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Simplifying the TIFF Process
TIFFs have been the widely accepted format for electronic discovery (ED) production for more than 20 years due to their ease of use and relative simplicity in disseminating information quickly and effectively. Many programs use the .tif tags to accept or ignore fields, depending on the application. And, it is possible to lock out entire fields of metadata based on the settings for the TIFF image. So why is the TIFF production process so prone to mistakes? And, how can it be simplified?
Common TIFF Issues
Some of the biggest issues or problems that can be found in standard TIFF projects include the following:
1. Auto-fitting spreadsheets. Most TIFF-issuing scan and code providers will auto-fit spreadsheets and they become unreadable by the review team. The ED provider must expose all columns to expose the necessary hidden data in order to allow for a thorough review.
2. Hidden worksheets. A legally defensible TIFF job will identify hidden worksheets not necessarily available in a standard conversion.
3. Comments. Comments associated with spreadsheets, word documents and other file types tend to get lost in TIFF conversions if not identified properly at the outset.
4. Track changes. Tracking changes is not automatic in all TIFF conversion processes. The changes in these documents may prove key in showing prior intent.
5. Unique file requirements. The TIFF conversion process must be able to identify multiple file types, whose extensions might be deceiving, as well as properly convert them.
6. Item stamping. The TIFF vendor should offer the ability to brand the TIFF images with unique endorsements to make it easy for the review team to identify responsive evidence.
7. File response. In the conversion process, it's important to understand what kind of system is in place to identify the files that cannot be handled. For example, the TIFF vender must be able to process complex files, such as an e-mail that contains a zip file that contains an e-mail that contains a Lotus Notes database. The failure to complete this process and to complete it in a legally defensible manner may destroy evidence.
8. Project management. Invariably, the requirements of an electronic discovery production do not get less complex over time. If and when a production becomes more complicated than originally thought, it's important to know in advance what the TIFF vendor's response will be, escalation processes and what kind of project management team is on site to help.
9. Success rate. Understanding the over-all success rate on similarly complex projects will help in understanding the full capacity of the TIFF vendor.
10. De-duplication. One key component of e-discovery is de-duplication. Requirements can change on a moment's notice based on the decision of a judge or government official as to the scope of the production. It's necessary to understand what options are available, not only prior to but also during the conversion process.
Simplifying the Process
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