Databases are created to structure information into specific fields for later retrieval. If you conduct a search on the DATE field of a document abstract database, then the dates of documents will be returned. Structured databases produce accurate reports. However, how does one “integrate” or “link” information from a full text document like a deposition with a database?

The structure of information in a “full text” document is radically different than the highly structured fields in a database. In order to link or transfer key full text information from a full text document to a database field, some programs permit one to cut a passage from a full text document, like a deposition, and embed it into selected fields in your database.

These programs are designed to also transfer the name, volume number, and page and line numbers from where the testimony was taken from the deposition. This would enable you to clip the key testimony from depositions for subsequent witness or factual proposition issue coding. The coding can also be done in the full text program itself for subsequent searches. Simultaneous searches can then be conducted over both the database and full text documents.

Another method is not to clip excerpts from the full text document, but to search the entire full text document and database simultaneously. For example, if in a deposition, a particular witness refers to ten of the document records in a database, then coding the full text deposition to the document records will result in retrieval of both the full text and document records. If different witnesses testify concerning a particular document, then that testimony can also be coded and reviewed at the same time to discern inconsistencies, admissions, or damaging material. This is especially useful for pretrial preparation, negotiations, preparation of witnesses for depositions, and trial itself.