Complete, Global Legal Data Support Services
Planet Data Provides All the Services You Need For A Successful Project
Planet Data Provides All the Services You Need For A Successful Project
Planet Data document / file conversion services allow our clients to maximize the portability and usability of their data by converting or normalizing disparate file types (Word, Word Perfect, TIF, JPG, Excel…etc) to a standard format such as Adobe PDF or any other format our clients need.
Planet Data Provides All the Services You Need For A Successful Project
Whether printing documents from imaged document databases with fielded data on slip sheets or directly from native electronic files, Planet Data high speed printing services can accommodate the most demanding print requests.
Planet Data Provides All the Services You Need For A Successful Project
Planet Data management and technical teams have provided services at every stage in some of the largest, most complex litigations in the history of the U.S. The litigation data processing skills we’ve honed over the years are respected industry wide and make Planet Data the perfect consulting choice of Amlaw 100 firms time and time again.
Planet Data Provides All the Services You Need For A Successful Project
The level and type of document preparation that takes place will ultimately determine the usability of a database when the images arrive at the end user. Our document preparation, scanning, quality control and "back prep" processes emphasize suitability for task & usability.
Planet Data Coding services are accurate, timely and consistent, whether using our manual or ultra-fast, cost-effective Automated Data Extraction services.
Technology Infrastructure
Security
Confidentiality and security of the operations is maintained 24 hours a day, seven days a week. Security checks of each employee are conducted to ensure appropriate clearance. Metal detectors ensure that no one brings in or removes any inappropriate items from the facility. Each employee has their own locker outside of the work area to store their personal items prior to entering the work area. There are separate, secure and confidential storage areas for client data. There is no Internet access from any of the coding stations or coding network.
Image Receipt and Data Deliveries
Clients transfer their images via a secure, discrete FTP site in the United States for encrypted compressed images to be routed from the United States to the processing facility in India. This process benefits clients with matters of all sizes as it helps to facilitate the processing of data that require tight deadlines, as well as improving the efficiency of handling these matters.
Coding Software
Virtual Express Image uses Oracle 9.x with the front-end written in C++. Virtual Express Image is based upon five logical modules:
The software ensures an efficient data workflow that maximizes speed and accuracy. Prior to each project, the management staff defines the project parameters and creates the coding screen based upon the project and client requirements. For those matters that require multiple levels of coding treatment, the coders only have access to those fields that are to be coded for that document type.
The software has many important features, including:
Project Management
Project management is maintained in the United States through daily reporting and constant communication. Prior to each project, a planning session with the client determines certain items, such as:
Upon acceptance of the requirements, a statement of work is sent to the client for approval prior to the start of any work.
In addition to weekly status reports, we provide daily reports on the status of each stage of the project so the client may view where the project stands.
Scanning Quality Assurance
QA procedures follow each major step in the conversion process. Specific quality controls checks of images are performed in accordance with ANSI/AIIM standards. The AIIM Standards Program has developed numerous standards and technical reports that specify how to ensure high-quality image capture. ANSI/AIIM MS44-1988 (R1993), Recommended Practice for Quality Control of Image Scanners provides specific procedures for quality control of document images. Through the use of the specified procedures, the scanner operator can make sure the scanner is set up properly before documents are scanned.
The procedures also lead to an understanding of scanner limitations regarding different documents as well as knowledge of whether or not the scanner is functioning at a constant level.
Once the images are captured, ANSI/AIIM TR34-1996, Sampling Procedures for Inspection by Attributes of Images in Electronic Image Management (ElM) and Micro graphics Systems provides additional procedures as to how to establish inspection plans to make sure that batches of images meet the established quality requirements.
These important steps deal with QA of the completed scanning. A comprehensive review is undertaken to ensure document integrity and image quality. All incorrectly scanned images are identified and re-scanned. The physical condition of the original is compared to the scanned image and any quality issues are noted in the Document Code Field.
Coding Quality Assurance
During each phase of the coding process there are quality checks to reduce errors. We perform 100% quality control to check for errors on 100% of the fields on 100% of the documents. We also provide a statistically guaranteed 97.5% final product. A higher guarantee is possible and often achieved based upon project requirements and cost factors.
Coding Quality Control - Detail
Quality control safeguards of data are implemented to assure accuracy and completeness. It is also standard and mandatory for Planet Data's Quality Assurance Team to check every coded field for accuracy and completeness. A final Q/C is then performed by randomly checking images and coded data against the original documents. The Quality Assurance (QA) process will provide an overall test of the accuracy of the coded database. The minimum guaranteed accuracy is the industry standard accepted rate of 97.5%, with a confidence level of 95%.
The QA will be performed, and a random sample of documents from each batch will be selected and tested for accuracy. If the sampling for that batch falls below the minimum 97.5% accuracy, the batch will be returned to the Quality Control team for additional review and re-work. All errors identified during the QA will be corrected.
Coding Q/C Process
During the in-process checking, our process includes inspection points at the end of each critical operation:
Only qualified, experienced QC personnel are authorized to perform these quality control gates. They are trained to question any deviation found at any point in the QC process and to automatically flag the entry for investigation and immediate correction.
We confirm accuracy by starting with a program that counts the number of terms in a file; one term for each single occurrence field, such as date, type and title, and as many terms as exist in multi-occurrence fields, such as parties and in-text mentions. Then, based upon the Acceptable Quality Level standards in the attached, the program determines the size of the sample to be reviewed to confirm our guaranteed level of accuracy of 97.5%, and the number of errors qualifying the file for acceptance or rejection.
Although we guarantee a level of accuracy of 97.5%, we test at 98%. In fact, when we do our own internal checks, we find our effective level of accuracy is closer to 98.5%. Finally, based on the acceptance and rejection standards, the file is either accepted or rejected, and, if rejected, it is corrected or re-coded, then put back through the QC process.
Our experience with this method has shown it to be a reliable and well-accepted means of gauging the quality of the coding deliverable. This commitment to quality and client satisfaction makes Planet Data the standard of excellence for the litigation document coding industry.
According to ISO 2859 standards, we confirm accuracy by starting with a program that counts the number of terms in a file; one term for each single occurrence field, such as date, type and title, and as many terms as exist in multi-occurrence fields, such as parties and in-text mentions. Then, based upon the Acceptable Quality Level standards in the attached, the program determines the size of the sample to be reviewed to confirm our guaranteed level of accuracy of 97%, and the number of errors qualifying the file for acceptance or rejection.
Planet Data Provides All the Services You Need For A Successful Project
Planet Data Solutions provides comprehensive foreign language e-discovery processing and translation services. In addition to capturing key metadata, regardless of the native language, we also automatically perform an electronic translation of the documents into English.
Benefits of Planet Data's auto-translation services:
Planet Data Provides All the Services You Need For A Successful Project
Data is available 24/ 7/365 through any internet-enabled platform by high speed access, worldwide.
To learn more about FYI's ASP Server / Reviewer click here
Planet Data is a complete litigation data
support services provider.
In addition to Electronic Discovery
we provide the following expert services:
- eDiscovery Services
- Conversion Services
- High Speed Printing
- Consulting Services
- Imaging and Coding
- Foreign Language Translation
- Hosting Services
- European Union Data Protection Directive - Safe Harbor
Planet Data Provides All the Services You Need For A Successful Project
Conversion Services
Planet Data document / file conversion services allow our clients to maximize the portability and usability of their data by converting or normalizing disparate file types (Word, Word Perfect, TIF, JPG, Excel…etc) to a standard format such as Adobe PDF or any other format our clients need.
Planet Data Provides All the Services You Need For A Successful Project
High Speed Printing
Whether printing documents from imaged document databases with fielded data on slip sheets or directly from native electronic files, Planet Data high speed printing services can accommodate the most demanding print requests.
Planet Data Provides All the Services You Need For A Successful Project
Consulting Services
Planet Data management and technical teams have provided services at every stage in some of the largest, most complex litigations in the history of the U.S. The litigation data processing skills we’ve honed over the years are respected industry wide and make Planet Data the perfect consulting choice of Amlaw 100 firms time and time again.
Planet Data Provides All the Services You Need For A Successful Project
Imaging and Coding
The level and type of document preparation that takes place will ultimately determine the usability of a database when the images arrive at the end user. Our document preparation, scanning, quality control and "back prep" processes emphasize suitability for task & usability.
Planet Data Coding services are accurate, timely and consistent, whether using our manual or ultra-fast, cost-effective Automated Data Extraction services.
- Technology Infrastructure
- Security
- Image Receipt and Data Deliveries
- Coding Software
- Project Management
Technology Infrastructure
- The current capacity has the ability to process over four million pages per month
- 100 MBPS network
- High-end database servers with RAID Level V security and hot swappable hard disks, redundant servers
- Backup devices for archival storage include DAT, DLT, HDD, DVD, and CD-ROM
- In-house storage capacity data servers of greater than 10 Terabytes
- The coding domain network is isolated and secure with no outside or internal access through the Internet
or physical media
Security
Confidentiality and security of the operations is maintained 24 hours a day, seven days a week. Security checks of each employee are conducted to ensure appropriate clearance. Metal detectors ensure that no one brings in or removes any inappropriate items from the facility. Each employee has their own locker outside of the work area to store their personal items prior to entering the work area. There are separate, secure and confidential storage areas for client data. There is no Internet access from any of the coding stations or coding network.
Image Receipt and Data Deliveries
Clients transfer their images via a secure, discrete FTP site in the United States for encrypted compressed images to be routed from the United States to the processing facility in India. This process benefits clients with matters of all sizes as it helps to facilitate the processing of data that require tight deadlines, as well as improving the efficiency of handling these matters.
Coding Software
Virtual Express Image uses Oracle 9.x with the front-end written in C++. Virtual Express Image is based upon five logical modules:
- Administration and Definition
- a. Project set-up and field definition
- b. Data formatting and client deliverable output
- Document Composition
- a. Creating the logical document composition based upon the client requirements
- b. Assigning document types and levels of treatment
- Document Coding
- a. Actual indexing of the project
- Quality Control / Quality Assurance
- a. 100% of the fields in 100% of the documents are verified
- b. A statistical sampling program selects documents to be reviewed to guarantee an industry standard 97.5% accuracy
- Reports
- a. Daily production reports for client and management staff by:
- i. Project
- ii. Day
- iii. Week
- iv. Coder
- a. Daily production reports for client and management staff by:
The software ensures an efficient data workflow that maximizes speed and accuracy. Prior to each project, the management staff defines the project parameters and creates the coding screen based upon the project and client requirements. For those matters that require multiple levels of coding treatment, the coders only have access to those fields that are to be coded for that document type.
The software has many important features, including:
- Automatic validation of the Document Identification Number (Bates Number) field
- Automatic validation of the Attachment Range field
- Automatic propagation of the Attachment Range across the affected documents.
- Validation of the document date field
- Real-time updates of the names field. As coders enter personal and organizational names, they are accessible to other staff in order that these names can be used
- Spell check in the title fields.
- Check box for Document Characteristics.
Project Management
Project management is maintained in the United States through daily reporting and constant communication. Prior to each project, a planning session with the client determines certain items, such as:
- Development of Design Specifications
- Preparation of Coding Manual
- Preparation of Data Delivery Specifications
- Review of Sample Documents
Upon acceptance of the requirements, a statement of work is sent to the client for approval prior to the start of any work.
In addition to weekly status reports, we provide daily reports on the status of each stage of the project so the client may view where the project stands.
Scanning Quality Assurance
QA procedures follow each major step in the conversion process. Specific quality controls checks of images are performed in accordance with ANSI/AIIM standards. The AIIM Standards Program has developed numerous standards and technical reports that specify how to ensure high-quality image capture. ANSI/AIIM MS44-1988 (R1993), Recommended Practice for Quality Control of Image Scanners provides specific procedures for quality control of document images. Through the use of the specified procedures, the scanner operator can make sure the scanner is set up properly before documents are scanned.
The procedures also lead to an understanding of scanner limitations regarding different documents as well as knowledge of whether or not the scanner is functioning at a constant level.
Once the images are captured, ANSI/AIIM TR34-1996, Sampling Procedures for Inspection by Attributes of Images in Electronic Image Management (ElM) and Micro graphics Systems provides additional procedures as to how to establish inspection plans to make sure that batches of images meet the established quality requirements.
These important steps deal with QA of the completed scanning. A comprehensive review is undertaken to ensure document integrity and image quality. All incorrectly scanned images are identified and re-scanned. The physical condition of the original is compared to the scanned image and any quality issues are noted in the Document Code Field.
Coding Quality Assurance
During each phase of the coding process there are quality checks to reduce errors. We perform 100% quality control to check for errors on 100% of the fields on 100% of the documents. We also provide a statistically guaranteed 97.5% final product. A higher guarantee is possible and often achieved based upon project requirements and cost factors.
Coding Quality Control - Detail
Quality control safeguards of data are implemented to assure accuracy and completeness. It is also standard and mandatory for Planet Data's Quality Assurance Team to check every coded field for accuracy and completeness. A final Q/C is then performed by randomly checking images and coded data against the original documents. The Quality Assurance (QA) process will provide an overall test of the accuracy of the coded database. The minimum guaranteed accuracy is the industry standard accepted rate of 97.5%, with a confidence level of 95%.
The QA will be performed, and a random sample of documents from each batch will be selected and tested for accuracy. If the sampling for that batch falls below the minimum 97.5% accuracy, the batch will be returned to the Quality Control team for additional review and re-work. All errors identified during the QA will be corrected.
Coding Q/C Process
During the in-process checking, our process includes inspection points at the end of each critical operation:
- 100% manual inspection of all records immediately after the coding process to check for errors and conformance to client specifications.
- 100% program validation to augment the search for errors (syntax, duplications, missing fields, etc.).
- Checking for spelling and name formats in critical fields. For example, spell check is performed on fields such as Title and Parties (Author, Recipient, and Copyee) during both the coding and list modification processes. List modification involves a systematic sort of entries in a field and identification of questionable entries to check.
- Checking to verify conformance of the database to stated output requirements.
Only qualified, experienced QC personnel are authorized to perform these quality control gates. They are trained to question any deviation found at any point in the QC process and to automatically flag the entry for investigation and immediate correction.
We confirm accuracy by starting with a program that counts the number of terms in a file; one term for each single occurrence field, such as date, type and title, and as many terms as exist in multi-occurrence fields, such as parties and in-text mentions. Then, based upon the Acceptable Quality Level standards in the attached, the program determines the size of the sample to be reviewed to confirm our guaranteed level of accuracy of 97.5%, and the number of errors qualifying the file for acceptance or rejection.
Although we guarantee a level of accuracy of 97.5%, we test at 98%. In fact, when we do our own internal checks, we find our effective level of accuracy is closer to 98.5%. Finally, based on the acceptance and rejection standards, the file is either accepted or rejected, and, if rejected, it is corrected or re-coded, then put back through the QC process.
Our experience with this method has shown it to be a reliable and well-accepted means of gauging the quality of the coding deliverable. This commitment to quality and client satisfaction makes Planet Data the standard of excellence for the litigation document coding industry.
According to ISO 2859 standards, we confirm accuracy by starting with a program that counts the number of terms in a file; one term for each single occurrence field, such as date, type and title, and as many terms as exist in multi-occurrence fields, such as parties and in-text mentions. Then, based upon the Acceptable Quality Level standards in the attached, the program determines the size of the sample to be reviewed to confirm our guaranteed level of accuracy of 97%, and the number of errors qualifying the file for acceptance or rejection.
Planet Data Provides All the Services You Need For A Successful Project
FOREIGN LANGUAGE PROCESSING AND TRANSLATION SERVICES
Planet Data Solutions provides comprehensive foreign language e-discovery processing and translation services. In addition to capturing key metadata, regardless of the native language, we also automatically perform an electronic translation of the documents into English.
Benefits of Planet Data's auto-translation services:
- Significant reduction in the time and cost of manual translations.
- Review and identify responsive and/or relevant documents quickly
- Rapid identification of documents that require full, more accurate translations.
| COMMON LANGUAGE TRANSLATION PAIRS | ||
|
Spanish to English Greek to English French to English Russian to English German to English Japanese to English Swedish to English |
Dutch to English Arabic to English Italian to English Korean to English Portuguese to English Simplified Chinese to English Traditional Chinese to English |
French to Spanish French to German French to Italian French to Portuguese French to Dutch French to Greek |
Planet Data Provides All the Services You Need For A Successful Project
Hosting Solutions
Data is available 24/ 7/365 through any internet-enabled platform by high speed access, worldwide.
To learn more about FYI's ASP Server / Reviewer click here
Planet Data Solutions, Inc. 555 Taxter Rd Elmsford, NY 10523
1.800.688.2812
