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All RFQs should include
several key pieces of information. As a vendor, please make certain these
fields are completed. Missing or incorrect information will almost inevitably
result in problems as the project matures. Note that some of the fields should
appear on media labels, others on the invoices.
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Field
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Description
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Attorney
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The attorney who will
“sign-off” and authorize payment.
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Paralegal
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The paralegal handling
inventory, coordination with legal team.
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Litigation Support
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The project manager contact
for this project.
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Client-Matter Number
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A Firm created number, this
uniquely ties the project to the case.
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Project Name
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Each project must have a
unique name.
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Collection Name
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Usually the same as the
project name.
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Due Date
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When the team must have the
completed project.
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Description of Materials
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A description such as
boxes, video tapes. The more specific the better.
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Services Required
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A list of services such as
synchronizing text to video or auto-coding.
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For certain types of
projects, such a computer forensic work, it may be difficult to impossible for
the vendor to provide a qualified estimate. Under these circumstances, the Firm
may prefer to pay an hourly rate for the vendor to gain a greater understanding
of project scope. At the end of this hourly exercise, the Firm would like to
then receive a formal RFQ.
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Contact Ad Litem
(C)2005 Ad Litem Consulting, Inc.
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About Litigation Support Technical Standards
This document was initially designed to eliminate any discrepancy between firm technical needs and how the vendor created the technical aspect of their products. Litigation Support spends needless hours changing the vendor delivery. The firm pays for product that litigation support will have to modify. Today, the document covers as many technical requirements as possible for as many types of discovery and software as possible.
To get a good idea of the reason for these explicit directions, please visit the final section of this document entitled, “Things not to do”. All of these examples are from real life. All of these examples caused headaches, delaying reviews, productions and more.
I hope that this document is helpful to you.
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