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Lead Generation Methods
Marketing / Sales pitch of Discover-e
• Quality product
• Capacity to handle volume
• Ability to work within time-constraintsVersatility / Flexibility??
• Valuable asset to firms’ discovery process
Other Job details discussed / confirmed with Client
• Scheduling of Project Stages
• Schedules of deadlines and incremental stage completion – Account Manager must get approval from Production…
• Incremental stage, or Milestone completion schedule must be agreeable/sustainable for Client, Production and other staff.
• Deliverables schedule and Type/Quantity to be charted and approved.
_______________________________________________
***Real-time communication of the above protocol, both internally and with Client!!***
Job Details confirmed with Client (cont’d)
• Unique processes / steps will require testing prior to use, and the need for flexibility should be addressed/discussed with the client
• such versatility can be used as a selling-tool, upfront• the perceived value of this Discover-e feature should allow
the Account Manager some latitude and deliverable-deadline flexibility
• it is imperative that the AM obtain approval of Prod./Project Managers, to avoid false / unrealistic Client expectations.
Creation of Job Ticket
• Job ticket completion and approval will be required for project initiation
• Discover-e is moving from the manual, paper-based job ticket protocol to an Electronic Job Ticket system
• Completion of required fields will be necessary, or the electronic job ticket will be invalid
• Electronic Job Ticket “Event” creation triggers a message, notifying key personnel that the job has been entered
• Job ticket and status will be visible / available on “Job Tracker” panel
• Deadline must be approved by Project Manager…aggressive deadlines must be clear and get approval by Production Manager, as well
Handling the Media
• At the same time as the opening of the Job Ticket, Check-in requires the production of a backup copy of the media
• This is part of the security Clients can expect at Discover-e and can be used as a selling feature
• The purpose is to verify that the media is sound and free of disk, or burn errors
This is a flash-point that can delay a project and the Account Manager should have informed the Client of this at the time of the job ticket preparation
De-Duplication Milestone
• Pre-processing de-duplication complete (+ detail of data set) - Billable Service - Billables Manager
• # of initial records to be de-duped• # of records remaining• # of dupes removed• Location of original, un-de-duped data• Location and name of de-duped data• PST analyzer will be used to generate a report for each
original and de-duped PST. Once generated the report and the file should remain as a file pair and not separated.
• Integrity QC - Was the correct and complete data set de-duped as instructed?
Pre-Processing / Pre-Production Milestones
• Report generation - Milestone• Migration from one email platform to another
(Including Load MSGs or EML files) - Milestone• Pre-process indexing - Milestone• Pre-process searching – Milestone• Pre-process hash-based filtering – Milestone• Pre-process transfer of filtered data - Milestone
Loading Milestone
• Loading - Milestones upon completion – – (1) Data Loaded - (No msg-log only) & – (2) All Loading Completed (+ detail of which data AND milestone
specific detail listed below)- Milestone msg sent.
– Operators generate an event entry that they have verified their settings (No msg sent)
• Path & file name of data loaded (& subfolder if applicable)• # records loaded• # dupes encountered• # duplicate emails eliminated
Indexing Milestone
• Operators generate an event entry that they have verified their settings. (No msg sent)
• # of records indexed• # of encrypted / corrupt files that did NOT index
This is a flash-point that can delay a project and the Account Manager should have informed the Client of this at the time of the job ticket preparation
Searching Milestone
• Operators generate an event entry that they have verified their settings including the specific file from which the search terms were copied (No msg sent)
• # records searched• # of hits• Total # of records flagged
Tiff Production Milestone
• Operators generate an event entry that they have verified their settings; this includes the verification of MS-Outlook profile settings which determine what name appears at the top of each email (No msg sent)
• Operators log in to the Event Tracker that they have commenced a Generate Tiffs Session. Upon completion, they log that they have completed the session (log only, no msg sent)
• # records set to ‘Do Not Process’• # of raw, un-qc’d tiff images generated• # of blank grid pages removed• # of Password Protected files remaining
Password Cracking Milestone
• Password Cracking (Where applicable)- Milestone upon completion - Password Cracking Complete - Cracked Documents Queued for Tiff Generation (+ detail)
• # of Password Protected files• # of Cracked files - $ Service - Billables
Manager included in msg recipients• # of Protected files remaining• Password Success Rate (%)
Image QC Milestone
• Operators log in to the Event Tracker that they have commenced an Image QC Session. Upon completion, they log that they have completed the session (log only, no msg sent)
• Total # of pages after Image QC• # of unprintable ‘Blank’ images that were slipsheeted with a
customer msg.• # of non-cracked Password Documents remaining that will
be represented only by a Password Protected slipsheet (those that will not or could not be cracked)
Production Milestone
• Message to Production Staff only. Account Managers will be notified later, pending volume QC & data validation
• Operators generate an event entry that includes their settings, starting Bates # & volume #, OCR format, previous Bates # in sequence, OrderID / DocID filter, production set name, output location, etc.
• Total # of volumes & volume numbers• Bates ranges for each volume• Output location & production set folder
Text Extract Milestone
• Message to Production Staff only. Account Managers will be notified later, pending volume QC & data validation
• Operators generate an event entry that includes their settings, Field list (from XML file), starting Bates #, previous Bates # in sequence, Load ID(s) processed & volume #, production set name & output location
• Total # of volumes & volume numbers
• Document numbering ranges for each volume
• Output location & production set folder
Post-processing
• Post processing (This is processed & recorded on a per volume basis; not the entire section. In future versions of the tracker, we will have a ‘Volume Detail’ tracker category)
• Multipage OCR
• Load file generation
• Image Key / Annotation burned in
• Other utilities such as Split Other Props, Make Slipsheets, etc.
Volume QC Milestone
• File QC – Integrity QC, Do I know exactly why I am asked for each value on the QC sheet? What is the purpose of each question? What would it mean if it was incorrect?
• Summation/Concordance QC• Deliverable Media QC – Think about what could still be
wrong.• Integrity QC (new) - This is to verify that the production
followed the steps outlined from the beginning.• Search verification test - On searched data, run unindexed
search of Source/Attach/Email folders using the responsive terms (Seeking zero hits in the case of a non-responsive production) or (Seeking highly dense population of hits in the case of a responsive production.)
Deliverable QC Milestone
• This Milestone message to include the Billing and Deliverables Managers, along with the others
– Volume and Bates # ranges for each volume as values taken from the actual deliverable media to confirm there are no gaps, dupes or overlaps
– Number of pages per volume– Number of records per volume– Custodian / Source for each volume– Folder names/structure of each volume’s root level contents. (e.g. Attach,
Data, Email, Images or Data, Images, Source)– Data folder - List the exact files by name inside the Data folder of each
volume to verify that only that which is requested by the client is present and properly named
– Label QC –• Verified Volume # & Bates Range match data on media; NOT QC SHEET!• Verified accurate spelling of Custodian, Client, Project• Aesthetics QC - Label looks 100% professional.
– Tiffchecker completed & operator name.
Archive QC Milestone
• Internal msg for production
• Data detail: Volume and Bates # ranges for each volume as values taken from the actual archive media; NOT THE QC SHEET!
• Custodian / Source for each volume
• Folder names/structure of each volume’s root level contents. (e.g. Attach, Data, Email, Images or Data, Images, Source)
• Data folder - List the exact files by name inside the Data folder of each volume to verify that only that which is requested by the client is present and properly named
• When we deliver a volume that contains only a subset of our standard production
Shipping QC Milestone
• This Milestone message will also include the Billing and Deliverables Managers, along with the others
• Manifest Entry QC - Each entry is QC’d to confirm the accuracy of this report.• Verified Volume # & Bates Range match data on Labels and in shipping container or packaging; DO NOT SIMPLY
COPY DATA FROM THE QC SHEET! • Verified accurate spelling of Custodian, Client, Project Name • Aesthetics QC - Manifest looks 100% professional. • Grammar QC - All language is highly professional, free of slang, casual language, misspellings and grammar
errors. • Email Recipient list - Verify that the proper recipients are being notified
• Shipping details confirmed • Carrier verified • Shipping option verified (Next day, 1st Overnight, Saturday, etc.)• Recipient name confirmed • Verify address, phone number • Insurance amount correctly entered • PO generated for “expensible” shipping methods
• Packaging & Content verification• Disks, drives are secure • Manifest is in a clearly & neatly labeled envelope.