Search

The Search phase consists of data collection, verifying the data, and workspace linking.

Search details for the coordinator

As a search coordinator, you create and assign search tasks to appropriate offices or users. You communicate with search custodians, track progress, and mark the search task complete once you receive confirmation.

Search sub-step

There is one sub-step for Search: Task.

Task

Click the Task button to open the search task modal.

Create Search Task

Begin by assigning the task to an office, group, or user.

Step 1 of 3:

Assignment type

1. Assign search tasks to other offices, groups, and users (the search custodians).
   • Office—use this option to assign the processing to an office or organization.
     • Office—select an office or organization from the drop-down menu.
   • Group—use this option to assign the processing to a predefined group.
     • Group—select a group from the drop-down menu.
   • User—use this option to assign the processing to a single user.
     • User—select a user from the drop-down menu.
   • Non Relativity User—select this option if the searcher is not listed as a Relativity user. Click Add User after entering their details.
     • Name—enter their full name.
     • Email—Enter their email address for future communications.
2. Click Add [Office/Group/User] to commit your changes. The entity is added to the Assigned To list. You can remove a selection from the list by clicking the exit icon.

Documentation locations, deadline, and search settings

In the next few steps, you will provide basic information for the assigned custodians including the URL for uploading search results and search criteria.

1. 1. Response Records URL—enter the location where the custodian uploads search results. Be sure the URL is complete and valid.
   2. Search Documentation URL—enter the location where the custodian uploads search documentation, such as keywords, strings, and methods.
   3. Deadline—select a deadline for the custodian to complete their search.
   4. Boolean Search Strings—enter any Boolean strings the custodian should incorporate during their search. Boolean search strings use operators such as AND, OR, NOT, quotation marks, and parentheses to refine results. For example, you might enter "contract AND vendor".
   5. Keyword Search Terms—enter any keywords the custodian should incorporate during their search. Keyword searches are typically simpler and consist of one or more words or phrases without Boolean operators. For example, you might enter "procurement, vendor contract".
2. Click Next.

Step 2 of 3:

In this step, you will use an email template to draft an email to the search custodian(s). Relativity provides a default template that includes merged fields, or fields that are populated with details from the original request. Merged fields are contained in brackets with the field name. For example [ASSIGNED_TO]. You can also change the email template to another Relativity-provided template, or a custom template if your Relativity administrator created one. See Letter Template Management for more information on custom templates. You can also edit the email content to further customize it to fit your needs.

The following steps are optional:

1. Email Template—select another Relativity-provided template or custom template from the drop-down menu.
2. Edit the content to further customize the message.
3. Click Preview.

Step 3 of 3:

In this step, you can review the email before sending it.

1. Click Confirm and Send to send the email. Note that you cannot recall the email once you send it.
2. Click Back to return to the template for further editing.

You are returned to the Search landing page where the Task Search button is now blue, indicating the step is partially complete. The blue changes to green after you confirm that the task(s) you created are completed.

Review Action Office

Assign a review manager, or the entity responsible for reviewing the search results.

Click the Review Action Office step to get started. The Review Action Office modal opens.

Steps:

1. Select the office and user to manage the review tasks.
   • Office—select an office or organization from the drop-down menu.
   • User (Optional)—select a user from the drop-down menu. Users are filtered based on the office you select.
2. Click Assign to save the settings.

You are returned to the Search landing page. Notice now there is a task listed that indicates the current status of the search effort. Depending on how many custodians you assigned, you may see more than one task listed. The Status shows In Progress and will not change until the task is marked complete.

To mark a task as complete:

1. Check the box(es) next to the task(s) you are updating. Alternatively, you can select All from the drop-down menu next to the mass actions. Selecting All updates all of the search tasks at once.
2. Select Mark as Complete from the Mass Action drop-down menu. When you select Mark as Complete, the Mark search task as Complete modal opens.
   
3. Complete the following fields:
   • Records Found—select Yes if relevant records were found. Otherwise, select No.
   • Documentation Received—select Yes if relevant documents have been uploaded and are ready for review. Otherwise, select No.
4. Select Submit.
   The Search landing page is updated with the new status.
   

Document review leverages the aiR for Review product to identify records relevant to FOIA disclosure. aiR for Review applies FOIA-specific logic to accelerate response times, reduce backlog, and enhance compliance by scoring documents as either relevant or not relevant for initial disclosure consideration. For more information about this product and its features, see aiR for Review.

At this point, Search is complete and the workflow moves to the Review step.