Quick Guide to Coding Records in Relativity

Document Review can sometimes be monotonous. Staring at a couple of monitors for hours on end trying some decisions on documents, yeah… not my cup of tea. So, if you’re going to do it you might as well do it right. There are several ways to code records within Relativity all of which are based on having the appropriate permissions and access. Before beginning the review phase, I recommend you reach out to your document review Project Manager to explain your requirements and what you’re looking to accomplish. By leveraging experts, you’ll be able to help develop a workflow to best accommodate your review needs.

How to Code Records in Relativity

Individual Record Coding

To code records on an individual basis you’ll need to select a record either from your batch using the My Checked Out Documents View, a Saved Search or the All Documents View.

Select the first record you would like to begin coding on.

Once in the Core Reviewer Interface, be sure to choose the correct Layout and then select the Edit button.

From there carefully review your document and make the corresponding coding decisions.

Any field with a circular choice option is considered a Single Choice field, for example Primary Determination. Primary Determination is your main decision field and can be called a variety of things including Responsiveness. Essentially it’s what we use to say is this something we want to produce/turn over or not. Think of it as the Panadora thumbs up thumbs down button and we’ll help create your playlist based on these decisions.

Once you’ve finalized your coding decisions make sure to select either Save or Save and Next.

The system will allow you to move to the next document without saving your decisions. However, it will warn you prior to allowing you to proceed.

Relational Record Coding

With the appropriate permissions you can code relational values in mass. One of the common relational values this is utilized on is the Family values.

Traditionally in eDiscovery this refers to an email and its attachments with the transmittal email being considered the parent and the attachments considered children. This relational view is based off records where they have the same Attach Begin value. To code family members with the same values, first select the Family relational icon at the bottom of the Coding Layout.

Select all the family members you want to apply coding for and be sure to choose the Mass Edit option.

Within the Mass Edit window, select the fields you want to populate by clicking on the box to the left of the field name. Then next choose the coding decisions you would like to make to the right. Be sure to confirm the document count in the upper left-hand corner as well.

Mass Coding

Similar to coding family members, you can code records from the Documents Folder browser or Saved Searches browser by either checking specific records or selecting all records and using the Mass Edit functionality.

Again, make sure to confirm counts, select the field you wish to update on the left and the coding choice you would like to update on the right and select Save.

Additional Relativity Tips and Tricks

So awesome, you’re now an expert on coding records and are ready to take your Relativity Certified User Certification (RCU). Okay, so maybe not ready to take on a Relativity exam, but just remember to hit Save or Save and Next you’ll be fine.

And with that, here are some additional tips for the road:

  1. Check out Keyboard Shortcuts, this can really help speed up the process.
  2. If you have some reviewers starting up, call a team of eDiscovery experts and they can run them through a demo training. You should choose a Relativity-Best-in-Service Partner to get the best possible results.
  3. Event Handlers can help ensure that all necessary decisions are being made.
  4. If you plan on having a few matters with your eDiscovery service provider, and would like the same layout across all of them, let the experts know and they will set it up ahead of time for you.

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