Most eDiscovery platforms have some version of a document display or document grid that displays your selected documents in a table, providing summary information about a document corpus. In fact, the document display features are generally available in nearly every stage of your project. They contain the Metadata, document contents and optional user completed fields and are linked to the visual rendering of the document. Having the ability to customize what information is available in a Document Grid display can positively impact your review of data. By allowing the inclusion and exclusion of certain data fields, you can facilitate document review by masking information that is currently deemed less important. The more flexible this fundamental building block is in your eDiscovery platform, the more effective your review will be.
The document grid is the fundamental entrance into most eDiscovery platforms and is used throughout the analysis. The more flexible the document display is, the more useful it will be in answering many questions during the document review. Among other things, the display allows:
- Viewing the records in a review set, a sub-folder or the results from a search.
- Seeing which records are duplicates. Duplicate records display with a colored background, and display the Id number of the original record.
- Expanding a record’s view to preview its tagging, who has viewed it and get a brief summary.
- Viewing every metadata field in the database
- Exporting selected records to a CSV file.
We recognized the importance of this information, but also understood that everyone sees data differently, oftentimes even within the same project but at a different stage. For that reason, we have made our document display (the Document Grid) an extremely flexible and easily customizable tool to facilitate your review based on your needs at any given time.
Flexible Document Grid Design
In Part 1 of this video blog, we are going to highlight the basic features of an extremely flexible Document Grid and show how these different displays can be useful based on the current task at hand. The default version of the Cavo eD grid provides a lot of summary information that can be sorted and filtered on each column, and the columns can be customized from any metadata field in the database.
This particular default Grid that I am showing has 5 columns of information on it in its preliminary view. Doc ID, Document Type, Title Subject, Custodian and File Name. Adding an extra column is easily achieved by clicking on the Select Columns button and moving the column you want to add (Date Sent) to the right and then selecting save. The new column of data is added to the Grid Display. Columns can be added and deleted on the fly at any time.
The second major feature available to users switches the default view of the Grid to quickly display only certain key information that will be useful during a quality control or summary review of the data. Switching the Grid View to Expanded View is achieved by clicking on Macroview in the Ribbon Bar and then Change View. Change View provides more detail on selected fields which can help staff determine which documents are important by looking at key data that has been captured for each document by the system when processing (Themes), Tags applied by reviewers and which employees have viewed the document.
If the user is interested in seeing the expanded detail of a single document only, clicking on the plus-sign to the left of the document within the document grid will expand just that single document. (Go to Change View and Select default “Switch to Grid View), then click on single plus sign to show a single document).
Please return soon for parts 2 and 3 of the Grid View feature sets that improve your eDiscovery processes and workflows.