Coding is the process of capturing bibliographic (objective) data into formatted fields for your database.

Bibliographic data typically resides outside the text of the document and can include items such as:

  • Document Beginning Bates Number
  • Document Ending Bates Number
  • Attachment Range
  • Document Date
  • Document Type
  • Author (with or w/o Organization)
  • Recipient (with or w/o Organization)
  • Copyee(s)
  • Title, Re: Line, Subject Line
  • Document Characteristics (Marginalia, etc.)

Note: Mentioned Names-in-Text and Keywords are generally considered Bibliographic fields even though they require the coder to review and capture information from the text of the document. As a result, they are generally priced on a per-page basis. To reduce costs, clients often substitute OCR.

Coding may also include subjective data, requiring reading and analyzing the content of the text. Capture of subjective data may involve writing a summary of the document, determining the issues addressed or selecting topical categories. Clients may choose OCR as an inexpensive alternative to outsourcing subjective coding.

A project-planning meeting is held between you and our project manager to define the field names, structure of the database and coding rules to be followed. We guide you through key decisions to ensure the database is constructed in a consistent manner and becomes a valuable, reliable research tool during discovery and throughout the trial. A written set of instructions or project manual is approved before work begins.