Advanced Litigation Repository

Native, image and PDF evidence management, point and click import, production, collaboration, mobility, reminders and more.

Our research has shown that in 90% of situations, when people know the document they are looking for, they are able to pinpoint it extremely quickly if documents were not organized by mimicking a “filing cabinet” requiring search, but instead, organized by date, author, recipient, document type and by issue/topic.

Live Views and Custom Views

It doesn’t get any simpler: pinpoint any document with just two or three mouse clicks — and see at a glance what’s important in it.

In MasterFile unique views automatically keep your evidence and work product categorized for ready reference by date, author, document type, issue, etc. When you need to find evidence, it doesn’t get any simpler: pinpoint any document with just two or three mouse clicks — and see at a glance what’s important in it.

You can create your own custom views too, drawing on different information in the database document or fact profile to suit your own particular needs. These are useful for different reports, creating collections of documents, facts or extracts for various purposes, or even to delegate specific documents to colleagues for different tasks.

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A well known PricewaterhouseCoopers LLP study found professionals spend 50% of their time looking for information.

MasterFile’s exclusive Extract Repository™ goes beyond simplistic electronic “notes” or annotations”. It’s woven right into MasterFile as a key component of the Argument Toolbox so key evidence culled from interview transcripts, contracts, affidavits, authorities, research from the literature, expert reports, leaked documents, etc. is always visible and ready for use.

  • Views in MasterFile display extracts alongside their source so you can see what’s important in dozens of documents at a glance, saving hours of rereading or sifting through electronic notes one by one.
  • Extracts appear grouped by issue or topic, author, document type, etc., eliminating report printing and most searching for key evidence.
  • Extracts can be created with just one click from text extracted from source documents. Another click puts you back in the source to let you read it again in context.
  • Extracts all have a summary description, can have virtually unlimited commentary and can be linked to any number of issues.
  • The Extract Repository works extremely well with hand-held scanners and we suggest you use a Canon Iris Pen in tandem with MasterFile. These are invaluable when you do not need scans of entire documents, articles or pages from a book, etc. but just key paragraphs. At a stroke of the pen, printed text appears “typed” directly in MasterFile document or extract profiles as fast as you can highlight!
    Canon IrisPen handheld scanners
  • Security access controls let you keep an extract, along with your comments and notes, private.

Self-load Evidence

MasterFile lets you rapidly self-load evidence in any format including natives. In small batches or in bulk — with or without a load file.

For ad-hoc documents you receive or create, including PDFs of web pages or research, drag or save them to MasterFile’s Watch Folder. When you switch back to the open matter in MasterFile, you’re automatically prompted for some basic required information to classify it. When evidence is received in bulk, you can point MasterFile’s Express Load to the folder where it’s stored, and

  • classify documents as they load,
  • import the documents as batch setting defaults for common metadata like ‘Sender’ or Whose document, deferring the rest till later,
  • import the documents without any metadata at all, so you can get started on review right away, or
  • use Excel to create a load file with as much metadata detail as you like that MasterFile will use to classify each document on loading.

You can also convert common Office formats to PDF in bulk, convert images to searchable PDF and load any file format into MasterFile using Express Load.

Email Import

MasterFile’s E-mail Loader imports Outlook or Notes e-mail, individually, selectively or in bulk.

It can also load the content of any Lotus Notes database, such as those provided in response to e-discovery requests, and converts Notes documents to PDF format to preserve the native Notes appearance.

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How does it work?

You simply select the specific emails to load from your Outlook client, from any Outlook PST or Notes NSF mailbox file or native email files like .MSG or .EML from a file folder on disk.

Values for document profile fields such as date, document type, author (from), recipient, CC, etc., (as well as metadata like Internet routing) are automatically extracted from each e-mail and filled. The native emails are converted to PDF on the fly and both the native file and the PDF version are imported too.

E-mail attachments are extracted and stored with the e-mail — or in their own profiles with one-click bi-directional doc-links preserving the e-mail/attachment relationship.

Finally, the e-mail’s text is extracted and ready so you can create extracts and facts of what’s key in one click.

MasterFile makes managing your evidence easy. We’ve got you covered.

Self-manage e-Discovery

Big firm e-Discovery and a small firm price. No monthly fee. No per case fees. And no document loading fees.

Being able to handle e-discovery affordably and efficiently for smaller cases, even up to rarer 20gb-30gb dataset sizes, is more critical for the small or solo firm. With MasterFile’s point-and-click loading and quick processing you have the right tools at your fingertips for small case e-Discovery to “do it yourself” 95% of the time – slashing review and giving you immediate visibility to case facts for analysis.

In the e-Discovery world, it seems article after article talks about e-Discovery cases being complex, involving complicated processes and containing huge amounts (hundreds of megabytes or terabytes) of data, challenging questions of law, myriad custodians and bizarre deadlines. And these few seem to get almost all e-Discovery “air-time”.

Most e-Discovery cases are relatively simple, contain under 5gb of data, have less than 5 custodians and essentially involve two e-Discovery steps:

  • Collect and load data from the custodians, and
  • Review for responsiveness and privilege

Let’s look at several basic assumptions about small cases.

First, the evidence is normally live data in native format – handed to the lawyer on CDs or DVDs, or on a thumb or external hard drive.

Second, the file types are going to typically be those created by common programs used for email (Outlook, Lotus Notes, Thunderbird, etc.) , word processing (Word, WP) and other office functions (PDF, JPG, TIF, etc.).

And third, small cases demand applications that can easily be installed on one computer for processing and review.

These are just normal features of MasterFile and the file types it loads and handles on a routine basis: a few clicks loads electronic files in batch for review. Besides managing production as needed, you can then switch easily into the next phase of the litigation — case analysis — managing and substantiating facts and issues and setting out and substantiating your argument in MasterFile itself. Sometimes simplicity is simply enough.

Let’s now look at how you manage the five phases of any litigation from loading to production in MasterFile.

Phase 1: Loading and indexing with MasterFile’s Express Load

Traditionally, electronic documents required time-consuming and costly pre-processing and conversion to TIFF format before they could be loaded. Plus hosted e-discovery services charge you matter and user set up fees and document loading and storage fees.

MasterFile’s easy to use Express Load is the new, smarter approach for small and solo practices that lets you load documents and e-mail directly in native format for affordable, self-managed e-discovery. A few clicks, and you’re good to go. Additional documents can be added any time. And MasterFile’s multi-threaded architecture lets you load concurrently from multiple workstations. As documents are loaded, MasterFile indexes them in the background, so searching and cull down can start almost immediately.

Phase 2: Rapid bulk culling of irrelevant documents

Today’s volume of electronic documents and e-mail has made conducting e-discovery reviews an overwhelming and dreaded task particularly for smaller law firms. Without the correct tools to prune the document set, law firms can’t review the relevant documents and make rapid assessments of a case’s merits.

MasterFile’s Evidence Cruncher and Load ‘n Go E-Discovery Platform’s provide key features for searching and culling:

    • Review e-mail by domain
      Two clicks and you can instantly see all e-mails to or from domains to isolate and eliminate spam, personal or other irrelevant e-mails.
    • Advanced search
      MasterFile provides advanced searching based on authors, recipients, subject, attachment names, attachment types, date range, tags, and comments. It supports word variants, Boolean, wildcard, fuzzy, proximity and multi-lingual searches.
    • Relevance rank
      Relevance ranking displays the most pertinent documents first.
    • Hit-highlighting
      Text is extracted from documents and e-mails and search terms are highlighted allowing you to quickly find what you are looking for. E-mail content is automatically extracting during loading. Text from electronic or image documents requiring OCR are processed by MasterFile’s Evidence Cruncher.

Documents identified as irrelevant or privileged can be flagged and removed from view leaving just the much smaller set of responsive documents for near-duplicate processing.

Phase 3: Near-duplicate clustering, deduplication, and discussion threading

MasterFile supports Equivio NearDuplicates which groups e-mail conversation threads together and creates clusters of near-duplicate documents, reducing the volume of documents to review in detail. Identifying the participants in a conversation thread lets you quickly know who knew what when.

Phase 4: Detailed review to extract key evidence from responsives

Once the initial document set has been culled, the remainder can go through detailed review to identify responsives and also extract the key evidence into MasterFile’s exclusive Extract Repository™ to let you set out and substantiate facts and issues during case analysis.

Phase 5: Production

MasterFile can produce documents in PDF, TIFF and native format. Unlike conventional systems which force you into a “document production” mode that requires you to finish the production at one sitting, MasterFile’s novel, easy to understand process separates the collaborative selection of documents to produce from their actual production so each can proceed, independently and incrementally.

Document Management

Eliminate the cost and support of a separate document management system just for work product.

MasterFile is a full fledged document management system that’s as simple and easy to use as e-mail. Its unique document repository is designed to manage both evidentiary documents — which are generally static and unchanging — and work product such as correspondence, pleadings, reports, etc. that are typically revised. This is important simply because it avoids you having to learn, use and support two separate document systems – one for work product and one for evidence.

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Document management with MasterFile means you can

  • Store both source documents and the final version (i.e. scanned copies of signed, filed and stamped documents) together. They’re the same document!
  • Load any common Windows format.
  • Pinpoint any document in just two or three mouse clicks – since MasterFile’s live views keep all documents categorized for ready reference by date, author, recipient, document type, matter, etc – or by searching their content.
  • Manage document check in/check out, amendments, control access and security.
  • Document management benefits from all of MasterFile’s other features, and its ease of use since no database or technical expertise on workstations, file servers or databases is needed.

Things To Do

MasterFile manages your research, questions, and to-do items—all with links to what’s relevant anywhere else within the matter.

When reviewing hundreds, or thousands of documents, key extracts, facts and argument, there will be dozens, if not hundreds, of follow-up tasks that need to be remembered.

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MasterFile’s unique “Things to do” Centre brings together, for easy reference, all that follow-up work needed, including:

  • new material reviewed and flagged for you to use in your argument,
  • outstanding or follow-up questions associated with documents,
  • prioritized administrative tasks, such as obtaining originals, re-scanning poor images, etc., that can also be assigned to the appropriate individual.

You can also send with one click, doc-links for selected documents, facts, etc., to Notes or Outlook To-Do, Task or Calendar entries to remind you of filing deadlines, questions, etc. When the reminder triggers, click on the doc-link to go straight to the document, extract or fact in MasterFile.

Litigation and case analysis software that makes you more effective

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