Sample

Once the documents are tagged and redacted, they must be reviewed again to ensure that the purpose is clear and no personal data belonging to third parties have been overlooked.

To easily find all the relevant documents and review them, Enron uses the tag search function of ZyLAB ONE. This function allows the reviewer to find all documents with certain tags. In this case, all documents that are relevant have been tagged with 01 DSAR Candidate.

Once each document is reviewed, the 06 DSAR Production Ready tag is applied. This will ensure that all documents are reviewed and ready for production.

Once the documents are reviewed, sampling can be used to evaluate the results of the review process. This phase of the process ensures that all documents have been reviewed thoroughly.

Sampling uses a set of random documents to evaluate the review process. Sampling can be used to evaluate the tagging and redaction of documents. This step is important to ensure no third party personal data have been overlooked.

The Sampling function allows users to sample documents within the selected parameters and manually examine a certain percentage of those documents in order to ensure GDPR compliancy. First, the user selects the criteria to determine which documents must be selected for sampling. This starts in Document List View. For instance, this can be done by selecting tags that signify that a document has been reviewed, like the Redaction Ready or DSAR Production Ready tags, or documents that contain personal information that should be redacted that are tagged with the Redaction 3rd Party PII tag. The tags can be applied in the Document List View.

During Preview, documents that ZyLAB ONE has randomly selected from the configured dataset are manually examined. Here, users carefully examine whether the document has been assigned with the appropriate tags, and whether the document is GDPR compliant. The redactions performed on the documents will appear on this screen as well. Finally, after examining the document, users have to make the choice whether the document is correct or incorrect. Use Sampling to evaluate the results of the review process. For example, evaluate the tagging results of individual users.

A sample will be created from all documents currently available in the Document List (after filtering/searching). 

Select Settings  > Sampling > Create for Documents/Selection.

1 - Sampling

• Define the Sample Name.
• Define the Sample Description (the purpose of the sample).
• Define the Sample Size (in percentages) and the Sample Split (documents or families).
  Note: With the Flat List option in Document List selected, only documents will be sampled.
  
• Duplicates are excluded by default. To include duplicates, deselect the 'Exclude duplicates' checkbox.
• Click Next.

2 - Preview

• Evaluate each document in the sample set with either Incorrect or Correct.
  Note: Most features will be disabled, however you will be able to download files that cannot be displayed in Document View. This allows you to determine whether the file was correctly reviewed or not.
  
• Though related documents are shown and can be viewed via the Conversation/Document Family panes (to allow for a better evaluation), they are not part of the sample set.
  Return to the sample set via 'Go back to the original sample document'.
  
  
  
• After each evaluation, the next document is shown automatically.
• Also, after each evaluation, the Sampling Statistics are updated.
  
  
• When all documents have been evaluated, step 3 - Apply appears.
• Abort will result in a partially reviewed sample set, which cannot be finished at a later time. 
  You will need to create a new sample.
  
  

3 - Apply

• The Sampling Statistics are shown.
• You can choose to change the sampling settings. If you choose to do so, the current sampling results will be lost.
  
  
  
• If you are satisfied with the results of the samping, click Save.
  The sample will be saved on the Sampling Management Page.