Glossary
Below you will find an definitions of some of the key terms you may come across when using our services.
Description : The Protocol sets out the agreement of the parties in a court matter in relation to the scope, means and format in which both Paper Documents and Electronic Documents are to be:
- exchanged between the parties during the discovery process; and
- delivered to the Court for inclusion in the Court Book
Description : A content management system (CMS) is the collection of procedures used to manage work flow in a collaborative environment. These procedures can be manual or computer-based. In a CMS, data can be defined as nearly anything: documents, movies, pictures, phone numbers, scientific data, and so forth. CMSs are frequently used for storing, controlling, revising, semantically enriching, and publishing documentation. Serving as a central repository, the CMS increases the version level of new updates to an already existing file. Version control is one of the primary advantages of a CMS.
Description : Coding is the process where data is gleaned from documents to create a database, or for attaching to the individual files as customised metadata. Coding is particularly useful in document digitisation and e-discovery, as it creates a searchable list of references based on the objective data in each document. Lexdata provides coding as part of our suite of electronic services.
Description : Concordance is a ligation support platform (see CMS) that is popular with law firms in the United States.
Description : Cropping is carried out of digitised documents to cut or reduce the readable image. Although it is often not advisable to crop images of documents that are sensitive or protected, business process documents or documents that originated in irregular sizes can be cropped to improve printing quality.
Description :
De-Duplication is a process of removing or tagging duplicate files from a data set. This can be done with the paper document, or more commonly, with electronic data sets. De-duplication is best carried out against documents that originated in electronic format, such as emails and word processing documents.
De-duplication can be carried out against the searchable content of the documents, or the unique identifier of a file, called the MD5 code.
Description : The Protocol sets out the agreement of the parties in a court matter in relation to the scope, means and format in which Paper Documents and Electronic Documents are to be:
- exchanged between the parties during the discovery process; and
- delivered to the Court for inclusion in the Court Book.
Description :
Document delimiting is the process of determining the boundaries of a document. Usually this is through a simple analysis of documents and their connections, for example through bulldog clips or staples.
Once document boundaries and relationships have been identified, they are given a host/parent attachment status for coding or hyper-linking purposes.
Description : The host/parent attachment status is a coding status given to documents that are connect to others, such as attachments to emails and annexures to documents. This status is particularly useful for maintaining the integrity of physical records once they have been digitised.
Description : Document mapping is a process by which the layout and content of documents and data sets is "mapped" for workflow and project management purposes. Document mapping is a key stage in our electronic services where large data sets are involved, to ensure minimal disruption to an organisations ordinary operation.
Description : Export files are the files created that will ultimately be used in a document management system or other management platform. Because these platforms often follow strict protocols, export files must be customised. Lexdata creates export files for most common document management platforms.
Description : Extraction is the process of finding and processing the metadata associated with documents that originated in native electronic format. Extraction is a key stage in the e-discovery and automated coding process.
Description : To convert file types from one format to another for viewing, searching, or quality purposes.
Description : a hyperlink (or link) is a reference to a document that the reader can directly follow, or that is followed automatically.[citation needed] A hyperlink points to a whole document or to a specific element within a document. Hypertext is text with hyperlinks. A software system for viewing and creating hypertext is a hypertext system, and to create a hyperlink is to hyperlink (or simply to link). A user following hyperlinks is said to navigate or browse the hypertext.
A hyperlink has an anchor, which is the location within a document from which the hyperlink can be followed; the document containing a hyperlink is known as its source document. The target of a hyperlink is the document, or location within a document, to which the hyperlink leads. Users can activate and follow the link when its anchor is shown, usually by touching or clicking on the anchor with a pointing device. Following the link has the effect of displaying its target, often with its context.
Description : Intelligent character recognition allows for most handwriting to be recognised and searchable. Although not a foolproof mechanism, ICR can be set to a confidence level of your choosing, and can be a powerful tool in forms processes and data capture.
Description : A database index is a data structure that improves the speed of data retrieval operations on a database table at the cost of slower writes and increased storage space. Indexes can be created using one or more columns of a database table, providing the basis for both rapid random lookups and efficient access of ordered records. The disk space required to store the index is typically less than that required by the table (since indices usually contain only the key-fields according to which the table is to be arranged, and exclude all the other details in the table), yielding the possibility to store indices in memory for a table whose data is too large to store in memory.
Indexes can either be made automatically with deinfed algorithms or through manual coding where digital data extraction is impossible.
Description : See Ringtail Legal
Description : Legal Hold is a function available in many content management systems that allows for documents of legal importance to be put "on hold," so that they cannot be edited or deleted. Legal hold is a useful function for lawyers and organisations prone to litigation.
Description : Level Structuring typically refers to the way the electronic or physical documents are to be stored by reference of a hierarchical structure. Please see "An Outline on E-Discovery and the Practical Application of the Federal Court of Australia's Practice Note CM 6" for level structuring in the E-discovery process.
Description : The load file is the final output file that will be loaded onto a content management system. Typically, the load file will be in the form of a database that contains all extracted and coded data for the set, as well as the associated images of the documents.
Description : Metadata are additional information about a data object, in our case which are the documents. Documents that originated in native format such as emails and word processor documents carry with them embedded metadata that can be extracted and used to populate a database. Documents that originated in paper form will usually need to be coded to establish their metadata.
Description : Objective coding is the coding of documents based upon the objective data contained on the document. This coding is typically provided as part of Lexdata's e-discovery and document digitisation services.
Description : OCR is the process by which software is used to 'read' the writing on digitised images. OCR is a useful tool in document digitisation and e-discovery as it creates content searchable images. This content can be used to populate metadata, or by the content management system to better facilitate searching and indexing.
Description : OMR is technology that reads marks, such as filled in circles and X's on digitised forms. This is particularly useful for data capture and forms processing.
Description : Optimisation improves the digitised images. Optimisation emphasis can be placed on file size - which will reduce the file sizes of documents for storage or web access purposes, or quality - which will allow for better looking images.
Description : Portable Document Format is the standard used in Australia for the transmission of electronic documents. Because PDF files can be OCRed, PDF is also a common search format for most common content management systems
Description : This is the Federal Court of Australia's Practice Note on E-Discovery. Please see "An Outline on E-Discovery and the Practical Application of the Federal Court of Australia's Practice Note CM 6" for more information.
Description : Relativity is a ligation support platform (see CMS) that is popular with law firms in the United States.
Description : Resolution refers to the sharpness and clarity of an image. Generally speaking, the higher the resolution of a scanned image, the larger the file size.
Description : Ringtail is a ligation support platform (see CMS) that is popular with law firms in Australia.
Description : Summation is a ligation support platform (see CMS) that is popular with law firms in Australia and the United States.
Description : Tag and Flagging is a function that digitally earmarks documents for further attention.
Description : TIFF is an image format that is commonly used as the viewing format for most content management platforms. TIFF images are highly scalable and are of high quality compared to other document image formats. .TIF and .TIFF extensions are the same file format.
