Milyli has made an ongoing commitment to redact native Excels in the most organic way possible, allowing reviewers to redact directly from the Relativity Viewer--no downloads, no installs, no external software. But what happens when reviewers run into documents that are too big to display in the viewer or they are displayed in the viewer but are so complex that it's hard to find the information you need?
These documents result in huge workflow disruptions that cause pain for both the reviewer and the review team as they scramble to get the documents out of Relativity, redact them manually, and then load them back into Relativity where the changes aren't easily associated with the native markup set that allows for easily redacted extracted text and production.
While Milyli is working to provide additional tools to make the discovery of information in a native Excel even easier, we wanted to provide a way to build a workflow that your reviewers can use to access these documents, make redactions, and then associate them with the native markup set.
On each workspace where Blackout is installed, a new tab has been added under the Blackout tab called External Redactions.
This page allows you to set permissions and provide access to the correct groups who will be utilizing this workflow within your organization.
Consider the following sample workflow to better understand external redactions:
- The case team identifies Excels that will be redacted natively
- A search is created to separate the documents that are too big to display in the Relativity reviewer from this set into their own saved search so that it does not get batched with the others
- The case team adds the Blackout Document Warnings document field to an admin layout
- The case team runs a mass edit to modify the Blackout Document Warnings document field and selects the choice "Cannot be Redacted in Native Viewer"
- The case team grants access to a group of reviewers to the External Redaction tab
- The reviewer navigates to the External Redaction tab
- The reviewer sets the markup set they are working with
- The reviewer downloads a native from the External Redaction page, places redactions on the document using Excel, and then uploads the native using the External Redaction page, automatically associating it with the markup set ready for production
This workflow provides a great way to prevent reviewers from being disrupted while performing manual redaction using Blackout on the Relativity reviewer.
Typically documents that cannot be loaded by the Relativity reviewer or are so large and complex that they can't easily be navigated in the viewer result in the need for an alternative workflow. These documents present a lot of problems for reviewers as the documents either can't be loaded or significantly impact the reviewer' ability to maintain the needed pace of review.
Prior to Review
The easiest way to set these documents aside is to create a search based on file size.
Using this search, we can then flag the documents for external review with a mass action. To do this, select the document and use the edit mass action. You will need to add the Blackout Document Warnings field to a layout. The specific field that needs to be checked is the "Cannot be Redacted in Native Viewer" field.
During active reviews, it is also possible to give your reviewers specific instructions to code this field as they work through documents. This provides an opportunity for them to separate these documents from the bunch without getting caught up.
Add this document field to the appropriate coding layout and ensure that the reviewer workflow covers the scenarios in which they should tag a document as unredactable.
Once documents have been tagged as not being redactable, they will automatically show up on the External Redactions tab.
The external redactions page consists of the following columns:
- Control Number - the default sorting is by control number alphabetically. Clicking on the control number allows quick access to the document viewer.
- File Name - the name of the document file; can be clicked to download the file
- Externally Redacted - indicates if the document has already been externally redacted
- Download - An easy to identify download button
- Upload - A two stage upload process; click upload to select a file, click the up arrow to upload the file
Depending on the number of documents there are a couple of efficient ways to work through this list. If the number is low, then you can quickly work through the list. If the number is a bit higher then the reviewer can set the "Externally Redacted" filter to No. This will filter out everything that has already been externally redacted and the reviewers can quickly work down the list.
Each download and upload action is logged as manual native markup entry. To review the audits of who has downloaded and uploaded documents, navigate to the Blackout tab and click on the "Review Manual Native Markups" button at the top of the page.
Once the page has loaded click on the Audits tab. You will see entries for the download and upload actions respectively:
- External Redaction - Downloaded
- External Redaction - Uploaded
Each document that is externally redacted will also appear on the Blackout Quality Control list for that document.
Tips and Tricks
The following is a list of tips and tricks aimed at further optimizing the external redaction experience.
1 - Documents maintain history
The primary reason for setting the markup set at the top of the page is that the External Redaction workflow takes into account any redaction work that was done previously. Already have redactions from an automated job? No problem. Make sure you select the same markup set and the download will ensure that all of those redactions are on the downloaded document.
External redactions are maintained sequentially in history after these, so both the external redaction or the automated job can be reverted independent of one another.
2 - Documents don't have to be downloaded using the External Redaction tab
While the External Redaction tab helps maintain state and history by making it foolproof, documents can also be exported in bulk using the RDC. Keeping the document history in mind as described above, use the mass action to set the primary native markup set for the saved search and then export the document. Distribute the documents accordingly.
3 - Multiple documents can be uploaded simultaneously
If you download multiple documents, review them and externally redact them, you can upload them one after another. The external redaction page will maintain separate uploads for each document and keep track of the upload for you. Each one will let the user know when the upload has finished. Please note that there is not a mass upload at this time.