3.04.03 Data Folder

All load files, except OCR, reside in this directory. While many vendors automatically include load file versions formatted for every major application, they all reside in the same folder. For the document review systems, there are basically two main load files: database load file and imagebase cross-reference load file. The first contains the discovery bibliographic coding including Bates. The second file is an index that correlates Bates to .TIF file.

Required files:

The following files should be found in every DATA folder of each delivery:

1.       Database Load File

2.       Database Structure File

3.       Imagebase Load File

Database Load File Format

The database should be an ASCII delimited file. It is preferable to use the delimiters appropriate to the application. If the vendor wishes to include the OCR inside of the database load file, specific step-by-step instructions on how to load this data is required.

The first line of the load file should be the field names. This provides the database administrator a level of confidence upon seeing the field names and values line up perfectly in the database.

Database Structure File

The database structure file is an ordered list of every field name, field type and size. In the case of a date field, the size should show format (e.g. MM/DD/YYYY, DDMMYYYY, YYYYMMDD, etc.).

Imagebase Load File Format(s)

Please provide the image “cross-reference” (a/k/a “xref”) load file in the following formats:

• _________________; (e.g. Opticon .LOG file)

• _________________;

• _________________.

All load files, along with paths and technical preferences are contained inside this document.

Naming Convention:

Name the data files to match the CD volume name. In this fashion it is possible to match any load file with the right CD.