Planet Data's Imaging and Coding Services
Planet Data Provides All the Services You Need For A Successful Project
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.
Document Coding Process
Planet Data Solutions mission is to provide best practice solutions through the use of technology and process. We offer clients the ability to process coding projects ranging from under 25,000 pages to matters whose page requirements are in the millions. The coding facility in India utilized by Planet Data has been operational for six years and has processed in excess of 92 million pages. The following points highlight the components of the coding process and infrastructure.
- 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 Solutions, Inc. 555 Taxter Rd Elmsford, NY 10523
1.800.688.2812
