Browse view, right-click it, and then select Send to -> Casemap. You will need a copy of CaseMap open to receive the data.



Walk-through: TranscriptsConcordance is more than a litigation repository, it’s also a transcript manager. Let’s open an electronic transcript to find out more about how Concordance can simplify managing your depositions and transcripts.

Click the databases button. In the databases panel, click Open database, and then select Sample Transcripts.dcb.

Once the transcript opens, you’ll notice that browse View has now become a transcript display. The left margin displays your transcript’s page and line numbers.

1.

2.

Viewing a saMple TransCripT


Try the Go To feature within transcripts.

Click the button. note that the feature includes page and Line entries as well as the document number.

AnnotationsJust as you can tag documents in production databases, you’ll want to add Issue Tags and notes to your depositions and transcripts. Issue tagging and notes are easily managed in Concordance transcripts.

Click the notes button to display the Notes panel. The Notes panel allows you to browse through the notes you’ve added, as well as navigate your transcripts from note to note, simply by clicking the note itself.

3.

1.

Viewing noTes



Highlight some text in the Concordance transcript, and then right-click the highlighted portion. Select New note to open the notes editor, a dialog box in which you can edit notes and issues.

keep in mind: When clicking highlighted text to get into the notes editor, be sure to click the highlighted block directly. Clicking elsewhere on the page will not open the editor, and will dismiss the highlighting.

See the following figure. The Notes editor contains two areas—the Note box on the right and the issues box on the left. The Note box is a fully editable text box for typing notes you’ll need to make during the course of the trial.

In the Note box, type a sample note or paste in a related e-mail or an entire document. The Note box can accommodate 12 MB of text (approximately 7,500 pages).

2.

3.

noTes ediTor

Tip:

An .easy .way .to .add .an .annotation .is .to .create .a .Quick .Mark . .Click .a .line .number .to .highlight .it; .click .the .highlight . .to .remove .it . .Quick .Marks .are .primarily .used .during .live .testimony, .as .the .transcript .is .scrolling .by .


issuesIssue coding is as straightforward as adding notes.

Open the Notes editor, right-click the Issues box, and then select New -> issue.

add an issue and call it “non-responsive,” or “For Further review.” Your issues can even be short sentences—up to 60 characters long.

This process is much like adding new document Tags—the “right-click, new Tag” and “right-click, new Issue” processes are similar. Use issues to mark text within larger documents; use Tags to flag an entire document, and organize by topic, case number, and so on.

1.

2.

adding issue Codes

Tip:

n . .Use .notes .to .add .native .documents .or .even .hyperlinks .to .your .databases .as .well .as .adding .comments . .and .issue .coding .your .documents .

n .All .notes .are .also .available .in .non-transcript .databases .and .are .fully .searchable .



hyperlinksConcordance can hyperlink to any external document that’s installed on your computer or network. If you can launch it in Windows®, you can launch it from Concordance. adding attachments is a very easy, but very powerful process. For example, you can:

n add video or audio to your transcript

n Link to a spreadsheet or table that can clarify a point made by the deponent

n Look up a reference to a Web site, or even link to one particular image on a Web page.

The possibilities are almost endless.

Try attaching a document or Web page now. right-click the highlighted text, and then open the Notes Editor.

Click the Attachment tab, and then select an external file or linked image.

To hyperlink the file to your transcript text, click Open attachment when note is clicked.

1.

2.

3.

noTes ediTor – aTTaChMenT TaB


importing TranscriptsThe Concordance transcript manager can import different deposition formats: everything from plain aSCII text files (often supplied by court reporters) to transcripts direct from Livenote® and Lexisnexis® TextMap®. These products work so well together that issue coding, Quick Marks, and notes added in one product transfer seamlessly to the other.

If you’d like to give it a try, you can add to our Concordance transcript database by importing a couple of depositions from the samples provided.

In the documents menu, click import -> Transcripts. In the Import Transcripts dialog box, navigate to the C:\Program Files\Lexisnexis\Concordance\database folder. There you’ll see two transcripts: one called Sample deposition.ptf and one called Sampledeposition.txt. The PTF file is a Livenote Portable Transcript Format file, which includes notes and Quick Marks. The TXT file is a plain text file, typical of what might be delivered by a court reporter.

The Import Transcripts dialog box lets you select any number of transcripts for import at the same time. To load multiple files, SHIFT- click or CTrL-click the files you want to load.

When loading transcripts, the order of the transcripts depends on the order of your file selection on the File name line. Be sure to confirm the order of your files.

after confirming the order of your files, click Open. Concordance opens the Load transcripts dialog box.

1.

2.

3.

4.

load TransCripTs dialog Box



Loading Transcriptsnow that you’ve successfully imported the transcript, you need to load it into the database. The Load transcripts dialog box will appear and show the deponent’s name as found in the deposition header, the date and time the deposition was taken, and formatting information such as the starting page, number of lines per page, and so on.

The full text of the deposition is also contained in the Load transcripts dialog box as shown in the following figure. review the deposition and confirm that this is the one you wanted to import.

Click Save to load the transcript. The second transcript shows up automatically.

Click Save to load the second transcript, and then click done when complete.

1.

2.

3.

load TransCripTs dialog Box


The Sample Transcripts database now has 12 documents, up from its original count of 10. Use Goto and select document 11.

notice the Concordance window title bar. It lists the current deponent, and the date and time of the deposition or transcript.

There are already notes and issues on this transcript. Since this deposition was exported from Livenote, Concordance has kept all the markups intact, allowing you to work between products without missing a beat.

Go to the next document. Plain text transcripts import into Concordance just as easily as PTF or PCF files do, but without the markups.

4.

5.

Tip:

If .all .the .transcripts .are .to .be .loaded .with .the .default .settings, .you .can .click .save all with default settings, . .and .then .click .save .one .time .to .import .them .all . .Though .it’s .true .that .every .transcript .is .unique, .you .may .get . .a .number .of .them .with .identical .formatting .



Walk-through: E-discoveryConcordance 2007 includes an enhanced e-discovery import Wizard to help you reduce the time and cost of document review. Let’s take a moment to learn how you can use the power of Concordance to manage your e-mail and e-documents. First we’ll need to import all of your e-mail and e-documents into Concordance for fast and accurate searching.

Concordance can import Outlook® PST files, PdFs, and any document that Microsoft® Office can open, including PowerPoint® presentations, excel spreadsheets, and Word and WordPerfect® documents.

Open an e-documents database. Click File -> Open, and then select Sample edocs.dcb This database already contains several different types of e-documents. The document type, author, date, and other valuable metadata are mapped to fields in the database during the import process reducing the need for document coding.

a link to the original document is added to the FILePaTH field. Click this link to open the document in its native application.

The text of the e-document has been extracted to the TeXT field enabling you to use the powerful Concordance search and reporting functionality.

1.

2.

3.

e-doCuMenT in The saMple edoCs daTaBase


e-doCuMenTs Files dialog Box

importing E-documentsnow that you’ve opened the Sample edocs.dcb database, let’s add some more e-documents to it.

Click documents -> import -> E-documents.

Select import specific files, and then click Next. You can also import by file type if you want to import particular types of files. For example, you could scan a hard drive for all PdFs and dOCs using this option.

navigate to the folder under C:\Program Files\Lexisnexis\Concordance\database where you will find several different e-documents. In the Name window, select the e-documents that you would like to import by CTrL or SHIFT clicking the desired documents. Click Add to insert these files into the window below. Click Next to import the documents.

1.

2.

3.



When loading e-documents, the order of the documents depends on the order of your file selection. Be sure to take a look and confirm the order of your files. after confirming the order of your files, click Next.

In the Fields dialog box, you can map the e-documents’ metadata information to the fields in the database. In this example we have used an e-documents template database so the fields match up exactly with your metadata. This is not a requirement, however; you can map the meta-field in your document to any field in your database. Click Next.

4.

5.

e-doCuMenTs Fields dialog Box


In the Options dialog box, you can specify to match metadata field names. every different type of e-document contains different metadata. If you have a field name that matches the documents metadata field name it will automatically be mapped to the field in your database. For instance, if you have a field named LaSTedITed in the database and a metadata field in the e-doc called LaSTedITed then the data would go into your database field automatically. Click Next.

You have the option to Create hyperlinks to original document. Choose this option if you want to open the document in its native application.

In the Log file box, click Browse and save an error log. If there are any problems during the import process the errors will be saved to the file.

Click Next.

In the import dialog box, click import. When your files have finished loading click done. now you’re ready to work with your e-documents.

6.

7.

8.

9.

10.

e-doCuMenTs opTions dialog Box



importing E-mail

The enhanced e-mail Wizard in Concordance 2007, directly imports Microsoft Outlook files retaining original formatting, metadata, hyperlinks to native documents, and parent-child relationships between e-mails and their attachments.

When importing e-mail in Concordance, you have many useful options including:

n de-duplicating e-mails based on the e-mail message Id.

n Mapping the e-mail data to specific fields in the database.

n Importing messages from a specified date range.

n Importing the e-mail attachments which become fully searchable and hyperlinked to the original native file for further review.

To import Outlook PST files, click documents -> import -> E-mail and Attachments.1.

iMporT e-Mail Folders dialog Box

Choose a PST profile, and then click Ok.

You can choose to import a specific e-mail folder or an entire in-box and personal folders. Click Next.

Import e-mail attachments as needed. If you want to review the native attachments with the e-mail, be sure you extract your attachments with the e-mail. Creating subdirectories is a good way to organize the attachments. Click Next.

2.

3.

4.


iMporT e-Mail daTe ranges dialog Box

iMporT e-Mail aTTaChMenTs dialog Box

Import all e-mails or just the ones sent between specific dates that are relevant in your case. Click Next.

decide which e-mail fields you want to import and ensure they’re mapped to the fields in the database. Click Next.

5.

6.


Map e-Mail Fields dialog Box

iMporT e-Mail opTions dialog Box



Select additional options:

n auto-number the documents.

n display the full path of attachments.

�n do not allow duplicate e-mails. Click Next.

now you’re ready to import your e-mail. Click import. When the import is complete, click done.

7.

8.

iMporTed e-Mail wiTh aTTaChMenTs



Walk-through: printingConcordance gives you and your team so many printing tools that your options are almost limitless. Let’s take a look at a few of them.

printing documents Concordance has two printing icons located on the Standard toolbar: print allows you to print documents, and report allows you to write reports. Think of the Print option as the Browse view on paper and the report Writer as the Table view on paper.

now let’s set up a quick print job. Go to the File menu, and then select the Cowco database from the recently used files list at the bottom of the menu:

Click the print icon. a dialog box displays with the print options tab visible. additional tabs give you choices such as Fields, kWiC™ (Key Word in Context), as well as Formatting options.

1.

prinT doCuMenTs dialog Box – prinT TaB


Click the Fields tab to begin the field selection process.

Click remove all, and then double-click the STarTPaGe, daTe, dOCTYPe, TITLe, aUTHOr and reCIPIenT fields in the Available fields list.

Click the print tab to see a preview of your print job, and then click print preview to view your print job. It should appear similar to the figure below. You can explore additional printing options on the Formatting tab, for example, print date/time stamps, and headers/footers.

Try “Compressed Printing” to print multiple pages on one sheet of paper.

Once you’ve performed a search, KWIC is a powerful tool to limit large text field printing to only your key words (or hits) and lines above and below those key words. When using KWIC with transcripts, you can limit your text to Q&a pairs, or lines above and below, or a combination of both.

2.

3.

4.

saMple prinT preView

prinT doCuMenTs dialog Box – Fields TaB



report WriterWhen you need a columnar report, use the Concordance report Writer. The step-by-step Wizard helps you create perfectly formatted reports. Let’s walk through using the Wizard.

Click the report button , and then select report Writer Wizard.

Select your beginning and ending document, as shown to the left, and then click Next.

Pick page numbering and date/time stamp options (not shown), and then click Next.

Type your report header and report footer as shown below, and then click Next.

Select from options such as starting a new page with each new record, horizontal lines between records, vertical lines between columns, and so on, and then click Next.

Set the margins for your report, and then click Next.

1.

2.

3.

4.

5.

6.


Select the page orientation and page break settings, and then click Next.

Click next on Exploded sort.

Select the fields to include in your report. as in the Print documents exercise, pick the STarTPaGe, daTe, dOCTYPe, TITLe, aUTHOr and reCIPIenT fields. Click Next.

On Field Options, click Next.

7.

8.

9.

10.

Tip:

Before .you .click .next .on .Field options, .take .a .look .at .some .of .the .things .that .the .Report .Writer .can .do . . .The .Report .Writer .can .run .totals .and .subtotals .on .your .data, .suppress .repetitive .entries .(such .as .STATE .in . .a .list .of .addresses, .for .instance), .and .more .



Your report is now ready to run. The figure below is the classic Concordance report Writer interface, all set up and ready to go.

Click Finish.

Click on the print preview to view the columnar report and/or take a print screen.

11.

12.

prinT preView oF The reporT

Tip:

All .reports .in .Concordance .can .be .saved .and .run .again .at .a .later .time . .A .saved .report .will .save .your .settings, . .not .the .documents .within .the .report .


Walk-through: Concordance® imageLexisnexis also produces a powerful image-management application, Concordance® Image. If you’re using our demo Cd, you already have a copy of Concordance Image installed and ready to demonstrate.

If you’ve ordered or subscribed to Concordance and Concordance Image and have not yet set up your viewer, please refer to your installation instructions before continuing.

If you have only Concordance, and you are using another viewer or no viewer at all, let’s take this opportunity to look at the next generation of image retrieval, editing, and document production with Concordance Image. Working in conjunction with Concordance, Concordance Image gives you instant access to your scanned documents, with features such as a document Production Wizard, powerful printing options, the ability to search your redlines, and more. no other viewer integrates as tightly with Concordance.

Click the databases button. In the databases panel, click Open database, and then select Calfco.dcb

Click the camera button at the bottom of the window. Concordance Image starts and displays the image of the first document.

1.

2.

ConCordanCe and ConCordanCe iMage side By side



Concordance Image has intuitive, icon-driven toolbars to help ease the learning curve.

along the top are the Standard toolbar buttons. These buttons are for viewing and image manipulation.

The magnifying glass tools and panning tool (for grabbing and moving the image) are

available on the Standard toolbar.

down the left side are the redline toolbar buttons, these buttons for are for redactions, highlighting,

sticky notes, and so on.

along the bottom are the Image toolbar buttons. These buttons are navigation tools, such as next

document arrows (as in Concordance), zoom in, zoom out, fit to width, and

fit to height.

Navigating imagesViewing of images integrates seamlessly with Concordance. In Concordance Image, move from image to image, using the next Page or next document icons. note how your Concordance database stays in lock step with Concordance Image. Give it a try in Concordance, too. You’ll notice the same integration.

Concordance Image also allows Bar Code reader input to pull up images, and lets you go directly to an image by production number.

Tip:

Concordance .Image .has .dockable .icon .bars . .Try .grabbing .the .leftmost .gray .bar .on .the .top .or .bottom .icon .bars, . .or .the .topmost .gray .bar .on .the .side .icon .bar . .Now .you .can .drag .the .bar .and .“dock” .it .on .any .window .border, . .or .leave .it .“floating” .over .the .image .


redlines and markupsConcordance Image lets you mark up documents by using highlighting, redactions, lines, circles and boxes. You can flag an important area of a document by highlighting it, or block out confidential areas using our redaction tool. Plus, redactions can be annotated with text stamps indicating why or when the redaction was made.

Click the highlighting tool on the redline toolbar, and click and drag over the image. This applies the highlighting. If you need to remove it, simply double-click, and click delete. It’s that simple.

Click the redaction tool. This allows you to block out any sensitive or privileged text quickly and easily.

Once you’ve redacted text, you can brand the section with a customized explanation of your redaction. double-click your redaction. You should see a menu as shown in the figure below.

Select Edit redaction text to create the words or phrases that you want to label your redac-tions. Is the redaction due to attorney Client Privilege? Is the block of text confidential subject to court order? You can label your redactions to suit the matter at hand.

1.

2.

3.

4.



The redaction editor lets you type whatever text is appropriate to label the redaction. Type the text in the redaction text box, and then click “add” to put that item on your list of redactions.

You can move items up or down, or remove them from the list. You can change the font of the text by using the Font button. The make default button sets the text you’ve chosen as the text that will automatically display on each new redaction.

redlines are stored as overlays, so the underlying image is not altered in any way. However, Concordance Image can also “burn” your markups to new images. See the Image Production section.

Search your redlines by type or creator. Click the Search button on the redlines toolbar to open the search pane.

Select which type of redlines you’d like to find by clicking the check boxes. You can search for multiple types at once if you like. You can even search for redlines containing text by typing the text in the search field and then clicking Search. Click the advanced tab to search the selected redlines by creator.

image productionConcordance and Concordance Image are powerful tools for searching, viewing and printing your documents. Concordance Image provides a full suite of tools to help you create your production sets for saving on Cd/dVd, printing to paper or creating subsets of your images. The Production Wizard will assist you in creating your own production sets of documents.

Click Tools -> produce, and then click the Production Wizard icon.

5.

6.

1.


In the range dialog box, click Next.

The images dialog box lets you produce in the following ways:

n Create new images is used when you want to burn redlines onto your images.

n Link to existing images is useful in creating subset image bases without copying your images.

�

�

�

n Copy images directly is used to produce a subset of your images without redlines to burn them to Cd or dVd.

Hover the mouse over these options to view descriptions of their functionalities. Click Next.

The directory dialog box shows the location to copy the new set of images. Type a location, or click Browse to select a location on your hard drive or network. Click Next.

2.

3.

4.



The Subdirectory dialog box creates new folders every 500 images or whatever number you choose. Create volume folders lets you specify the type of media to which to save your production and ensures that each page in a document is saved on the same volume. Select both options, and then click Next.

The imagebase dialog box creates a new image base (database of image links), or a Concordance Image load file. This is how Concordance tells Concordance Image which image to display, and how Concordance Image locates the correct image. This provides an easy way to create subsets of your images for distribution, or for taking with you on a laptop—complete with image pointer files. Click Next.

The Numbering dialog box presents options for numbering your new images. You can:

n Create production numbers: this re-numbers every printed page with an automatically incremented number. You choose the prefix and the starting number.

n Use production numbers as file names: this names the new image files according to the new production numbers that you’ve created.

n use production numbers as new image keys: used in conjunction with the previous imagebase dialog box, this lets you use your production numbers as image pointers. This is often used when you are producing to opposing counsel so as not to reveal your internal image identifiers.

n Copy production numbers to Concordance: this writes your new production numbers back to your database for tracking. Click Next.

5.

6.

7.


The header & Footer dialog box lets you:

n Type text into the header/footer field and Concordance Image will print it on every image.

n Click the drop-down arrow to select items such as a date & Time stamp, date stamp, and page number, or a fielded text from your Concordance database.

n Type a number and select the Auto increment check box. This provides even more flexibility for tracking your production.

When you’ve selected your header and footer preferences, click Next.

The Options dialog box lets you select image formatting, conversion of single page TIFF files to multi-page, and vice versa. Click next.

The redlines dialog box lets you either save your markups as overlays, or burn them into your image. You can skip them entirely, or save just redlines, redactions or highlighting. The check boxes allow full control over your redline selection, including boxes, ellipses and lines. Click Next.

In the final dialog box of the Production Wizard, click Finish. The produce dialog box displays a status bar as Concordance Image saves the images to your hard drive

or network.

Congratulations! You just created a document production set. Your production sets will reflect the final set of documents you queried from Concordance. It gives you full control over every phase of the production—right from your desktop—and saves you valuable time in preparation for trial.

8.

9.

10.

11.



printing imagesWhen you’re ready to print your images, Concordance Image also gives you flexible control of your image printing. Whether you’re printing a few pages or doing a massive document production, Concordance Image gives you the tools to manage the entire job.

The following figure shows the Image Print dialog box with Print tab active. Your tabbed options along the top are print, header & Footer, Options and Setup.

Look at the print tab, which contains the following options.

n Entire image lets you quickly print the page you’re viewing. This is your default option.

n Viewed portion lets you print a particular part of the picture you’ve zoomed in on.

n pages lets you specify a range of pages when you’re viewing a multiple-page document.

n When you’re viewing a range of documents you’ve selected from Concordance, documents lets you read the number of documents from the database, and puts the first and last document number here. You can change document numbers as needed.

1.

iMage prinT dialog Box – prinT TaB


n page count becomes active when documents is selected. This option counts through the pages in every document in the Concordance query and tallies the number of pages. It’s very helpful when preparing large print jobs—you know how much paper is needed before you begin printing.

n retrieve/Save lets you save your print option settings from job to job.

n Copies lets you print multiple copies of each page in your print job.

Click the header & Footer tab. This tab allows the same type of header and footer control as in the Production Wizard. You can select from items such as date & Time stamp, date stamp, and page number, or data from any field in your Concordance database.

You can also type a custom serial number, and then select the Auto increment check box to have Concordance Image auto-serialize your print job.

2.

iMage prinT dialog Box – header & FooTer TaB



Click the Options tab. This tab gives you the option to print redactions or not. also on this page is a Separator sheet. Concordance Image can pull from multiple paper trays in your printer, letting you easily separate one document from the next.

You can also print Concordance data on the separator sheet—the beginning document number from the database could prove very helpful when sorting through a large print job.

3.

iMage prinT dialog Box – opTions TaB

ConclusionConcordance and Concordance Image—searching, reporting, organizing, viewing, producing document sets, printing—to help litigation teams prepare for trial with confidence and control. We hope you’ve enjoyed this tour of our products.


* Free 30-day Concordance trial software offer subject to your acceptance of the terms and conditions set forth in the Concordance Information Retrieval System License Agreement. It is your responsibility to ensure your computer system meets all the requirements necessary to download the Concordance trial software. Concordance specially disclaims all liability for any and all damage associated with the downloading and/or using of the Concordance trial software, including but not limited to technical hardware or software failures of any kind, any damage to any person’s computer, network or systems of any kind. The Concordance trial software is provided “as is,” without a warranty of any kind. All expressed or implied representations and warranties, including any implied warranty of merchantability, fitness for a particular purpose or non-infringement, are hereby excluded. Concordance reserves the right to cancel or modify the trial offer program for any reason. This Concordance trial software subscription is valid for 30 consecutive days after downloading the Concordance software for use. Offer limited to one software download per person. Other restrictions may apply. Void where prohibited.

LexisNexis and the Knowledge Burst logo are registered trademarks of Reed Elsevier Properties Inc., used under license. Concordance and Applied Discovery are registered trademarks and FYI and PreDiscovery are trademarks of Applied Discovery, Inc. Other products or services may be trademarks or registered trademarks of their respective companies. © 2007 Concordance. All rights reserved. LLG00082-0 0807

Deliver Greater Control, Confidence and Choices

The suite of Discovery Services from LexisNexis brings together all the elements you need to succeed in litigation—from litigation readiness to leading software applications. Our aim is to enable you to feel confident about every stage of the discovery process. And with so much riding on the outcome of a case, it is vital to have a company that understands your discovery needs today and tomorrow. LexisNexis is that company. We have both the legal and technological savvy to help you solve the many unplanned twists and turns of litigation.

In addition to the award-winning Concordance products, the suite of Discovery Services from LexisNexis offers the broadest portfolio of discovery choices—Applied Discovery®, Hosted FYI™ and LAW PreDiscovery™—empowering law firms, corporations, and government agencies to litigate successfully in the face of overwhelming data volumes and rapidly changing technology.

Find out more, go to www.lexisnexis.com/concordance or contact a Discovery Specialist today at 800.421.TEXT and [email protected].