All posts tagged Ontrack Inview

It’s Your Turn! Vote Today for the National Law Journal’s ‘Best of 2016’

The polls are open, and it’s awards season. Whatever your persuasion, it’s your turn to vote. The National Law Journal recently announced the finalists for its ‘Best of 2016,’ and Kroll Ontrack is proud to be nominated in NINE categories!

  • Best end-to-end litigation consulting firm
  • Best end-to-end ediscovery provider
  • Best technology assisted review ediscovery solution
  • Best data and technology management ediscovery provider
  • Best data recovery solution provider
  • Best managed document review services
  • Best managed ediscovery and litigation support services provider
  • Best online review platform
  • Best case management software

From now until Friday, February 5, you can vote in the annual reader’s choice survey. This is your chance to rate the products and services you’ve been using in litigation. And it’s an opportunity for those of us in the industry to receive valuable feedback.

While you don’t have to answer every question, we greatly appreciate your support and your feedback – thank you for taking the time!

It’s time to vote.

Document Review – Creating and Modifying Annotations in Ontrack Inview

Document Review - Creating and Modifying Annotations in Ontrack Inview

One of the most useful functionalities of Ontrack Inview is the ability to compare documents side-by-side during document review. The annotations tab shows redactions, highlights, and sticky notes of two near-duplicate documents.

Creating Annotations

You can create redactions, highlights, and sticky notes using the Document Viewer Toolbar. Annotations are shared by all duplicate documents throughout the database. (Important: You cannot annotate documents in the Native or Text tabs. You can annotate documents in the Tiff tab only.)

Modifying Annotations

After you create an annotation, you can go back and modify it at any time. You can also modify an annotation created by another reviewer, as long as your security level is equal to or greater than the annotation’s security level. The default security level of an annotation is “Low – 10.”

To edit the text in a sticky note

  1. On the Tiff tab, double-click the sticky note you want to modify. The text becomes available for editing.
  2. Edit the text as desired and click outside the note.

To edit the name of a redaction code

  1. On the Tiff tab, double-click the redaction you want to modify. The Modify Text dialog box appears.
  2. Edit the text as desired and click OK.

To delete an annotation

  1. On the Tiff tab, select the annotation you want to delete.
  2. Press Delete. For sticky notes and redactions, the Comments dialog box appears, asking you if you would like to edit your comments.
  3. Enter comments, if desired, and click OK.

Keyword Highlighting in Ontrack Inview

Keyword Highlighting in Ontrack Inview

Much of the magic in leveraging Ontrack Inview is your ability to search through a vast system of documents in a blink of an eye. When viewing documents in a search folder, you can locate keyword hits quickly by using either the “Previous Hit” button or the “Next Hit” button on the Document Viewer Toolbar. Search hits appear in all three tabs in the document viewer.

By default, the search terms found in your search results are highlighted. Each reviewer can select additional types of terms to highlight throughout the system, not just within search results. You can also highlight Filter Terms (keyword filter terms that were used during processing) and Privilege Terms (terms from your Privilege keyword list).

To view additional highlighting, on the View tab of the ribbon, click Filter Terms, Privilege Terms, or both. Once set, click these buttons again to toggle the highlighting on or off as needed.

Keep in mind the following considerations when looking at highlighted terms.

  • Filter term highlighting occurs on a Control Number (individual document) basis. For example, a document with Control #2, Duplicate ID #2 for custodian “Smith, Jane” hit on the processing filter term trading. This term appears highlighted in yellow. Another document with Control #1000, Duplicate ID #2 for custodian “Smith, John” went through a different filter in processing and hit on the term stock. Even though Control #1000 is a duplicate of Control #2, it hit on a different processing filter term. As a result, Control #1000 highlights stock in yellow (not trading).
  • Keyword highlights appear on the Tiff, Native, and Text tabs. Scanned paper documents and other specific document types have highlighting only in the Text tab.
  • Only those words that match the search term exactly are highlighted. Therefore, if your search term is AB&C, many words may take search hits, but only the exact matches of AB&C will be highlighted in the documents returned in a search.
  • If your search term contains a wild card (*) or expander (!), all variants of the term are found and highlighted. The exception is those terms containing punctuation.
  • If your search term contains a root expander (+), all variants of the term are found and highlighted.
  • If your search term is also on a privilege keyword list or was a filter term and your Highlighter is set to display both, you may see multiple colors: privilege (red), search (teal), and filter (yellow). If there are overlapping terms, they are highlighted in dark blue.

Topic Review within Ontrack Inview

Topic Review within Ontrack Inview

The Sedona Conference said it best—“Success in using any automated search method or technology will be enhanced by a well-thought out process with substantial human input on the front end.”1

Whether you are determined to stick with keyword search or eager to make like the parties in Da Silva Moore, Global Aerospace, and Actos by implementing Technology Assisted Review (TAR), success in any ediscovery project starts early, by gaining a fundamental knowledge of your data universe with Early Case Assessment (ECA). This article looks at the importance of viewing documents by topics – a core component of ECA. Topic review can expedite review speed and slash costs within Ontrack® Inview™, the most capable ediscovery document review tool on the market.

What is viewing folders by topic?

The ‘viewing folders by topic’ feature leverages Latent Semantic Analysis, a technique that enables technologies to mine a corpus of documents for textual relationships and group the various documents into similar concepts. Sans human input, Ontrack® Inview™ automatically pans through data sets for related documents and displays them in folders.

By viewing documents within topic folders, reviewers gain an early glimpse into ediscovery projects of all sizes. These batches of documents can be quickly routed to reviewers to improve workflow and ease project management. Further, by reviewing documents within these groups, response rates skyrocket as documents are presented in a steady stream of related concepts instead of a disjointed folder of random files.

Enabling topic view

  • Prerequisites – be sure that Topic Review is enabled for your project and you have the correct permission (the “Admin” and “High” pre-set permission groups have this permission)
  • Enabling topic view – in the “Document Reviewers” pane, do one of the following:
    • On the Folder tab of the ribbon, in the Topic group, click Display Folder by Topic
    • Right-click the appropriate folder, point to Folder Actions, and then click Display Folder by Topic
  • Reap the benefits – whether you are in ECA or review, you can begin distributing folders by topic grouping

Be sure your provider can provide you with all the tools you need to stay in control of ediscovery before the ink dries on your service level agreement. Topic viewing can whittle down client bills and fast track projects of all sizes.

Learn more about Ontrack® Inview™, the most sophisticated online review technology available.

1 Best Practices Commentary on the Use of Search and Information Retrieval Methods in Ediscovery (August 2007).

Asynchronous Search? Increase Your Flexibility

Asynchronous Search? Increase Your Flexibility

Running a search in a large data set and expecting a ton of results? Rather than waiting for results to generate, in Ontrack Inview, Ontrack Advanceview, Verve EDA and Verve Review you can opt to run a search in the background while you do additional work in the application—granting you greater flexibility while the asynchronous search culls your data set.

To run a search in the background, use the Search Wizard by following these steps:

  1. On the Home tab, click Search to start a new search
  2. Specify your search criteria in the Query tab
    1. Enter a name for the search
    2. Determine whether you’re searching text, metadata, or both
    3. Enter your search terms in the Terms and Connectors section
  3. Select Run search in background to run an asynchronous search.
  4. Click Search to begin

You can continue working in the application once your search criteria is analyzed and the search is ready to begin. Once your search has been analyzed, it will appear under the Searches folder in the Document Reviewers pane. Once your asynchronous search begins running, you will be able to tell whether your search was complete by checking for one of two icons in front of the specified search folder:

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While your search is running in the background, you will not be able to view results until the search is complete. To update the status of an “in progress” folder, simply right click it to refresh the status of your search folder.Once your search is completed, you will have full access to all results and reports on the search.

Next time you need to cull down data with a broad keyword search, consider running an asynchronous search to cut out the wait and maximize your efficiency.

For additional help, see your User Guide or contact your Case Manager at 1-800-347-6105.

“Ditto”: Copying Categorizations between Documents

“Ditto”: Copying Categorizations between Documents

Whittling down a data set in document review can be an overwhelming task, and anything that speeds up that process is worth storing in your tool belt. In the Ontrack Inview and Verve Review platforms the “Ditto” function is a viable option for expediting first-pass review.

The Ditto function allows reviewers to copy and apply review decisions from the previously viewed document to the “target” document, overwriting or removing existing review categories on that document. Here are two basic examples of the Ditto function in action:

  “Source” Document A “Target ” Document B “Target” Document AFTER Using Ditto Function
Example #1 Document A is categorized as “responsive” Document B has no categorizations Document B is categorized as “responsive”
Example #2 Document A is categorized as “responsive” Document B is currently categorized as “non-responsive” “Non-responsive” category is replaced; Document B is categorized as “responsive”

Based on system permissions in Ontrack Inview and Verve Review, the visibility of existing document categories may be restricted to certain reviewers. The Ditto function maintains category security by disabling its use when it would mean overwriting a hidden category. Additionally, privilege comments and administrator categories are never copied. Here are two more detailed examples of the Ditto function in action:

  “Source” Document A “Target ” Document B “Target” Document AFTER Using Ditto Function
Example #3 Document A is categorized as “privileged” but also has a review category of “confidential” that is hidden to the reviewer Document B has no categorizations Document B is categorized as “privileged,” but not “confidential” because of category security
Example #4 Document A is categorized as “privileged” but also has a review category of “confidential” that is hidden to the reviewer Document B is currently categorized as “non-responsive” “Non-responsive” category is replaced with “privileged,” but not “confidential” because of category security

The Ditto function warrants consideration in your next review to reduce the number of clicks between documents, which can significantly speed up review. For more information on the Ditto function, see the Ontrack Inview and Verve Review help documentation or contact your Kroll Ontrack Case Manager at 1-800-347-6105.

Five Ways to Customize the User Interface

Five Ways to Customize the User Interface

With a revamped user interface, the newest versions of Ontrack Inview and Ontrack Advanceview make it easier than ever to “jump right in” to a document review project. Additionally, with a vast array of customization options, users can create layouts that best compliment their work style.

Here are five essential customization features you need to know about:

  1. Minimizing the ribbon creates more space for document review. By clicking the arrow above the ribbon or double-clicking any tab heading, you can minimize and maximize the ribbon as needed. When minimized, only tab headings appear, but you can access the collapsed content by clicking any tab once.
  2. Modifying the Navigation Pane significantly enhances navigability. The pane itself can be resized or collapsed with a split bar, and its contents can be reordered to best accommodate your needs. To alter the order and the number of buttons displayed in the Navigation Pane, click the double arrow underneath the panes and select “Navigation Pane Options.”
  3. Moving panels to a more desirable location helps create a more functional layout. To move the Document View, Category Tree and Coding panels, simply use the Guide Diamond to drag and drop them to a docked position in the application window. If your interface becomes too cluttered, double click the panel’s title bar to undock the panel—allowing it to “float” outside the application window. You can also hide the panel by clicking the pin icon in the title bar.
  4. Using multiple monitors organizes your workspace by allowing you to move panels to another monitor. To fully benefit from multi-monitor functionality, make sure that the latest version of the Remote Desktop Protocol is installed. Check your instrument’s System Requirements, located in the Ontrack Inview and Ontrack Advanceview help section for more information on multiple-monitor functionality.
  5. Applying predefined layouts further expedites the adjustment process. By clicking the PowerMode  button located in the View tab of the ribbon, the interface automatically reduces the document list and collapses the ribbon and navigation pane—allotting maximum space for the selected document and category tree. Alternatively, should you need to undo any customization, the Default button acts as a “quick reset” that returns the ribbon, pane and panels to their original sizes in the application window.

Proper use of each of these options can increase the efficiency of document review and save clients time and money. Start leveraging these tools today to master the art of customization.

The User Experience – Reinvented

The User Experience – Reinvented

Version 7.0 of the Ontrack® Inview™ review tool features a new design to dramatically enhance usability and reduce the cost of document review.

Building on 10 years of award-winning document review tool innovations, version 7.0 is now complete with a modern, fresh design and offers clients a brand new user experience. Developed by users for users, insight for the new user interface was obtained from a global team of experienced reviewers located in Kroll Ontrack document review facilities around the world. This interface, together with the unique Intelligent Review Technology (IRT), maximize the speed of document review, reiterating the company’s commitment to helping clients achieve a 50 percent plus cost savings on review.

The new, modern Ontrack Inview interface maximizes the speed of your review, saving costs by:

  • Increasing efficiency. With logical task groupings, a new intuitive ribbon bar and more right-click options, clients can gain faster access to commonly used review features.
  • Improving ease of use. Dual monitor support allows for additional screen real estate for easier viewing of potentially relevant documents.
  • Customizing your experience. With drag and drop, dockable viewing panes, the screen layout is now customizable for all review needs.

“Maximizing usability in the industry-leading Ontrack Inview review tool is of the utmost importance to Kroll Ontrack because it directly impacts efficiency, satisfaction and cost savings for our clients,” said Michele Lange, director of discovery, Kroll Ontrack. “When clients are more efficient, it takes less time to accomplish a particular review task, resulting in increased productivity, cost savings and a higher level of customer satisfaction.”

To ensure that Kroll Ontrack was delivering as promised on this new version, Kroll Ontrack conducted a usability study with a user profile of individuals with little to no experience using the Ontrack Inview tool to test the efficiency of the new review tool interface. Kroll Ontrack timed users as they conducted 10 review tasks in previous versions of the tool and in the new Ontrack Inview 7.0 interface. The usability study revealed it was easier to schedule reports, locate documents, highlight key words and translate text. Specifically, these review tasks were conducted 10 percent faster in the Ontrack Inview 7.0 review tool. The new user interface and its enhanced usability and customizability features are also available in the Ontrack® Advanceview™ early data assessment tool, which now features its own distinct look and feel customized for optimum early data assessment in litigation and regulatory matters.

“Kroll Ontrack strives to continually update its technology and services offerings to improve the efficiency and effectiveness of the legal discovery process,” said George May, vice president of product strategy, Kroll Ontrack. “Innovations such as Intelligent Review Technology, which integrates expert human logic with smart technology by evaluating and learning from document review decisions, and the new Ontrack Inview 7.0 review tool reinforce our relentless commitment to helping our clients drive down the total cost of litigation. As the only end-to-end discovery services and technology provider, we are uniquely positioned to offer the most comprehensive, meaningful and cost-effective improvements to our clients to meet their varying needs. Clients can expect and should look forward to continued innovation from us in technology, services and bundled offerings in 2011 and beyond.”

The Ontrack Inview 7.0 review tool and Ontrack Advanceview 7.0 early data assessment tool are available worldwide. For more information about these tools, visit www.krollontrack.com/ontrack-inview or www.krollontrack.com/ontrack-advanceview

Intelligent Review Technology Results in Proven Cost-Savings

The ediscovery landscape is proving to be more treacherous given the rise of data proliferation and the increase in sanctions for mismanaging ESI. As the courts grow increasingly intolerant of discovery failures, litigants are faced with two choices: work harder by investing more resources to ensure thorough review, or work smarter by leveraging fewer resources with cutting-edge technology to achieve superior results. Dynamic companies know the latter is always the best option, and for them, the next generation of ediscovery technology has arrived.

Intelligent Review Technology (IRT) combines the best of both worlds by delivering the discerning analytics of a human review team in an automated platform capable of increased processing speed, consistency and accuracy. Although IRT encompasses many different technologies that can work independently or conjunctively to varying degrees, workflow automation, supervised learning and statistical quality control are the cornerstone features of an effective IRT system that together allow review to be conducted faster, more efficiently and accurately than even the best human review teams equipped with current discovery technology.

IRT learns while you work, and empowers the defensibility of your arguments with transparent reports and real-time metrics. By analyzing decisions made by lawyers, the system applies human logic to identify likely responsive documents and make categorization suggestions. IRT integrates human input with smart technology, reduces costs by 50%, and improves the quality and defensibility of document review.

The technology inside, Ontrack® Inview™, has three components:

  • Workflow: Get the right documents to the right people. Workflow is an automated means to distribute and check in documents.
  • Prioritization: See the most important documents first. Prioritization evaluates reviewer decisions to identify and elevate documents that are most likely responsive, enabling reviewers to view the most relevant documents first.
  • Categorization: Harness the power of technology to learn from human decisions.  Categorization analyzes reviewer decisions and applies logic to suggest categories for the documents not yet reviewed

Kroll Ontrack Launches Final Component of Intelligent Review Technology

Innovative Categorization Features, along with Kroll Ontrack Professional Services Experts, Drive Document Review Efficiencies and Decrease Costs

Kroll Ontrack, the leading provider of information management, data recovery and legal technologies products and services, today announced the launch of Ontrack® Inview™ version 6.5, the award-winning document review tool, which now includes Categorization functionality. Completing the Intelligent Review Technology (IRT) suite within the Ontrack Inview 6.5 tool,Workflow, Prioritization and Categorization integrate expert human logic with smart technology by evaluating and learning from document review decisions made by lawyers. Committed to building innovative discovery technology, Kroll Ontrack IRT expedites document review schedules, improves the quality of review decisions and reduces overall discovery costs, all while empowering attorneys to focus on case strategy.

The newest Ontrack Inview feature, Categorization, builds upon the Workflow and Prioritization features, which were released in June and August 2010, respectively. By analyzing human decisions and then making categorization recommendations for documents not yet reviewed, Categorization addresses a common challenge posed by traditional document review – category determinations are often made inconsistently and inefficiently. In fact, studies show that a second, repeat review, even by the same staff, often leads to different category decisions. With  Categorization technology in the Ontrack Inview review tool, learning immediately begins when category decisions are made by lawyers designated as “trainers.” The system learns with each keystroke and then applies intelligent categorizations to the rest of the review set, which can then be evaluated by the review team and validated using quality control measures.

With Workflow, Prioritization and Categorization, clients can achieve greater than 50 percent costs savings on review. Kroll Ontrack IRT works in four steps:

  1. Train: Lawyers designated as “trainers” review documents and determine whether they are responsive, non-responsive, privileged or some other pre-defined category.
  2. Learn: IRT analyzes reviewer category decisions made by trainers to identify and elevate documents that are most likely relevant and suggest categories for documents not yet reviewed.
  3. Evaluate: Reviewers make categorization decisions, leveraging intelligent suggestions.
  4. Validate: IRT is fully transparent with real-time reports and metrics available to optimize the technology and experience cost savings.

“Traditional linear review is no longer tenable. The manual aspect of document review inherently produces inaccuracies and inconsistencies in categorization decisions, which hinders the implementation of a repeatable, defensible process,” said Michele Lange, director of discovery, Kroll Ontrack. “IRT in the Ontrack Inview tool is unique when compared to other tools because it automatically selects and presents sample documents for your review team versus a review team conducting manual, iterative, time-intensive searches to find key documents from which to learn. Furthermore, Kroll Ontrack IRT learns while you work and empowers the defensibility of your arguments with transparent reports and real-time metrics. Kroll Ontrack is truly leading a revolution that is going to change the face of legal discovery.”

In addition, through its Professional Services team, Kroll Ontrack is prepared to help clients leverage this powerful technology when conducting their own reviews in order to achieve consistency, speed and cost savings. Clients also have the option of using Kroll Ontrack Document Review Services, facilities and team of highly qualified document review attorneys to fully leverage the Ontrack Inview tool and its advanced capabilities.

 
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