Documents and Libraries in DMS Systems.

Documents and Libraries in DMS Systems.  



Scenario:  I have been asked to do a Document Comparison whereby the earlier version of the document is using a document number for the name of the file 54327.3 (version 3) and the current version is sitting in 52785.4 (version 4).  The two separate documents are sitting on two separate servers, 1 being in the Los Angeles office (the earlier version) and one sitting in the New York Office (the latest version).

The request is easy enough, but for those who are new to the industry, most medium and large firms make use of Document Management Systems (“DMS”), in order to properly store their voluminous documents.  Documents are easily retrieved by using a sequential numbering system and we simply put the document number associated with a particular document into the DMS software to retrieve our document.  

On already existing documents, the document number will be placed in the footer of the document on the left side usually in 8 point sized font.  You might also see the client/matter number and the date and time. Upon creation of the document and filling out the Document Summary is when this important info is placed in the footer.  The client/matter simply pertains to the billing number associated with that client.

So back to our scenario.  The earlier document is sitting on the LA Server and the latter document is sitting on the New York Server also know as Libraries.  So the LA server might be Library D and the New York Server might be Library A.

  1. When doing the document comparison, I would first go to Library D, and load the earlier document into the Document Compare Software followed by going to Library A and loading the later of the two documents into the Document Compare Software.
  2. Once I run my comparison, I can save the results as a PDF and get the results to the attorney along with a clean version of the document which is the later (most recent) of the two that were compared.
  3. Keep in mind that most comparisons will take place within the same Library and the same document number. For example: Please compare document 43251.2 vs 43251.3 in the New York Server. They usually will compare the latest version to the version “just prior” to the present version to see what additions and deletions have taken place.
  4. If the attorney has requested that you do a 43251.1 vs 43251.4 comparison then that is referred to as a cumulative document comparison. Meaning, the first version compared against the latest version.

Whether you use MS Words Document Compare (which works great) or a third party product such as the Delta View or Change Pro like product, they all basically work the same.  We use double underscore for additions and strike through for text that has been deleted between the two versions of the comparison.

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