Indexing (otherwise referred to as coding) is the process of visually identifying data from documents and keying the information into data fields to populate a database. The data to be captured will vary according to specific project requirements and the issues of each case. LDM Group, LLC works with clients and their counsel to plan, manage, and coordinate all phases of any indexing project.

During planning, we coordinate with clients to identify critical data and the most appropriate format for information to be captured. Once we have determined the fields to be captured, we create a customized ‘Coding Manual’ for use during the coding process. This document provides a baseline structure for the database to be built and helps to ensure that a uniform and consistent database is created and maintained during the life of the project. This facilitates detailed searching and subsequent retrieval of relevant documents once the client begins to utilize the system.

There are three distinct types of data which can be indexed. The first type of field data that we capture is considered bibliographic data which is data common to most document types found in litigation. Our ‘Standard Bibliographic’ fields are:

Box Number
Source
Begin Document Number
End Document Number
Alternate Begin Document Number
Alternate End Document Number
Begin Attachment Number
End Attachment Number
Document Date
Alternate Document Date
Type
Title/Verbatim Subject/’Re:’ Line
Author/Company Affiliation
Recipient/Company Affiliation
CC/BCC/Company Affiliation

The second type of data that we can capture from the records is objective. We often coordinate with our clients to develop a list of specific terms or words that make up a ‘hit-list’ of key words, chemical names, places, persons or things that are of particular significance to the matter. We have often indexed data for records with fields such as::

Names Mentioned in Text
Organizations Mentioned in Text
Key Words in Text
Deposition Exhibit Number
Invoice Number
Purchase Order Number

The third type of data that may be populated within a database is subjective. This data can be placed in fields with headings such as Privileged, Non-Responsive, Summary, Attorneys Notes, etc.

LDM Group, LLC offers these project management steps:

Conduct a Planning Meeting
Create a Custom ‘Sample Coding Manual’
Create a ‘Project Management / Tracking Spreadsheet’
Process a “Sample Set of Images”
Refine and Finalize the “Project Coding Manual”
Document all Assumptions During Processing
Quality Check all Data
Create Custom Load Files
Deliver Database and Provide Project Report

LDM Group, LLC has a professionally trained staff of technical consultants that can provide consultation before a project starts, planning at the beginning of the project, expert management during the project and complete reporting following the delivery of the project. By providing a comprehensive coding solution, we help our clients save money and quickly get the information they need to prepare their cases. Please contact one of our technical consultants today to assist you with the planning and processing of your next document coding project.