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IQWEST provides the following services:
- IQWEST will receive various types of electronic documents from the client via CD, hard drive or FTP. These electronic documents will come from a variety of software packages (i.e. Lotus Notes and Outlook email, Powerpoint, Excel, PDF, text, etc.)
- IQWEST will load the documents to its system and generate a database/index of the corresponding electronic documents.
- Once an index is created, IQWEST can query the data based upon criteria provided by the client.
- Duplicates in the population will be identified via an MD5 hash algorithm.
- The subset of documents that falls within this query will then be converted to TIFF Group IV images at 300 DPI.
- The corresponding images, document text and client specified field information will be exported from IQWEST' system and formatted for loading to the client's in-house litigation support software. The images can be sent to the client on a rolling basis via CD. IQWEST will deliver appropriate data load files via CD and/or email to the client.
DATA PROCESSING - ELECTRONIC FILE CONVERSION
General Processing Specifications:
- Client has an as yet undetermined number of electronic files that need to be converted to a format such that the files can be reviewed, annotated, redacted, exported or printed.
- Any macros associated with a file will be disabled prior to loading to the system.
- All documents loaded to the system will be virus scanned prior to load.
- IQWEST will convert the subset of files that can be opened in their native software to 300 DPI, TIFF GROUP IV format.
- A database will be maintained by IQWEST that will track the files uploaded to the client as well as any possible problem files that may not be uploaded or converted. This can be for a variety of reasons; file corruptions, passwords and file types not supported.
- Where applicable, the body of an electronic file will be extracted for searching in possible export to the client's system.
- Documents selected for conversion to TIFF will be converted from the native format file.
- Header and footer information that exist within some electronic files will automatically update to place the current date and other information on the document when opened in its native format. This information will be updated to the date the file was last modified.
- Certain file types may contain settings that limit the amount of information to be displayed. While some of these settings can be disabled to allow display of all information, some settings can only be disabled manually. This will only be done as directed by the client on an hourly basis.
- Certain file types may contain passwords that limit access to the file. While some of these passwords can be disabled programmatically, some passwords may need to be provided by the client in order to access the file. Files that cannot be accessed will be excepted from processing.
- Some files selected for conversion to TIFF by the client will be converted to a "best fit" format (i.e. a format similar but not necessarily exact as compared to the native file application).
- A document number is assigned to all electronic files brought into the system. Bates numbers assignment can only be applied to files that have been selected for conversion to TIFF.
- If a file's type cannot be determined during Media Indexing, the file can be parsed for valid and non-valid character data. If the percent of valid character data is less than the percentage set at time of processing, the file is excepted from processing.
- An exception log of files that cannot be processed can be provided to the client upon request. Exceptions can include files that are protected, corrupt or require proprietary software to be accessed. Additionally, there may be file types that are not supported by the system.
TIFF Conversion Generic Specifications and Assumptions - (the following are some standard processing guidelines of IQWEST' conversion process):
Email (Outlook)
- Email will be converted to TIFF without the custodian name at the top of the email. It will be blank (processed with a period) unless otherwise specified by the client.
- Outlook Journal Items will not be databased or processed.
Email (Lotus Notes)
- All email contained within a custodian will be processed unless otherwise specified by the client.
Word Documents: (When available)
- Comments will be displayed for conversion in all Word Documents.
- Revisions will be displayed for conversion in all Word Documents.
- Hidden Text will be displayed for conversion in all Word Documents.
Excel Documents:
- Notes will be displayed for conversion in all Excel Workbooks.
- Comments will be displayed for conversion in all Excel Workbooks.
- Hidden fields and rows will be displayed for conversion in all Excel Workbooks.
- The print area is cleared and the page breaks are adjusted for better conversion results in all Excel Workbooks.
- Gridlines will be displayed for conversion in all Excel Workbooks.
PowerPoint Presentation Files :
- Comments will be displayed for conversion in all PowerPoint Presentations.
Acrobat PDF Files
- During the conversion process, annotations will be displayed for all Acrobat Documents.
- During the conversion process, an index is made of all the document's annotations and will be placed after the conversion of the document's pages for all Acrobat Documents.
Text Files
- During the conversion process, page numbers will be displayed on all Text Files.
MS Project Files
- Comments will be displayed for conversion in all MS Project Files.
- The Gantt Chart will be converted for all MS Project files.
- The Calendar will be converted for all MS Project Files.
- The last view used when the file was last saved will always open first. This view will be converted for all MS Project Files.
Metadata Options:
File Metadata ( Not all types of File Metadata will produce the same results)
- Standard File Metadata (Includes Creation Date, Last Modified Date, and File Size)
- Display all advanced metadata option
- Custom metadata field options (user defined):
- Author
- Application name
- Byte Count
- Category
- Character Count
- Character Count with spaces
- Class ID
- Comments
- Company
- Date Created
- Date last printed
- Date last saved
- Has macros
- Hidden slides
- Keywords
- Last edited by
- Line count
- Location
- Manager
- Name
- Page count
- Revision Number
- Subject
- Title
- Total edit time
- Word Count
Email Metadata Options:
- Display all email metadata
- Creation date/time
- Recipients (To)
- From
- Subject
- CC
- BCC
- Message ID
Word Metadata Summary Options:
This option creates a metadata summary report contained on a separate page before each Word document.
- Document Properties
- Revisions
- Comments
- Routing Slips
- Hyperlinks
Excel Metadata Summary Options
This option creates a metadata summary report contained on a separate page before each Excel document.
- Document Properties
- Comments
- Formulas
- Hyperlinks
Deduplication
There are four levels of deduplication to choose from, these levels are described below.
Level:
- None
No deduplication. This is the lowest setting and also the fastest.
- Low
Compares file size and name of each file. Files that match these criteria are marked as duplicates.
- Medium
MD5 hash, (see section). The MD5 hash is compared for each file. Files with a matching hash are marked as duplicates.
- High
MD5 hash and file bit for bit. As in the Medium setting, the hash is also checked. In addition the files are also checked bit for bit. This is the highest level of deduplication; the resulting complexity of processing in this level will take additional processing time.
Email deduplication Options:
Email files are deduplicated at a medium level or can be customized by the user. The user can select specific fields to deduplicate emails.
The fields are:
- Subject
- From/Author
- Attachment Count
- Attachment Names
- Date/Time Sent
File Filtering Options:
You can search for a specific category or individual type of file. These files can also be located between a specific creation date.
- Database files
- Graphic Files
- GroupWise
- Lotus Notes
- MS Outlook
- Other Files
- Outlook Express
- Spreadsheet Files
- Word Processor Files
- By date (between certain creation dates)
Email Filtering Options
You can search for specific email files containing words or phrases in any or all of the following fields:
- FROM
- TO
- SUBJECT
- DATE
- BODY
- CC
- BCC
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