Glossary of Terms
*For purposes of this Glossary the term “document” will be used to refer to both ‘hard’ documents AND digital (electronic) documents (files). Where the distinction is important, it will be specified.
Attachment: Any type of document or file attached to a ‘parent’ file or document. In paper, faxes, transmittal cover and correspondence frequently had multiple attachments. Now it’s email and the ease of sending attachments via email make this area a gold mine of Discovery.
Bates Number: A document identification number that is put on every page of a document collection Traditionally, a prefix to the numerical value is designated which assists in the discovery process.
Bibliographic Coding – see Coding
Burn: Putting data onto CD; DVD: external hard-drive or other type of media.
Coding: Coding is creating data entries by requested fields for use in a document database. Coding a document collection allows faster searching and more reliable results.
Objective (Bibliographic) Coding: Coding the objective (apparent to all) information regarding a document. Most usually the fields: date; to; from; subject/title and doc type are the standard objectively coded fields.
EDRM: The Electronic Discovery Reference Model – was created in May 2005 to address the lack of standards and guidelines in the electronic discovery (e-discovery) market – a problem identified in the 2003 and 2004 Socha-Gelbmann Electronic Discovery surveys as a major concern for consumers and providers alike.
The completed reference model provides a common, flexible and extensible framework for the development, selection, evaluation and use of electronic discovery products and services. The completed model was placed in the public domain in May 2006.
Load File: a file, formatted for specific databases, which contains images linked to a control Docid number (Bates No.) and additional fielded data as requested by the client.
Native File: An electronic file (document) in the format it was created in. (Word, Excel, CAD, etc.)
OCR: Optical Character Recognition – the process which makes a PDF searchable and created text files of images which can be word searched.
PST: A Microsoft Outlook data file it is the type of file that stores and moves Outlook mail messages, appointments, etc. These files are unstable if they are larger than 2 GBs.
Render: When documents in native, electronic format are EDD processed usually images are created from the native format. These images are said to be “rendered” by the processing software.
De-Dupe: Short for “de-duplication.” De-duping is the element of the EDD processing whereby duplicative electronic files are NOT rendered to an image. The client should discuss the parameters of de-duplication with the EDD project manager to ensure specific results.
Metadata: Every file (‘document’) created on a computer has underlying information attached to it. The type of metadata attached to a file is dependant on the type of file and the individual system settings on the system that created them. Metadata can be extrapolated during EDD processing and used to code database fields automatically.