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Chapter 7 - Managing Litigation Information Using Technology

Document Database Application Searches

The following are examples of information that can be retrieved by searching a full text and database information system. The sample database fields from which these searches will retrieve data are those discussed earlier in this section.

Single Field Searches

  • Retrieve all document control records.
  • Retrieve all document records where the documents are coded as being illegible or incomplete.
  • Retrieve all records with document dates after July 1, 1986.
  • Retrieve all records with a reference to "handwritten" in document type field.
  • Retrieve all document records with a reference to the word "contract" in the description field.
  • Retrieve all document records where a reference is made to the word "addendum" in the summary field.
  • Retrieve all records where the document importance is rated as "HOT."
  • Retrieve all document records with a reference to witness "Jones" in the note field.
  • Retrieve all document records where "Jones" has been listed as a person connected to a document.
  • Retrieve all document records where the word "defective" is an issue code in the ISSC field.
  • Retrieve records where further follow-up or investigation has to be completed.
  • Retrieve all document records where evidentiary problems have to be addressed as they relate to particular documents.
  • Retrieve all document records showing which documents are privileged and confidential and not subject to disclosure.
  • Retrieve all records that show a production history for a document.
  • Retrieve all document records where the document has been used as an exhibit in a deposition.
  • Retrieve all document records where a document has been used as an exhibit in witness Jones' deposition.
  • Retrieve all document records that are going to be used as exhibits in trial.

Multiple Field Searches

  • Retrieve all document records where a handwritten letter was described in the TYPE field dated after January 1, 1986.
  • Retrieve all document records where witness Jones is connected with the document and which concerns the legal issue code "defective" in the ISSC field.
  • Retrieve all document records which will be used as trial exhibits and with which witness Smith is connected.
  • Retrieve all document records that concern further investigation or follow-up with witness Jones.

Database Searches with Full Text Documents

The following are examples of searches that can be conducted if a full text document is linked with your database.

  • Retrieve all document records and full text documents for viewing regarding references to witness Jones.
  • Retrieve all document records with the document number A109 and all cross-references to this document number in full text deposition or other full text documents
    Note: This search assumes that the A109 document number has already been imbedded in cross-reference codes in the full text deposition or other full text documents.

Searches for Full Text Documents and Linked Graphic Images

  • Retrieve all document records where there is a graphic image linked with the record.
  • Retrieve all documents where there is a full text document linked to the database.

It is imperative that you become familiar with search phrases that can locate your document information after you enter the data. Herein lies the true power of a database for retrieving, viewing, editing and report generating of the information in your records.

 

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Digital Practice of Law Book

Digital Practice - TOC
Ch.1 - Automating the Practice
Ch: 2 - Computers
Ch: 3 - Networking and Group Computing
Ch: 4 - Internet & Telecommunications
Ch: 5 - Management and Personnel Considerations
Ch: 6 - Computer Concepts and Legal Applications
Ch: 7 - Managing Office and Litigation Information Using Technology
Implementing Litigation IT
Ch: 8 - Using Multimedia in Legal Proceedings
Glossary

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