Deposition exhibit management system
An electronic exhibit management system configured to assign exhibit numbers in real time during a multi-track deposition. The system comprises a main server, one or more client systems networked to the server, and computer code for the functioning of the invention. The system ensures that a each document marked as an exhibit is assigned a unique exhibit number, and prevents a document from being assigned multiple exhibit numbers during multiple depositions. The system finds particular use during multi-track depositions, that is, multiple depositions occurring at the same time in different venues across the country.
1. An electronic exhibit management system for use at a plurality of multi-tracked depositions, the system configured for assigning exhibit numbers in real time during said depositions, the system comprising a processor and:
(a) a main server comprising memory configured for storing a plurality of deposition documents, the main server assigning a unique identifying code to each document, and maintaining i) a record associated with each document, including data indicating whether the document has been previously assigned an exhibit number, and ii) a list of the documents assigned exhibit numbers and the next available exhibit number;
(b) at least one client system located in-use at each of the plurality of simultaneous depositions occurring simultaneously at different locations, the client systems concurrently networked over a secure protocol to the main server, each client system comprising a display, a data input device, and optionally a barcode reader; and
(c) the main server containing computer code configured for:
1. receiving, from a data input device of a client system during one of the plurality of depositions, a request for a document, the request including data indicating the unique identifying code of such document;
2. retrieving from memory the stored document corresponding to the unique identifying code; and
3. reviewing the record associated with the document to determine if the document has previously been assigned an exhibit number; and
4a. if the document has not been previously assigned an exhibit number, assigning by the system the next available exhibit number to the stored document, adding the document to the list of documents assigned exhibit numbers, and transmitting to the client system the assigned exhibit number during the deposition; or
4b. if the document has been previously assigned an exhibit number, retrieving the assigned exhibit number and document properties for the document and transmitting the same to the client system during the deposition;
wherein the system further comprises computer code configured to:
(d) maintain a synchronized local copy of the list of documents assigned exhibit numbers on each client system, wherein each local copy is updated when a new exhibit is introduced,
(e) permit an operator to assign a prospective exhibit number to a stored deposition document on a client system when not connected to the server, and
(f) synchronize local and server copies of the numbered exhibits when the client system is reconnected to the server.
2. The system according to claim 1 , wherein the main server is a remote computer or a local computer or wherein the main server is cloud-based.
3. The system according to claim 1 , wherein the unique identifying code is a barcode identification.
4. The system according to claim 1 , wherein the unique identifying code is a Bates production number.
5. The system according to claim 1 , further comprising computer code to upload deposition documents into memory in the main server singly or via a batch process.
6. The system according to claim 1 , wherein the data input device comprises one or more devices selected from the group consisting of a mouse, keyboard, trackpad, touch screen, light pen, memory stick, tablet, barcode reader, or scanner.
7. The system according to claim 1 , wherein the deposition documents are uploaded using a scanner, digital camera, CD drive, DVD drive, memory stick, or from a local or remote source of deposition documents accessed via a network connection.
8. The system according to claim 1 , further comprising computer code configured to permit an operator to assign a new exhibit number to a deposition document which has already been assigned an exhibit number.
9. The system according to claim 1 , further comprising computer code to assign a Bates production number, barcode, or both, to a document which has not been previously assigned a Bates production number or barcode.
10. The system according to claim 1 , wherein the secure protocol is a chat protocol.
11. The system according to claim 1 , wherein the server and client systems are networked over a local area network (LAN), a wide area network (WAN), or via an Internet connection.
12. The system according to claim 1 , further comprising computer code configured to permit an operator to retrieve and view deposition documents or numbered exhibits on a client system when not connected to the server.
13. The system according to claim 1 , further comprising computer code configured to concurrently display a stored document or numbered exhibit on any of the client system displays during use of the exhibit management system.
14. The system according to claim 1 , further comprising computer code configured to generate a customizable report of marked exhibits.
15. The system according to claim 1 , further comprising computer code configured to retrieve an exhibit document upon an operator's entry of the document's unique identifying code, barcode, or Bates production number.
16. The system according to claim 1 , further comprising one or more local servers operationally connected to the main server and the client systems, the local servers having memory configured for storing local copies of the deposition documents and the list of numbered exhibits.
17. The system according to claim 1 , further comprising computer code configured to generate a customizable report of numbered exhibits.