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The firm runs programs, which
perform “QC” checks on every delivery. The QC programs evaluate the
vendor delivery, looking for missing data or files, gaps and things of this
nature.
It is important that the
media label and format of the data comply with Firm standards. A CD containing
critical data can be lost due to a handwritten label that simply reads
“Data”. At the same time, if the format of data contained on said
CD is unusable, it does no one any good. It is a safe bet that every law firm
has CDs in inventory that do not match what is on the server. In order to make
the CD look like the server did (in case of deletion or crash) may take hours.
Content
Media labels, invoices and
other important correspondence should always include certain information.
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Test
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Description
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Client-Matter Number
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Did vendor provide required
information?
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Responsible Attorney
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Did vendor provide required
information?
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Responsible Paralegal
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Did vendor provide required
information?
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Project Name
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Did vendor provide required
information?
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Description
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Did vendor provide required
information?
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Services Required
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Did vendor provide required
information?
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Format
These tests look at things
such as naming conventions and matching up image keys to the physical file.
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Test
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Description
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Image File Count
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Number of image files on
delivery.
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Document Count
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Number of documents in the
database load file.
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Cross Reference Image Count
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Number of images referenced
in Opticon load file.
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Cross Reference Document
Count
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Number of document breaks
in Opticon load file.
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Image File – Cross
Reference Match
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Does every image listed in
the Opticon load file exist? Does every image file on the CD exist in the
load file?
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Document – Cross
Reference Match
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Do document start and end
number have matching entries in the imagebase load file?
Are all Opticon load file
ranges in the document database?
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Database Load File
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We are looking at field
delimiters, gaps and a field name header line.
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Full Text Formatting
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Was the format maintained
or were there “odd” characters such as semi-colons instead of
spaces.
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Folder and File Naming
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Does the delivery comply
with naming standards and use client matter subfolder structure?
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