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Case Management - File Naming Convention


Michael Farris
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  • ​Case Library and Document Manager (best practices):
    • DocID's should be minimum 4 chars and maximum 40 chars.
    • Aim to keep DocID's small.
    • 16 chars max seem to be good for safe, consistent operation.
    • PDF's always have to be a minimum of 4 chars and should have leading zeroes for lower numbered DocID's. (0001, 0002, 0009, etc.)

    [*]​​​Trial Exhibit Number, Exhibit Number, Bates Number, Stamps, Common Field (best practices):

    • ​ID's can be a value of 1 but it's best to keep the value between 4 and 16 characters.​
    • The above parameters also apply to Trial Exhibit Numbers, Exhibit Numbers, Bates Numbers / Stamps and Common Name field.
    • Each value has to be unique and while the user can techically have these down to 1 character, the user wants to allow room to grow their case.
    • Single characters can cause problems.

    [*]​​Barcode Scanning (best practices):

    • ​DocID's being used for Barcode Scanning​should average about 4 to 16 chars. The user needs to find what is best for their system.
    • Anything out of this range may cause the barcode to either be cutoff or not register on the scanner.
    • Do not use any special chars as this may have an impact on scanning and scan times.​​​

    [*]​​Media / Transcript filepaths and filenames (official testing):​

     

    (Paths below are fictional)

     

     

    Document Manager Media:

    • The "FilePath" and "FileName" fields of the UniObj table in the case database are limited to 255 characters.
    • Media files using long file paths and names can be played back in Document Manager, Presentation Preview and Presentation Mode.
    • Media files from long paths can also be used for media clips in Document Manager.
    • The media file paths and names support special characters such as apostrophe, hashtag, ampersand, parentheses etc.) [Extended ASCII characters are not supported]
    • EXAMPLE: Media files from a path similar to the one below work perfectly fine for playback (G:\Cases\Spec-Crime Division\United States vs. LargeCorp et. al\Surveillance & Interview Tapes\December 2014\Brian O'Toole, CEO\Interview Tape #2 (12.18.2007).MPG)

     

     

    Transcript Manager Media:

    • FYI: The CMS database files store the media file path information differently. While Document Manager stores this data as text – CMS files store it as long binary data.
    • NOTE: The CMS file used for import into Transcript Manager must be at a path less than 128 characters. Otherwise, the Transcript Manager import may detect the CMS file as corrupt when it really isn't.
    • Media files for synchronized depositions can be located at long paths. The full file path and name limit would be 255 characters.
    • The media file paths and names support special characters such as apostrophe, hashtag, ampersand, parentheses etc.) [Extended ASCII characters are not supported]
    • Long media file names and paths are suitable for synchronized transcript playback, clip creation, clip editing, clip export, clip presentation etc. etc.
    • EXAMPLE: Media files from a path similar to the one below work perfectly fine in Transcript Manager: (G:\Cases\Spec-Crime Division\United States vs. LargeCorp et. al\Surveillance & Interview Tapes\December 2014\Brian O'Toole, CEO \ Brian O'Toole (12.22.2014) Tape #1.mp4)

     

     

    TimeCoder Media:

    • The "FilePath" field of the Multimedia table in the deposition database is limited to 255 characters.
    • Media files using long file paths and names can be played back and used for sync in Timecoder.
    • The media file paths and names support special characters such as apostrophe, hashtag, ampersand, parentheses etc.) [Extended ASCII characters are not supported]
    • EXAMPLE: Media files from a path similar to the one below work perfectly fine for playback and sync: (G:\Cases\Spec-Crime Division\United States vs. LargeCorp et. al\Surveillance & Interview Tapes\December 2014\Brian O'Toole, CEO \ Brian O'Toole (12.22.2014) Tape #1.mp4)​

    [*]​NOTE: Windows operating systems limit the entire file path to 260 characters.

    (Windows 10 Build 1607 can allow longer paths, but it must be manually enabled in the registry.)​

Edited by Michael Farris
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  • ​Case Library and Document Manager (best practices):
    • DocID's should be minimum 4 chars and maximum 40 chars.
    • Aim to keep DocID's small.
    • 16 chars max seem to be good for safe, consistent operation.
    • PDF's always have to be a minimum of 4 chars and should have leading zeroes for lower numbered DocID's. (0001, 0002, 0009, etc.)

    [*]​​​Trial Exhibit Number, Exhibit Number, Bates Number, Stamps, Common Field (best practices):

    • ​ID's can be a value of 1 but it's best to keep the value between 4 and 16 characters.​
    • The above parameters also apply to Trial Exhibit Numbers, Exhibit Numbers, Bates Numbers / Stamps and Common Name field.
    • Each value has to be unique and while the user can techically have these down to 1 character, the user wants to allow room to grow their case.
    • Single characters can cause problems.

    [*]​​Barcode Scanning (best practices):

    • ​DocID's being used for Barcode Scanning​should average about 4 to 16 chars. The user needs to find what is best for their system.
    • Anything out of this range may cause the barcode to either be cutoff or not register on the scanner.
    • Do not use any special chars as this may have an impact on scanning and scan times.​​​

    [*]​​Media / Transcript filepaths and filenames (official testing):​

     

    (Paths below are fictional)

     

     

    Document Manager Media:

    • The "FilePath" and "FileName" fields of the UniObj table in the case database are limited to 255 characters.
    • Media files using long file paths and names can be played back in Document Manager, Presentation Preview and Presentation Mode.
    • Media files from long paths can also be used for media clips in Document Manager.
    • The media file paths and names support special characters such as apostrophe, hashtag, ampersand, parentheses etc.) [Extended ASCII characters are not supported]
    • EXAMPLE: Media files from a path similar to the one below work perfectly fine for playback (G:\Cases\Spec-Crime Division\United States vs. LargeCorp et. al\Surveillance & Interview Tapes\December 2014\Brian O'Toole, CEO\Interview Tape #2 (12.18.2007).MPG)

     

     

    Transcript Manager Media:

    • FYI: The CMS database files store the media file path information differently. While Document Manager stores this data as text – CMS files store it as long binary data.
    • NOTE: The CMS file used for import into Transcript Manager must be at a path less than 128 characters. Otherwise, the Transcript Manager import may detect the CMS file as corrupt when it really isn't.
    • Media files for synchronized depositions can be located at long paths. The full file path and name limit would be 255 characters.
    • The media file paths and names support special characters such as apostrophe, hashtag, ampersand, parentheses etc.) [Extended ASCII characters are not supported]
    • Long media file names and paths are suitable for synchronized transcript playback, clip creation, clip editing, clip export, clip presentation etc. etc.
    • EXAMPLE: Media files from a path similar to the one below work perfectly fine in Transcript Manager: (G:\Cases\Spec-Crime Division\United States vs. LargeCorp et. al\Surveillance & Interview Tapes\December 2014\Brian O'Toole, CEO \ Brian O'Toole (12.22.2014) Tape #1.mp4)

     

     

    TimeCoder Media:

    • The "FilePath" field of the Multimedia table in the deposition database is limited to 255 characters.
    • Media files using long file paths and names can be played back and used for sync in Timecoder.
    • The media file paths and names support special characters such as apostrophe, hashtag, ampersand, parentheses etc.) [Extended ASCII characters are not supported]
    • EXAMPLE: Media files from a path similar to the one below work perfectly fine for playback and sync: (G:\Cases\Spec-Crime Division\United States vs. LargeCorp et. al\Surveillance & Interview Tapes\December 2014\Brian O'Toole, CEO \ Brian O'Toole (12.22.2014) Tape #1.mp4)​

    [*]​NOTE: Windows operating systems limit the entire file path to 260 characters.

    (Windows 10 Build 1607 can allow longer paths, but it must be manually enabled in the registry.)​

Edited by Michael Farris
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Share on other sites

  • ​Case Library and Document Manager (best practices):
    • DocID's should be minimum 4 chars and maximum 40 chars.
    • Aim to keep DocID's small.
    • 16 chars max seem to be good for safe, consistent operation.
    • PDF's always have to be a minimum of 4 chars and should have leading zeroes for lower numbered DocID's. (0001, 0002, 0009, etc.)

    [*]​​​Trial Exhibit Number, Exhibit Number, Bates Number, Stamps, Common Field (best practices):

    • ​ID's can be a value of 1 but it's best to keep the value between 4 and 16 characters.​
    • The above parameters also apply to Trial Exhibit Numbers, Exhibit Numbers, Bates Numbers / Stamps and Common Name field.
    • Each value has to be unique and while the user can techically have these down to 1 character, the user wants to allow room to grow their case.
    • Single characters can cause problems.

    [*]​​Barcode Scanning (best practices):

    • ​DocID's being used for Barcode Scanning​should average about 4 to 16 chars. The user needs to find what is best for their system.
    • Anything out of this range may cause the barcode to either be cutoff or not register on the scanner.
    • Do not use any special chars as this may have an impact on scanning and scan times.​​​

    [*]​​Media / Transcript filepaths and filenames (official testing):​

     

    (Paths below are fictional)

     

     

    Document Manager Media:

    • The "FilePath" and "FileName" fields of the UniObj table in the case database are limited to 255 characters.
    • Media files using long file paths and names can be played back in Document Manager, Presentation Preview and Presentation Mode.
    • Media files from long paths can also be used for media clips in Document Manager.
    • The media file paths and names support special characters such as apostrophe, hashtag, ampersand, parentheses etc.) [Extended ASCII characters are not supported]
    • EXAMPLE: Media files from a path similar to the one below work perfectly fine for playback (G:\Cases\Spec-Crime Division\United States vs. LargeCorp et. al\Surveillance & Interview Tapes\December 2014\Brian O'Toole, CEO\Interview Tape #2 (12.18.2007).MPG)

     

     

    Transcript Manager Media:

    • FYI: The CMS database files store the media file path information differently. While Document Manager stores this data as text – CMS files store it as long binary data.
    • NOTE: The CMS file used for import into Transcript Manager must be at a path less than 128 characters. Otherwise, the Transcript Manager import may detect the CMS file as corrupt when it really isn't.
    • Media files for synchronized depositions can be located at long paths. The full file path and name limit would be 255 characters.
    • The media file paths and names support special characters such as apostrophe, hashtag, ampersand, parentheses etc.) [Extended ASCII characters are not supported]
    • Long media file names and paths are suitable for synchronized transcript playback, clip creation, clip editing, clip export, clip presentation etc. etc.
    • EXAMPLE: Media files from a path similar to the one below work perfectly fine in Transcript Manager: (G:\Cases\Spec-Crime Division\United States vs. LargeCorp et. al\Surveillance & Interview Tapes\December 2014\Brian O'Toole, CEO \ Brian O'Toole (12.22.2014) Tape #1.mp4)

     

     

    TimeCoder Media:

    • The "FilePath" field of the Multimedia table in the deposition database is limited to 255 characters.
    • Media files using long file paths and names can be played back and used for sync in Timecoder.
    • The media file paths and names support special characters such as apostrophe, hashtag, ampersand, parentheses etc.) [Extended ASCII characters are not supported]
    • EXAMPLE: Media files from a path similar to the one below work perfectly fine for playback and sync: (G:\Cases\Spec-Crime Division\United States vs. LargeCorp et. al\Surveillance & Interview Tapes\December 2014\Brian O'Toole, CEO \ Brian O'Toole (12.22.2014) Tape #1.mp4)​

    [*]​NOTE: Windows operating systems limit the entire file path to 260 characters.

    (Windows 10 Build 1607 can allow longer paths, but it must be manually enabled in the registry.)​

Edited by Michael Farris
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