August 2008
U.S. DEPARTMENT OF JUSTICE, ANTITRUST DIVISION
Summation Database Specifications
- DOJ to provide empty Summation database shell. The Division currently
uses Summation version 2.6.3.
- DOJ will accept loaded Summation databases with the following conditions:
- Each database has no more that 5-6 GB OCRBase.
- If the database will have more than 120,000 records, it must be
addressed with Division staff prior to production.
- Custodians do not cross databases, except under limited circumstances.
- Metadata fields must be populated
- Data should be structured in the standard Summation format, with
images stored inside the Images subdirectory of the case folder.
- When records include a Doclink field to a native file, the native
file should also reside inside the case folder in a folder called
DocLink.
See Example of Case Directory Structure, below.
[D]
U.S. DEPARTMENT OF JUSTICE, ANTITRUST DIVISION
Summation Submission Requirements
Via e-mail or on CD-ROM, the DOJ has provided a DOJShell Summation
database directory. Please categorize your submissions by placing the
DOJShell folder under sequential Database folder names. The folder naming
scheme should be 2 to 3 letters (indicating your company) followed by
3 numbers. For example:
For the first 3 databases from ABC Co., the root of the piece
of media (External, CD, or DVD) should display the following folders:
ABC001, ABC002, and ABC003. Each of these folders should contain the
loaded DOJShell Summation Case Directory.
The cover letter for each submission of loaded Summation databases
should include information about the loaded Summation database(s) included
on each External Hard Drive or other piece of media submitted, preferably
in spreadsheet format.
Include the following for each submission:
A. For each piece of media:
- Assign a unique identifier for each piece of media that is also
readily identifiable on the piece of media (i.e. Submission #; Serial
number is also acceptable), and
- Identify the Databases on the piece of media.
B. For each Database:
- The Custodians included;
- The total number of records;
- The number of records for each Custodian (e.g., ABC001 contains
183,000 records: Jones - 150,000 records, Smith - 13,000 records,
Doe - 20,000 records);
- The Bates number ranges (and any gaps therein) for each Custodian;
- The total number of native files in each Database;
- The number of native files for each Custodian (e.g., ABC001 contains
15,980 native files: Jones - 1,500; Smith - 5,250; Doe - 9,230);
- The total number of images included in each database; and
- The total number of images included for each Custodian (e.g., ABC001
contains 15,980 images: Jones - 1,500; Smith - 5,250; Doe - 9,230).
U.S. DEPARTMENT OF JUSTICE, ANTITRUST DIVISION
METADATA & FAMILY RECORD SPECIFICATIONS
Default
File Layout(.txt) Field Name
has 8 character limit.
Field Name |
Field Description |
Field Type
|
Hard Copy
|
E-mail
|
Spreadsheets
|
Presentations
|
Other Elec.
Docs
|
Company |
Company submitting
data |
Note Text
|
X
|
X
|
X
|
X
|
X
|
Box# |
Submission/Volume
# |
Note Text
|
X
|
X
|
X
|
X
|
X
|
Custdian |
Custodian(s)/Source(s)
- formatted Last, First |
Multi-Entry
|
X
|
X
|
X
|
X
|
X
|
Begdoc# |
Start Bates
(including Prefix) - No spaces |
Note Text
|
X
|
X
|
X
|
X
|
X
|
Enddoc# |
End Bates
(including Prefix) - No spaces |
Note Text
|
X
|
X
|
X
|
X
|
X
|
DocID |
Populate with
exact same value as State Bates |
Note Text
|
X
|
X
|
X
|
X
|
X
|
PGCount |
Page count |
Integer
|
X
|
X
|
X
|
X
|
X
|
ParentID |
Parent Bates,
including Prefix (ONLY IN CHILD RECORDS) |
Note Text
|
X
|
X
|
X
|
X
|
X
|
Attchids |
Child document
list - Start Bates of each Child (ONLY IN PARENT RECS) |
Multi-Entry
|
X
|
X
|
X
|
X
|
X
|
FamlyRng |
Family Start
and End Bates (including Prefix) (i.e. ABC-001 -ABC-003 |
Note Text
|
X
|
X
|
X
|
X
|
X
|
Prprties |
Record Type->
(Redacted, Document Withheld Based On Privilege) |
Multi-Entry
|
X
|
X
|
X
|
X
|
X
|
From |
Author -formatted
Last, First |
Multi-Entry
|
|
X
|
X
|
X
|
X
|
To |
Recipient
-formatted Last, First |
Multi-Entry
|
|
X
|
X
|
X
|
X
|
Cc |
Cc field -formatted
Last, First |
Multi-Entry
|
|
X
|
X
|
X
|
X
|
Bcc |
Bcc field
-formatted Last, First |
Multi-Entry
|
|
X
|
X
|
X
|
X
|
Subject |
Subject/Document
Title |
Note Text
|
|
X
|
X
|
X
|
X
|
DocDate |
Document Date
/ Date Sent - MM/DD/YYYY |
Date Keyed
|
|
X
|
|
|
|
Timesent |
Time email
was sent |
Time
|
|
X
|
|
|
|
Datecrtd |
Date Created |
Date
|
|
|
X
|
X
|
X
|
Datesvd |
Date Modified |
Date
|
|
|
X
|
X
|
X
|
Datercvd |
Date Accessed
/ Received |
Date
|
|
X
|
X
|
X
|
X
|
Filesize |
File size |
Note Text
|
|
|
X
|
X
|
X
|
Altitle |
File name
- Name of file as appeared in original location |
Note Text
|
|
|
X
|
X
|
X
|
Applicat |
Application
used to create native file (e.g., Excel, Word) |
Note Text
|
|
|
X
|
X
|
X
|
FilePath |
Data's source
filepath information |
Note Text
|
|
X
|
X
|
X
|
X
|
Doclink |
Current filepath
location to the native file |
Note Text
|
|
|
X
|
X
|
X
|
FolderID |
Email folder
path (sample: Inbox/active) or Hard Copy Folder Information |
Note Text
|
X
|
X
|
|
|
|
Paragrph |
Paragraph
# to which the document is responsive |
Note Text
|
X
|
X
|
X
|
X
|
X
|
Hash |
Hash Value
(used for deduplication or other processing |
Note Text
|
|
X
|
X
|
X
|
X
|
Srchtrms |
List of Terms
used to identify record as responsive (if search terms used) |
Multi-Entry
|
|
X
|
X
|
X
|
X
|
*Indicated field
may be empty if only native files produced)
Parent
IDs, Attachment IDs, and Family Range Details
Customer
Notes:
|
|
|
|
Y
|
Confirm
Family Range definition for attached files |
|
|
Y
|
Confirm
Field names and types |
|
|
Y
|
Each
member of the Family is its own record |
|
|
|
|
|
|
|
|
Family
Range Definition: |
|
|
|
All
records will have a family range when the file or email has
a parent or children |
|
|
|
Family
Range will start with the first page of the top most parent
and go until the last child's last page |
|
|
|
Each
member of the Family is its own record |
|
|
|
|
|
|
|
|
Example: |
|
|
|
|
Description: |
Top
most Email
|
Attachment
to Doc 1
|
Attachment
to Doc 1
|
|
|
Doc
No. 1
|
Doc
No. 2
|
Doc
No. 3
|
|
Begin
Bates |
ABC-001
|
ABD-011
|
ABC-016
|
|
End
Bates |
ABC-010
|
ABC-015
|
ABC-020
|
|
ParentID |
{empty}
|
ABC-001
|
ABC-001
|
|
Attchids |
ABC-011;ABC-015
|
{empty}
|
{empty}
|
|
Family
Range |
ABC-001
– ABC-020
|
ABC-001
– ABC-020
|
ABC-001
– ABC-020
|
|
|