SYSTEM AND METHOD FOR MANAGING ELECTRONIC DOCUMENTS IN A LITIGATION CONTEXT

• US 20100325102A1
• Filed: 06/22/2010
• Published: 12/23/2010
• Est. Priority Date: 06/23/2009
• Status: Active Grant

• Current Assignee: Gary Robin Maze
• Original Assignee: Gary Robin Maze
• Inventors: Maze, Gary R.
• Granted Patent: US 8,200,642 B2
• Time in Patent Office: Days
• US Class Current: 707/722
• CPC Class Codes: G06F 16/93 Document management systems

Abstract

A system and method for production of analyzing electronic documents includes document acquisition software; a database, comprising a document table; a document parser; a categorization schema; and a document processor operatively in communication with the database and the categorization schema. Document acquisition software operatively resident in a first computer acquires an electronic document which is then parsed by a document parser operatively resident in a second computer to create a set of parsed data related to the acquired document. A predetermined set of data describing the parsed document, comprising the created parsed data, are stored into a document table of a database accessible to the second computer. A non-neural network process is used to process the created parsed data in a document processor operatively resident in a third computer according to a categorization schema to create an association between the acquired document and the categorization schema.

Claims

1. A method for processing electronic documents for use in a legal proceeding, comprising:

a. storing a request for production of a document in a record in a table in a database;

b. obtaining a set of electronic documents stored on a computer readable medium without altering a predetermined set of characteristics of the set of electronic documents with respect to the computer readable medium;

c. using a first software process to obtain a first set of description data of each of the electronic documents;

d. using a second software process to extract text content from each electronic document to the extent that each electronic document contains extractable text content;

e. storing the first set of description data in a first predetermined set of fields in a record in a table in the database, at least one of the predetermined set of fields of stored data containing data relating the stored first set of description data with its respective electronic document;

f. storing the text content if present into a second predetermined set of fields in a record related to its respective electronic document in a table in the database;

g. obtaining a document relevance decision criterion related to the request for production;

h. analyzing the description data and the text content for responsiveness to the document relevance decision criterion; and

i. creating an association in the database of each electronic document with the request for production if that electronic document is at or above a responsiveness threshold with respect to the document relevance decision criterion as determined by matching at least one of the description data and the text content with the decision criterion.

2. The method of claim 1, further comprising:

a. creating a set of responsive documents for each request for production for each electronic document that is associated with each request for production;

b. producing a copy of each responsive document of the set of responsive documents; and

c. capturing data into a table in the database sufficient to track which electronic document was produced and when such production occurred.

3. The method of claim 2, further comprising creating a report containing an identification of each request for production and an identification of each responsive document produced that is responsive to each such request for production.

4. The method of claim 3, wherein the report comprises at least one of data stored in a table in the database or a formatted report for viewing.

5. The method of claim 1, further comprising obtaining externally generated text content for a stored electronic document if the stored electronic document does not contain textual content.

6. The method of claim 5, wherein the externally obtained text content is obtained manually from a user.

7. The method of claim 6, wherein the step of externally obtaining text content for the stored electronic document if the stored electronic document does not contain textual content further comprises:

a. allowing the user to view the electronic document for which textual content cannot be obtained by the computer;

b. obtaining a description from the user of that stored electronic document; and

c. storing the description as part of the predetermined set of data describing the stored electronic document into the document table of the database.

8. The method of claim 1, wherein the predetermined set of characteristics of the electronic document comprise at least one of the electronic document'"'"'s file name, extension, content, size, creation date, and metadata.

9. The method of claim 1, wherein the second software process comprises at least one of optical character recognition or a version of software able to interrogate the electronic document.

10. The method of claim 1, further comprising:

a. repeating the method for each electronic document in the set of electronic documents;

b. using a software process to examine each electronic document of the set of electronic documents for a predetermined identifier; and

c. marking the electronic document'"'"'s associated record in the database for each duplicate of an initially encountered electronic document as a duplicate of the initially encountered electronic document, based on the predetermined identifier.

11. The method of claim 1, further comprising:

a. creating a metric for the electronic document;

b. storing the metric as part of the descriptive data; and

c. using the metric when relating the electronic document with a request for production.

12. The method of claim 1, wherein obtaining a decision criterion related to the request for production comprises obtaining a set of decision criteria, the method further comprising:

a. storing the set of decision criteria in a table in the database, the stored set being related in the database to the table comprising the request for production;

b. storing a member of an n-level taxonomy in a table in the database;

c. creating an association between a member of the stored set of decision criteria and a record in table containing the member of the n-level taxonomy; and

d. creating a database relation between the member of the n-level taxonomy with the stored electronic document in the database based on the set of decision criteria, the relation comprising a null relation.

13. The method of claim 12, wherein the decision criteria are created by a user and stored in a table of the database.

14. The method of claim 12, wherein the relation between the member of the n-level taxonomy and the electronic document is based on the text content of the stored electronic document.

15. The method of claim 12, wherein the association of the electronic document with the request for production further comprises:

a. searching the description data for data matching a predetermined number of the decision criteria; and

b. associating the electronic document with the request for production if the number of the decision criteria contained in the description meets or exceeds a threshold.

16. The method of claim 1, wherein the description data comprises a categorization schema, the categorization schema comprising:

a. a first categorization related to a legal evidentiary privilege;

b. a second categorization related to a protective evidentiary classification; and

c. a null categorization.

17. The method of claim 16, further comprising:

a. assigning a weight criterion to a predetermined subset of the categorization schema;

b. programmatically creating a numeric relevance factor which reflects an analysis of the electronic document in view of the weight criterion; and

c. associating the numeric relevance factor with the descriptive data of the electronic document.

18. The method of claim 1, further comprising:

a. associating a set of text requirements with the request for production;

b. using a software process to determine a set of suggested search keywords based on a predetermined characteristic of the electronic document for use in associating the request for production with the electronic document;

c. performing a keyword search using a the suggested set of search keywords; and

d. associating a subset of the electronic documents located using the keyword search with the request for production.

19. A system for processing electronic documents, comprising:

a. a data store;

b. a database resident in the data store, the database comprising a source table, the source table comprising a record, the record comprising a key indexing field and a description data field and a request table, the request table comprising a record, the record comprising a key indexing field and a description data field;

c. a computer operatively in communication with the data store, the database, and a source of electronic documents; and

d. analysis software operatively resident in the computer, the analysis software further comprising;

1. a user interface comprising a request for production form for entry of a request for production based on a legal proceeding, a search keyword form, a source of electronic documents form, and an analysis form;

2. an analysis module configured to associate a set of user selected keywords with each request for production;

3. a search module configured to search a document table of the database for data associated with an electronic document which contain a predetermined number of the user selected keywords; and

4. an association module adapted to associate an electronic document with a request for production and store the association into a predetermined table of the database.

20. A method of processing electronic files for litigation, comprising:

a. obtaining a predetermined set of electronic files;

b. obtaining a predetermined set of descriptive data for each of the electronic files from a computer operating system;

c. importing the predetermined set of descriptive data into a first predetermined set of fields in a first predetermined set of records in a file table associated with a database;

d. extracting text from each of the electronic files if extractable text exists in that electronic file;

e. storing a request for production into a record in a request table of the database;

f. obtaining a search criterion associated with request for production;

g. searching the file table for files that match the search criterion;

h. creating a set of the associated electronic files from the first set of electronic files that meet the search criterion with the request for production; and

i. storing the associated set of electronic files in a table in the database along with a database relation for that associated set of electronic files with the request for production.

21. The method of claim 20, further comprising creating a copy of each of the associated electronic files in a predetermined location on an electronic medium.

22. The method of claim 21, further comprising:

a. obtaining a maximum medium size; and

b. creating a set of storage locations for the copy of each of the associated electronic files in the predetermined location on the electronic medium, the contents of each storage location not to exceed the obtained maximum medium size.