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1. 34D1E7CF3A3 amp displaylang en Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 4 Install the Microsoft NET Framework Version 2 0 Redistributable Package x86 http www microsoft com downloads details aspx FamilyID 0856eacb 4362 4b0d 8eddaab15c5e04f5 amp DisplayLang en OR Install the Microsoft NET Framework Version 2 0 Redistributable Package x64 http www microsoft com downloads details aspx familyid B44A0000 ACF8 4FA1 AFFB40E78D788B00 amp displaylang en still trying to determine if we need one or both Install Microsoft Outlook and Lotus Notes if required Install the latest Microsoft Office updates http office microsoft com OfficeUpdate default aspx Install the DiscoveryAssistant application unzip XDCAssistant zip and run Setup exe Call your technical contact Ken Davies at ImageMAKER Development for a walkthrough instruction 604 525 2108 Pacific Standard Time Quick Start Instructions Download and install the NET runtime version from Microsoft http www microsoft com downloads details aspx Familyld 262D25E3 F589 4842 8157 1 34D1E7CF3A3 amp displaylang en Also confirm you have the latest Office updates from Microsoft http office microsoft com OfficeUpdate default aspx Make sure you have installed the Office Tools Microsoft Office Document Imaging product contains the OCR engine that Discovery Assistant uses Also
2. Set all worksheets to active before printing Clear print area before converting print all cells Clear headers Clear Footers Orientation Scale Fit To Comments Order Print Quality Paper Size Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 51 Advanced Un hide hidden worksheets before printing Un hide hidden cells columns and rows Export formulas to text file Clear print area prints entire sheet not just specified area Macros never run Recalculation on demand Column Widths set each cell individually Column Width threshold Row Heights set all cells on sheet at once Grid Lines force disabled Excel can print some extremely large TIFF files 1000 s of pages Normally this isn t a problem unless there happens to be a lot of grey scale dithering in the image If the image size exceeds 2Gigs then Discovery Assistant has problems handling the image To get file sizes down for grey scaled large XLS files need to set the printer dithering printer properties General Tab Printing Preferences Advanced Color Mode to Color Dither from 256 colors and Dither Pattern to Big 2x2 5 shades Adobe Acrobat 7 0 PDF Need to set the default Comments and Forms settings in the Acrobat print dialog to Document and Markups Previous setting was Document and Stamps This is a global setting From now on you will get Markups like signatures and highlights gues
3. Configure Excel tab the user can set up the following preferences Orientation Default portrait landscape Scale Default Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 17 Fit To pages wide pages high Zoom To of normal size Show Comments Default None at end of sheet as displayed on sheet Page Order Default Down then over Over then down Print Quality Default 200 300 400 dpi Paper Size Default Standard paper sizes Turn headers footers off Print just the last saved print range or the whole spreadsheet Set all worksheets to active before converting Clear print area before converting print all cells Scale To limit the number of pages when printed suggest setting the default size to Fit to 1 page wide 10 pages high Special case printing can then be done based on the thumbnail output images produced If you have wide varieties of Excel spreadsheets some with lots of pages others with only a few pages our recommendation is to print excel at less than 100 size Things still look very good at 75 scaling Can easily go as low as 50 scaling This reduces the number of pages and gives you a better chance that you get more meaningful information on each page Print Area Default is to print entire spreadsheet not just the print area When printing all cells need to look for and remove blank pages afterwards Set all Worksheets to Active Defau
4. Office 12 2007 Support MSG and PST Handling Handling Outlook Security issues Support for De Duplication Support for De Blanking Bates Stamping Advanced Excel Spreadsheet Processing Support for proper DATE and TIME settings in Word and Excel Database Format for the Discovery Assistant project Support for Scalability Support for Lotus Notes NSF Support for PaperPort MAX files Forensics Tools Support for OCR Support for TIFF Pass through Support for Scanned TIFF Files Handling WordPerfect files using Word WPD Algorithm to check for and assign duplicates Handling Terabytes of Data System Requirements Handling Parent Child relationships Exported Ranges of DOCID and BATES Numbers Support for UTC Date Time Loading in a Selection Set Estimating Page Counts Benchmarks tests on Discovery Assistant Error Conversion Codes Support for Conversation Topic and Conversation Index in Outlook Setting up Discovery Assistant to do conversions running as a service Handling Password Protected Files Setting up Distributed Processing Support for RAR files Using Discovery Assistant as a preview tool MSG Handling Questions and Answers Application Details Adding a new file association Quality Control Support in Discovery Assistant Supported File Types Adobe Acrobat 7 0 PDF Internet Explorer HTML Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 2 GIF and JPG Ou
5. TXT Log information is saved as LOG If the metadata file already exists in the tmp directory it is copied over from there and then deleted If you re queue a file for conversion all four related files in the projectname cnvt directory are deleted including the metadata file If you go to the AllFiles tab and hit re check metadata and extracted text information is regenerated in the projectfile tmp directory and the MD5 Hash value is re generated If you select Project Remove Temp Files from the menu all temp files for the entire project are deleted If you get a message problem generating metadata for item what we recommend is to save the project stop Discovery Assistant re open the project and re check that file re check button Questions and Answers http discoverassistant com QandA asp Application Details Clustered server support Discovery Assistant currently supports single machine conversion and a simple client server configuration client controls the server Support for clustered server support with many client machines connected to many server machines is currently in development and should be ready for testing Oct 2004 Doc current dates One way we can solve the cur date issue is to look at the source document date date last modified then set the system date to that date before doing the conversion User must specify that is what they want We would then change the date back to the
6. e Google Desktop Turn this off as it consumes vast amounts of CPU e Microsoft Office tablet service WISPTIS EXE Turn this off as it eats memory like crazy on every file open command CiceroUlWndFrame message crash Supported File Types quick overview Discovery Assistant supports file formats based on file extension To check for an associated application for any given extension you can 1 Try to open the file by double clicking on the file icon 2 Try printing the file by dragging the file over onto a printer icon Discovery Assistant also lists associated files Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 10 1 2 Use the DA _Sysinfo application to list supported file types Use the Discovery Assistant Admin Configure Document types to modify supported file types If you still can t figure out the owner application Check file extension at http filext com If you want to add support for a new file type first ensure that the appropriate application is installed As long as that application registers a PrintTo or Print file association we should be able to convert the file content to TIFF and TXT Here are the steps to take to add a new file association 1 First thing is to check if file extension type has a print or printto association Can do this by right clicking on the file and seeing if thereis a print menu item You can also try dr
7. edi PKZIP arkivfil zip G3 G4 ect Tiff tiff Pfs Windows Works wpd Winworks dokument wpl Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 12 RTF tf Adobe Illustrator ai Adobe Acrobat pdf MaXware support form msu Action Multimedia Player acp Pretty Good Privacy RSA encrypted files asc DES encrypted files des CorelDRAW cdr JPEG jpg GIF gif HTML htm OLE 2 Compound document XML Compound Documents Office 2007 Microsoft Office Binder document Office12 Office 2007 support The URL for the Office 2007 compatibility pack is http www microsoft com downloads details aspx Familyld 941b34 70 3ae9 4aee 8f43 c6bb74cd1466 amp displaylang en If you add in the compatibility pack you should be able to open and process Office 12 documents PPTX DOCX XLSX running no an Office 2003 or Office 2000 machine MSG and PST handling Discovery Assistant excels at handling MSG and PST file formats Some things to do to ensure your system is running efficiently 1 The Outlook Security Dialog can be turned off permanently by opening Outlook 2007 and choosing Tools Trust Center Programmatic Access Never warn me about suspicious activity 2 If you are having any troubles scanning a PST file there is a Microsoft validation tool that can be used to repair PST files 1 Exit Outlook if it is running 2 Double click Scanpst exe located at drive Program Files
8. will use CSV directly Export item 2 will simplify the selection and marking functionality Next step will be to integrate dtSearch engine directly into Discovery Assistant Embedded Files XML PDF and OLE linking and Embedded files support Discovery Assistant extracts embedded files from OLE containers DOC XLS PPT ML containers DOCX XLSX PPTX RTF files and in development PDF files Early January 2008 Supported Microsoft Office formats include Office 95 Office 97 Office 2000 Office XP Office 2003 and Office 2007 Linked files are noted in the warnings but not extracted or enumerated Basic extraction logic is as follows e determine if the file is an XML or OLE container type RTF or PDF e doa quick check to see if there are embedded files Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 82 e if there are embedded files attempt to extract the files from the native document e if there is a failure condition convert the document to Office 2007 format zipped XML using the Office 2007 migration tool and the re attempt to extract Discovery Assistant uses two tools provided by Microsoft to help with extraction Microsoft Office 2007 Compatibility Pack http www microsoft com downloads details aspx Familyld 941b3470 3ae9 4aee 8f43 c6bb74cd1466 amp displaylang en Microsoft Office 2007 Migration Tool http www microsoft com downloads details aspx fami
9. 62 february doc Bates file6 march doc TEXT Bates_file1 Filel txt Bates file2 File2 txt Bates_file3 File3 txt Bates file4 File4 txt Bates files FileS txt Bates file6 File6 txt Vol Box VOLO001 BOX0001 source Filel doc File2 pdf File1 tif File2 tif File1 txt File2 txt BOX0002 source File3 xls File4 doc File3 tif File4 tif File3 txt File4 txt BOX0003 source FileS doc File6 doc FileS tif File6 tif FileS txt File6 txt Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 63 Summation DII notes Classifications of DII Files Summation created a batch load file format and protocol that service bureaus can use to facilitate the processing and delivery of eDiscovery that will be loaded into a Summation case Service bureaus can provide eDiscovery using three different types of DII files Class DII file This class is geared toward traditional paper discovery service bureaus that scan paper documents and use Optical Character Recognition OCR technology on the resulting imaged documents Also in this model e mail messages and electronic documents received in either in paper or native electronic format are converted or petrified by a service bureau to TIFF or PDF
10. Searchable PDF 22 To get searchable PDF working you need to do the following Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 9 1 Install a Postscript print driver onto your machine Recommendation is to install an HP LaserJet PS or Apple LaserWriter either color or B amp W Can do this by doing an Add Printer from the Printer s dialog 2 Download and install the Discovery Assistant Postscript update from http www discoveryassistant com Download Downloads asp 3 When installing the postscript update you will be prompted to download and install GhostScript and GhostView two open source products that convert Postscript to PDF 4 Re start Discovery Assistant and re queue files for conversion When converting choose Postscript as the output file type 5 review bates stamp and export as Searchable PDF Note if the input file is a scanned image the output file will also come out as a scanned image The only way to get text out of a scanned image is to convert to TIFF then use Discovery Assistant to OCR it Switching from Demo to Release 23 If you have processed documents in DEMO mode and have now licensed the product and want to export files you need to 1 From the Project menu item select remove temp files 2 Re queue the converted files and re convert This removes the demo stamp Avoiding memory problems 24 Make sure the following aren t running
11. VOTOPT Voting Options C VOTRESP Voting Response C GLBLPRM Yes if this is the first occurance of this item in the global table C GLBLCNT Count of occurances of this item in the Global Project table C SRCCUSTOD Source Custodian Obtained from third to last directory name in source file path C SRCBOX Source Box Obtained from second to last directory name in source file path C SRCFOLDER Source Folder Obtained from last directory name in source file path C DATEPRNT Source Document Last Print Date C TIMEPRNT Source Document Last Print Time Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 68 Concordance Export File Format Source documents are to be generated into single page TIFF files single page TXT files and a meta data file Meta data and the single page TXT file are then combined to create a single DAT file per page for import Each data file is assigned a unique ID Bates Number Concordance imports all the DAT files from a given directory into the database The list of image files is listed in the LOG file There is a unique TIFF file for each DAT file crated The image files are imported all at the same time through the Opticom Viewer interface Detailed Requirements Create the following files 1 multi line DAT files containing information for each page of each file 2 multi line LOG file containing a list of tiff images OPTICOM Load images that are as
12. Y 00010008 Data E DATABASE COWCO 001 00010008 TIF Y 00010009 Data E DATABASE COWCO 001 00010009 TIF Y 00010010 Data E DATABASE COWCO 001 00010010 TIF 00010011 Data E DATABASE COWCO 001 00010011 TIF LOG file fields Field 1 Production Number This is a text field which contains the Production or Control or Bates number for that page of the document It is a unique value and is the load file key Field 2 Volume ID This is also a text field It should contain the Volume ID of the CD on which the images are delivered Field 3 Full DOS Path This is a text field containing the full DOS path to the image file Field 4 Document Break This is a text field If this particular image is the first page of a document this field should contain a Y Yes Field 5 Folder Break This is a text field It s fairly rarely used but if used is intended to work just like Document Break i e it would contain a Y if this is the first page of a new folder Field 6 Box Break This is a text field Also rarely used but intended to work like Doc and Folder Break would contain a Y if this is the first page of a new box Field 7 Pages This is a text field although it contains numeric data If this is the first page of a new document Document Break will contain a Y and this field will show the number of pages for the document This field is a nice to have as after the images are loade
13. being written to file and can take up significantly more memory As you increase the dpi dots per inch of the output file the speed to create each page goes up At 200 dpi the page contains 3 7 million pixels At 300 dpi the page contains 8 4 million pixels Current installation default is 300 dpi and Windows Fast Dither set to on Error Conversion Codes General error Job cancelled ShellExec call failed Control Dialog communication failed Pipe not found Connect timeout Bad UNC name Path too long Remote request requires UNC names for input and output files Timeout total time Timeout job start Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 37 12 Timeout first page 13 Timeout next page 14 Timeout max pages exceeded 15 Input file zero length 16 Timeout waiting for print queue to clear 17 No suitable printer available 18 Specified printer does not exist 19 File association does not exist 20 PrintTo command does not exist 21 Print command does not exist 22 Input file does not exist 23 Output path does not exist 24 Disk corrupted 25 Spooler Restarted 26 Unable to set DEMO stamp 27 Timeout waiting for exclusive access to document type 28 Timeout waiting for available printer 29 Could not set default printer 30 Print aborted 31 Aborted from Prin
14. by setting the default printer to be the Discovery Assistant print driver Controlled through Discovery Assistant D Program Files Common Files Microsoft Shared MODI 11 0 MSPVIEW EXE p 1 Quality Control Support in Discovery Assistant Users import files into Discovery assistant from three main sources Directories on hard drives or CD Roms PST files ZIP files These files are then listed in Discovery Assistant under the following tabs All Files Non Convertible Convertible Queued Converted Failed Stamped During the conversion process files are moved from the all files category through to the stamped category through a series of steps Each tab contains a subset of the all files list representing the stage at which the conversion process has reached for those files For various reasons not all files make it over to the stamped directory and this is where the auditing features become important Audit features implemented in Discovery Assistant ensure that users can confirm that files in files out These features include 1 Sort by Field Heading Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 49 Lists can be sorted by name modify date type and size For email attachments we substitute subject for the name and received date time for the modify date There currently isn t a from column heading Because documents come from different sour
15. com sales 604 525 2170 Page 60 custodian2 Folder2 sales xls file3 custodian3 Box1 Folder3 january doc file4 custodian3 Box1 Folder3 february doc files custodian3 Box1 Folder3 march doc file6 Will get the following directory exports Output File1 tif File2 tif File3 tif File4 tif FileS tif File6 tif File1 txt File2 txt File3 txt File4 txt FileS txt File6 txt Source File1 doc File2 pdf File3 xls File4 doc FileS doc File6 doc Mirror Custodian1 source File1 doc File1 tif File1 txt Custodian2 Folder1 source File2 pdf ala file2 tif Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 61 file2 txt Folder2 source File3 xls file3 tif file3 txt Custodian3 Box1 Folder3 souce File4 doc File5 doc File6 doc File4 tif FileS tif File6 tif File4 txt File5 txt File5 txt Bates OUTPUT Bates_file1 Filel tif Bates_file2 File2 tif Bates_file3 File3 tif Bates_file4 File4 tif Bates_fileS FileS tif Bates_file6 File6 tif SOURCE Bates_file1 list doc Bates file2 sample pdf Bates file3 sales xls Bates_file4 january doc Bates_ files Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page
16. detach to file lt path filename gt or in Notes 5 x You cannot access portions of this document because it is encrypted and you do not have any of the keys Could not detach to file lt path filename gt This issue only occurs if an old ID is being used To avoid the issue use a current ID The fact that the error messages could be more descriptive has been reported to Lotus Quality Engineering Possible Resolution Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 24 This issue might occur when a user s ID has been updated with a new Public key and the user is using an older version of their ID which contains the old Public Key A user can initiate the updating of their Public key by using the menu options File Tools User ID More Options New Public Key The ID will then need to be recertified Support for Novel GroupWise Unfortunately we currently do not support GroupWise directly However there is a product that might be able to help with migration http www transend com products transend migrator as There is a special Transend Migrator Forensic Edition license for use in forensic environments for eDiscovery One license per workstation allows the conversion of an unlimited number of data files mailboxes Please contact us for more information on Transend Migrator Forensic Edition Transend Corporation 225 Emerson Street Palo Alto CA 94301 Phone 650 324 5370 Co
17. dup check e Process the Batch files across multiple machines e Export the resultant files back into a case management system for additional processing Assuming each GIG of data yields approximately 70 000 tiff pages rough estimates as to time to process the data are as follows Pages per TeraByte 70 000 pages per gig 1000 gigs 70 000 000 pages Computer time to process a TB assumes an average of 1 second per page 70 000 000 1 60 1 200 000 minutes 20 000 hours or approximately 1000 days Standard outsourcing prices per TB 3 cents a page 70 000 000 03 200 000 If you had 100 computers on site processing the data 1TB would take 10 days to process With two operators running the machines costs to do a TB would be 20K amortization of computers 10 of 200 000 worth of equipment 20K amortization of software 10 of 200 000 worth of ImageMAKER Office etc 510K for operator costs S50K If you were to outsource the same job to a third party at preferred rates expected costs would be 200K System Requirements Windows 2000 Windows XP Windows 2003 client server or WTS 1 gig of ram Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 30 30 gigs of hard drive space for output files Microsoft Office Acrobat IE6 and any other file type application pre installed Preferred Computer Configuration 3 Gig memory Dual 64 bit AMD 2 GHz processor running W
18. not defined in a FilelD record If files are exported single page per file then this value indicates total number of exported pages for the source file PgCount is already defined as a custom data field in the Summation database ISDUP defines whether the record has any other duplicates in the exported data set This information is used when reviewing the data and indicates that there are other copies of the same information elsewhere in the data set Field name lengths are limited to 8 chars Supported values are True and False DUPPATHS lists the filePath source file names that are in the duplicate set This value lists source filenames of the duplicate files not DoclDs and gives an immediate indication as to where the duplicate data is stored FilePaths are separated by a character pair Semicolon space If there are no duplicates then the character string NA is required Sample DII File Summation DII Class File Created on 7 20 2005 2 55 29 PM Created by DiscoveryAssistant version 3 2 build 1095 Copyright 2004 2005 ImageMaker Development Inc Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 65 Machine Name BLAISE Project Path F Work TEST xml Project Name TEST Project ID TM FULLTEXT DOC T 0000038 DOCID 0000038 MEDIA eDoc APPLICATION WinZip File C FILENAME calendar zip C FILEPATH Z Web_test_files calenda
19. password The operator can enter the password at this point This would include entering passwords for RAR and ZIP files at time of import or passwords for XLS PDF and DOC at time of conversion There is limited specialized code to handle the automation of passwords for XLS handling If the password for all your XLS files is the same then you can enter the password as a registry value and Discovery Assistant will use that password on all password projected XLS files The registry location is HKLM Software ImageMAKER ExcelPrintTo Settings password Note there are a number of 3rd party applications designed to handle password detection and cracking for Excel Access Word RAR PDF Outlook Detection http www ozgrid com Services find protected files htm Cracking http www ozgrid com Services access password recover htm Setting up Distributed Processing If you have two or more machines with Discovery Assistant installed then you can set these machines up in a master slave architecture to drive conversion speed 1 Install Discovery Assistant on each machine 2 Test conversions of multiple type of files to ensure everything is installed 3 For Distributed processing to work all machines must be logged in as the same user Slave server machines cannot be Windows XP home and need to be upgraded to Pro Machines should be able to access each other s shared drives and should all have the same date time setting To syn
20. to export These files will then end up in those same folders in your Outlook mailbox OR Close Outlook Express then from Outlook do an File Import Import Internet Mail and Addresses This will go out and look for Outlook Express mailboxes to import 3 Save these folders as a PST file and then load the PST file into Discovery Assistant At some point in the future we ll look at doing native EML support We ve done some prototypes that use CDO and can do the required enumeration of data items but it s messy Access Database MDB To process Access dadabase files MDB best to do the following 1 download and install the Stand alone TIFF print driver from http www discoveryassistant com Download Downloads as 2 do a passthrough of the Access file 3 create an access report that can print out the data 4 Inthe QC module manually print the Access database using the Access Report format to the stand alone TIFF print driver Replace the place holder with the TIFF file If you have 100 s of access reports that need to be automated then provide us with the specifics and we ll work with you to define an automated solution Autocad DWG DXF and DWF First Choice 45 day evaluation period after which you need to pay 99 ABViewer from Cad Soft Tools ABViewer is the quick CAD viewer and converter As a multi purpose application ABViewer has advanced functions for dragging zooming and centering images Copyri
21. to read my computer 5 Select OK 6 Installation should ADD CDO and not remove any other Office applications You must also turn Internet Headers on from the Project Options Outlook tab default is ON Internet headers are extracted to the MTF file Metadata File during conversion You can open the Metadata file in the Converted tab to review the contents Internet headers are appended to the bottom of the metadata file Headers will either be marked as Internet Header lt UNAVAILABLE gt or Internet Header lots of data Note Only messages that have been received have Internet Headers Messages that have been sent and not received have no headers To View the Internet Headers in Outlook open the source MSG file use the Open Source button in Discovery Assistant then select View Options To export Internet Headers be sure to select the INETHEADER field on near or at bottom of the list Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 8 To convert WordPerfect Office files WPD and WB3 17 Quatro Pro and Word Perfect require some simple setup before doing any conversion of those file formats Fix is to open the application and load a sample file can create a simple file if you want to Next make sure that the default printer is the ImageMaker XDC Service1 driver do a print and then do a file save Leave these applications open but minimize
22. txt in the project Notes on using dtSearch dtSearch evaluation copy can be downloaded from http www dtsearch com download html Stemming searches grammatical variations of the words in your search request For example with stemming enabled a search for apply would also find applies Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 80 Phonic search finds words that sound similar to words in your request like Smith and Smythe Fuzzy search sifts through scanning and typographical errors Fuzziness adjusts from 1 to 10 depending on the degree of misspellings Try starting with 3 Synonym search tells dtSearch to use a thesaurus to find synonyms of words in your search request dtSearch provides three ways to perform synonym searching Check the User thesaurus box to find synonyms that you have defined in your own thesaurus Check the WordNet thesaurus box to find synonyms using the WordNet concept network included with dtSearch Check the WordNet related words box to find related words from the WordNet concept network EXPORT Load dtSearch selection set and export files a Go back to Discovery Assistant same project go to the converted tab Select Select by FilelDList and select the project_all txt file b From the Converted tab do the following Select Parent of selected items Select Children of selected items Select Mark Selected You can cho
23. with the PR_CONVERSATION_TOPIC property to allow a conversation thread to be followed Conversationindex property the first 22 bytes are the same for all messages in the thread Each message adds 5 bytes to the conversation index of its parent message Note however that ConversationIndex property is broken in all versions of Outlook except 2003 Microsoft MSDN reference http msdn2 microsoft com en us library ms527425 aspx For more information on conversations see Tracking Conversations http msdn2 microsoft com en us library ms528947 aspx Setting up Discovery Assistant to do conversions running as a service 1 Confirm that Discovery Assistant is working correctly then shut down Discovery Assistant 2 Run XDCLauncher in the program files ImageMAKER Discovery Assistant directory This will start up a system tray application in the bottom right hand corner of the screen 3 Right click on XDC Launcher system tray item and select run as a service You will be prompted for a user login name and password You need to provide a valid login user name and password Conversions must happen as a logged in user Applications can t seem to print to a print driver in the system account Not sure why this is 4 Ifyou do want to change or review the service go to Services Manager can run services msc from the run command or you can go into Control Panel System Services Locate the XDCService and right click to select proper
24. 19 Other advantages of the XML format are 1 Universal format can be converted to any other format with a wide variety of available tools 2 NET controls work with XML natively 3 Very compact way of storing variable length data 4 Can be read searched by humans using a simple text editor 5 Can be repaired if corrupted by an external process activity like power failure during a file save 6 Can be manually edited by a text editor is users want to a general search and replace The disadvantages of having the data stored in memory are e takes up memory best to limit projects to 500 000 record items or less e ifthe application crashes you lose data back to the last saved version need to save after major activity e Can t multiplex access to the same data from more than one machine currently not an issue Our rule of thumb is to limit project sizes to 1 or 2 gigs per project to a maximum of 100 000 to 200 000 items If you have data sets bigger than 200 000 items or larger than 2 gigs in size then best to break the data down into multiple projects possibly spread across multiple machines Another rough rule of thumb A single machine running Discovery Assistant can process on average 1 gig of data per day For really large projects Terabytes in size We provide an Access Database MDB tool we call TeraBite that enumerates all the files in a given directory tree or server share then creates a database co
25. 300dpi 45 pages per minute TIF G4 200dpi Windows Fast Dithering 120 pages per minute Apple LaserWriter 16 600 PS PostScript 220 pages per minute 600dpi Larger documents more pages per document produce more dramatic differences Word Document test only on a Pentium 4 2 6 Ghz Tested 7 WORD files simple graphics lots of text with the following page sizes 3 71 3 5 16 3 204 3 2 GHZ machine no hyper threading Lots of memory and big hard drive Output DPI Output Format Pages per Minute Page Per Minute without the last File Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 36 300 G4 84 70 300 G3 87 70 300 G3 257 206 200 G4 150 130 200 G3 150 130 200 G3 332 270 dithering set to Windows Fast Dither Basic trend Speed is greatly enhanced by setting the default dither output to Windows Fast Dither image quality can be slightly compromised More graphically complicated files take longer to convert The higher the output resolution the slower the conversion Additional processing for MSG and PST results in slower conversion There is a slight performance penalty for saving in G4 format The Windows Fast Dither uses a reduced memory area for conversion and dithers the text and graphics to B amp W as they are being written to the surface The Error Diffusion Dithering method dithers the whole image when it is
26. 4 525 2170 Page 79 a From the All Files tab select copy All Select a destination directory using the browse button Best to choose somewhere that has a lot of available space Copied files are named same as the Fileld with the proper extension b Use dtSearch to search the source files See comments below Search Tiff Text for how to proceed Basic idea is to generate a list of files to be queued for conversion without having to convert all the other files SEARCH TIFF TEXT dtSearch the converted project files a use dtSearch to index the project CNVT directory TXT files only need to exclude mtf tif log files b Enter one or more search terms in DT_Search to create individual search results enable stemming phonic spelling and fuzzy search to find similar words can check results using Browse Words button For individual search terms save each result as a project_searchterm CSV For all search terms save all strings search result as project_all CSV Save search results by choosing File Save As choose CSV format Generate a report by choosing Search search report c When done open the project_all CSV file select Column E display name and copy to clipboard d Open Notepad paste the clipboard into Notepad then do a search and replace abc first 3 letters replaced with nothing F tif txt replaced with nothing delete header line and blank line at end of file Save as project_all
27. 6 Support for Scanned TIFF Files For Discovery Assistant to properly fill in the Custodian Box Folder information at time of export the scanner operator must save the original TIFF files according to the following rules 1 Each Custodian gets their own output directory An example custodian would be John Smith 2 Within the custodian directories are subdirectories that correspond to each of the boxes ie if John Smith s documents come in three boxes then there are three BOX folders in the John Smith directory c John Smith Box1 c John Smith Box2 c John Smith Box3 3 Within the box directories are the folder names If a folder contains multiple folders then those names are appended ie if Box1 contains 3 folders January February March and the January Folder contains two sub folders Invoices Receipts then the output scanned TIFF files will be placed in the following directories c John Smith Box1 January tif c John Smith Box1 January Invoices tif c John Smith Box1 January Receipts tif c John Smith Box1 February tif c John Smith Box1 March tif Discovery Assistant then uses the following logic to automatically generate the Custodian Box Folder export information 1 TIFF filename c 1 2 3 filename tif is broken back into the following sub directories sub directory 1 is Custodian name sub directory 2 is Box name sub directory 3 is folder name This wa
28. 6 12 7 8 15 9 10 11 12 6 12 i ow 13 14 15 Child next order turned ON is how we assign Bates Numbers Document ID s in preparation for export Assumptions 1 There is only one parent everything else is a child 2 every child has the same parent 0 and all files have the same range 0 15 3 when we hit a PST file that breaks the cycle PST files are not parents If a msg file contains a PST file then we don t keep track of children Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 32 4 The diagram contains items and range values in brackets Any range value with an asterix in it is an incorrect child next grouping Parent Child relationships are reported in the export files through the following MetaTags Summation example ATTACHRANGE filename based C GROUPRANGE filename based C BATESGROUPRANGE bates number based C BEGATTACH filename based C ENDATTACH filename based Where filename can be any combination of DoclD FilelD Title Bates Number etc naming scheme If your original files are all named by their DOCID s and you want to preserve that information at time of export then set filename to TITLE in the naming scheme and all exported files and file ranges except for BATESGROUPRANGE will be based on the original filenames Exported Ranges of DOCID and BATES Numbers DoclD Export fields for Summation Par
29. Assistant Admin Config AutoClose select ADD Drag the magnifying glass out of the box and drag over the AbViewer Trial dialog whole dialog has a black box around it 12 To ensure the graphics lines are all printed In the Start Settings Printer Properties dialog for ImageMaker XDC Service1 in the general tab under preferences advanced set the image render options color mode to Color error diffusion dithering 2nd Choice Auto Vue from Cimmetry Systems http www cimmetry com 500 for release version demo version sets up with no user changes places a watermark on the image 3rd Choice Download and install the Autocad Volo View 3 Viewer start page http usa autodesk com adsk servlet index sitelD 123112 amp id 3239384 or direct download Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 57 http usa autodesk com adsk servlet item sitelD 123112 amp id 4424149 Turn your design reviews into an efficient electronic process with Volo View 3 the high performance digital design review tool from Autodesk Get the information to everyone who needs it even those without access to the originating software such as AutoCAD or Autodesk Inventor Three things you then need to do to get things working 1 set the ImageMaker XDC Service1 as the default printer 2 Add a PrintTo file association for DWG DXF and DWF Do this by copying
30. Descripiton Email Document subject Main_Host_Reference Host_Reference Export file title of parent item O Estimated Notes use 0 for Estimated all dates are exact There are no time fields in Ringtail Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 74 PAGES tab ImageMAKER field name Ringtail Pages Page Start Page Start Export file title of first page Pages Page End Page End Export file title of last page Pages Image File Name Export file name image with extension tif Page Extension Pages Num Pages Total_Number_of Pages Page Range Notes choose Use Page Range not Use Image_File_Name when matching fields use tif for Page_Extension Missing no values for Page Range Suggest using Pages Num_Pages PARTIES tab ImageMAKER field name Ringtail type to from between cc bcc userDefined Parties People From Author Document author Parties People From _LastAuthor Last Document author Parties People From _Sender Email From address Parties People To Email To address Parties People CC Carbon Copy recipient Parties_People_BCC Blind Carbon Copy recipient Notes assigned to people one to many delimiter is the character semicolon no concatenate string LEVELS tab ImageMAKER field name Ringtail Levels Levels Fields Level Fields 1 10 Export file path image EXTRAS tab Copyright 2009 ImageMAKER Development www DiscoveryAssistant
31. ENDATTACH Export file title of last page of group e g an email and it s attachments or a zip file and its contents C ATTTITLE File title of attachment FROM Document author BATESBEG Beginning Bates number BATESEND Ending Bates number C BATESGBEG Beginning Bates number for group e g an email and it s attachments or a zip file and its contents C BATESGEND Ending Bates number for group e g an email and it s attachments or a zip file and its contents BCC Blind Carbon Copy recipient CC Carbon Copy recipient C DACOMMNT Discovery Assistant PassThru comment DATECREATED Source document creation date TIMECREATED Source document creation time DATERCVD Email received date TIMERCVD Email received time DATESAVED Source document modified date TIMESAVED Source document modified time DATESENT Email sent date TIMESENT Email sent time C DATEACC Source Document Last Access Date C TIMEACC Source Document Last Access Time C DOCTITLE Document Title C DUPPATHS Source document paths of duplicate items EMAIL BODY Body of email C FILEEXT Source file extension C FILEPATH Source file path C XSFPATH Exported source file path C FTITLE Source file title C FILENAME Source file name including extension C FTYPENAME Source file type name FOLDERNAME Email parent folder name FROM Email From address C HASHCODE MDS hash code value for source document C ISDUP True False is duplic
32. GRESP TEXT Voting Response Notes All fields are one to one dtSearch Notes on Searching using dtSearch One of the problems with using dtSearch is it doesn t do NSF Second problem is how to extract the responsive files from a PST while keeping all the metadata and parent child relationships intact Current solution is to 1 Load files into discovery use the COPY button to write files back out numbered by FilelD dtSearch the fileset 2 Use the mark and select buttons 3 Use the user field button to keep track of what search strings were used to find these files OR 1 Convert all the files 2 Search the projectname cnvt directory TXT files 3 Use the mark select and user field buttons to track responsive files To Download and install dtSearch http www dtsearch com download html file dtSearchEval750 exe cost 200 to buy 1 month free evaluation Quick guide to converting and searching Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 78 1 SETUP import files into Discover Assistant 2 SEARCH SOURCE dtSearch the source files 3 SEARCH TIFF TEXT dtSearch the converted project files 4 EXPORT load dtSearch selection set and export msg files that contain search items SETUP Import files into Discovery Assistant a Create a Discovery Assistant project and add in one or more NSF PST Folder directories Contents of imported email and documents are e
33. If the PST file has any corruption in it we only get out partial data and this can lead to problems possibly at time of export To check for PST problems we ve included code to identify any corrupt messages at time of scan Any identified corrupt files are moved to the failed folder and a dialog box is displayed on completion of scan indicating the problem We ve found that if you then subsequently move these failed messages out of the PST file either into another PST file or save as MSG files that Outlook does a fairly good job of fixing the corruption and they generally convert and export properly from there You can check for PST problems using scanPst exe see comments in scanpst hlp On our machine the EXE is in C Program Files Common Files System Mapi 1033 NT Note Make a copy of the PST file before using the scan tool The scan tool modifies the PST file and information can be deleted Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 54 Outlook Express EML and DBX DBX files can be imported from a Store Directory into Outlook Express EML files can be dragged in from Explorer into a folder To convert EML and DBX files 1 Drag copy load the separate EML files into your Outlook Express application Can organize into folders place them in the in box etc 2 Export to Outlook by going through File Export Messages Can choose all folders or select which folders
34. May 1 2009 ImageMAKER Discovery Assistant Readme ImageMAKER Discovery Assistant automates the process of preparing documentation for legal discovery Supported features include document conversion to TIFF and PDF Bates stamping extraction of meta data OCR text extraction printing and export to Summation and Concordance case management tools Product Features include e Scalable to millions of conversions per day e Simple to install and use e Powerful customizable feature set e Custom Development and support available e Tools to manage the processing of terabytes of data e Support for extracting OLE embedded documents e Optional support for text searchable PDF and color TIFF output e Simple to use database front end capable of scaling to millions of documents across multiple machines e Support for most common document types including Word Excel PowerPoint PDF HTML TXT JPEG and RTF e Also includes support for converting Microsoft Outlook MSG and PST files and Lotus Notes email files e Flexible built in bates stamper supports writing bates labels to any four corners of the output TIFF file e Creates TIFF files Meta data Txt output and a conversion log for each file converted e Add on upgrade to convert to scanned PDF Contents Quick Overview Installation Supported File Types Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 1 Incorrect Document Extensions
35. Microsoft Office OFFICE12 3 Inthe Enter the name of the file you want to scan box enter the name of the pst or ost file that you want to check or click Browse to search for the file 4 To specify the scan log options click Options and then click the option that you want 5 Click Start Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 13 3 If you ve installed Office XP be sure to disable the Speech and Handwriting Recognition software as this eats system resources To disable go to 1 Control Panel 2 Add Remove Programs 3 Microsoft Office click on the Change button 4 Browse to Office Shared Features Alternative User Input and select for Speech and Handwriting Recognition both Not available from the drop down box Very neat trick To extract multiple MSG files from a PST file for testing debugging message ordering etc 1 Open Outlook mailbox 2 Sort messages 3 Select multiple messages and then from the outlook menu choose copy 4 Open Windows Explorer and create a new directory 5 Select paste 6 The files are written to the output directory in the same order as they are listed in Outlook 7 To then convert these files drag the msg files from the Explorer interface into the All Files tab of Discovery Assistant Message order will be maintained Handling Outlook Security issues The Outlook Security Dialog can be turned off permanent
36. T and metadata e integrated OCR support for extracting text from scanned images e proper Date Time stamped values for macros in Word and Excel e integrated Bates Stamping e blank page removal e file management features including a MOVE capability e ability to auto preview the conversion results e specialized Excel formatting controls including fit to pages feature e ability to identify document file types by content rather than file extension e upgrade to output in color jpeg compressed TIFF e upgrade to output to postscript color postscript for conversion to PDF or direct printing e support utilities to handle the processing of Terabytes of data e Export to Concordance and Summation e Export to CSV Introspect Ringtail IPRO Our company focus is to provide a high quality easy to use product We provide quick turn around on reported problems and to offer custom development services in the event that custom features are required ensuring that the Discovery Assistant product meets our customer s exact needs We are the developers of the underlying core technology used in the Discovery Assistant product and have been in business selling print drivers viewers and document conversion products since 1990 Installion 1 Take a quick look at the User Manual 2 Install the Microsoft NET Framework Version 1 1 Redistributable Package http www microsoft com downloads details aspx Familyld 262D25E3 F589 4842 8157
37. TIME TEXT T F Deferred Delivery Time Extras_DELAFTSUB TEXT T F Delete After Submit Extras_DLVRPTREQ TEXT T F Originator Delivery Report Requested Extras DOCTEXT MEMO Document Text Extras DUPPATHS TEXT Source document paths of duplicate items Extras ENDATTACH TEXT Export file title of last page of group e g an email and it s attachments or a zip file and it s contents Extras EXPIRYDATE DATE Expiry Date Extras_EXPIRYTIME TEXT HMS Expiry Time Extras EXPORTDATE DATE Export start date Extras_ EXPORTEDSOURCEFILEPATHNAME TEXT Exported source file path Extras EXPORTTIME TEXT HMS Export start time Extras_FILEACCESSDATE DATE Source document Last Access Date Extras FILEACCESSTIME TEXT HMS Source document Last Access Time Extras FILECREATIONDATE DATE Source document creation date Extras FILECREATIONTIME Source document creation time Extras_FILEDISPLAYNAME TEXT Source file title Extras_FILEEXTENSION TEXT Source file extension Extras FILEMODIFYDATE DATE Source document modified date Extras _FILEMODIFYTIME TEXT HMS Source document modified time Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 76 Extras FILENAME TEXT Source file name including extension Extras FILEPATHNAME TEXT Source file path Extras_FILEPRINTDATE DATE Source document Last Print Date Extras FILEPRINTTIME TEXT HMS Source document Last Print Time Extras GLOBALCOUNT NUMB Count of occurrences of this item in the Global Pr
38. _Sysinfo xyz txt where xyz is the new type and txt is the equivalent file type Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 11 Then stop and re start Discovery Assistant and do a re check on that file type If you want a one time solution e from the Discovery Assistant non convertible tab use Assign Type 5 In some cases we do custom development to support the file type in question Custom file types that we ve written converters for include zip pst msg eml doc xls ppt and pdf 6 Ifthe application supports Open but does not have a command line Print capability you might still be able to get things working using a macro recorder Suggested product Macro Expert http www macro expert com buyall htm Incorrect Document Extensions Discovery Assistant will also detect and handle file types named with an incorrect extension For example if a Word Document has an extension BAK Discovery Assistant will detect and treat that file type extension as DOC File types that we can identify using binary contents is Microsoft Excel xIS Ami Pro sam WordPro lwp Freelance prz Word doc Word 2007 docx Write wri Word Perfect wpd Lotus 1 2 3 wk3 Microsoft PowerPoint ppt Microsoft Project mpp Microsoft Outlook msg Microsoft Outlook Express eml Calendar cal Bitmap File bmp PNG File png JetForm Data dat Sound Wave wav Postscript ps EDIFACT document
39. ages will be produced After conversion from the Converted Tab users can select deBlank to remove blank pages Deblanking goes through each page and looks for black bits in a 10x10 cell grid If there are more than 200 black bits in any cell then the page is not blank If blank pages are discovered Discovery Assistant update the MetaData to indicate what pages have been removed and creates a cleaned and removed output file User can then look at the cleaned file and the removed pages file to confirm that we ve not made any mistakes Cleaned removed total Bates Stamping To ensure that the Bates Stamp does not obscure any important information 1 Confirm that the ImageMAKER XDC Servicel printer has the proper unprintable region margins set Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 16 In most cases it doesn t make much difference as most business documents do not print right to the edge However if you are converting image files TIFF fax JPEG pictures etc the converting application may print right to the border edge To check change the printer borders go to the printers dialog and select the print properties for the ImageMAKER XDC Servicel printer In the Device Settings tab look for and set the unprintable regions Recommend a border of 25 inches It may be useful to set the top margin to 0 and the bottom margin to 5 in order to get more ro
40. agging the file from Windows Explorer onto a printer icon and seeing if it prints Discovery Assistant lists all print and printto associations in the output generated by DA_ Sysinfo installed in the ImageMAKER Discovery Assistant program group We use the registered file associations first before looking for other ways to print Associations are normally registered as command line strings You can interactively review and modify review file associations by opening Windows Explorer and choosing Tools Folder Options File Types Sometimes the owner application supports printing from the command line but doesn t properly register that fact Applications may require you to activate a register button before it sets the file associations For example Internet Explorer requires you to select Internet Options Programs Reset Web Settings If there is no registered application and you don t know what application opens the file type then you can search the file type extension database http filext com for the proper application Acquire the application and register the file associations step 1 or 2 If there is no file association for the file type but you know of an application that supports this file type then there are a number of things you can do all of which are somewhat messy but permanent e from Windows Explorer manually add the file type e from Discovery Assistant Admin Documents add the file type e run DA
41. aks memory e user must make sure Acrobat does not prompt for software updates e odd sized pages Legal A4 etc get cut off when printing to letter sized paper e some documents print with garbled text Internet Explorer HTML Under Page Setup need to remove the header and footer Also in the same dialog best to increase the left and right margins to as wide as possible avoids anything getting cut off when printed Under the Tools Internet Options Advanced Printing section set the Print background colors and images value to ON Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 53 GIF and JPG Windows XP default viewer for GIF and JPG is the Windows Picture and Fax viewer To set up this viewer as the default need to use Windows Explorer to find one of these images Gif or Jpg then double click on the file to open it This forces the viewer to register itself Stop and re start Discovery Assistant to register the new supported file types Outlook PST MSG Discovery Assistant supports all Outlook Items that are stored in message folders Discovery Assistant does not do Contacts at the moment Here is the definitive list of Outlook items we handle Mailltem Apptitem Contactltem DistListitem Journalltem Meetingltem Noteltem Postitem Reportitem Taskltem TaskRequestAcceptitem TaskRequestDeclineltem TaskRequestitem TaskRequestUpdateltem Attachment
42. and Internet Explorer under the File PageSetup dialog there are header footer strings To remove headers footers from HTML and MSG that are rendered as HTML do the following 1 Open Internet Explorer 2 Go to File PageSetup 3 Delete the strings in the Header and Footer edit boxes 4 Click ok 5 Exit Internet Explorer Can remove headers footers from TXT rendered images the same way as Internet Explorer To Get Internet Header extraction working 16 First make sure that Outlook CDO Collaboration Data Objects is installed Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 7 Pre Office 2007 CDO comes standard with your Office installation but must be selected ON to be installed Office 2007 you must download and install a separate add on from Microsoft Collaboration Data Objects Version 1 2 1 http www microsoft com downloads details aspx familyid 2714320d c997 4de1 986f24f081725d36 amp displaylang en To check if CDO is already installed Look in the registry for HKEY_ CLASSES ROOT CDO Message And look in your system folder for C WINDOWS system32 cdosys dil To install CDO Collaboration Data Objects 1 Get the Office installation disk 2 Run Office Installation As you already have Office installed choose update 3 Select advanced 4 Expand the Outlook distribution list look for and enable the Collaboration Data Objects value Default is to change the x
43. ate C ITEMID Discovery Assistant file ID MSG Email message ID C PGCOUNT Output file page count PARENTID Export file title of parent item C SFTITLE Short file title C SIZEDISK Source file size on disk Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 67 STOREID Message store identifier C STORNAME Message store source file name SUBJECT Email subject TO Email To address C ITEMINDx Item Index C INETHDR Internet Header C DOCID Document ID C ALTRCALW Alternate Recipient Allowed C AUTOFWD Auto Forwarded C BILLINFO Billing Information C CATEGOR Categories C COMPNIES Companies C DATEDFDL Deferred Delivery Date C TIMEDFDL Deferred Delivery Time C DELAFSUB Delete After Submit C DATEEXP Expiry Date C TIMEEXP Expiry Time MULTILINE HTMLBODY HTML Message Body C IMPRTNCE Importance C MSGCLASS Message Class C MSGMLG Message Mileage C NOAGING No Aging C DLVRPTRQ Originator Delivery Report Requested C OLINTVER Outlook Internal Version C OLVER Outlook Version C RDRECREQ Read Receipt Requested C RCVBYNAM Received By Name C RCVBENAM Received On Behalf Of Name C RCPREPRO Recipient Reassignment Prohibited MULTILINE REPRECIP Reply Recipients C SAVED Saved C SENSI Sensitivity C SENT Sent C SNTBENAM Sent On Behalf Of Name C SUBMTTED Submitted READ Message read y n C UNREAD UnRead C
44. ate Extras PARENTSENTTIME TEXT HMS Parent email sent time Extras_RCPREASSPROHIB BOOL Recipient Reassignment Prohibited Extras RCVBYNAME TEXT Received By Name Extras RCVONBEHALFNAME TEXT Received On Behalf Of Name Extras RDRECREQ TEXT T F Read Receipt Requested Extras READ TEXT Y N Message read y n Extras RECEIVEDDATE DATE Email received date Extras RECEIVEDTIME TEXT HMS Email received time Extras REPLRECIPS TEXT Reply Recipients Extras REVNUM TEXT Last Document author Extras SAVED BOOL Saved Extras SENSITIVITY TEXT Sensitivity Extras SENT TEXT T F Sent Extras SENTDATE DATE Email sent date Extras SENTTIME TEXT HMS Email sent time Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 77 Extras SHORTFILETITLE TEXT Short file title Extras SNTONBEHALFNAME TEXT Sent On Behalf Of Name Extras SOURCELABEL TEXT Source volume label Extras SOURCEPAGECOUNT TEXT Source document page count Extras SRCBOX TEXT Source Box Obtained from second to last directory name in source file path Extras SRCCUSTOD TEXT Source Custodian Obtained from third to last directory name in source file path Extras SRCFOLDER TEXT Source Folder Obtained from last directory name in source file path Extras STOREID TEXT Message store identifier Extras STORENAME TEXT Message store source file name Extras SUBMITTED TEXT T F Submitted Extras UNREAD TEXT T F UnRead Extras VOTINGOPT TEXT Voting Options Extras VOTIN
45. ces different directories users have the ability to specify a filter before reviewing the list Filters can be turned ON or OFF With a filter set to ON the displayed list contains only those files that match the filter criteria Typically the filter criteria is defined as comes from this folder or sub folder or is part of the following ZIP or PST file For example users can set the filter to include only files from a certain PST file or PST file folder or Zip file Then users sort by name date type consistent with how Explorer WinZip Outlook works and can then compare files that are listed in Discovery Assistant with files that are listed in Outlook Explorer Winzip using the exact same sort order 2 View native file At any point in the process users can click on the displayed file and see it in the native application If the file is in a ZIP or PST file it is automatically extracted first in order to be displayed 3 View converted file meta data and txt contents Converted files can be viewed as TIFF TXT or meta data only 4 Reporting provisions At any point the current list can be exported to another format for further processing Currently these formats include Summation DIl file types comma separated value and XML Supported File Types Discovery Assistant supports any file type for which there is a Print or PrintTo file association To confirm what file types are supported go to the Discovery A
46. chronize times settings you may need to designate the Master machine as the time source Can do this from DOS prompt as follows net time computername set Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 40 Notes Error Fix Error Fix On the Slave machine run the XDCAdmin program Under Configure set the HUB machine to the name of the Master machine You can confirm that the connection worked because in the log display for XDCAdmin you should see 02 06 08 16 40 37 Successfully connected to registry on machine MASTER 02 06 08 16 40 37 Successfully added pipe name SLAVE pipe lmageMaker XDC Servicel to registry 02 06 08 16 40 37 Successfully connected to registry on machine MASTER 02 06 08 16 40 37 Successfully added machine name SLAVE to registry Do this same exercise for every Slave machine you want to control through the Master Current recommendation is that you then stop the XDCAdmin program stopping the XDCService exe application and then go over to the Master machine to try a connection On the Master machine and run Discovery Assistant Discovery Assistant will try to connect to registered slave machines servers at start up To see what servers are active go to Options Servers and hit the Manage Servers button Servers should be listed in the display dialog with their current status Note under the Options Servers dialog you can also mana
47. com sales 604 525 2170 Page 75 ImageMAKER field name Ringtail BOOL DATE NUMB PICK TEXT MEMO UTEXT UMEMO Extras_ALTRCPALLOW TEXT T F Alternate Recipient Allowed Extras APPLICATION NAME TEXT Name of creating application Extras _ATTACHLIST TEXT List of export file titles of attachments Extras ATTACHMENTRANGE TEXT Range of export file titles of attachments Extras ATTACHMENTSCOUNT NUMB Count of attachments Extras ATTACHTITLE TEXT File title of attachment Extras AUTOFWD TEXT T F Auto Forwarded Extras BATESBEG TEXT Beginning Bates number Extras BATESBEGGROUP TEXT Beginning Bates number for group e g an email and it s attachments or a zip file and it s contents Extras BATESEND TEXT Ending Bates number Extras BATESENDGROUP TEXT Ending Bates number for group e g an email and it s attachments or a zip file and it s contents Extras BATESGROUPRANGE TEXT Range of Bates Numbers that belong as a group e g an email and it s attachments or a zip file and it s contents Extras BEGATTACH TEXT Export file title of first page of group e g an email and it s attachments or a zip file and it s contents Extras _BILLINFO TEXT Billing Information Extras BODY MEMO Body of email Extras CATEGOR TEXT Categories Extras CNVINDEX TEXT Conversation Index Extras CNVTOPIC TEXT Conversation Topic Extras COMPANIES TEXT Companies Extras DACOMMENT TEXT Discovery Assistant PassThru comment Extras_DEFDLVDATE TEXT T F Deferred Delivery Date Extras_DEFDLV
48. d Opticon will calculate the number of pages based on the database Contents of import directory for an 11 page file 00010001 dat 00010001 tif Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 71 00010002 dat 00010002 tif 00010003 dat 00010003 tif 00010004 dat 00010004 tif 00010005 dat 00010005 tif 00010006 dat 00010006 tif 00010007 dat 00010007 tif 00010008 dat 00010008 tif 00010009 dat 00010009 tif 00010010 dat 00010010 tif 00010011 dat 00010011 tif images opt IPRO LFP Export File Format source http www ediscovery org litigation support technical standards_4 02_IPRO htm To convert from Opticon format download iConvert from http www lproCorp com free Example 1 Single Page TIF files IM MSCO0014 D 0 MSCO01 IMAGES 00 00 MSC00014 TIF 2 IM MSCO0015 0 MSCO01 IMAGES 00 00 MSC00015 TIF 2 IM MSC00016 D 0 MSCO01 IMAGES 00 00 MSCO0016 TIF 2 IM MSC00017 0 MSCO01 IMAGES 00 00 MSC00017 TIF 2 Example 2 Multi Page TIF file IM MSCO0014 D 1 MSCO01 IMAGES 00 00 MSC00014 TIF 2 IM MSCO0015 2 MSCO01 IMAGES 00 00 MSC00014 TIF 2 IM MSC00016 D 1 MSCO01 IMAGES 00 00 MSCO0016 TIF 2 Note Because the files are multi page the entire bates range or image key range must point to the same TIF file As example MSCO0014 contains both 14 and 15 Therefore to view page 15 the computer must display MSCO0014 TIF The following provides a breakdown of th
49. d or reduce the window footprint to a smaller portion of the screen See comments further on down about using Word to handle WordPerfect files To get Lotus Notes support working 18 At startup Discovery Assistant looks for Notes exe in the program files Lotus Notes directory It then forces a path change to the local logged in user to make sure that the lotus directory is part of the system path in order for the dll s to work No idea why Lotus does not do this as part of its own installation If you ve just recently installed Lotus Notes then you need to re install Discovery Assistant to set the path information Support for OCR 19 To enable Discovery Assistant to use the Microsoft Office 2003 OCR engine recommended first confirm that OCR is working by running the Microsoft Office Tools Microsoft Office Document Imaging product Open a TIFF file and then choose OCR to confirm the OCR engine is working Support for Search 20 Full text search can be done either before conversion or after conversion See notes on dtSearch end of this file Requires that you separately download dtSearch from the dtSearch website Support for Distributed Processing 21 Discovery Assistant allows multiple machines to be controlled from a master machine to provide faster throughput for job conversions To set up Distributed Processing see notes near the end of the file entitled Setting up Distributed Processing Support for
50. directory or filename then the Create and Last accessed dates of the new file will change to today s date and time e If files are zipped then unzipped the Created Date and Last Accessed Date will be set to today s date time Only modified date will be retained Same goes for RAR compressed files when uncompressed only the modified date will be correct e Email received sent date time values are stored UTC and reported in local time e Word Excel Powerpoint Acrobat store the following additional UTC dates in their MetaData Date Created Date Last Printed Date Last Saved When we extract these date times we use these values to over ride the operating system values for Created Modified Note most simple file types such as TXT HTML JPEG have operating system date time values for Created Modified and Accessed and do not contain any embedded Date Time Metadata Loading in a Selection Set Discovery Assistant supports two different selection sets Document ID and FilelD FilelD s are internally assigned numbers Document ID s are user defined strings To define a selection set create a TEXT file containing the FilelD s or DocumentlID s one file per line in the text file then use the select button to load that file in Items in file list are marked selected Practical use Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 34 1 Doa first pass through to p
51. e Documents and select a document type If the document extension is not there you need to add it From the Modify Dialog select the following settings AutoKill application if timeout occurs Allow only one conversion at a time for this document type Simulate PrintTo by using Print and temporarily changing default printers Override default PrintTo command Override Cmd C Program Files quick view plus Program qvp32 exe bprn 1 need to substitute proper application directory If the file type extension does not exist then you must go into Windows Explorer and do the following 1 From Tools Folder Options FileTypes select ADD 2 Add the filetype 123 Can associate this filetype with QuickView 3 Edit the Advanced section and add a Print association Can associate the filetype with QuickView If these instructions do not make sense go and look at the FileType association settings for TXT 4 Dothis for all missing filetypes 5 Go back to DiscoveryAssistant Admin Configure Documents and do a re fresh list Should now see these filetypes 6 Can now edit the file association information The file PrintTo override is set up in the registry as follows one for each supported file type HKEY_LOCAL_MACHINE SOFTWARE ImageMaker xdc DocumentTypes reg AutoKill dword 00000001 UseShellExec dword 00000000 Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 59 UseOv
52. e added they are compared to the list of Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 15 existing hash codes already generated If there is a hash code match then both the source and the potential duplicate are binary compared ensuring an exact match 2 Attime of conversion if the file is a duplicate and has already been converted then we ignore and duplicate again skip don t convert or copy over the duplicated TIFF file rather than do the conversion again 3 User selects a range of files to Export to one of the common formats If the selected list contains a duplicate and the de duplicate setting is set to linked then we create an entry for the file in the output list but point backwards in the list to the TIFF and META data of the original file entry 1 tiff file 1 meta file 1 text file 1 entry 2 tiff file 2 meta file 2 text file 2 entry 3 tiff file 1 meta file 1 text file 1 lt duplicate of entry 1 entry 4 tiff file 4 meta file 4 text file 4 The XML files keep track of what files are skipped at time of conversion these are marked as skipped instead of converted The XML file can be exported as a MDB or XLS file for documentation purposes Support for De Blanking removal of blank pages Discovery Assistant defaults to print the entire spreadsheet not just the last defined range When printing the entire spreadsheet it is possible that blank p
53. e fields Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 72 IM Import code identifier Importing New Page Image database record MSCO0014 The image key document id number D Document designation only designate the first page of each document 0 Offset to the Tiff file Always 0 for single page tiff files When creating Multi Page Tiff files this number will increment for the pages within the file If there is an 11 page document the offset would start at 1 and end at 11 and the next tiff file would start over at 1 MDEMO CD volume name IMAGES 00 00 Directory path on the CD for the image MSCO0014 TIF Filename for the image 32 Tells IPRO the Types of image file e g tiff PDF Supported Image Types and their specification in the LFP file are 1 Type 1 is for IPRO Tech image from DOS Based version still supported IMG 2 Type 2 is for Standard single and multiple page black amp white or color TIFF TIF 3 Type 3 is for IPRO Tech stacked TIFF STF 4 Type 4 is for Color image BMP PCX JPEG or PNG 5 Type 5 is for black amp white PDF 6 Type 6 is for Color PDF 7 Type 7 is to Auto detect the PDF type e g Color or Black amp White RINGTAIL Support Exporting to RingTail 1 Export to Ringtail from Discovery Assistant Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 73 2 Load the CSV file into the Ri
54. e these dialogs yourself There is a second application XDCAdmin exe that can be used to auto close these dialogs Details on how to auto train the XDCAdmin to auto close auto shutdown and auto kill follow in the detailed notes see UserManual doc 7 Once you have some success and have identified what problems if any there are with the test conversions set things up to do a full conversion of all queued files 8 Switch tabs again to Converted and Failed You can look at the resultant files using the interface provided Use this interface to investigate any errors that might have come up We can be useful at this phase to identify what fixes are necessary 9 After all conversions are done you can perform the following operations from the Converted Files tab e Deblank the output files remove blank pages from selected files e Assign Bates Numbers e Assign Document ID s e OCR any image files scanned PDF files e Bates Stamp the resultant TIFF files 10 Once you are done with conversions you can export the conversion results to Concordance Summation IPRO or a comma separated value file CSV file for inclusion in another database spreadsheet or document management format If converting XLS files we recommend choosing between the following settings 11 Under Admin Configure Excel Settings users have the choice to force output to a specified number of pages print to fit or to print at f
55. e varying formats and protocols used to acquire process deliver and deploy digital information underlying litigation regulatory compliance and risk management Note The above DII load file formats are also acceptable formats to deliver electronic data that will be loaded into CaseVault the litigation hosting service and subsidiary of Summation Legal Technologies CaseVault can be used as a winnowing platform for cases that include large volumes of electronic data Once the set is culled and reduced the electronic data can be loaded into a Summation system for additional review and case preparation Note Tokens can be longer than 8 characters but fields cannot be For example the ATTACHRANGE token is 11 but it populates the ATTRANGE field which is only 8 Custom tokens have to be under 8 because the fields they populate are limited to 8 chars in size Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 64 ImageMAKER custom defined additional fields in the Summation Export DII file C FILENAME calendar zip C FILEPATH Z Web_test_files calendar zip C ISDUP True C DUPPATHS C test test HTM C test testcopy htm C PGCOUNT 10 Details FILENAME name of file at time of conversion FELEPATH original source path for file when being converted PGCOUNT number of pages in the converted file Default is 1 if record not defined in data set or defaults to last value defined if
56. eged documents are produced as TIFF files to the other side believe that in the context of Discovery the Preview process can be performed using one of the following scenarios Using just Discovery Assistant 1 Import files into Discovery assistant 2 Open each document one at a time then assign flags based on content Requires a lot of individual steps to flag each item slow and cumbersome can t be distributed A slightly more refined approach 1 Use a separate tool to extract files into source files within a directory 2 Use QuickView Plus type tool to review source files and mark with tags 3 Import the responsive source files into Discovery Assistant for processing Risk of losing the parent child relationships and polluting the metadata How some of our other customers do it 1 Import all files into Discovery Assistant 2 Process MetaData only assign DoclD and export Source only Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 43 8 Export to Summation Concordance Ringtail hosted review tool load file Review documents in Summation Concordance Ringtail application includes an integrated search and source file viewer Multiple users can review categorize tag documents When done a file list of Document ID s is produced Back in Discovery Assistant select files using the DocumentID list and queue only those ID s that are selected Produce TIFF files from
57. ent DOCID_00016 Attachments DOCID_00017 DOCID_00022 ATTACH DOCID_00017 DOCID_00018 DOCID_00019 DOCID_00020 DOCID_00021 DOCID_00022 ATTACHRANGE DOCID_00017 DOCID_00022 C BEGDOC DOCID_000160001 C ENDDOC DOCID_000160002 C GROUPRANGE DOCID_00016 DOCID_00022 C BEGATTACH DOCID_00016 C ENDATTACH DOCID_00022 Bates export fields for Summation Test Data Parent NTROOO33 NTROO034 first attachment NTROOO35 NTROOO35 last attachment NTRO0041 NTROO053 BATESBEG NTR00033 BATESEND NTROO034 C BATESGROUPRANGE NTRO0033 NTROO053 C BATESGBEG NTR0O0033 C BATESGEND NTROO0053 Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 33 Note ATTACHRANGE and ATTACH are the only export field that list JUST the attachments All other fields include the mail message and attachments within the range Support for UTC Date Time All dates are UTC based coordinated universal time but expressed in the local time zone of the machine that is doing the conversion Here are the exceptions e All files have a Created Modified and Accessed date stored in UTC format These date times are displayed in local time by the machine that is accessing them For example if the files are written to a hard drive in London at 9 00 AM Local time is UTC 0 and that hard drive is then read in Vancouver Local Pacific time is UTC 8 the time stamp will be reported as 1 00 AM e If files are copied to another
58. erride dword 00000001 OverrideCmd C Program Files quick view plus Program qvp32 exe bprn 1 Exclusive dword 00000001 SimulatePrintTo dword 00000001 For more info on downloading and installing Quick View http www avantstar com stellent intradoc cgi idc_cgi_ isapi dll ldcService SS GET PAGE amp ssDocName QuickViewPlusOverview Contact Information For additional sales and technical information contact ImageMAKER Development Inc Sales Toll Free 866 525 2170 or 604 525 2170 sales imgmaker com Support 604 525 2108 support imgmaker com Fax 604 520 0029 Web www imgmaker com Appendix A Export Format Notes Export Naming Conventions Exported files can be named using any combination of the following ProjectID Three letter project ID FilelD Internal file ID TITLE Original file name includes parent if zip msg eml SHORT_TITLE Guaranteed 32 char unique name EXT Original file extension BATESSTART Starting bates sequence for file BATESEND Ending bates sequence for file PAGE Page number BATES Bates number for page DOCID User assigned document ID ASCII_STRING Any ASCII string Export File Formats Export Directory Structure Options If we take a set of source files Source Files Assigned Name custodian1 list doc file1 custodian2 Folder1 sample pdf file2 Copyright 2009 ImageMAKER Development www DiscoveryAssistant
59. ess it locally Solution This will occur in cases where a user other than the current user created the local replica This occurs because the Notes client has a default security setting to encrypt local replicas This setting is accessed via File gt Security gt User Security gt Notes Data gt Databases To create local replicas that are not encrypted select Do not locally encrypt rather than the default Locally encrypt using Alternate Solution Switch to the user supplied Notes id file filename id then open the datbase enter the password and go to File Access Control set everything to Manager then File Application Properties Encryption Settings and checked the do not encrypt box and then compacted the database Related information How to Determine Which Databases Are Encrypted Encrypting PAB causes error Unable to create location Error Accessing Server Database This Database Has Loca http www 1 ibm com support docview wss rs 0 amp uid swg21088323 Problem 3 If you encounter problems run the Logger red button on top right of Discovery Assistant application You can then email us the log contents for further analysis example problem 08 06 27 11 35 47 AM DA OpenNsfDatabase System Runtime InteropServices COMException 0x80040154 COM object with CLSID S5FB98ACD 8EAA 4E2D A980 9B1C678B8C4D is either not valid or not registered possible resolution 1 From DOS prompt type path Ma
60. ge the list of available Slave machines Best for now to do it from each Slave though as this ensures that the xdcService exe application is properly running Queue up files to convert on the Master machine and start the conversion process Unable to connect to server SLAVE Check if SLAVE has a firewall enabled Need to disable the firewall Unable to establish connection from server to SLAVE to local machine for reporting events Probable cause is insufficient permissions Stop Discovery Assistant on MASTER Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 41 Start up xdcAdmin on SLAVE Confirm in task manager that there is only one xdcService running Then re start Discovery Assistant on MASTER Error XDC Server on machine SLAVE was unable to provide a share point Try rebooting that machine Fix You may have to manually create a Server share on the slave machine Possibility is that XDCService did not have the proper permissions to create the share To do so map C Program Files ImageMaker Discovery Assistant StagingArea to XDCServerShare on the slave machine Setting up a permanent Server Share When the xdcService application runs on the slave machine it sets up a machine XDCServerShare that can be accessed by the Master The share maps to the StagingArea sub directory in the installation directory Default share maps to C Program Files ImageMaker Discove
61. ght 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 55 CAD file formats DWG DXF HPGL SVG and CGM supported http www cadsofttools com en products abviewer html 1 From Windows Explorer choose Tools Folder Options File Types and look for DWG 2 Ifit s there delete the entry 3 Select NEW 4 For File Extension type in DWG 5 Inthe Details for DWG Extension section select Advanced In the choose icon section select Browse and look for the application D Program Files ABViewer 5 ABViewer exe 6 Select New and add the following Action Open Application Used D Program Files ABViewer 5 ABViewer exe 1 quotation marks required 7 Select New and add the following Action Print Application used D Program Files ABViewer 5 ABViewer exe p 1 quotation marks required 8 Repeat steps above for any additional file formats Supported formats include e AutoCAD DXF e AutoCAD DWG e HPGL e EMF Enhanced Windows Metafile e WMF Windows Metafile e CGM Computer Graphics Metafile e SVG Scalable Vector Graphics Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 56 e EPS Encapsulated Postscript Images e RPF Alias Wavefront images e SGA SGI Images e and many more 9 Close Windows Explorer Open Discovery Assistant 10 Open a DWG file using ABViewer 11 To close the Trial dialog that comes up From Discovery
62. if running Windows 2008 make sure you have downloaded and installed the Desktop Experience Image Viewer for Jpeg To install Desktop Experience from the Start Button go to Administrative Tools and click on Server Manager In the Features Summary section of Server Manager click Add Features In the Add Features dialog select the Desktop Experience check box and then click Next and Install Unzip the Discovery zip file and run DiscoverySetup exe Setup automatically installs print drivers Discovery Assistant exe PST MSG Lotus Notes and ZIP crackers Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 5 3 Select the All Files tab in Discovery Assistant and select Scan Use this interface to select the directory containing the files to be converted After the scan has completed you can sort the files based on filename full path filename date size type or whether it is convertible or not 4 Switch tabs to view Files that can be converted Then use the display buttons to Queue 1 or Queue All files for conversion 5 Switch tabs again to Queued for conversion and again from the buttons choose to convert one or convert all files Current suggestion is to first choose only one file to convert 6 As the files are converted the first time one or two dialogs may pop up If we don t properly time out and shut down the problem application you can auto clos
63. ile fields Field Name Sample Data Populated STARTPAGE 00010002 YES ENDPAGE 00010002 YES DATE 20041219 YES Date Accessed Sent Date DOCTYPE Doc extension YES SourceFile Ext TITLE Untitled YES Title from MetaData AUTHOR Simmons RC McMurrian HP YES Author From from MetaData AUTHORORG Cole Evans and Peterson NO RECIPIENT McCorman SL YES To from MetaDatal RECIPORG Cowco NO CC es YES Cc from MetaData SUMMARY gi NO CONDITION fii NO ATTACH_TYPE d NO LEAD_ DOC gi NO ATTACHMENTS on NO PRIMARYDATE 19831220 YES Date Created PAGES 3 YES CCORG gi NO ATT in NO ATTORG e NO OCR1 0010002 contents of page NO OCR2 di NO OCR3 d NO OCR4 o NO OCR5 oe NO RENUMBER 161 NO ISSUE ae NO DISC_STATUS o NO SOURCE_FILE_NAME C fname doc YES SOURCE_FILE_SIZE 104456 YES Hyperlinked Source documents Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 70 XSPATHNAME SOURCE TSTO0002 msg TIFF file destination XIPATHNAME OUTPUT XIFILENAME TST00002 tif LOG file Sample 00010001 Data E DATABASE COWCO 001 00010001 TIF Y 00010002 Data E DATABASE COWCO 001 00010002 TIF 00010003 Data E DATABASE COWCO 001 00010003 TIF 00010004 Data E DATABASE COWCO 001 00010004 TIF Y 00010005 Data E DATABASE COWCO 001 00010005 TIF 00010006 Data E DATABASE COWCO 001 00010006 TIF 00010007 Data E DATABASE COWCO 001 00010007 TIF
64. illed during conversion and does not re set the system date time back to current This can easily be solved by going into the Control Panel Date Time applet and re setting the system time The visible indication that we are changing the system time can be seen when the computer time value changes in the bottom right hand corner of the computer s task bar We always make sure to set the time back to the exact correct value by keeping track of and accounting for the elapsed time since changing the system clock value DataBase Format for the Discovery Assistant project Quick background on our database structure is as follows Discovery Assistant uses XML as the data storage format Records are read into memory manipulated in memory then saved every 100 or so conversions or when the user closes the file Otherwise all database activity is done in memory using NET controls The advantage of running the database completely in memory is speed Things that traditionally take a long time using a transaction based database run 1000 s of times faster in a memory loaded database Traditional time consuming activities include e Generating and re viewing different data views of the same data set e Changing a status value for each record in the database queued status bates number document ID e Operations that add 1000 s of records at a time Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page
65. image formats and the text and metadata are extracted When loaded into a Summation case the image information is loaded into the Imginfo table the full text is loaded into the ocrBase and generated metadata is loaded into the Core Database The difference between a Class DII file and a DII file prepared for previous versions of Summation is the ability of the Class DII file to more easily maintain the parent child relationships of compound documents Class II DII file This file is geared toward forensic oriented service bureaus that extract or parse metadata and e mail message information for loading into designated Summation Core Database fields Native electronic files are copied to the eDocs repository specified in the case directory structure Once the files are copied and the data loaded the user can take advantage of Summation s multi file format index search and retrieval functions to produce electronic documents in their native formats These Class II DII file attributes will allow users to narrow or winnow down a collection of electronic data such as e mail messages to only disclose relevant non privileged data to the requesting party The Class II DII file also facilitates the preservation of the parent child relationships of compound documents Class III DII file This file is a combination of the Classes and II DII file formats The above DII load file classes give Summation users the ultimate flexibility for applying th
66. indows XP 200 GIG hard drive Gigabyte network cable Discovery Assistant comfortably handles the conversion of up to 100 000 files per project For example if you have one million files to convert then our recommendation is to break them down into 10 separate projects Sample Hard Drive requirements 3 3 Gigs NSF file expands to 15284 files 9 Gigs of source files 13 Gigs of TIFF Text Metadata Handling Parent Child relationships When we load in PST MSG ZIP files we keep track of all parent child relationships between the related files Specialized parent child relationships handling is done at e Queuing for conversion e Assigning doc id s and bates numbers e Time of export e User interface can identify parent child sibling of any item in the queue In addition there are a number of metadata fields designed explicitly to identify ranges of parent children Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 31 Current methodology for handling parent children we first load the parent then we enumerate each of the children assigning sequential FilelD numbers as we go along Next we process the children s attachments assigning FilelD s as we move along and so forth until the message is processed We then go onto the next message Child next order turned OFF is how we load the files into Discovery Assistant 0 0 6 1 0 6 2 2 9 3 0 6 4 5 6
67. ke sure that the path contains a pointer to the nnotes dll file c program files lotus notes NNOTES DLL Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 23 2 re register the nsfCracker dll regsvr32 c Program Files Imagemaker Discovery Assistant NSFCRACKER DLL Make a note of any reported problems registering the DLL If installing on Vista make sure DOS is running in Admin mode right click on Command prompt and choose Admin Problem 4 Notes error You must supply the bulk decryption key in order to extract this file object Resolution The Encrypt incoming mail field is set to Yes in the Mail section of the user s Address Book entry Once this was changed to No the problem is resolved Problem 5 You attempt to read newly encrypted mail i e with a new key with an old backup ID file that does not contain the new key and the following error occurs Specified Private Key Does Not Exist Additionally if an encrypted message has an attachment and you attempt to open it with an old backup ID the message above is generated and an empty message with the attachment is displayed If you then try to launch or detach the attachment the following error occurs You Must Supply the Bulk Decryption Key in Order to Extract This File Object lt path filename gt or in Notes 4 6x The encrypted data has been modified or the wrong key was used to decrypt it Could not
68. les At any time before conversion you can also link projects to a global project and can identify global duplicates this way One advantage of global deduplication is it will differentiate between primary and secondary duplicate Local deduplication will flag primary and duplicate as both being duplicates The de duping feature is controlled from the Options De duping tab Settings are as follows e skip local duplicates when converting e skip global duplicates when converting e don t skip children unless parent is skipped e if duplicate is NOT skipped then copy output files rather than converting Normal default is to enable the top three choices The forth choice is OFF and skipped duplicate files are not copied to the converted directory Explanation of settings e Skip Duplicates means that if it is a duplicate we don t process any further e Skip Global Duplicates means that if it is a global duplicate don t process any further e Don t skip children unless parent skipped means that parent and all other children must also be a duplicate before we bother skipping that whole email chain e Copy Duplicates means that we copy the resultant TIFF files from a previous converted copy e Saves the time for duplication but does not save on drive space User Example 1 User chooses a list of files to convert Discovery Assistant loads the list into memory creating a unique hash code for each file scanned As files ar
69. loads Is Isndad S_ TACT 105AGX28 amp S CMP DLM AIN Lotus Notes Metadata Type Lotus Notes Document ID BODB4E68D9BF457B86256FBA00621AE9 From CN Helmuth X Fendel OU LAKE OU CORP O ABBOTT To CN Giorgio Martellino OU ADDITN11 OU ADD_ITL_HUB OU ADD_EURO_HUB OU ADD_HUB O ADD C US ABB OTT Karrer Roberto INT L lt Roberto Karrer ace ina com gt Cc Bryan Willcox ace ina com CN Charles M Santora OU LAKE OU CORP O ABBOTT ABBOTT Bcc Subject Re Sibutramina Privileged amp Confidential Sent 2002 04 10 10 23 54 Received 2002 04 10 10 23 56 Date Modified 2005 03 04 09 51 34 Date Created 2005 03 04 09 51 34 Date Accessed 2005 03 04 09 51 34 Size 18255 Importance 1 Priority 1 Mood 0 PreventCopying 0 ReturnReceipt 0 IsSentByAgent 0 Number of Attachments 0 Body Message Contents EndBody Known Problems On some NSF files we have troubles extracting attachments Fix seems to be to stop then re start Discovery Assistant then re import the NSF file or do a re check if already imported Alternate solution Convert Lotus Notes messages to PST http www lotus notes export com XitNotes as Problem 2 Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 22 A user with appropriate Access Control List ACL rights receives the following error when attempting to open a local replica of a database The database has local access protection and you are not authorized to acc
70. lt is to set all sheets to print Otherwise print only the active sheets Disable Macros Re calculate Macros and auto recalculate are disabled Currently in testing Ability to unhide cells columns rows extract formulas as part of the MetaData set column width Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 18 Support for proper DATE and TIME settings in Word and Excel Word and Excel contain macros and functions that return the current date and time The expectation is that these date time values are properly set when the user creates prints or saves a work document When submitting a document into discovery the date time printed in the TIFF image has to match the date time the document was last accessed Discovery Assistant solution to the date time problem is to set the system date time to the document s last saved date time before doing the conversion To enable this feature go to the Admin Configure screen There you will see the following IMPORTANT Some document headers and footers will render the current date and time If you need this to reflect the LastWrite time of the file being converted check the box below Warning This option may have unpredictable effects on the system and other applications X Reset System Time to file LastWrite Time before conversion The only unpredictable effect we can currently think of is that the Discovery Assistant application is k
71. ly by opening Outlook 2007 and choosing Tools Trust Center Programmatic Access Never warn me about suspicious activity More details at http msdn2 microsoft com en us library bb226709 aspx Code Security Changes in Outlook 2007 MSDN Library Office Development 2007 Microsoft Office System Outlook 2007 Technical Articles Support for De Duplication Many file sets contain multiple copies of the same file The de duplication feature is designed to spot these duplicate files and ensure that only one copy is converted Duplicates are identified by a unique Hash Value that is calculated for every file message and attachment at time of import Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 14 For message files the hash value is based on the text content of the email message not the binary contents of the MSG file The MSG binary file may contains additional unique information related to how it s stored in the PST file The binary file will also contain all the binary attachments ie we don t hash the MSG file but the extracted TEXT portion only If two files have the same hash value then we do a binary comparison just to be sure the files are both equal one last final check If the files do not compare then the hash value is modified to include an extension Every file in the project is marked true if there is a duplicate see Local Duplicate column in AllFi
72. ly moved over to convertible Imgview exe handles most JPEG formats However if there is a problem with Imgview you can switch to using Internet Explorer to handle the printing To force Internet Explorer go into the Discovery Assistant Admin Configure Documents tab Look for HTML do a modify check what the PrintTo command is Should look something like rundll32 exe SystemRoot System32 mshtml dll PrintHTML 1 2 3 4 Can then go to JPG which is now pointing to or ImgView exe application hit Modify select the override default command then paste in the rundll32 command above into the Override Cmd text edit box Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 47 Support for GIF We use the native installed application on your computer to handle printing GIF files Normally the XP Windows Picture and Fax Viewer can print these files On Windows XP and Windows 2003 the Windows Picture and Fax Viewer can do the job To set the default go into explorer do a search for GIF then open a GIF At that point the file association will be set Can then do are check from Discovery Assistant and the GIF files will be convertible Same process for JPEG On a Windows 2000 machine run the Imaging For Windows application and set the menu item Tools General Options open images in Imaging Support for LZW compressed TIFF Our standard IMGVIEW EXE application handles c
73. lyid 13580cd7 a8bc 40ef 8281 dd2c325a5a81 amp displaylang en These tools must be installed in order for everything to work correctly The Options Embedded tab contains links to both of these tools When downloading and installing the MigrationPlanningManager exe tool you need to specify an installation directory Then after installation from the Options embedded tab Settings specify the installation directory Other notes In the Options Embedded Settings tab you can also specify the prefix used for all extracted files Current default is EMB_1 EMB_2 and EMB 3 represents different types of embedded files After loading in your file set into Discovery Assistant if you sort on name you should be able to group all the extracted embedded files You can conditionally turn file handling off for certain file types by selecting the file type from the Settings dialog then hit the modify button Speed Size of files For optimum speed and size best to convert everything to B amp W G4 TIFF When exporting to different file types here are some of the speed size metrics 46 462 pages 4592 tiff files exported as TIFF G4 1 1 GB 20 minutes doesn t require reading writing the files Scanned PDF 1 5 GB 2 hours uses 8 bit Flat compression 24 bit LZW 3 0 GB 4 5 hours Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 83
74. ments in the More Export options 3 Ina spreadsheet create a column based on following Received date if it exists Sent date otherwise Modify date otherwise 4 Sort the new column in Excel 5 Save as a FilelD list and formatted date YYYYMMDD 6 Import the list User Fields assign from CSV Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 46 7 Sort the user field to identify what files fall within the date range in question 8 Re process just those files Adding a new file association To create a file association for a file that you can open but cannot print 1 goto Admin Configure Document 2 select the greyed matching file type extension xyz 3 select Modify choose over ride and put in the override print command To create a brand new file association 1 goto Admin Configure Document 2 Select new 3 Inthe New dialog choose CopyFrom to grab default settings similar to your file type for example file type XYZ may be close to how you currently handle TXT 4 Modify the settings and save Support for JPG On some systems there may not be a default browser for JPG files Quick fix is to run imgview exe Start ImageMAKER Discovery Assistant Imgview From the menu Options choose set as default viewer then select JPEG as one of the files we handle Go back to unconvertible tab and do a re check files should be automatical
75. ngtail Flat File converter to convert to MDB then run it through the Validator Reference Docs these seem to overlap CaseBook Data Standards Manual_v602r5 pdf Ringtail Legal Data Standards Manual v2 1 1 2 pdf Tools Provided by FTI Ringtail 1 Data Standards Manual outlines the Ringtail load file 2 Flat File Converter a tool used to convert a flat file database to a Ringtail load file and 3 Validator a tool used to verify the integrity of a Ringtail load file NO load file should be loaded to Ringtail without first being run through this free tool To access these free tools browse to our support website http support ftiringtail com From there click the button to LOGIN AS GUEST then access the Downloads tab Ringtail Flat file converter Notes The validator does not understand Office 2007 You need to run on an Office 2003 machine Time fields are not supported in Ringtail Any time fields should be set to TEXT Boolean fields are TEXT We don t currently convert to T F MAIN tab ImageMAKER field name Ringtail Main_Document_ID Document_ID User assigned Document ID Main_Document_Date Document_Date Source document create date otherwise received date otherwise sent date in that order Main_Document_Time Source document create time otherwise received time otherwise sent time in that order Main_Document_Type Document_Type Source file type name Main_Title_docTitle Title Document Title Main_Title_DocSubject
76. ntaining that list of files to process The database list can then be written out as multiple text based Load List for further processing by Discovery Assistant Load List contents are defined by a maximum number of files or maximum cumulative file size Load Lists are serially processed by the service provider in batches across multiple computers As loads are completed they are exported out to a format suitable for review by the customer This way data flows through the process in chunks and delivery of the first chunk can happen in a single day or less after start of conversion Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 20 Support for Scalability Additional conversion machines can be added to improve overall throughput Large conversion requests can be broken down into a set of smaller jobs each of which is run on a different computer To ensure that each computer has the same conversion settings we recommend saving the DiscoveryAssistant xml file and the HKLM Software Imagemaker registry settings and then duplicating these two files across the various machines The discoveryAssistant xml file installed in the same directory as the discoveryAssistant exe file program files imagemaker discovery assistant discoveryAssistant xml Contains all the global project settings and is text readable The remaining settings that control document formatting are saved in the registry Yo
77. numerated Global and Local duplicates are identified at this point b If you want to search source files you can do so by exporting a copy of each file using the Copy button to a separate search directory Copied files are identified by their filelD c Ifyou want to search converted files you can do so by queuing the files for conversion then converting d When converting files user options should be skip local duplicates don t skip children unless parent is skipped e will remove this restriction at a later date On completion of conversion remove the NSF and PST records from the converted tab Can queue these for re conversion to get them out of the way Note Don t delete from project f if your files contain images and you want text from those images select OCR and in the dialog select OCR only those items without text Note requires that Microsoft Office Imaging 2003 or 2007 is installed We use the Microsoft provided OCR engine to do the text extraction Can install this from the Office installation disks under Tools Re save project g sort on FilelD assign Document ID s string COUNT1 and save the project h f your files contain spreadsheets there is a good chance there are blank pages that should be removed To remove blank pages select DeBlank Re save project SEARCH SOURCE dtSearch the source files Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 60
78. nverts Messages Folders Attachments Archives Address Books Calendars and Tasks Between Virtually All Email Systems Clients Includes support for Lotus Notes Outlook Exchange server or pst file Outlook MSG Files GroupWise 5 5 for GW Archives IMAP4 Server HTML Eudora Netscape Mozilla Thunderbird AOL CompuServe 2 0 Outlook Express Pegasus Notework ExpressiT Native and SMTP cc Mail DaVinci 3 0 MHS SMF 70 Calipso Archive Transport File Transend proprietary format Sun One via IMAP Pop Server http www transend com supported_mail_systems as Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 25 Support for PaperPort MAX files If you have the Paperport application installed and it supports printing MAX files then Discovery Assistant supports converting MAX files to TIFF tested and works CommandLine lt D Program Files ScanSoft PaperPort PPPAGEVW EXE p z web _test_files 5pages max gt Forensics Tools OST gt MSG Advanced Exchange Recovery http www exchange recovery com 600 PST gt MSG Aid4Mail http www aid4mail com hard drive usb write protect Logicube Hard Drive amp Media Duplication http www logicube com logicube pressreleases writeprotect as Support for OCR Discovery Assistant now supports a native OCR feature The default is to use Microsoft Office 2003 MODI control if available otherwise uses a SimpleOCR package ship
79. o DOC to get the over ride settings The Override setting for WPD will look something like C Program Files ImageMaker Discovery Assistant WordPrintTo exe pt 1 2 3 4 Copy these same settings to the WPD entry in the Documents dialog Calculation of MD5 Hash code to detect duplicates Under Options De Duping users can set the following values Hash Code Sample Size KB 100 set to 0 for entire file On conversion e Ignore Duplicates process as usual e Skip Duplicates don t convert e Copy Duplicates copy the TIFF file from previous conversion lt recommended e Link Duplicates point to the TIFF file from previous conversions Hash codes are generated when the file is first entered into the database To speed things up users can set hash code generation to just the first K bytes of a file Default is 100K Duplicates are generated as files are added to the database If a duplicate is found the duplicate file and the file being added are both marked as duplicate Email files are binary files with unique index values within them MessagelD To compare if emails are duplicates we extract and check only the text contents of the message Algorithm to check for and assign duplicates For each new file being processed If Message File then extract message body as text Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 28 Calculate MD5 hash code for first x by
80. oject table Extras_GLOBALPRIMARY TEXT T F Yes if this is the first occurrence of this item in the global table Extras GROUPRANGE TEXT Range of export file titles that belong as a group e g an email and it s attachments or a zip file and it s contents Extras HASHCODE TEXT MDS hash code value for source document Extras HTMLBODY MEMO HTML Message Body Extras IMPORTANCE TEXT Importance Extras_INETHEADER TEXT Internet Header Extras_ISDUP TEXT HMS True False is duplicate Extras_ITEMID TEXT Discovery Assistant file ID Extras_ITEMINDEX NUMB Item Index Extras LASTSAVEDDATE DATE Source document Last Saved date Extras LASTSAVEDTIME TEXT HMS Source document Last Saved time Extras MSGCLASS TEXT Message Class Extras MSGID TEXT Email message ID Extras MSGMLG TEXT Message Mileage Extras NOAGING TEXT T F No Aging Extras OBJECTSIZE NUMB Source file size on disk Extras OLINTVER TEXT Outlook Internal Version Extras OLVER TEXT Outlook Version Extras PAGECOUNT NUMB Number of pages in TIFF file Extras PARENT TEXT Email parent folder name Extras PARENTCREATIONDATE DATE Parent document create date Extras PARENTCREATIONTIME TEXT HMS Parent document create time Extras PARENTMODIFYDATE DATE Parent document modified date Extras_ PARENTMODIFYTIME TEXT HMS Parent document modified time Extras PARENTRECEIVEDDATE DATE Parent email received date Extras PARENTRECEIVEDTIME TEXT HMS Parent email received time Extras PARENTSENTDATE DATE Parent email sent d
81. om for the bates stamp 2 Convert from the Queued directory tab to the Converted directory tab Confirm that the output images have a white space border 3 Set up the Bates Stamp Margins are defined in the setup area BatesStamp the output 4 Review the resulting files 5 Toprint the resulting TIFF images to a hard copy printer you have two choices 1 Print to edges 2 Scale to fit the printable region If you are looking to get the Bates Labels as tight to the outside printable region as possible then you can set the imgview exe application what we use to print TIFF files to print to edge To do this open one of the tiff files in imgview exe by double clicking on the thumbnail imagein Discovery Assistant Then choose menu Options Print to edge and close the imgview application Bates stamping images with no image scaling or compression If you are looking to Bates Stamp TIFF images without any additional scaling then the conversion from queued to converted must be run through our imgview exe application AND the setting print to edge must be set on To make the imgview exe application the default TIFF print application from the same imgview exe options menu select set as default viewer Then stop and re start discovery assistant to pick up the new file association You can confirm what the current default viewer is by doing a view source Advanced Excel Spreadsheet Processing Under the Admin
82. onverting most TIF DCX BMP and JPEG formats To set imgview as the default viewer conversion application run imgview exe then select Options Set default viewer If you need conversion support for LZW compressed TIFF then need to revert to standard Microsoft viewers This is the same process for any version of Windows Basic idea is to 1 Open Discovery Assistant and select Admin 2 From Admin select Config Documents tab 3 From the file type list highlight TIF then select the Modify button 4 Set the following check boxes on AutoKill application if timeout occurs Override default PrintTo command set the Override Cmd to be substitute the correct system directory WinXP rundll32 exe F WINDOWS system32 shimgvw dll ImageView_PrintTo pt 1 042 043 044 Win2000 C Program Files Windows NT Accessories ImageVue KodakPrv exe pt 1 042 043 044 Under Win2000 you also have the option of running Imaging For Windows then selecting Tools General Options Open images in Imaging Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 48 Support for iCalendar and vCalendar File Formats ICS VCS Discovery Assistant includes native ICS VCS formatting support Support for Microsoft Office Document Imaging MDI Need to install Microsoft Office Document Imaging 2003 or higher Product only has a Print file association Requires that we simulate PrintTo
83. ose User Fields to assign a text string to selected items One use for this feature is to define what search term was used to select the record Save project This ensures that we are exporting any file that matches a string has the string in it PLUS it s parent PLUS any siblings of that file At any point from now on you can choose Select Marked Items and get back the items to export as a selection set At any point you can also sort on the left hand column marked to see what items are marked Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 81 If for what ever reason you have incorrectly marked items and want to start over choose Select Marked Items then Toggle Mark Selected This will clear all marked items c To export the selected items Choose Select Marked Items sort on Document ID and then Export Selected Naming convention is ProjectID DOCID PAGE Other settings are Destination location that files are going to be exported to Format choose Summation DII Class Note Press options to choose metadata fields to export Directory Structure flat is recommended Other files to include select Text files Whew You are now done Internal notes ImageMAKER optimizations We will be making code changes to remove the following steps Load item 3 will not have to remove NSF or PST Search item 3 and 4 will not have to create a TXT file
84. ped with Discovery Assistant Microsoft MODI OCR uses the OmniPage SDK engine from Nuance software and is our current best of breed recommendation To confirm you have MODI installed run Microsoft Office Document Imaging application load a TIFF file and select OCR The application will install OCR if not already installed Discovery Assistant extracts text from documents during the conversion process Extraction is extremely accurate as the text is generated by the print driver during the print process If source documents are scanned images though there is no text extraction when printing In this case you can manually OCR those documents you would like the text from by selecting the OCR button in the Conversion Tab Fixes OCR was not successful no text was found on one or more pages http support microsoft com kb 918215 en us Support for TIFF Pass through To speed up the processing of scanned TIFF documents if the source documents are already in the proper format scanned B amp W standard dpi then processing can be sped up by selecting Enable no Print convert on images You can select this flag from the Admin Configure screen If this flag is set then Discovery Assistant does not print the image but creates an exact copy of the source image ready for further processing formatted standard dpi and scanned in B amp W Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 2
85. r zip C PGCOUNT 1 C ISDUP False C DUPPATHS NA ATTACH 0000039 0000040 0000041 0000043 0000044 0000045 0000046 0000047 0000048 0000049 0000050 0000051 0000052 0000053 ATTACHCOUNT 14 DATESAVED 7 21 2005 DATECREATED 7 21 2005 D N 0000038 tif T 0000039 DOCID 0000039 MEDIA eMail MSGID C PGCOUNT 1 C ISDUP True C DUPPATHS Z Web_test_files calendar zip calendar pst Personal Folders Tasks a second task request msg C imgmaker temp1 a second task request msg SUBJECT a second task request EMAIL BODY separate task item in a separate task list EMAIL END ATTACHCOUNT O PARENTID 0000038 D N 0000039 tif Available MetaData Fields for Summation C BEGDOC Export file title of first page C ENDDOC Export file title of last page APPLICATION Name of creating application C ATTCOUNT Count of attachments ATTACH List of export file titles of attachments ATTACHRANGE Range of export file titles of attachments Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 66 C GROUPRANGE Range of export file titles that belong as a group e g an email and it s attachments or a zip file and its contents C BATESGROUPRANGE Range of Bates Numbers that belong as a group e g an email and it s attachments or a zip file and its contents C BEGATTACH Export file title of first page of group e g an email and it s attachments or a zip file and its contents C
86. re also stored in the setup ini file and re set at installation time Actual values for TIFF files are calculated Metadata values for Word and PDF are used if available Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 35 All other file types are defaults at 10 000 bytes per page Some file types like zip nsf pst msg are estimated at 1 page per Benchmarks tests on DiscoveryAssistant Benchmark processing On a 2 Ghz system converting a mix of doc xls pdf html msg files with or without attachments our rated speed is one page per second Hardware Recommendations Because file conversion is a diskbound process the greatest determining factor for performance is file access speed The greatest performance increase will be realized by moving input files to a local hard drive and have output files written to a local hard drive All applications such as Word Excel Acrobat etc also need to be accessed from the local drive Multi processor machines are not recommended don t believe the performance increase would be significant especially in relation to hardware cost Available memory is a factor more memory means less swapping to disk 512mb or greater recommended Processor speed is a factor 1 8G or greater recommended Specifics Test Suite 235 documents approx 3 000 pages Compaq 1 8G P4512mb ram Mix of Word Excel PowerPoint PDF HTML Text TIF G4
87. roduce converted documents 2 Assign DocumenlD and export DocumentID with data set 3 Customer reviews data and provides you with a list of DocID s to produce 4 Load selection set in converted tab 5 Assign Bates Numbers to selection set Choose child recursive to get children 6 Sort on Bates Numbers and select only those that have been assigned bates numbers Parents of children are identified by bates range 7 Select which files you want to bates stamp 8 Bates Stamp selected files and export OR Export unstamped Selected files Estimating Page Counts If you convert to TIFF and then use the summary report on the all files tab you get a CSV file containing formatted information about e file types e number of pages per file e total size of files by type e number of files converted passthrough failed skipped If you don t want to invest time converting the files BUT still want an estimated page count for billing purposes then queue the data for MetaData conversion only Then convert metadata only Discovery Assistant then estimates page count based on file size if the count is not already included in the metatata Values used to estimate bytes per page broken down by file type are stored in the registry at HKLM Software ImageMAKER DiscoveryAssistant Settings PageCountEstimates If you do change these values you need to stop re start Discovery Assistant for them to take effect These values a
88. ry Assistant StagingArea Normally when XDCService starts up it creates the share then when it exists it removes the share If the share already exists before startup then it leaves the share there on exit Setting up and configuring DCOM There is a whole tutorial on setting up and using DCOM between machines with different login s Also there is a way to do DCOM across domains http www opcactivex com Support DCOM Config dcom_config html There s a utility called DCOMCNFG EXE that you can also use to set up DCOM settings Support for RAR files Support has been added for the following RAR file types e standard RAR Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 42 e password protected RAR prompts for password e multi part Rar Looks for additional RAR files with extensions o filename part1 rar o filename part2 rar o filename part3 rar Using Discovery Assistant as a preview tool Discovery Assistant has been designed mainly as a eDiscovery Processing tool It imports source files and exports formatted data that can be loaded in to a case management package ready for discovery We recognize that the higher up you cull data in the chain the less processing there needs to be done closer to production Typical requirements of a preview tool are to review source documents and tag them as Privileged Non Privileged Responsive Non responsive Only responsive non privil
89. s that means though you will no longer get stamps To get different sized pages legal and letter need to do the following e Open Acrobat either Acrobat 6 0 or Acrobat 7 0 e Open a PDF file e Under File Print menu item open Print Dialog e In Print Dialog set o Page Scaling Fit to Paper o Choose Paper Source by PDF page size o Print to any printer ImageMAKER xxx is fine e Close Acrobat Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 52 To get all pages the same size turn off choose paper source by PDF page size To turn flatten off speeds up conversion open a PDF file then from the File Print Dialog under advanced choose print as image Acrobat 8 0 To turn autoupdates off Under the Edit menu select updates and toggle the following e donot automatically check for critical updates ON e Display notification dialog at startup OFF e Display installation complete dialog OFF HKEY_CURRENT_USER Software Adobe Acrobat Reader 7 0 Updater i UpdateFrequency dword 00000000 bShowinstCompDialog dword 00000000 bShowNotifDialog dword 00000000 Our method of printing to Acrobat 8 is as follows e start and stop Acrobat for each document e use Print rather than Print To when printing documents e use the DDE Print method not commandline method Known problem issues with Acrobat that we handle are e if we don t shut Acrobat down then it le
90. saved date on completion Backend Database used Currently using an XML data representation Can migrate to using a MDB file Microsoft database format If the user is contemplating managing large data sets then we need to look at substituting a MDB file with a SQL type interface Format of Exported Data Currently output to Summation DII type 1 formatted file MetaData includes the email subject address and message body Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 45 MetaData files are formatted as follows Name SAMPLE ZIP ZIP Size 39 KB Type WinZip File Modified 11 11 2003 3 15 AM Attributes A Additional information for MSG files Type Outlook Mail Item From Ken Davies To Jian Huang E mail Cc null Bcc null Subject Test Message Sent 08 30 04 12 50 34 Received 08 30 04 12 50 34 Number of Attachments 0 Body details in message body formatted as either TXT RTF or HTML Modify Date date email message was last replied to or moved into folder Create Date date email message was stored to the folder Sent Date Time date time message was sent GMT Received Date Time date time message was received GMT To export email that was sent received within a specified time period 1 Process as Metadata only 2 Export metadata FilelD Modify date SentDate and Received Date to a CSV file Be sure to select use parent Sent and Received date time for attach
91. selected documents Requires importing a lot of data into Discovery Assistant Summation Concordance Ringtail The ultimate solution we re working towards Crack input files into source files metadata and load into SQL library Use an integrated SQL interface to perform searches through SQL stored metadata and assign tags Use an integrated dtSearch to perform searches through indexed source files and assign tags Use an integrated QuickReview tool to review indexed source files and assign tags Process selected files as necessary to TIFF Text Export source TIFF TEXT metadata into DiscoveryAssistant file for final review and export to load file These features are currently only available through hosted services Still not built yet as an end user application MSG Handling under the hood At time of import of PST or MSG files the following takes place 1 2 Message contents and Message metadata are extracted to the projectname tmp directory in TXT format MD5Hash value is calculated based on the TXT message contents At time of conversion the following takes place 1 If the metadata file has been deleted Metadata is re generated Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 44 2 Message contents are extracted to HTML RTF or TXT and converted using one of the registered converters and saved in the projectname cnvt directory as TIF and
92. sociated with each defined page DAT File Description The DAT file contains file meta data with the exported text as the last field Export fields for the data are defined in the export fields section below Sample data are also provided in the sample data data section below The DAT file contains a single comma delineated list of fields But Rather than using the common notation field1 field2 field3 notation fields are delineated by substituting decimal 20 for and decimal 254 for Decimal 20 and decimal 254 are explicitly defined to NOT occur in any imported text Newline values in the imported text are modified to be decimal 174 DAT File Sample The sample data to Ken Davies from Sales Subject The year ahead Text A long discussion about the year ahead Looking forward to your comments Call me if you want to do lunch Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 69 becomes 245 Ken Davies 245 20 245 Sales 245 20 245 The year ahead 245 20 245 A long discussion about the year ahead 174 Looking forward to your comments 174 Call me if you want to do lunch 174 245 where the values in brackets 245 20 174 are decimal byte values in the data stream The data fields in this example are pre defined to be to from subject text DAT f
93. ssistant Admin Configure Documents tab This provides a list of documents that are supported on the machine you are converting on For certain file types listed below there are additional setup instructions that you can follow to tweak the behavior To identify the filetype we match the document against the signature stored in the fassoctable txt file Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 50 We check contents first if we recognize contents then we return content type If we don t recognize content then we return document extension type If the file type is included in the Strict section then we only return that type if we recognize the contents The current advantage of how things work is that if we don t recognize the file then the extension is used by default Not in Strict List WordFile DOC return DOC WordFile xxx we force to DOC WordFile we force to DOC Unknown doc we don t know what it is so call it DOC In strict List WordFile DOC return DOC WordFile xxx we force to DOC WordFile we force to DOC Unknown doc we don t know what it is so call it UNKNOWN Not in Table WordFile DOC return DOC WordFile xxx return xxx WordFile return unknown Unknown doc return DOC Microsoft Excel There are a number of custom settings for Excel To configure Excel printing Goto Admin Configure Excel Options to set the following
94. t Manager 32 Memory allocation failed 33 Disk write failed probably disk full 34 Disk write failed probably file access 35 Page too long to make into landscape mode 36 Unknown file type specified for output 37 Unknown file type 38 Generic FAX write error 39 Print aborted from control dialog 40 Unable to read from named pipe 41 Terminated by parent application 42 Cannot find named pipe 43 Error calling 16 bit MFX 44 Error pipe closed likely means driver timed out 45 Shell execute failed 46 Create process failed 47 Output file type unsupported 48 Failed to restart spooler Support for Conversation Topic and Conversation Index in Outlook All internally generated 2003 Outlook email contains a Conversation Topic and Conversation Index value As email is routed back and forth the index value is incremented with additional characters In a sorted list of Topic values and index values the longest index value is the last email in the chain Idea is lawyers can reduce the amount of data by producing only the last item in the chain AND the unique attachments in previous emails draft attachments Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 38 Note Once an email leaves the office transmitted as MIME the index and topic values are lost Details The PR_ CONVERSATION_INDEX property is used in conjunction
95. tes of file multiple of 1K Convert hash code to a string Loop until Done Search existing database for first matching MD5 hash code If no matching MD5 hash code Add new hash code Done Else Binary compare the two matching files If files match Mark both as duplicates Done Else Add a character extension to the hash value to make it unique and loop End Loop Handling Terabytes of Data We rate our product at a gig per day per machine 1 gig of data averages out to approximately 70 000 pages and about 5 gigs of storage space Actual conversion speeds are rated at 3 500 pages per hour of straight conversion 20 hours a day plus an additional 4 hours a day to handle the other house keeping tasks like file import de duplication deblanking bates labeling exporting etc In addition to straight conversion is the time to e Set up the machines and install all appropriate software e Quality control review of output data e Exception handling e Trouble shooting The Discover Assistant operating philosophy is that if you want to convert Terabytes of data you need multiple Terabytes of storage space and lots and lots of computers Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 29 To handle terabytes of data requires e Enumerating what files are to be converted using our TeraBite application e Breaking the project down into 1 or 2 gig Batch files e Optionally run a global de
96. the contents of Print Can get to this from the Windows Explorer application tools folder options file types 3 In the Admin dialog under Configure AutoClose ADD an entry and train it to close the VoloView print dialog Other viewers that support Viewing and Printing Microsoft Viso can open and view autocad drawings May or may not be able to print to the default printer still to be investigated Solid Works has a free downloadable DWG DXF SolidWorks viewer eDrawings Viewer http www solidworks com pages products edrawings viewer html VectorWorks MCD Note To download the VectorWorks 12 5 viewer http www nemetschek net downloads index php Need to open a MCD file and manually print once to the ImgMaker Batch Converter Then close the application This sets the following registry value HKCU software Nemetschek VectorWorks 12 Preferences Previously Used Printer need to set this to ImageMaker XDC Service1 Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 58 QuickView support converting unsupported file types Quick View Plus 8 from Avantstar Stellent can be used to print file types for which you do not already have an application viewer installed For example quickView can be used to view print TXT files that have anon TXT file extension such as INI XML and REG To set up a Quick View fil e association go to the Admin Dialog Configur
97. ties From the Log On you can re set the username password From the General tab you can manually start stop the service 5 Restart Discovery Assistant and try converting some files that previously converted Files will convert but you won t see any screen activity 6 Everything should work Note because we are opening documents the machine will be busy Also if you are converting Word Excel or Acrobat file types you can t be using Word Excel or Acrobat 7 Should there be any conversion problems you need to stop Discovery Assistant switch back to using xdcService in normal mode then re convert to try and determine the problem 8 Atany time you can also run imglog exe and the XDC Admin to get more logging information on conversion progress Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 39 Handling Password Protected Files If the file is password protected our current default behavior is to time out waiting for the application to print We then kill the application The default timeout value is 30 seconds If there are a lot of password protected files then conversion is going to go very slowly Failed files can be moved to another directory and then set up for password cracking Our understanding is that cracking a password can take multiple hours per file and not something to try in real time Some password protected files will put up a user dialog prompting for a
98. tlook PST and MSG Outlook Express EML and DBX Access Database MDB Autocad DWG DXF and DWF VectorWorks MCD QuickView support converting unsupported file types Contact Information Appendix Quick Overview Discovery Assistant can be downloaded from http www discoveryassistant com Download Downloads as Basic idea is the product can take any set of computer generated documents including email word documents pdf files spreadsheets and or scanned documents from hard drive and or CD Rom s and convert them to TIFF or PDF and associated meta data suitable for importation into Case Management software The product can also directly output Bates Stamped TIFF and PDF for direct production of documents for legal discovery Discovery Assistant currently exports to the following Case Management systems Summation DII Class tiff and text DII Class II source files Concordance IPRO Tech images are loadable into Ipro Opticon images are loadable into Opticon Comma Separated Value CSV currently only supports TAB output Ringtail Ringtail Legal from FTI Introspect IDX Zantaz IDX file format Some distinguishing Discovery Assistant features include Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 3 e conversion of all printable document types to TIFF or PDF e emphasis on conversion speed e support for removal of duplicates e extraction of TEX
99. u can export the hive HKLM Software lmageMAKER to a REG file and use this as the other settings file To match a second machine s settings e install Discovery Assistant e copy over the DiscoveryAssistant xml file e double click on the saved imageMAKER reg file Support for Lotus Notes NSF Discovery Assistant supports loading Lotus Notes NSF files natively Before installing Discovery Assistant make sure you have Lotus Notes client version installed first we ve tested using Lotus Notes Domino Designer 6 0 3 If Discovery Assistant is already installed install Lotus Notes then re install Discovery Assistant At startup Discovery Assistant looks for Notes exe in the program files Lotus Notes directory It then forces a path change to the local logged in user to make sure that the lotus directory is part of the system path in order for the dll s to work No idea why Lotus does not do this as part of its own installation If you ve just recently installed Lotus Notes then you need to re install Discovery Assistant to set the path information Download site for Lotus Notes client http www 128 ibm com developerworks downloads Lotus Notes Domino Designer and Domino Administrator clients V8 or later Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 21 Here is the direct link to the notes client these link names change over time http www ibm com developerworks down
100. ull size In either case the complete spreadsheet is rendered not just the last saved print range Default is to print the entire spreadsheet at full Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 6 size If converting PST and MSG files we recommend the following additional steps 12 If you are planning on converting PST or MSG files there may be an issue with the Outlook security dialog We provide a tool to automatically close these dialogs but if there is still a problem The Outlook Security Dialog can be turned off permanently by opening Outlook 2007 and choosing Tools Trust Center Programmatic Access Never warn me about suspicious activity 13 Conversion will go quicker if you have the Outlook client open This reduces the time we take opening and closing Outlook 14 There is tremendous variety in PST MSG files Our current working methodology is if you do have a conversion failure we can likely comment on and fix the problem by getting you to send us a log files Log files can be generated by running imgLOG exe before loading files to be converted Start Programs Discovery Assistant imgLog exe To remove date headers and footers from MSG TXT HTML 15 MSG files are formatted as TXT RTF or HTML For each of these file types we use a different application to do the printing TXT gt notepad RTF gt Word HTML gt Internet Explorer For Notepad
101. y no one has to hand code any information The Discovery Assistant operator checks that the scanner folder is correct when adding files into the project checks that the scanner operator has done their job If there is any confusion as to where documents came from they can be immediately traced back to the original folder by using the displayed source path name The source path name is reduced to Custodian Box Folder at time of export If at some later date the Discovery Assistant operator is processing a PST file or multiple folders of data then the same rules apply when extracting the Custodian Box and Folder ie everything is consistent moving forward Copyright 2009 ImageMAKER Development www DiscoveryAssistant com sales 604 525 2170 Page 27 Handling WordPerfect files using Word WPD If installing WPD support for the first time in Word you may need to install the WPD plug in Next you need to set up a file association for WPD files Easiest way to do this is to right click on a WPD file then associate Microsoft Word with that file type Open association Next to get print and printto file associations established easiest way to do this is to run the DA_Sysinfo exe application and use it to copy across the DOC file associations program files imagemaker discovery assistant DA_Sysinfo exe wpd doc To switch to using WordPrintTo to handle WordPerfect go to Discovery Assistant Admin Configure Documents and go t

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