Case Handoff Checklist

This is an overview of the steps we follow to ensure that a case is fully prepared, searchable, and organized before it is delivered to counsel for substantive review. Completing each step helps avoid delays, confusion, and rework during legal analysis.

While our technical team follows a much more detailed process, this summary helps our clients understand the high level preparation done before they log in and start reviewing documents. 

Pre-Review Technical Checklist

• Load all documents

  Confirm all provided data sources have been uploaded and processed successfully.

• Verify Document Type Icons

  Ensure document type icons display correctly (email, PDF, Word, Excel, image files, etc.) to help reviewers quickly identify formats.

• Confirm Icon, Logo, and Junk Coding
  Apply coding for system files, logos, junk, thumbs, and other non-responsive technical material as per project protocol.

• Run OCR & Extract Text (if AI will be used)

  Ensure all files have searchable text content, and verify OCR has completed successfully.

• Confirm Sources & Attachments

  Validate document families are intact (emails + attachments). Confirm no orphaned attachments unless intentional.

• Run Email Thread Analysis
  Run email threading so reviewers can identify email threads and reduce redundant review.

Pre-Review Project Management Checklist

• Confirm Technical Checklist is Complete
  Validate all steps were followed according to requirements, and processing steps like text extraction and OCR were successfully completed.

• Run Deduplication

  Apply deduplication (family or individual as required by protocol) and confirm duplicates are properly identified in the Relevance field.

• Create Search Term Families

  Build and test search term families (grouped by concept or issue). Validate that terms run properly and return expected results.

• Configure Review Fields
  Set up relevance, privilege, issue, and other review fields as needed.

Once confirmed, notify the legal team that the case is ready for review and provide any relevant notes regarding scope, exclusions, or special processing decisions.