Managing Duplicates in Your Bundle

Savannah Seymour explores how TrialView can support you with managing duplicates as quickly and seamlessly as possible.

Managing duplicates in court bundles can be a time-consuming challenge to overcome in the run up to a hearing.

Duplicates can exist in a dataset for many reasons, such as collecting the same document from multiple sources, collecting multiple versions of the same document (near-duplicates) or non-inclusive emails.

In addition, navigating court guidelines can be challenging, with the Commercial Court Guide clearly stating that “no more than one copy of any one document should be included, unless there is good reason for doing otherwise”. This means that legal teams have a responsibility to ensure that unnecessary duplicative documents are removed from the court bundles.

Duplicates and near-duplicates: what’s the difference?

Deduplication is a process by which exact duplicates are eliminated from the dataset, and this can usually be carried out by your chosen software provider, such as your eDiscovery platform, ebundling, or trial presentation software.

Most deduplication tools use the assigned hash value to compare against other documents. Each document will have its own assigned hash value, which is a unique identifier used to distinguish documents from one another. If two documents share the same hash value, they would be considered exact duplicates of one another, and thus all but one would be eliminated.

On the other hand, near-duplicates are often handled differently within the context of an investigation or trial. It may be relevant to the matter that, for example, multiple versions of a contract existed, or the fact that someone relevant to the proceedings forwarded a confidential email onwards. These near-duplicates may need to be included in the bundle along with their counterparts for points of comparison.

In the case of near-duplicates, using hash value deduplication may not be the best tool. Instead, your provider may be able to help you with near-duplicate analysis which can show similarities between documents from 95%+ similarity. This means that documents with slight changes to metadata or text would be highlighted for human review to decide on whether to include them in the trial bundle.

Manage duplicates quickly and easily with TrialView

TrialView can support you with managing duplicates as quickly and seamlessly as possible, so you can save costs, simplify your workload, and work quickly and efficiently to prepare and present every aspect of your case.

Our workspace assigns a unique ID to each individual document to ensure it’s easy to identify where a document exists across different locations. This means that if a document exists in two separate bundles, both link to the same underlying document, which is imperative for bundle and version management.

Smart bundling tools to make your life easier

TrialView is an intelligent, award-winning solution for ebundling, case preparation, and evidence presentation for legal professionals. Powered by Open AI technology, it is a trusted solution for law firms, courts, and tribunals all over the world, empowering you to create complex bundles easily, in full compliance with all the relevant rules.

Whether you are working from Excel, PDF, Word, or email, our dynamic solution enables fast and efficient bundle creation. Plus, advanced AI tools such as data recognition, smart pagination, de-duplication, and auto-indexing ensure your bundles can be organised very quickly.

So, if you are struggling to manage duplicates in your court bundles, look no further. For more information about how TrialView can help you organise, prepare, and present your case so you eliminate duplicates and easily identify near-duplicates, contact us today. You may want to find out more or book a demo to see how TrialView can make your life easier.