Confirm Privilege Status

Note: Confirm Privilege Status annotation steps should be performed by an aiR for Privilege Admin and a Subject Matter Expert (SME) close to the litigation. Getting feedback from a SME allows you to have greater confidence in the decisions made and ensure no outside context is missed.

Confirm Privilege Status annotation occurs on the Final Privilege Status field on the Domains and Entity objects. This annotation is intended to identify whether a Law Firm Domain or Legal Entity is either Privilege Conferring, Privilege Neutral, or Privilege Breaking. These decisions are crucial and directly influence document privilege predictions when Populate Privilege Results is run. By following the Annotating in RelativityOne or Annotating in Excel steps, you will annotate all necessary objects.

Note: If a specific Entity plays a dual role, both legal and business, we suggest that you give them a Final Privilege Status of Privilege Conferring. This will drive higher Recall, and our analysis will still be able to determine documents where the individual is sharing business advice rather than legal advice.

The Final Privilege Status field can be Annotating in RelativityOne on the Domains and Entities objects or by exporting Domains and Entities lists toAnnotating in Excel and import back into RelativityOne with an overlay. This import should be completed using the Import/Export application. This can be helpful for end-clients who need to have input, but don’t operate in RelativityOne.

Note: Confirm Privilege Status annotations should be performed by someone with the role of Case SME. For more information see Roles and security permissions.

Note: Use the Suggested annotation workflow to complete annotations quickly and accurately. Not using the Suggested annotation workflow could result in errors.

Requirements

You can only edit the Final Privilege Status field on the Domains or Entity object when the Confirm Privilege Status pipeline step has a status of Ready to Apply Annotations.

Note: You can also edit the Final Privilege Status for Domains when the Classify Domains pipeline step has a status of Ready to Apply Annotations and you can edit you can edit the Final Privilege Status for Entities when the Validate Attorneys pipeline step has a status of Ready to Apply Annotations. Although you can edit the Final Privilege Status field during these pipeline steps, we suggest for you to wait until the Confirm Privilege Status pipeline step for a more streamlined workflow.

Annotating in RelativityOne

If your Matter SMEs have access to RelativityOne, they can complete the Confirm Privilege Status annotations directly on the Entity and Domain object.

To annotate Domains for Confirm Privilege Status:

  1. Navigate to the Annotation (Priv)>Domains (Priv) tab.
  2. Update the View to the Confirm Privilege Status – Law Firms view.
  3. Select the Edit button on the first domain in the list.
  4. On the Final Privilege Status field, select either Privilege Conferring, Privilege Neutral, or Privilege Breaking.
    Use the Annotator Decision, Prediction, and Domain information to help inform the Final Privilege Status.
  5. Select Save and Next to annotate the next domain.
  6. Annotate all domains in the Confirm Privilege Status – Law Firms view.
  7. Adjust the View to the Confirm Privilege Status – Third Party view.
  8. Review the top 100 domains based on Total Sent + Total Received and edit the Final Privilege Status field if you notice any Domains that should be Privilege Conferring or Privilege Breaking.

To annotate Entities for Confirm Privilege Status:

  1. Navigate to the Annotation (Priv)>Entities (Priv) tab.
  2. Update the View to Confirm Privilege Status – Attorneys view.
  3. Select the Edit button on the first entity in the list.
  4. On the Final Privilege Status field, select either Privilege Conferring, Privilege Neutral, or Privilege Breaking.
    Use the Annotator Decision, Prediction, and Domain information to help inform the Final Privilege Status.
  5. Select Save and Next to annotate the next entity.
  6. Annotate all entities in the Confirm Privilege Status – Attorneys view.

Once the Final Privilege Status has been set on all appropriate objects, see Confirm Privilege Status to complete the pipeline step.

Annotating in Excel

If your Matter SMEs do not have access to RelativityOne, they can complete the Confirm Privilege Status in Excel using the Import/Export application.

To prepare all Excel files for Matter SME annotations:

  1. Navigate to the Annotation (Priv)>Domains (Priv) tab.
  2. Update the View to Confirm Privilege Status – Law Firms view.
  3. Select the Export to File mass action.
  4. Select the appropriate Export settings, including Excel Spreadsheet format, and perform the export function.
  5. Update the View to Confirm Privilege Status – Third Party view.
  6. Mass select just the first 100 domains in this view.
    Adjust the Items on page to 100 if necessary.
  7. Select the Export to File mass action for just these first 100 items
  8. Select the appropriate Export settings and perform the export function.
  9. Navigate to the Annotation (Priv)>Entities (Priv) tab.
  10. Update the View to Confirm Privilege Status – Attorneys view.
  11. Select the Export to File mass action.
  12. Select the appropriate Export settings and perform the export function.

Note: You may decide that you want to rename columns, remove columns, or add excel validation for the Confirm Privilege Status field so that an annotator can only select from a Privilege Conferring, Privilege Neutral, or Privilege Breaking status depending on your Matter SME who will be annotating.

To import Matter SME annotations back into RelativityOne:

  1. Validate that all items across your three excel files have a correct Final Privilege Status decision populated.
    Only a Privilege Conferring, Privilege Neutral, or Privilege Breaking status is valid.
  2. Save each excel file as an independent .CSV file.
  3. Navigate to the Import/Export application.
  4. Create a New Import/Export Job.
  5. Select Import.
  6. Select Structured (Processed) Data.
  7. Select RDO.
  8. Select Relativity Object Type of Domain (Priv).
  9. Drop your domain .CSV file.
  10. Use Auto Map Field.
    Map fields manually if you renamed in columns in excel.
  11. Select Overlay Only.
  12. Precheck Load File for errors.
  13. Perform Import.
  14. Follow steps 4-14 for the other two CSV import files.
    Select the Entity (Priv) object when importing entities.

Once the Final Privilege Status has been set on all appropriate objects, see Confirm Privilege Status to complete the pipeline step.

Annotate Final Privilege Status fields

The following fields are available for annotating during the Confirm Privilege Status pipeline step:

Object Type Field Required Description Notes
Domain (Priv) Final Privilege Status

Required for select Domains

This field determines whether a domain is considered Privilege Conferring, Privilege Neutral, or Privilege Breaking when used as contextual information to help make a privilege prediction on a document. Only those domains predicted as Law Firm, and the top 100 communicating domains predicted as 3rd Party must be annotated on the Final Privilege Status field.
Entity (Priv) Final Privilege Status

Required for select entities

This field determines whether an entity is considered Privilege Conferring, Privilege Neutral, or Privilege Breaking when used as contextual information to help make a privilege prediction on a document. Only those entities predicted as Legal Role must be annotated on the Final Privilege Status field.

Suggested annotation workflow

It is important that you annotate the Final Privilege Status field for:

  • All domains in the Confirm Privilege Status- Law Firm view
  • Top 100 domains in the Confirm Privilege Status - Third Party view
  • All Entities in the Confirm Privilege Status – Attorneys view

Failure to annotate will invoke the following decision logic:

If an Entity does not receive a Final Privilege Status value, it’s Final Privilege Status will be determined using the following decision logic:

  1. If any of its Aliases contain a Domain that has a Final Privilege Status of Privilege Conferring, then it will also be considered Privilege Conferring.
  2. If any of its Aliases contain a Domain that has a Final Privilege Status of Privilege Breaking, then it will also be considered Privilege Breaking.
  3. If it’s Annotator Decision is Legal Role, then it will be considered Privilege Conferring.
  4. If it’s Annotator Decision is Not Legal Role, then it will be considered Privilege Neutral.
  5. If it’s Prediction is Legal Role, then it will be considered Privilege Conferring.
  6. If it’s Prediction is Not Legal Role, then it will be considered Privilege Neutral.
  7. If it has no Prediction, then it will be considered Privilege Neutral.

If a Domain does not receive a Final Privilege Status value, it’s Final Privilege Status will be determined using the following decision logic:

  1. If it’s Annotator Decision is Law Firm, then it will be considered Privilege Conferring.
  2. If it’s Annotator Decision is not Law Firm, then it will be considered Privilege Neutral.
  3. If it’s Prediction is Law Firm, then it will be considered Privilege Conferring.
  4. If it’s Prediction is not Law Firm, then it will be considered Privilege Neutral.