the concordance database manual

CYAN
MAGENTA
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BLACK
PANTONE 123 CV
this print for content only—size & color not accurate
7" x 9-1/4" / CASEBOUND / MALLOY
(0.9375 INCH BULK 392 pages 60# Thor)
THE EXPERT’S VOICE
®
M. Alan Haley
The
Concordance
Database
Manual
A guide to designing, maintaining, and
administering Concordance databases.
BOOKS FOR PROFESSIONALS BY PROFESSIONALS
®
The Concordance Database Manual
Dear Reader,
Concordance databases are deployed too often without reference to best
practices. This book shows Concordance administrators and end users how to
do the following:
• Design effective databases
• Perform routine and complex administrative tasks
• Facilitate searching and retrieving millions of records
• Annotate records
• Manipulate associated images using Opticon
I introduce readers unfamiliar with Concordance to the software’s purpose
and scope, and show them how to create or modify documents in ways that use

Concordance’s full potential. Readers with some experience using the software
will find expanded descriptions of Concordance’s features that allow end users to
sift through and assign meaning to database records. For these readers, many
of the solutions the book offers will be a welcome formalization of practices
developed through hands-on experience.
Regardless of expertise, this book will enable both administrators and end
users to use Concordance to its full capacity.
M. Alan Haley
Shelve in
Law
User level:
Beginner–Intermediate
Concordance Database Manual
Haley
ISBN 1-59059-603-X
9 781590 596036
90000
6 89253 59603 6
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M. Alan Haley
The Concordance

Database Manual
603Xfmfinal.qxd 7/11/06 11:03 PM Page i
T
he Concordance Database Manual
Copyright © 2006 by M. Alan Haley
All rights reserved. No part of this work may be reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopying, recording, or by any information storage or retrieval
system, without the prior written permission of the copyright owner and the publisher.
ISBN-13: 978-1-59059-603-6
ISBN-10: 1-59059-603-X
Printed and bound in the United States of America 9 8 7 6 5 4 3 2 1
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Lead Editor: Jim Sumser
Technical Reviewer: Sean King
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603Xfmfinal.qxd 7/11/06 11:03 PM Page ii
I dedicate this, my first published book,to my good friend James
McAlister, who had nothing whatsoever to do with the actual
publication of this manual, but who so desperately wanted to
see his name in print, I couldn’t help but take pity on him.
Leave me alone now, James.
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603Xfmfinal.qxd 7/11/06 11:03 PM Page iv
Contents at a Glance
About the Author . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
About the Technical Reviewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii
Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xix
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi
■CHAPTER 1 Introducing Concordance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
■CHAPTER 2 Using and Installing Concor
dance
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

■CHAPTER 3 Managing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
■CHAPTER 4 Creating and Deploying a Concordance Database. . . . . . . . . . . . . . . 47
■CHAPTER 5 Designing Databases and Defining Field Properties. . . . . . . . . . . . . 59
■CHAPTER 6 Importing and Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
■CHAPTER 7 Administrative Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
■CHAPTER 8 Using a Concor
dance Database
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
■CHAPTER 9 Searching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
■CHAPTER 10 Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
■CHAPTER 11 Opticon: Introduction, Overview, and Installation . . . . . . . . . . . . . . 237
■CHAPTER 12 Using Opticon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
■CHAPTER 13 Imagebase Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
■CHAPTER 14 Producing Documents in Opticon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
■GLOSSARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
■INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
v
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Contents
About the Author . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
About the Technical Reviewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii
Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xix
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi
■CHAPTER 1 Introducing Concordance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Types of Data That Can Be Collected. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Electronic Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
E-Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Transcripts and Depositions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Ima
ge Data
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Additional Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Litigation Support Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Sarbanes-Oxley . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Professional Organiza
tions
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Online Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
■CHAPTER 2 Using and Installing Concordance . . . . . . . . . . . . . . . . . . . . . . . . . 15
What Concordance Does . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
A Closer Look at Concordance Database Structure. . . . . . . . . . . . . . . . . . . 17
A Sample Concordance Database. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Interacting with the Sample Database. . . . . . . . . . . . . . . . . . . . . . . . . 18
Searching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Concordance Database Limitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Loading Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Coordina
ting with
V
endors
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
24
Installation and Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Hardware Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
25
Concordance Ser
ver Installation: Step by Step

. . . . . . . . . . . . . . . . . .
26
Concordance Workstation Installation: Step by Step. . . . . . . . . . . . . 29
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
vii
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■CHAPTER 3 Managing Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Data Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Concordance Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
ASCII Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Extended ASCII. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Electronic Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Using Vendors to Assist with Processing Data . . . . . . . . . . . . . . . . . . . . . . . 42
Why Is a Vendor Necessary? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Vendor Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Setting Standards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
■CHAPTER 4 Creating and Deploying a Concordance Database. . . . . . . . 47
Crea
ting a New Concordance Database
. . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Loading Delimited Data into Concordance . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Indexing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Applying Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Creating an Administrator Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Setting Field Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Setting Menu Access Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
■CHAPTER 5 Designing Databases and Defining Field Properties. . . . . . 59
Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

File Naming Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Field Naming Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Useful Administrative Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Assessing the Size of a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Examples of Da
tabase Structure
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
67
Determining Required Roles for Users. . . . . . . . . . . . . . . . . . . . . . . . . 69
Crea
ting Concordance Da
tabases
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
69
Crea
ting Da
tabases from Templates
. . . . . . . . . . . . . . . . . . . . . . . . . .
70
Creating Databases from Scratch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Assigning an Authority List to a Specific Field . . . . . . . . . . . . . . . . . . 79
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
■CONTENTSviii
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■CHAPTER 6 Importing and Exporting Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Importing into Concordance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Importing Other Concordance Databases . . . . . . . . . . . . . . . . . . . . . . 83
Delimited Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
E-Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

E-Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Exporting from Concordance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Exporting As a Concordance Database . . . . . . . . . . . . . . . . . . . . . . . 108
Exporting to a Delimited Text File . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Database Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Database Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
■CHAPTER 7 Administrative Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Indexing Databases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Dictionary and Inverted Text Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Indexing vs. Reindexing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Optimizing Indexing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Scheduling Indexing Tasks During Times of Nonusage . . . . . . . . . 116
Packing Databases and Dictionary Files . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Packing a Database. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Packing the Dictionary Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Zapping a Da
tabase
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Deduplicating Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Selecting Duplication Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Original vs. Duplicate Tags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Mana
ging Security
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
121
Managing Users and Field-Level Permissions . . . . . . . . . . . . . . . . . 122
Adding Custom Menu Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
127

Conca
tena
tion
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
128
When Is It Necessary to Concatenate a Database? . . . . . . . . . . . . . 129
How Concatenation Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
The Concordance Programming Language. . . . . . . . . . . . . . . . . . . . . . . . . 131
The Structure of a CPL Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Executing a CPL Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Interacting
With Other CPL Programs
. . . . . . . . . . . . . . . . . . . . . . . . .
139
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
■CONTENTS
ix
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■CHAPTER 8 Using a Concordance Database. . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Opening a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Browse View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Next and Previous Hit Buttons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Empties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Determining Field Types from Browse View . . . . . . . . . . . . . . . . . . . 148
Table View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Table Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Tallying Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Split Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Editing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

Tagging Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Applying Tags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Annotations in Browse View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Adding and Deleting an Annotation . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Navigating Through Multiple Annotations . . . . . . . . . . . . . . . . . . . . . 163
Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
■CHAPTER 9 Searching. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Things to Kno
w About Searching
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Subjective vs. Objective Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Indexed vs. Nonindexed Da
ta
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Referencing and Saving Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
The Importance of Training: Computers vs. Humans . . . . . . . . . . . 170
Viewing Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Form Search (Query by Example) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Building Searches with Connectors . . . . . . . . . . . . . . . . . . . . . . . . . .
177
Specifying Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Entering Search
V
alues
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
178
Search
Then Bro
wse vs. Search Then Table

. . . . . . . . . . . . . . . . . .
178
Search Syntax Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Searching Subjective Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Issues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
■CONTENTSx
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Using the Search Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Purpose of the Search Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Scope of Searches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Entering Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Tracking Searches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Accessing the Dictionary File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Accessing Field Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Fuzzy Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Using the <Quick Search> Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Overview of the <Quick Search> Field . . . . . . . . . . . . . . . . . . . . . . . 187
Basic Syntax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Relational Searches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Combining Keyword Searches with Relational Operators. . . . . . . . 198
Combining Keyword and Relational Searches with
Subjective Data
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Viewing Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Saving Searches As Snapshots and Queries . . . . . . . . . . . . . . . . . . . . . . . 200
Snapshots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

■CHAPTER 10 Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Printing the Current Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Printing Sets of Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Fields Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
KWIC Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Formatting Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Print Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Crea
ting Formal Reports
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
213
Report Writer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Annota
tion Report
Wizard
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
228
Annotation Report Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Summar
y
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
235
■CHAPTER 11 Opticon: Introduction, Overview, and Installation . . . . . . . 237
Working with Graphical Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Vector Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Raster Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
■CONTENTS
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Using a Vendor to Create Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241

Deliverables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Installing Opticon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Hardware Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Opticon Server Installation: Step by Step . . . . . . . . . . . . . . . . . . . . . 244
Opticon Workstation Installation: Step by Step. . . . . . . . . . . . . . . . . 248
Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
■CHAPTER 12 Using Opticon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Setting Opticon As the Default Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Opticon’s Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Opening Images. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
Viewing Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
View Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Tools Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Standard Button Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Image Button Bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Navigating
Through Images
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Page Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Ima
ge Toolbar
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Using Redlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Global Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Redlines Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Tools Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
File Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Redlines
Toolbar

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Searching Redlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277
The Containing
Tab
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
279
The Advanced Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Printing Ima
ges
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
281
The Print Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
The Header & F
ooter
T
ab
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
284
The Options
T
ab
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
285
The Setup
Tab
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
287
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
■CONTENTSxii
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■CHAPTER 13 Imagebase Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Using Log Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Log File Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Examples of Log Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Exporting an Imagebase to a Log File . . . . . . . . . . . . . . . . . . . . . . . . 292
Working with the Imagebase Management Dialog . . . . . . . . . . . . . . . . . . 293
Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Redlines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Document Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Title Bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Imagebase. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Edit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Register - Load. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302
Register - Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
■CHAPTER 14 Producing Documents in Opticon. . . . . . . . . . . . . . . . . . . . . . . . . 307
Production Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
Redlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Producing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
Selecting Records from Concordance . . . . . . . . . . . . . . . . . . . . . . . . 312
Producing Documents with the Production Wizard . . . . . . . . . . . . . 313
Production Output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Final Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331
Modifying Relative File Paths. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331
Exporting Concordance Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
■GLOSSARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
■INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
345

■CONTENTS
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About the Author
■M. ALAN HALEY has worked in the fields of information technology and liti-
gation support for approximately ten years. Prior to working at a law firm,
he was senior software and database developer for an insurance company
in Northern California. His first exposure to the use of databases in sup-
port of litigation was to design and create plaintiff-tracking databases for
a law firm based in San Francisco. Alan relocated to the East Coast in 2003,
and has worked for the law firm Ropes & Gray, LLP since August 2004.
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About the Technical Reviewer
■SEAN KING has been in the litigation technology support industry for six years. He’s a gradu-
ate, magna cum laude, of Manhattan College, Bronx, NY, with a degree in philosophy and
history. Following his time at Manhattan College, he worked for more than four years at Kaye
Scholer, LLP, in the litigation support department. His main responsibilities included provid-
ing consultation to clients and attorneys on how best to manage product liability litigation
information and documents. He oversaw the design and use of a variety of databases tracking
product liability case information, and maintained document review and production data-
bases such as Concordance.
In May 2005, Sean King joined Ropes & Gray, LLP in New York, and is the litigation tech-
nology specialist there. He oversees the use of various litigation technology software used in
the firm’s New York offices, including the use of Concordance as a document review and pro-
duction tool. He provides consultation to clients, attorneys, and paralegals on document
collection, review, and management methods and solutions for each litigation. During his
time at Ropes & Gray, LLP, Sean has used a variety of document review applications—both

in-house and ASP solution applications.
Sean King is a member of the International Legal Technology Association (ILTA) and the
East Coast Association of Litigation Support Managers (ECALSM).
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Acknowledgments
Many thanks to Sean King, without whom this book would not be possible. Also, many
thanks to the litigation support department at Ropes & Gray—a top-notch group of dedicated
and talented professionals.
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Introduction
Iset about to write this book because, to my surprise, I realized through some basic
research that there are no formal source materials to document the use and maintenance
of Concordance databases. In fact, this dearth applies to the state of litigation support as an
industry and as a whole. This is an issue that must be addressed by the industry itself, one
book at a time.
I’m happy (and relieved) to submit to you this initial offering. Given Concordance’s per-
meation of the market, I believe it to be long overdue.
The Concordance software has existed since 1984, originating as a project initiated by
Dataflight Software to create a powerful full-text information retrieval system that could be
deployed on personal computers. Now, more than 20 years later, Concordance is widely rec-
ognized as one of the most useful and fundamental litigation support software packages
available.
The ease with which Concordance can be installed and databases created and deployed
is a testament to the success of the original aim of the project. A side effect of that ease is that
nearly anyone can publish a Concordance database to end users, and in many litigation sup-
port departments,

anyone will. Because of this, databases are often not created efficiently,
and Concordance isn’t exploited to its full effect.
The end result of the publication of this book will be, I hope, to address the specific needs
of Concordance administrators, and also to contribute to the sparse literature of litigation
support in general.
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Introducing Concordance
Concordance is software that’s used for document management and retrieval. It’s in a
class of software that’s used to manage sets of data that have individual objects containing
large amounts of text: transcripts, books and bibliographic citations, or other files. This type
of software is often referred to as a
full-text information retrieval system. Document retrieval
is facilitated by quick and accurate searches that identify data (text) that matches a user’s
search criteria. The system then presents to the user only the resulting database objects.
If you’ve used a search engine such as Google or Yahoo! to locate information on the Web,
you’ve used a full-text information retrieval system.
Before discussing how Concordance works in depth, I’ll first talk about what
documents
are and how they can be gathered. Documents, which include physical paper and electronic
files, can be repackaged from their original format in most circumstances, and loaded into
Concordance as individual
document records. If the original material represented by Concor-
dance, either paper or electronic, contains text, it can be converted into a format that can be
retrieved. In this way, Concordance can facilitate the organization, management, and mining
of otherwise unwieldy amounts of text.
After collection, administrators of a full-text information retrieval system are often required
to create digital representations of the harvested documents. These images are linked to the
retrieval system, and are presented to end users in

image viewers. Because image viewers can
be an integral part of the administration of a full-text information retrieval system, I’ll briefly
discuss what the images are and how they’re viewed.
The following brief treatment will present you with some concerns when collecting
information that will eventually be loaded into a full-text information retrieval system such
as C
oncor
dance
.
The considerations you must take into account when gathering data, par-
ticularly pursuant to a legal matter, are too numerous to cover in a single chapter, and
individuals who are responsible for collecting documents are advised to research the issue
thor
oughly. To assist with this, some resources available to the litigation support profes-
sional are outlined at the end of the chapter.
Types of Data That Can Be Collected
During the course of a legal matter, legal staff collects various materials for review. Historically,
the most common items collected were paper documents. Since the advent of the desktop
workstation and computer networks, a new dimension has been added to document collec-
tion: files of a digital nature. In the past, before technology in the workplace became common,
the amount of data accessible to a single employee might have consisted of documents stored
1
CHAPTER 1
■ ■ ■
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in a few filing cabinets. Collection of material relevant to a legal matter involved making copies
of all the pages in the litigant’s filing cabinets and carting them off for review. The process might
have been demanding in terms of human resources, but the overall strategy of document col-
lection was straightforward.
In the 21

s
t
century, with computer technology becoming more efficient in terms of per-
formance and cost, a litigant might have those same filing cabinets, but might also have giga-
bytes of electronic material—the virtual equivalent of dozens of filing cabinets packed into the
space of a desktop workstation. Furthermore, if the litigant is just one of several litigants, and
if they have access to a file-sharing network where work-related files are stored on powerful,
high capacity servers, the material to be collected might be in the terabytes.
During the lifespan of a legal matter, a legal team might expect to collect all the types of
material shown in Figure 1-1, in various stages. Although it’s highly irregular that technology
support staff will actually do the document collection itself, a litigation support professional
can be expected to act as a consultant to legal staff, guiding them when necessary to ensure
that material is harvested appropriately. Ultimately, this material can be loaded into Concor-
dance, which can act as a central repository for all data collected during the evolution of a
litigation.
Paper
A common type of evidentiary material is paper: letters, contracts, reference guides, notes of
meetings
, and so on. I
n this context, the ter
m
document r
efers to a collection of pages of paper
.
For example, a handwritten note on the back of a napkin is a
document that has a single page.
On the other hand, a reference manual is also a single document, but might have hundreds or
thousands of pages
.
CHAPTER 1 ■ INTRODUCING CONCORDANCE2

Figure 1-1. Document collection gathers documents (paper or electronic) that are converted
into a format that can be loaded into a full-text information retrieval system.You can use an
optional image vie
wer to view associated images that represent the documents stored in the
system.
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