Considerations When Printing Documents for Review

August 14, 2013

“Can you print this disk, we need to review it?”

That is a request that we get almost daily at Rainmaker.  While we wold LOVE to print out tens of thousands of pages, its not always as easy as it may sound to print out the documents from an entire disk.

 

*page estimate via LexisNexis

As a rough estimate full CDs can range from 5-100K pages, DVDs 50-450K pages

A box contains 2500 – 3000 pages

Here are some of the steps we take to print out documents from your disk, and some things to consider when making this request:

Vendor Printing Process

Import  →  File Conversion to tiff or jpg  →  Quality Control Check  →  Print

 Questions The Can Impact Cost

  • Deduplication
  • Color for color?  All files or just certain file types?
  • Print all file types?
    • Excel files can have hidden cells, and are generally not formatted to print, making them hard to read
    • Uncommon file types and large files can be slip sheeted and provided natively for review
  • Once it is reviewed, how will the production be managed? 

Helpful Options

  • Print information on slip sheets – filename, folder location, email metadata, etc
  • CSV or XLS file with metadata for searching
  • Document level control number for easy identification of production & designations

 Final Steps

  • Because the files were converted to image format before printing, they are ready to label, OCR & export
  • Production can be provided in load file format, MP tiff files, PDF files, etc

 Printing Certain File Types

  • PDF – with or without markups, consider redactions, portfolio PDF files
  • Excel – unhide cells, expand all columns for cut off text, repeat column headings, format on larger paper for easier reading
  • Text & CSV files – can be large lists of data that are hard to follow when printed
  • AutoCAD & DWG files – multiple layers

 
Quick Tip: Add worksheet name to an excel printout

May 14, 2012

Have you ever printed an excel file with multiple tabs or worksheets, only to find you can’t tell which page came from which worksheet?  There are several ways to solve this one, but the easiest is to just put the worksheet name in the header or footer, so that when you print the file, each page indicates the sheet it came from.

To include the worksheet name on every sheet:

  1. Start on the first worksheet, and highlight all the others by holding the control button and clicking each sheet name.  This will apply the footer to all the sheets at once so that you don’t have to set each sheet individually.
  2. Go to the Page Layout, Page Setup menu and click the Header/Footer tab.
  3. Choose Custom Header or Custom Footer, depending on where you want the sheet name to appear
  4. Put the cursor in the Left, Center or Right sections and and select the icon that looks like a spreadsheet with multiple tabs at the bottom.  This will put the formual &[Tab] into the space.  Click OK.
  5. Print preview the file to ensure that the worksheet name appears where you would like it.  If you need to adjust your margins so that there is enough space for the header/footer to not overlap data, you can.
  6. When you go to print, be sure you are on the first tab, and select Print Entire Workbook so that all the pages print at once.

If you need help formatting your spreadsheet to print, see this previous post on tips for formatting your excel spreadsheet to print.


 
Quick Tip: How to format excel spreadsheets to print

May 8, 2012

As an electronic discovery project manager, one of the things I do is assist clients in printing all types of files, including Microsoft Excel files.  Many times the files are large, and the file creator never intended to print them.  So printing them in a way that makes sense presents quite a challenge.  Over the years I have developed a system that helps make the process less painful, and I am happy to share my basic steps with you.  Assuming you know a little bit about Excel, it really isn’t that hard.

Steps to formatting an excel file to print:

  1. Open the excel and if there are multiple worksheets (tabs at the bottom), start with the first one
  2. If you want everything on the sheet to print, make sure no rows or columns are hidden, and that no filtering is applied.  Take a look at the general size and layout of the data and start to determine if it would look better horizontal or vertical, what size paper might work best, and how many pages it might take to layout
  3. Go to the Page Setup menu, and start with the first tab:
    • Page
      • Orientation – is the data wide?  Landscape might work better.  Tall?  Try portrait
      • Scaling – I always use the fit to option, if it will fit on one page, great.  If not, play with the pages until it makes sense
      • Paper size – if 8.5×11” is too small, maybe the data will fit nicely on one legal size page
    • Margins – give yourself more room on each page by expanding the margins.  Check the boxes to center on the page if you want all the space around the edges to be even when you print
    • Header/Footer – lots of options here, add a page number, or add the worksheet name by doing a custom footer.  Note, if the margins are too small, a header or footer may overlap data, so be sure to leave enough margin if you want to use one
    • Sheet
      • Rows to repeat at top – this is where you can select column headings to print on every page.  Helpful if the data will not fit all on one page, so that you know what each column is on the next pages
      • Gridlines – do you want the individual cell lines to show up?  Sometimes this makes it easier to follow large amounts of data across a page
      • Page order – if it will not fit on one page, how is the data to read?  I use over, then down most often
  4. Before you hit OK, do the Print Preview and see if the choices you have made make sense.  If not, go back to Page Setup and adjust some things.  I most often have to adjust the Fit to Pages part.  If the text is too small to read on the page, try expanding the number of pages you want it to fit to
  5. As a last adjustment, you can switch to the Page Layout view and make sure that your page breaks make sense.  Move the lines so that sections are divided in logical places, and no blank pages are included
  6. Finally, you are ready to print.  If there are multiple worksheets or tabs and you want to print them all at once, be sure you are on the first tab, and select print entire workbook.  Otherwise it will only print the worksheet you are currently on.

That is really all there is to it.  Sometimes each worksheet is different, so I customize the layout and paper size to each one, whatever makes the most sense.  Hope that helps!


 
Quick Tip: Reverse Last Name, First in an Excel List

March 28, 2012

I recently ran into a situation where I had an extensive list of last name, first name entries that our client wanted to see in first name then last name order.  I knew this was something I could change in excel, but it took a little bit of work to get the formula right.  I finally came up with this:

=Mid(A1&” “&A1,Find(” “,A1)+1,Len(A1)-1)

and it did the job quite well.  To fill your formula down, just click on the + that appears in the bottom right corner of the cell and drag down.

I ran into a few issues, because my entries were not all last name, first name only entries.  I had some middle names and double first names in there that did not work perfectly with the formula, so be sure to check the results.  If you are happy with the results of the formula, copy and paste special the new column so the results are the new text, and not the text produced from the formula.  This will allow you to edit other columns without messing up the text produced by the formula.

Happy switching!

 


 
Rainmaker to Sponsor Aug WIED Meeting

August 9, 2011

Rainmaker Document Technologies is pleased to be sponsoring the lunch portion of the August Central Texas Women in eDiscovery meeting.  We invite all of our female clients and potential clients to join us and speaker Hope Swancy-Haslam of RenewData as we learn about the latest developments in cloud computing.  If you would like more information about the organization, or to reserve your lunch spot, please email Kimberly Cox at kimberly (at) gorainmaker.com.

– – – – – – – – – – – – – – – – – – – – – – 

Women in e-Discovery (“WiE”) is a pioneering organization that primarily provides educational opportunities regarding technology in the legal industry to its members. The organization offers networking and leadership avenues, promotes personal and professional growth of women, and donates mentoring and charitable contributions to its communities.  WiE is comprised of professionals within the legal industry including attorneys, litigation support professionals, paralegals, legal IT staff, court reporters, consultants, recruiters and vendors.  The Central Texas Chapters holds monthly meetings over lunch where panels or guest speakers conduct presentations regarding electronic discovery or professional development.  The organization is free to join and meetings (often with lunch!) are free to attend. 

  • Date / Time:  Wed, Aug 17 from noon to 1:15
  • Location:  Brown McCarroll,  111 Congress Ave, Plaza Level
  • Lunch provided by Rainmaker Document Technologies
  • Speaker:  Hope Swancy-Haslam of RenewData
  • Topic:  The Latest in Cloud Computing 

In addition to the monthly meeting and speaker, WIED is collecting school supplies to assist Brown McCarroll in their annual school supply drive.  All supplies are donated to Sims Elementary.  If you or your firm is interested in donating please bring your items to the Aug meeting.  Some of the items needed are: 

  • Pocket Folders
  • Wide rule spiral notebooks
  • Crayons
  • Markers
  • Glue sticks
  • #2 pencils

We look forward to seeing you there!


 
Meet Our Team

May 24, 2011

You may see us around town in our Rainmaker delivery vehicles, or visiting clients in your building, but how much do you know about the Rainmaker Team?  With a combined industry experience of over 70 years the team at Rainmaker fully understands the nature of the business and how to improve the entire process.  From managing a project efficiently to strong communications skills throughout the process, we act like an extension of your firm – a trusted partner – saving you valuable time and reducing litigation costs.  Take a moment to learn a little bit about us – we are always here to help!

 

Thomas Rutledge

Thomas Rutledge is a co-founder of Rainmaker Document Technologies, Inc. and has over 16 years of experience serving the Austin legal community.  In additional to his administrative duties Thomas consults with clients on electronic discovery matters and is focused on growing our impact with our current clients and in the corporate legal marketplace.

Mark Lischka

Mark Lischka has been with Rainmaker since it was founded in 2003 and has been instrumental in its continued success.  Mark began his career in the legal services industry in 1998 with IKON as a Customer Service Representative and was promoted to Account Manager in 1999, where he served 2 years.  From 2001 to 2003, he worked for RLS Legal Solutions in Beaumont, Texas, where he assisted in opening and establishing their legal copying and scanning division.

In his spare time, Mark enjoys being outdoors and spending time with his wife, son and two daughters.

 

 


 
Women in eDiscovery Celebrates 4 Year Anniversary

May 16, 2011

WOMEN IN EDISCOVERY™ CELEBRATES 4-YEAR ANNIVERSARY AND LAUNCHES NEW WEBSITE WITH ADVANCED FEATURES FOR MEMBERS

 

MINNEAPOLIS, MN – May 9, 2011– Women in eDiscovery, a non-profit organization that brings together women interested in technology related to the legal industry, marks its four-year anniversary today. Women in eDiscovery provides women the opportunity to help each other grow personally and professionally through leadership, education, networking support and national recognition. In 2007, the organization held its first meeting in Washington, D.C., with 30 women in attendance. In a short period of time, the organization has achieved global reach with more than 5,400 members.

Women in eDiscovery has 30 chapters across three countries and recently started three new chapters located in Detroit, Iowa, and Orlando, and the much-anticipated Philadelphia chapter will launch this summer. The organization’s 5,400 members comprise women from all walks of life, including general counsel, secretaries, partners, associates, chief operating officers, paralegals, litigation support and e-discovery professionals.

The organization also launched a new website (http://www.womeninediscovery.org). The website brings to life the activities within the organization and promotes a sense of empowerment and inspiration to its members. It is photo-centric and includes a brand new blog. Each chapter has its own page within the site to promote their events. There are new input forms for automated submission of sponsor logos, event photos, speaker offerings and support tickets.

Amy L. Bowser-Rollins, national assistant director of Women in eDiscovery and website developer, stated, “I am very excited to launch our new website. My hope is that it will provide a better perspective of what our non-profit organization is accomplishing as a whole and encourage more new members to join us as a mentor or mentee.”

Local chapters typically hold an educational session each month and the national board organizes larger events around major legal technology trade shows and association meetings throughout the year such as LegalTech, ILTA and Masters Conference.

National co-founders include Margaret Havinga, Shawnna Childress and Lana Schell.

Lana Schell, co-founder of Women in eDiscovery, said, “We want to help legal professionals be the most they can be in their careers and in their lives as a whole. Our members are going to enjoy a whole new dimension from our new website and the other forward-thinking tools and offerings that Women in eDiscovery will provide. As we head into our fifth year of operation, we are excited for continued growth and helping our members thrive in the ever-changing world of e-discovery.”

Rainmaker Project Manager Kimberly Cox is proud to serve as 2011 Secretary to the Central Texas Chapter of this great organization.  If you or someone you know is interested in joining this FREE organization, please contact her at kimberly (at) gorainmaker (dot) com.


 
Backfile Conversion Services Now Available

January 6, 2011

Let Backfile Conversion Help You Stay Organized in 2011!

Have you ever spent time looking for documents in a filing cabinet, only to find that someone has removed them?  Have you ever needed to quickly access a file, only to discover that it is stored off-site in a warehouse facility somewhere 20 miles away?  The New Year is almost here and now is the perfect time to convert your mountains of paper into digital format.  When these important information resources are converted from a traditional paper-based system into an electronic format, such as PDF files, the resulting improvements in accessibility, office productivity, and information distribution can be quite dramatic.

Rainmaker provides high-quality, cost-effective document scanning of a wide range of records, from former case files, medical records, insurance claims, and mortgage documents to builder files or architectural drawings.  We can convert virtually any documents you have accumulated over the years.  To further improve accessibility, folder organization, custom file naming and searchable formats are also available.  Once scanning is complete, we can return or safely destroy your documents and provide you with the electronic files on disk or other electronic storage media.

In addition to scanning services we can also provide you with an electronic document management system that allows records to be accessed across an entire enterprise.  This web-based, on demand solution archives critical documents and records and puts your information to work across different departments and locations, enabling you to effortlessly access, edit and share files.

Take control and call Rainmaker today at 512-472-9911 for a free project estimate and to learn how our back file conversion services can help your organization become more efficient.


 
The Proof is in the Metadata

December 28, 2010

Edrm.netdefines metadata as information about a particular data set which describes how, when and by whom it was collected, created, accessed, modified and how it is formatted. Some metadata, such as file dates and sizes, can easily be seen by users; other metadata can be hidden or embedded and unavailable to computer users who are not technically adept. 

Simply stated, metadata is data about data.  Information about all of your electronic files is there, frozen in time, just waiting for you to take advantage of it and the benefits are endless.  Let’s say you have a set of exhibits, named for each exhibit, in PDF form.  If you want to load these documents into a review database, wouldn’t it be nice to have the “filename” field given to you don’t have to go through each exhibit and code it with the exhibit number?  For more complex cases involving emails, attachments and loose files, metadata can save hours of time and be a useful sorting and searching tool, easily putting your files in chronological order or allowing you to locate a particular document in a short amount of time. 

Rainmaker is happy to work with you to customize load files for your specific database, complete with any available metadata you might need.  For more information on how we can help you, give us a call at 512.472.9911. 

Tip: Metadata is a helpful tool for internal use, but it’s important to remember its existence when producing documents to another party or opposing counsel.  If you produce a document in its native format (the format in which the files were created and in which they are normally maintained), it will typically include metadata that is easily accessible.  By producing documents as images like TIFFs or JPGs, PDF files or printed paper, you can avoid producing metadata.


 
Rainmaker Gets Social

October 28, 2010

Social media is a hot topic these days in the legal industry.  At the same time law firms are developing social media policies for themselves and clients, they are also using social media as part of their marketing arsenal.  With recent statistics showing that 80% of the US population is engaged in some type of social media, it’s a marketing outlet that can no longer be ignored. 

That being said, Rainmaker is pleased to announce that we have joined the social revolution and you can now officially find us on Facebook and LinkedIn.  For Rainmakers official Facebook page you can click below and “like” us.  This will allow you to receive updates on our products and services, as well as articles of interest from the blogosphere.  If you are a visual person, our Photos section features shots of a few of our product offerings, including binding options and paper colors.  Or, check out the Notes tab for short team bios.

Rainmaker Document Technologies

Promote Your Page Too

Don’t have a Facebook account?  You can also connect with the Rainmaker team via LinkedIn, a professional network that allows you to connect to companies, clients, collegues and friends in a more professional, business-like setting.

Rainmaker Document Technologies on LinkedIn

Want to read more on the topic of social media and law firms?  Check out these articles and posts by other bloggers:

**above blogs not affiliated with Rainmaker Document Technologies, Inc.  For informational purposes only



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