Chevron - Hard Copy Document Coding Manual

Hard Copy
Indexing Procedures
Developed by the Law Function Administration - IT Team Legal Advantage Web Help Desk
Copyright© –Chevron 2005 lawlegaladv@Chevron.com
Hard Copy Document Coding Manual.doc

Hard Copy Indexing Procedures
Table of Contents
Who Should Use This Manual and Why 3
Indexing Goals 3
Document Imaging and Indexing 3
Document Break Determination/Unitization 4
General Indexing Rules 7
Vendor Checklist for Handling Hard Copy Documents 7
Creating an Update IDX File 8
Field Descriptions/Definitions 10
Field Indexing Rules 13
Appendix 25
Appendix A: Document Security Level 26
Appendix B: Document Characteristics 27
Appendix C: Document Type 29
Appendix D: IDX File Layout 35
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Who Should Use This Manual and Why

This manual is to be used by all persons imaging/indexing and/or providing data entry support. These
instructions are important for quality control and are designed to ensure the integrity of Chevron’s
litigation data. Please read the instructions carefully and adhere to them. If a situation arises that is not
discussed in this manual, immediately contact either the Chevron Legal Analyst who engaged you on
behalf of Chevron or the Legal Advantage Web Help Desk at lawlegaladv@chevron.com
Indexing Goals
1. Index documents once, but maintain the ability to associate each document with multiple
matters.
2. 100% compliance with indexing and data entry procedures in order to provide consistency,
accuracy and the ability to search and retrieve documents.
3. Minimize/Eliminate the costs for maintaining multiple or redundant databases.
Document Imaging and Indexing

Chevron’s Lead Attorney and Legal Analyst determine which documents to image, based on Chevron
Law Function’s guidelines and scanning criteria. All imaging will occur at the document level. These
documents are Chevron’s original documents. Chevron expects these documents will be kept in their
original order and in excellent condition.
Document indexing is performed internally at Chevron or by an outside vendor, who transmits the data
with its corresponding images to Chevron. Coordination between Chevron IT and the outside vendor is
mandatory to ensure the uploading process is timely and accurate. Chevron’s Legal Team and the
indexing/imaging vendor are both responsible for Quality Assurance/Control, to ensure the data complies
with the contracted request and Chevron standards. The Chevron Legal team is responsible for providing
timely feedback to ensure errors are caught early in the process. The Chevron Legal team will differ for
every matter/document review, but will typically comprise of Chevron and Outside Counsel personnel.
All hard copy documents to be loaded into Introspect must be scanned as black and white, 300 dpi,
Group IV TIFF images.
Upon completion of the imaging and indexing processes, the data is to be provided to Chevron in an IDX
load file format. This format is further defined in Appendix D.
Chevron has the ability to OCR images internally and will no longer engage vendors to OCR documents.
Outside Counsel can upload ad hoc documents to the system when necessary; however the Chevron
Legal team is responsible for indexing those documents. Outside Counsel will no longer objectively index
documents. However, Chevron’s Legal Team and/or Outside Counsel are responsible for subjectively
indexing documents, once the objective indexing effort is complete.
Privileged documents are withheld from the opposition and are protected from discovery by the other
side. The Chevron Lead Legal Analyst will identify any privileged documents, which must be treated with
the utmost confidentiality. Mishandling privileged documents is grounds for termination.
Privileged documents may not always be stored in the same location as produced documents. As a
result, do not re-file documents where they may fit in logical Bates numbering sequence (i.e. do not file
documents solely by Bates Numbers). When working with original hardcopies of privileged documents,

seek guidance from the Chevron Lead Legal Analyst regarding the physical storage of privileged
documents. If you are in doubt whether you are indexing privileged documents, immediately seek
clarification from the Chevron Lead Legal Analyst.
Document Break Determination/Unitization

Overview:
The unitization process determines the range of document images that together form single or multiple
page documents. The unitization process also determines a document’s attachment range when
applicable, and defines the corresponding numbering range.
Document Determination:
Every document is categorized with at most one document type. A list of the Chevron approved
document types can be found in Appendix C. The document type can assist in determining where the
document begins and ends. Specific titles, dates, authors, pagination, etc. also help in determining the
proper document break.
Attachment Determination:
An attachment range involves a “parent” or root document with “child(ren)”, or supporting/attached
document(s) and a numbered range is used to uniquely identify the parent and child(ren) of the
attachment range.
The parent document should specifically reference the child(ren) document as being attached. Key
phrases to assist with identifying attachments are:
Enclosed is/are
Here is/are
Attached is/are and
Accompanying this is/are
Documents that are related or physically bound are not necessarily attachments to one another. For
example, documents placed in the same folder for storage purposes are not necessarily attachments of
one another.
Document breaks are physical and logical. For example, a fax transmitting two pleadings is actually three
separate documents: the fax cover page, pleading one and pleading two. The page numbers, footers,
headers, table of contents, index, etc. help to determine these document breaks.
A document and its clearly identifiable logical attachments are indexed as separate documents. However,
if a document is considered to be an attachment of another document, the parent and child(ren) are
included in the same attachment range.
Divider tabs or folders used to separate attachments are NOT considered documents for document
breaks and/or indexing.

Document Break Examples

Example A:
A book titled Care & Maintenance of Computers with chapters titled Keyboard
Maintenance, Cleaning Your Monitor and Use of Screen Savers would be indexed as
one document described as Care and Maintenance of Computers because:
1. Each chapter is a different part of computer maintenance, as the main title
portrays.
2. The chapters of the book are probably written at the same time.
Document Break Examples

Example B:
A binder titled Exhibits for John Smith’s Deposition with tabbed sections containing a
memo, a contract and a map would be indexed as separate documents because:
1. The title Exhibits for John Smith’s Deposition does not cover the subject of the
memo, the title of the contract, or the title of the map.
2. The memo, contract and map were probably created on different dates and
later placed into a binder, just like a folder.
Considering the objective information on each of these documents varies, the
documents must be unitized and indexed separately, but linked together via the
attachment range.
The majority of documents will be unitized, imaged and indexed by outside vendors and supplied to
Chevron in bulk for upload. Additionally, Chevron and Outside Counsel users have the ability to upload
ad hoc documents themselves. In doing so however, it is not possible to define document attachment
relationships. To solicit assistance in uploading ad hoc documents that require attachment range
definitions, please contact the Legal Advantage Web Help Desk at lawlegaladv@chevron.com.
Unitization Examples:
The following are some general guidelines for document unitization. There may be exceptions. If in doubt
when determining the appropriate breaks, ask the Chevron Lead Legal Analyst or the Legal Advantage
Web Help Desk at lawlegaladv@chevron.com.
Type of document Proper Unitization

A set of pages with consecutive page numbers or with the same header One document
(The only exception is a printout of one person’s e-mails – each e-mail
should be indexed separately).
A book with chapters. One document
A report with tabbed sections. One document
A letter with an untitled, undated attachment and the attachment is not One document
clearly identifiable as a specific document type, yet contains information
similar to that of the letter.

Note and describe the attachment in the Index Description.

A letter titled and dated separately from its clearly identifiable Separate documents
attachments.
Create a relationship between the documents.
A letter and an envelope, a certified mail receipt or a Fed Ex air bill, with One document
the same author and recipient.
Note and describe the attachments in the Description field.
An invoice and supporting receipt(s). One document
Note and describe the attachments in the Description field.
Two copies of the same document, with different Bates numbers One document
(Chevron’s goal is to index documents once and associate them with
multiple matters and document productions).
Two copies of the same document, with the same Bates numbers. One document
Tag duplicates and bring to the attention of the Chevron Lead Legal
Analyst.
A contract with exhibits. One document
A report with appendices, figures or tables. One document
A cover letter transmitting a number of separate documents. Separate documents
Create a relationship between the documents.

General Indexing Rules

1. Data entry will be in logical mixed case as it appears on the document.
2. If there is a field in which data can be captured from the document, populate the field.
3. If there is a field in which no information from the document can be captured, leave it blank. Do not
use N/A, unknown or any similar verbiage.
4. All dates are entered in the YYYY/MM/DD format.
5. Each value in a multi-value field is entered on a separate line.
6. All Bates number fields are zero filled to 8 digits.
7. When indexing directly into Introspect (Chevron Legal), only those fields listed in this document are
indexed. The remaining fields, when applicable, are further described in the Electronic Indexing
Procedures manual.
8. If you are uncertain about any data entry rules or require any clarifications, contact the Chevron
Lead Legal Analyst or the Legal Advantage Web Help Desk at lawlegaladv@chevron.com.
Vendor Checklist for Handling Hard Copy Documents

This is a quick checklist for vendors imaging documents for Chevron. These rules must be followed when
imaging documents for loading into Introspect, and failure to abide by these rules will impair the data
loading process.
1. All TIF images must be in 300 dpi and “Group 4” compression format.
2. Introspect will only recognize a certain range of ASCII values. The following ASCII characters (in
decimal code values) must be removed from all OCR text files, when provided:
a. ASCII codes greater than or equal to 127 should be removed.
b. ASCII codes between 0 and 31 should be removed; exceptions are ASCII codes of 9
(horizontal tab), 10 (NL line feed, new line), 12 (NP form feed, new page), and 13 (carriage
return).
3. To allow for side-by-side search term highlighting between the image and OCR text, Introspect
requires that the OCR text file have a New Page character (ASCII code 12) inserted at every page
break. All OCR text files must adhere to this specification. However, there should be no additional
page break at the end of the OCR file, as this incorrectly increases the page count in the system.
4. All double-quotes (“”) contained within a field value should be replaced with single-quotes. Because
Introspect requires field values to be enclosed by double-quotes, having them within a value will
cause the system to fail during load.
5. The UDF numbers in the header of the IDX file should be in numerical order (eg. UDF1, UDF2,
UDF3, etc.).
6. The number of columns specified in the header of the IDX file should equal the total number of User
Defined Fields. The 9 standard Introspect fields (ie. Related Doc ID through Bates Number/File fields)
should not be included.
7. The following fields are required and must be present in the IDX file:
a. Control Range Prefix
b. Control Range Begin Number
c. Control Range End Number

d. Start Date
e. Business Unit (will be provided by Chevron when the vendor is engaged)
f. Description
g. Document Type
h. Source (will be provided by Chevron when the vendor is engaged)
i. Vendor Processing ID
8. If you are uncertain about any electronic data handling rules or require any clarifications, contact the
Chevron Lead Legal Analyst or the Legal Advantage Web Help Desk at
lawlegaladv@chevron.com.
Creating an Update IDX File

In order to update already loaded documents, including the TIF image, OCR text file, and coded
information, an update IDX file is required. The IDX file used to update existing documents has the same
basic structure as the standard IDX file, but it should only contain the fields that require updating, along
with a field that can uniquely identify a document. In most cases, this uniquely identifying field will be the
Vendor Processing ID. This is why it is so crucial that the vendor provide unique Vendor Processing ID’s
when delivering the original IDX file.
When an update to existing documents is required, there are generally 2 different cases:
1. The TIF image and/or OCR text file must be updated.
2. Certain coded information pertaining to an existing document must be updated.
In the first case, the path and name of the document to be updated are provided, along with the uniquely
identifying field. All other user-defined fields must be omitted. For example, when the TIF image and its
OCR text is to be updated, the update IDX file should resemble the format below:
<HEADER>
"Version=5.1"
"Status=1"
"ExternalID=1" <<< The External ID corresponds to the UDF# that will be used as the unique identifier.
"Priority=1"
"CollectionID=1003"
"ImportBatch=2006/02/02 Matter Name – Description of Load" <<< The Batch Name should be the same as the original IDX file.
"NumCols=1"
"UDF1=1526","Vendor Processing Id" <<< Only the uniquely identifying field is required. Other fields are not being updated.
</HEADER>
0,"1","TIF","\Image","New Image.TIF","New OCR.TXT","","","","HC MED 125 123"
In the second case, the user-defined fields to be updated, along with the uniquely identifying field, are
provided. The values for the file path, native file name, OCR text file name, and TIF file name should be
left as empty quotes (eg. “”). Otherwise, all the existing documents will be re-batched and re-ported. Also,
all other user-defined fields that do not require updates must be omitted. For example, if the Box Number
and Description fields are to be updated, the update IDX field should resemble the format below:
<HEADER>
"Version=5.1"

"Status=1"
"ExternalID=3" <<< The External ID corresponds to the UDF# that will be used as the unique identifier.
"Priority=1"
"CollectionID=1003"
"ImportBatch=2006/02/02 Matter Name – Description of Load" <<< The Batch Name should be the same as the original IDX file.
"NumCols=3"
"UDF1=1012","Box No" <<< Field values to be updated.
"UDF2=1024","Description" <<< Field values to be updated.
"UDF3=1526","Vendor Processing Id" <<< Uniquely identifying field.
</HEADER>
0,"1","","","","","","","",”2”,”New Description for Document”,"HC MED 125 123"
Note that in both cases, the values for the first 2 standard fields - Related Doc ID and Index ID (0 and “1”
in the examples) - remain the same as the original IDX file.

Field Descriptions/Definitions
Field Field Description Field Definition

Control Range Prefix (UDF This field captures the prefix Single-Value Text
1036) that uniquely identifies a set of
documents.
Chevron personnel will provide
this value.
Control Range Begin No This field captures the number Integer
(UDF 1037) that uniquely identifies the first
page of the document.
Control Range End No (UDF This field captures the number Integer
1038) that uniquely identifies the last
page of the document.
Attach Range Prefix (UDF This field defines the Control Single-Value Text
1039) Range Prefix for the documents
included in the attachment
range.
This field is only used if the
document is part of an
attachment range.
Attach Range Begin No (UDF This field defines the Control Integer
1040) Range Begin No for the
documents in the attachment
range.
attachment range.
Attach Range End No (UDF This field defines the Control Integer
1041) Range End No for the
documents in the attachment
range
attachment range.
Start Date (UDF 1003) This field captures the primary Date (YYYY/MM/DD)
date (or the starting date in a
Filler value “01” for missing day or
range), found on the document
month and “1801” for missing year
Start Date Estimated (UDF This field defines whether the Boolean
1028) document’s Start Date is actual
No=0 and Yes=1
or estimated.
End Date (UDF 1004) This field captures the end date Date (YYYY/MM/DD)
on the document, if applicable.
Filler value “01” for missing day or
month and “1801” for missing year

End Date Estimated (UDF This field defines whether the Boolean
1033) document’s End Date is actual
No=0 and Yes=1
or estimated, if applicable.
Business Unit (UDF 1009) This field defines the originating Single-Value Text
business unit of the document
Default Bates Begin (UDF This field captures the Bates Single-Value Text
1005) prefix and number physically
Prefix and Number concatenated
found on the first page of the
with the number zero filled 8 digits.
document, related to the current
matter. For example: CVX0000001
Default Bates End (UDF This field captures the Bates Single-Value Text
1006) prefix and number physically
Prefix and Number concatenated
found on the last page of the
with the number zero filled 8 digits.
document, related to the current
matter. For example: CVX0000001
Description (UDF 1024) This field captures the Large Text
document title and/or other
information describing the
document.
Document Type (UDF 1001) This field captures information Single-Value Text
regarding the format of the
document.
Document Security Level This field captures the security Multi-Value Text
(UDF 1030) level physically located on the
document.
Source (UDF 1025) This field captures the source Single-Value Text
or chain of custody of the
document.
This information will be
provided by Chevron at the
onset of indexing.
Chevron Asset ID (UDF 1020) This field captures the Field Multi-Value Text
Number, Chevron Number, API
Each value will be preceded by the
Number and/or Well Name and
name of the number, a colon and a
Number on a document.
space.
For example: API#: 23-45-678912
Author (UDF 1007) This field captures information Multi-Value Text
about the individual(s) and/or
organization(s) that
created/signed the document.
Recipient (UDF 1008) This field captures information Multi-Value Text
about the individual(s) and/or
organization(s) to whom the
document is directed.

CC (UDF 1016) This field captures the Multi-Value Text

individual(s) who were provided
a copy of the document.
BCC (UDF 1017) This field captures the Multi-Value Text
individual(s) who were provided
a blind copy of the document.
Document Characteristics This field captures any Multi-Value Text
(UDF 1034) anomalies or physical attributes
regarding the document that
may not be found by the OCR.
Storage Date This field captures the date the Date (YYYY/MM/DD)
document was brought into
Introspect.
Chevron personnel will
populate this field.
External Bates No (UDF This field captures all Bates Multi-Value Text
1022) stamps historically associated
Prefix, Begin and End Numbers will
with the document, but not a
be concatenated with the number
part of the current matter.
zero filled 8 digits.
For example:CVX00000001-
00000011
Venture No (UDF 1042) This field captures all of the Multi-Value Text
references to a Venture or
Property Number on a
document.
space.
For example: Property#: 23-4589
populate this field as needed.
Business Associate No (UDF This field captures all of the Multi-Value Text
1021) references to a Business
Associate or Owner Number on
a document.
space.
For example: Owner#: 345323
populate this field as needed.
Box No (UDF 1012) This field captures the number Multi-Value Text
of the box in which a document
was found, when applicable.
Folder No (UDF 1014) This field captures the number Multi-Value Text
of the folder in which a
document was found, when
applicable.
Vendor Processing ID (UDF This field captures the Single-Value Text
1526) processing vendor’s unique ID,
if different from the Control
Range fields.

Field Indexing Rules
Req. Field Rules

R Control Range • This field utilizes a standardized prefix naming convention, the first part
Prefix of which will be provided by the Chevron Lead Legal Analyst.
• The standard naming convention for hard copy documents is HC
<space> <First 3 letters of Processing Vendor Name> <space> <Vendor
JobID>, where HC represents Hard Copy Documents.
• The Vendor is responsible for adding the unique JobID to the prefix to
uniquely identify the set of documents being processed in the current
job.
For Example:
Actual document data: Control Range Prefix Value:
Hard copy documents from Chevron HC MED 125
that were processed by Medleh
R Control Range • This field is populated with the unique starting value of the document.
Begin No
• This number will always begin at 1, when paired with a new Control
Range Prefix.
• When processing documents on a rolling basis, it is the vendor’s
responsibility to keep track of the last number used for a prefix, to know
where to start upon receiving the next set of documents with the same
prefix.
R Control Range • This field contains the unique ending value of the document.
End No
Attach Range • This field contains the Control Range Prefix of those documents that are
Prefix a part of an attachment range.
Attach Range • For those documents that are a part of an attachment range, this field
Begin No contains the Control Range Begin No of the parent document.
• The format must follow the Control Range Begin No field definition.
• If the document is not part of an attachment range, this value remains
blank.
Req. Field Rules

Attach Range • For those documents that are a part of an attachment range, this field
End No contains the Control Range End No for the last child document in the
range.
• The format must follow the Control Range Begin No field definition.
• If the document is not part of an attachment range, this value remains
blank.
For Example – Documents without Attachments:
Control Control Control Attach Attach Attach
Range Prefix Range Range End Range Range Beg Range End
Begin No No Prefix No No
Archives 12350 12350 [Blank] [Blank] [Blank]
For Example – Documents with Attachments:

Document Control Control Control Attach Attach Attach
Range Range Range Range Range Range
Prefix Begin No End No Prefix Beg No End No
Fax Cover Archives 12351 12351 Archives 12351 12355
Sheet (Parent)
2-Page Letter Archives 12352 12353 Archives 12351 12355
(Child 1)
2-Page Memo Archives 12354 12355 Archives 12351 12355
(Child 2)
R Start Date • This field captures the date the document was written, created or
executed, if available.
• This is a single value Date/Time field that must contain 8 characters in
the format YYYY/MM/DD.
• If no date is available, or the document is covering a range of dates,
capture the EARLIEST date.
• Use the filler values “01” for the month and/or date and “1801” for the
year, if any part of the date is unavailable.
For Example:
Actual Date on document: Start Date field value:
May 1998 1998/05/01

May 1 1801/05/01
May 1801/05/01
1998 1998/01/01
No Date 1801/01/01
Prioritize the various court dates as follows:
Req. Field Rules

Start Date Document type Date to use

(cont’d)
Court Documents/ Pleadings • Date stamped/filed with Court.
• Date signed.
Depositions • Date the deposition was taken
Contracts • Effective date (usually in the first

paragraph).
Other Documents • Date created or signed. If more than
one signature, use EARLIEST
signature date.
• Date filed with court or regulatory
agency.
• Date submitted.
• Date approved. If more than one
signature, use the EARLIEST
signature date.
• Date Received (stamp).
• Fax header date.
Start Date • This field is marked yes if any part of the actual Start Date is incomplete
Estimated and therefore contains a filler value in the Start Date field.
• If the entire Start Date is taken directly from the document, this field is
left blank.
For Example:
Actual Date on Document: Start Date Start Date Estimated
Field Value: Field Value:
May 2000 (actual day in May is 2000/05/01 1 (True)
unknown)
May 01, 2000 2000/05/01 [Blank]
End Date • The End Date field format follows the Start Date field definition.
• This field is generally left blank, but will have an entry in the following
situations:
If there is more than one signature date, enter the LATEST signature
date.
If no other date is available and the document is covering a range of
dates, enter the LATEST date in the field.
End Date • The End Date Estimated follows the same format as the Start Date
Estimated Estimated field.
• If the End Date value is left blank, the End Date Estimated value is also
left blank.
Req. Field Rules

R Business Unit • Select the business unit from which the document originally came (to be
provided to vendor by Chevron Legal).
• Options include: Global Downstream, Global Gas, Domestic Upstream,
International Upstream and Corporate.
Default Bates • Enter the Bates number physically located on the document’s first page.
Begin
• These documents are used in multiple matters and may have more than
one Bates stamp. In such a case, enter the Bates number for the matter
in which the collection is being indexed – all others will be captured in
the External Bates Number field. If in doubt as to which to capture, ask
the Chevron Lead Legal Analyst.
• Enter the prefix in all caps immediately followed by the Bates number.
• Do not use hyphens or spaces and zero-fill eight digits, regardless of
how the number appears on the document.
• Any suffix is documented as is. The only exception is to substitute a
period for any symbols or spaces connecting the number and the suffix.
• A one-page document has the same value in the Default Bates Begin
and End fields.
For Example:
Actual Bates stamp on document: Default Bates Begin field value:
LABRK123-001 LABRK00000123.001
Default Bates • Enter the Bates number physically located on the last page of the
End document.
• Use the same format as defined for the Default Bates Begin field.
• A single page document contains the same value in the Default Bates
Begin and End fields.
Req. Field Rules

R Description All Documents - General Indexing

• Enter the verbatim title of the document. If there are multiple titles or
topics, enter the titles verbatim and separate them with a slash and
space.
• If the document does not have a title, enter a concise, general
description of the document and its contents.
• Insert all punctuation in the title as you see it on the document and use
slashes (surrounded by spaces) to separate each thought.
• Capitalize the first letter of each word except for words like: and, or, but
for, is, the, if, a, an, of, with, etc.
• When paraphrasing, only the first letter of the first word should be
capitalized unless it is a proper name.
• Enter the complete re: lines and subject lines; however the subject line is
not always enough information to describe the document and some
additional paraphrasing may be needed.
• Do not use hard returns.
• The goal of the description field is to facilitate finding a document via
searching. Therefore, enter information that will help someone find that
document. Think in terms of a book report—answer questions like who,
what, when, where, and why. The first sentence of a letter often gives
the subject of the document, but not always—be sure to read and think.
For example, a letter starting “I enjoyed meeting you at the Conference.
Enclosed are documents A, B, C” is NOT about “enjoyed meeting you at
the conference”; it’s about transmitting documents A, B, C.
• Always read the description after it is entered; make sure it will make
sense to others, that all words are spelled correctly and that the
documents are described thoroughly.
• If a portion of the description falls in another field, exclude the redundant
portion from the description field and populate it in the proper field. For
example, a report titled “Soil Sampling Data” should have a document
type field value of “Report” and a Description field value of “Soil
Sampling Data”.
Lawsuit Titles
Besides the information above, capture the following information regarding
lawsuit titles.
• It is not necessary to include a detailed description/name of all of the
parties in a matter caption/style (the top portion that specifies the parties,
plaintiffs, defendants, interveners, appellees, appellants, etc.). The
lawsuit information is captured in the matter information and need not be
included in the description field.

Req. Field Rules

Description • Only capture an abbreviated version of the matter if indexing a pleading
(cont.) document that is not for the active matter being indexed. Use the name
of the first plaintiff versus (vs.) the name of the first defendant, court and
matter number.
For Example:
Description field value:

John Doe vs. Chevron Corporation, Harris County, Texas, Cause no. CV-99-1234
Pleading and Other Court Documents
Besides the information above, capture the following information for
pleadings and other court documents.
• The description field must contain the title of the document and
additional information to clarify the document, such as the party filing the
document. For example “Order” is not sufficient for the description. A
better example is “Order Granting Letters Rogatory (re: Court having
considered plaintiffs motion for letters rogatory is of the opinion that the
motion should be granted.)”
• Only the final signed and dated versions are indexed as court
documents. Proposed, unsigned orders are not indexed separately if
they are attached to a motion; however, if filed separately, they are
indexed separately and described as proposed and unsigned. Signed
orders are described as signed.
• Court documents will not bear a Bates number unless they are produced
in the discovery process.
• Exhibits or attachments to a court document are generally coded
separately. Create an attachment relationship between the court
document and its one or more exhibits or attachments.
For Example:
Description field value:
Exhibit 1 to Chevron’s Response to Plaintiff’s Motion for Summary Judgment

Req. Field Rules

Description Well Documents
(cont.)
Besides the information above, capture the following additional information
for Well documents:
• Descriptions for Well documents include the following information
separated by semi-colons for each well. A zero precedes each single
digit well number.
For example:
Actual document data: Description Field value:
Field: Baxterville Block 1, Sec 16-T9N-R9W; Lamar
County; Mississippi
Well name: I H Bass, et a 1-68
Location: Block 1, Sec 16
Township 9 North
Range 9 West
API: 23-073-20090
State: Mississippi
County: Lamar
Costs for Authorization for Expenditure (AFE) Documents
Besides the information above, capture the following information for AFE
documents and cost reports.
• AFE documents include the following information after briefly describing
the type of cost and well information as described above, separated by
semi-colons. Collapse all AFE numbers, eliminating all spaces such as
hyphens, commas, periods, etc.
For Example:
Actual document data: Description field value:
AFE Number: “1-34004-a” or 1-34004 a” AFE 134004a; 360000.10; 04/30/1993
Amount: $360000.10
Approval date: 04/30/1993
FORM Document
Besides the information above, capture the following information for the
FORM documents.
• Form documents are usually identified by the use of the word “FORM” or
by their appearance. Include the complete form title followed by the
FORM number (if applicable). The form number is usually located on the
top or bottom of the form.
• If the document is a form or a report, the name of the form or report
should appear in the first line of the description.

Req. Field Rules

R Document Type • A list of document types and their definitions is located in Appendix C.
• A document’s type is determined by the format of the document.
• Choose the entry that best matches the document.
• Use only the document types provided in the appendix.
• Enter only ONE document type value for each document.
• If experiencing difficulty in determining the document type, please
contact the Chevron lead Legal Analyst or Legal Advantage Web
Help Desk at lawlegaladv@chevron.com.
Document • A list of the security levels and their definitions is located in Appendix A.
Security Level
• Use only the security level types provided in the appendix.
• More then one security level value can be entered for each document.
• Enter each value on separate lines.
• If the document is physically stamped with one or more of the choices in
the appendix, enter that value(s) in the field. Otherwise, leave the field
blank.
• If the Chevron Lead Legal Analyst denotes a document or set of
documents as having a specific security level, enter that value in the
field. Otherwise, leave the field blank.
R Source • The Chevron lead Legal Analyst defines this value for the vendor, prior
to imaging and indexing.
• This field value defines the chain of custody for a hard copy document
and need be, leads the online reviewer directly to the hard copy
document.
• This field value defines the original source of an electronic document
and need be, will lead the online reviewer directly to the electronic data
source. This is the only field manually populated for electronic
documents.
• The source field value must be as detailed as possible.
• Separate thoughts or sections of the source field by a slash (“/”).
For Example:
Actual document data: Source field value:
The document came from TIMES TIMES

The document came from the Houston Active Files Center
Houston Active Files Center
The document came from the file Chevron / Houston, Texas / John
folder “Marketing”, found within John Smith (CAI) / 2005 Planning /
Smith’s file drawer “2005 planning” at Marketing
Chevron in Houston, Texas

Req. Field Rules

Chevron Asset • This field contains any or all of the following asset IDs: Field Number,
ID Chevron Number, API Number and Well Name/Number.
• The name of the Asset, a colon and a space precedes the field value.
• Each value is entered on a separate line.
For Example:
Actual document data: Chevron Asset ID field value:
API Number API #: 23-073-20090
Chevron Number Chevron #: 243565
Field Field: Baxterville
Well Name Well: 1 H Bass, et a 1-68
Author • Enter ALL people and companies (if available) who wrote, created,
originated or initiated the document
• Name field format rules:
Last Name comma space First Name space Middle Name space
hyphen space Company Name(s).
Enter the name as it appears on the document. Do not make
assumptions, but do use your knowledge from indexing the
documents to make an effort to decipher illegible names.
If only part of the name is available, enter the part that is there,
including first names or initials only.
Do not use punctuation (except a comma separator between Last
Name and First Name).
Enter initials without periods or spaces between them.
Enter titles (Jr, Sr, II, III, Dr, MD, PhD) after the middle name.
Do not enter titles like Mr, Mrs, Esq, etc.
Do not enter position titles like President, Chairman, etc.
• Enter each name on a separate line.
• If any part of at least one name is hard to read, substitute it with
“ILLEGIBLE”. DO NOT GUESS. However, there should only be one
instance of “ILLEGIBLE” in the Author field for a document, no matter
how many occurrences of illegible names.
• On contracts, all names on or under the signature lines are Authors,
whether their signature is present or not.
• If someone signs for someone else, or if additional names are provided
as having been “Prepared by”, “Approved by”, “Inspected by”,
“Authorized by”, or “Performed by”, enter all names as Authors.
However, Court Reporters, Notary Publics and names of individuals
witnessing signatures are not considered Authors.

Req. Field Rules

Author (Cont’d) • For a letter, memo or report, if the document is on letterhead, the
company on the letterhead is almost always the company where the
Author is affiliated.
• All signatures, approvers and applicants are Authors.
• If names appear in marginalia or fax post-its and the person forwarding
the document is NOT the originating author, then enter the name(s) of
the person forwarding the items as a second author.
For Example:
Actual document data: Author field value:
John Smith, with A.H. Robins Company Smith, John – AH Robins
John J. Smith, with A.H. Robins Company Smith, John J – AH Robins
J.J. Smith Smith, JJ
John with A.H. Robins Company John – AH Robins
A.H. Robins Company (no person’s name AH Robins Company
available)
Mr. John Smith Smith, John
John J. Smith Jr. Smith, John J Jr
JJS, Jr. JJS Jr
Recipient • Follow the same formatting rules as outlined in the Author field.
• Enter all people and companies to which the document was primarily
addressed.
• Do not enter those people and companies who received a copy of the
document (via CC, BCC, or other routing lists).
• If names appear in marginalia or fax post-its as additional recipients, or
copyees, enter the names in the Recipient field.
CC • Follow the same formatting rules as outlined in the Author field
• Enter all people and companies to which the document was secondarily
addressed, via CC.
BCC • Follow the same formatting rules as outlined in the Author field
• Enter all people and companies to which the document was blind copy
addressed, via BCC.
Document • A list of the document characteristics and their definitions is located in
Characteristics Appendix B.
• Use this field to denote anomalies, inconsistencies or other
distinguishing traits on a document that may not be found via OCR.
• Enter each value on a separate line.

Req. Field Rules

Storage Date • Captures the date the document was placed in Introspect.
• Will be left null during vendor processing and populated only by Chevron
(and is therefore not found in the IDX file layout in Appendix D.)
External Bates • If multiple Bates numbers appear on the document, enter the other
No Bates Number(s) appearing on the first and last page of the document.
• Follow same formatting standards as outlined for the Default Bates
Begin and Default Bates End fields. The only exception is to
concatenate the Begin and End field values into one field, separated by
a space, a hyphen and a space.
• Enter as many sets of Bates numbers as appear on the document, each
on a separate line.
For example:
Actual document data: External Bates No field value:
Begin No: LABRK123-001 LABRK123-001 - LABRK123-005
End No: LABRK123-005
Venture No • This field contains any or all references to either a Venture Number or a
Property Number.
• The name of the type of number, a colon and a space precedes the field
value.
• Each value is entered on its own line.
• Chevron personnel will populate this field on a document-by-document
basis as necessary (and it is therefore not included in the IDX file in
Appendix D.)
For example:
Actual document data: Venture No field value:
Venture Number = 123456 Venture #: 123456
Property Number = 1-234567 Property #: 1-234567
Business • This field contains any or all references to either a Business Associate
Associate No Number or an Owner Number.
• The name of the type of number, a colon and a space precedes the field
value.
• Enter each value on a separate line.
• Chevron personnel will populate this field on a document-by-document
basis as necessary (and it is therefore not included in the IDX file in
Appendix D.)
For example:
Actual document data: Business Associate No field value:
Business Associate Number = 23456 Business Associate #: 23456
Owner Number = 56789 Owner #: 56789

Req. Field Rules

Box No • Enter the box number, as it is known, in which the document is found.
• Do not use punctuation (including hyphens, slashes, periods, etc.).
• Enter each additional box number on its own line.
Folder No • Enter the folder number, as it is known, in which the document is found.
• Do not use any punctuation (including hyphens, slashes, periods, etc.)
• Enter each additional folder number on a separate line.
R Vendor • This field captures the processing vendor’s unique ID per document,
Processing ID when different from the Control Range fields.
• Otherwise, this field will be a concatenation of the Control Prefix and
Control Begin No field, with a space in between the two field values.
For Example:
Control Range Prefix Control Range Begin No Vendor Processing ID:
HC MED 125 123 HC MED 125 123

Appendix
What you will find in the appendix:
Appendix A: Document Security Level Values
Appendix B: Document Characteristics Values
Appendix C: Document Type Values
Appendix D: IDX File Layout

Appendix A: Document Security Level
The following list details the choices available in the Document Security Level drop-down list.
Security Level Description
Attorney/Client This level of security indicates the document and its information should
be treated as private and for attorney’s information only, or as otherwise
designated between parties.
Attorney Only This level of security requests or provides legal advice between an
attorney and client and protects the document from disclosure.
Business Confidential This level of security indicates the document or information must be
treated as private and is not for publication. This document usually
contains information as it relates to business purposes, practices or
activities. Disclosure of this type of document or information may cause
competitive injury, including but not limited to strategy, profitability,
marketing, business and strategic planning, etc.
Confidential This level of security indicates the document and its information must be
treated as private and not for publication.
Party Communication This level of security indicates the document and its information must be
treated as private and confidential communication between an attorney
and his/her client.
Privileged This level of security indicates the document and its information must be
treated as private and confidential communication between Chevron and
their counsel.
Proprietary This level of security indicates that the document, information or
knowledge is owned and marketed by a person or persons having the
exclusive right to disclose, manufacture or sell. Disclosure of these
documents or information may cause competitive injury, including but not
limited to strategy, profitability, marketing, business and strategic
planning, etc.
Work Product This level of security indicates the document or information must be
treated as private, confidential and not for publication. It contains the
attorney’s thought processes, mental impressions, beliefs, notes and
opinions assembled in litigation or in anticipation of litigation. Also
includes any work product prepared at the direction of an attorney in
anticipation of litigation.

Appendix B: Document Characteristics
The following list details the choices available in the Document Characteristics drop-down list.
Characteristics Definition
Attachment Missing The document refers to an attachment, but the attachment cannot be
conclusively identified.
Draft The word “draft” is stamped on the document, the word “draft” is part of
the title or the document contains handwritten editing marks.
Duplicate documents same Indicates that two exact copies of the same document exist in the same
document record.
Error during conversion The document experienced an error during conversion from Legal
Advantage to Introspect.
Fax post-it A document contains a fax post-it, which also necessitates a Multiple
Documents/Same Page condition.
Foreign Language The document contains text in a foreign language.
Handwritten An entirely handwritten document. Applications/Forms/Questionnaires

which are typed but the answers are handwritten do not constitute a
Handwritten condition.
Illegible The entire document is illegible. (Also see Partially Illegible.)
Incomplete The document has missing page(s), based on page numberings or

incongruent flow of text.
Gap in Bates at… There is a gap in the Bates numbering sequence. Example: Gap at
ABC000020-ABC00022.
Marginalia The document contains writing in the margins.
Missing Image The image of the document is missing.
Missing Pages The document is missing pages.
Multiple documents/same Two documents are maintained on one page. For example, an
page envelope and certified mail receipt imaged on the same page, an
invoice with copy of check are on the same page, etc.
Out of Order The electronic document’s page sequencing is out of order.
Partially Illegible Portions of the document are illegible and the word ‘ILLEGIBLE’ has not
been used in any coded fields. (See also Illegible.)
Redacted There is a redaction on the original document.

Characteristics Definition
Watermarks There is a watermark on the original document.

Appendix C: Document Type
The following list details the choices available in the Document Type drop-down list.
Document Type Definition
Affidavit A statement, usually bearing “Affidavit” in the title, of facts, made
voluntarily and confirmed by the oath that the contents are, to the best
of the signor’s knowledge, true. A notary or other judicial officer’s
signature under oath verifies that the signature was under oath.
NOTE: Also includes documents titled “Declaration”, “Verification”, or
similar titles that includes language affirming the truth of the statement
therein “under penalty of perjury”. However, verifications at the end of
interrogatory answers should be indexed with interrogatories.
Agenda/Minutes A document, often bearing “Agenda” in the title, listing topics and/or
outlining a plan to be considered or followed during a meeting, training
session or conference.
Agreement A mutual assent, usually bearing “Agreement” in the title, between two
or more legally competent persons and/or companies, which ordinarily
lead to a contract, including Letter Agreements.
NOTE: Do not include Agreements with specific document types i.e.
Easements, Contracts, etc.
Answer A pleading, usually bearing “Answer” in the title, which serves as one
party’s formal response to another party’s complaint, petition, cross-
claim, etc.
Authorization for A document authorizing appropriation of funds requesting work, product
Expenditures or other type of expenditures. May be abbreviated on the document to
read “AFE”.
Brief A document, usually bearing the word(s) “Brief”, “Brief in Support”,
“Memorandum in Support”, or “Memorandum of Law” in the title,
containing a summary or statement about facts of a matter and a
compilation of applicable authorities (matter law, regulations, statutes,
etc.) supporting a party’s request or asserted position in an
accompanying motion.
NOTE: Do not index as Brief if the document also contains the Motion
(see definition of Motion below).
Certificate A document usually bearing “ Certificate” in the title, asserting certain
facts (i.e. Birth Certificates, Marriage Certificates, Degree certificates,
etc.).
Check A written order to a bank to pay out money from an account to the
individual or entity named therein.
Chronology A document that lists/summarizes events in order of occurrence. May
bear “Chronology” or “Timeline” in the title.
Civil Case Information A cover sheet filed with the court stating the relevant information about
Statement a civil matter, such as matter name, parties, attorney names and
addresses.


Claim A document setting forth the belief that a remedy is due and that one
party is seeking relief from another.
Complaint A pleading, usually bearing “Complaint”, “Petition” or “Claim” in the title,
which outlines the complaining party’s version of the facts of the matter,
the legal dispute and the damages sought and the request to the court
to resolve the dispute. Filing a complaint commences a civil action.
Computer System Data Exports of computer files such as spreadsheets, databases, program
code and data models.
Contracts An agreement between persons and/or companies, often bearing
“Contract” in the title, which obliges each party to do or not to do certain
things. Technically, a valid contract requires an offer and an
acceptance of that offer.
NOTE: Code the following specific Contracts with separate document
types: Agreements, Deeds, Division Orders and Leases.
Corporate Documents A collection of official legal documents concerning a company or
corporation (i.e. Articles of Incorporation, company or corporation
bylaws, company or corporate charters, organization charts, etc.).
Declaration An unsworn statement setting forth facts.
Deed A written and signed document, that usually bears “Deed” in the title,
that sets out the things that have to be done, or recognition of the
parties towards a certain object. Usually conveys ownership in property
(i.e. quitclaim deed, warranty deed, tax deed, deed of gift, all of which
involve real property).
Deposition The official statement/testimony of a witness transcribed by an official
court reporter verbatim, usually in question and answer form, in
response to the written or oral questions by attorneys. A discovery
device by which one party asks oral questions of the other party or a
witness for the other party under oath outside of a courtroom.
Deposition Summary A summary of the verbatim transcript of a deposition.
Deposition Video A video recording of a deposition.
Deposition Video Synch File A technical file used to link the verbatim deposition transcript to the
video.
Division Order A written contract, usually bearing “Division Order” in the title, of sale to
the purchaser of oil and gas. The order directs the purchaser to make
payment of value or in kind of the products taken from the well or wells
specified and to the individuals as set out in the order.
Easement A document, usually bearing “Right of Way” or “Easement” in the title,
that provides a right of passage over an individual’s land or waterway.
NOTE: Code agreements regarding easements as an Easement.
E-mail A communication mailed electronically.


Environmental Testing A specific type of report which contains information concerning
Documents samples, testing methods and analytical results, including QA/QC
records, chain of custody forms, test results, well testing documents
such as mechanical integrity tests (MITs), bottom hole pressure test
(BHP), oil well potential tests, etc.
File A folder or similar container containing one or more documents.
Includes redwell and drop files.
Financial Documents A document directly related to the finances of an individual or company,
including accounting/financial records (10K, 10Q, profit/loss statements,
balance sheets, etc.)
NOTE: Budgets, economic reviews, analysis, and interest and revenue
reports should be coded as Financial Documents and not as reports.
Form A pre-printed document with instructions for completion commonly used
by agencies. Include any title or number of the form in the description.
NOTE: Do not use this document type for Permits.
Graphics A document that includes writing and techniques that illustrate, describe
or represent one or more items or events.
NOTE: Includes charts, diagrams, pictures, and storyboards.
Organization charts should be coded as Corporate Documents.
Index An orderly list of items, documents or events that may provide
information about their location and general content.
Insurance Documents Documents relating to insurance, such as policies, binders and claim
forms.
Interrogatory During the discovery process, each party has the right to submit written
questions to the other side requesting specific information, documents,
objects or witnesses. This series or set of written questions is referred
to as interrogatories and usually bears “Interrogatory” in the title. A
party may submit more than one set and these documents should be
coded accordingly (first, second, third, etc.).
Invoice A bill for goods or services.
Lease A written document whereby one party relinquishes his right to
immediate possession of property while retaining ultimate legal
ownership. This can be oil and gas lease, a building lease, a lease for
equipment, etc.
Legal Research A document, usually written by an attorney (in the form of a
memorandum, letter, e-mail or other summary) summarizing legal
questions/issues and/or providing a legal opinion and may include
supporting authorities (copies of cases, statutes, excerpts from
commentaries, etc.).
NOTE: When indexing these documents, do not use their specific
document type (memorandum, letter, e-mail or summary). Be sure to
use the Legal Research document type. Also, do not use this document
type for Title Opinions.


Letter A communication exchanged between two or more entities, usually
through the mail. Also includes facsimiles.
Manifest A document used in shipping and warehousing products and contains a
list of contents, value, origin, carrier and destination of the gods to be
shipped or warehoused. They can be issued by a shipper for products
to be transported by truck, vessel, pipeline or other vehicle.
Map A document that graphically demonstrates, describes or illustrates a
geographic area and its proximity to one or more items or events.
Memorandum A formal message from one person to another.
NOTE: Do not include any type of Legal Research documents or
Memorandums of Law (Brief), which are classified as their own specific
document types.
Motion A document, usually bearing “Motion” or “Application” in the title,
requesting a judge to issue a ruling or order on a legal matter. This can
be done before, during or after a trial.
NOTE: Motions including or incorporating the supporting Brief or
Memorandum into the Motions should be coded and classified as a
Motion.
Notes Usually an informal document summarizing an individual’s thoughts
and/or opinions (i.e. things to do, strategy, decisions, places, and
events).
Notice A document, usually bearing “Notice” in the title, which notifies the
parties of the matter-related events, such as depositions, hearings,
requests for entry upon land, property inspections, etc.
Opinion A document prepared by a judge or court embodying their
understanding or decision concerning the law as applicable to the
statement of facts.
NOTE: Do not use this document type for Attorney legal research and
Title Opinions. These should be coded and classified in their specific
document type.
Order A court or adjudicative body (i.e. Department of Energy, Office of
Hearing and Appeals) ruling, direction or determination, usually bearing
“Order” in the title, deciding a point of law or directing a step in the
proceedings.
NOTE: Note whether the order is agreed, proposed and/or signed in
the description field.
Permit/Applications An official document, usually generated by the government or a
corporate entity, that gives consent to or authorizes the action
designated
NOTE: Include official licenses, warrants, etc.


Petition A formal written request presented to a court or other official body.
Pleading A document that summarizes the party’s positions in a civil matter. In
the federal courts, the principal pleadings are the complaint and the
answer.
NOTE: This is a generic term commonly used to describe a document
filed with the court. This document type should only be used for court
filings/pleadings when no other specific document type can be identified
or for matters where pleadings/court fillings are indexed under one
document type.
Procedure A document detailing the method or way to conduct business or
perform a task, i.e., policies, procedures, company guidelines, etc.
Note: Do not use this document type for Policy/Procedure Manuals.
These should be coded and classified as “Publication”.
Proposal A document, usually bearing “Proposal” in the title, containing a
preliminary statement for consideration by the other party to a proposed
agreement. An offer, by one person to another, of terms and conditions
with reference to some work or undertaking.
Publication A book, newspaper, magazine, technical or scientific journal or article,
manual, etc.
Regulation/Tariff A document, often bearing “regulation” in the title, which contains
official rules or other directives, issued by an administrative agency.
This agency must have specific authorization to issue directives and
follow prescribed conditions.
A tariff is a document summarizing a schedule of duties, prices or
charges imposed by a government on some countries’
imported/exported goods.
Report An official or formal statement of facts or proceedings including many
well related reports such as daily drill reports, daily work over records,
MIT, COS, studies, presentations bulletins, etc.
NOTE: Do not use for any form of testing documents (analytical, well
tests, well logs, etc.), which is a separate document type.
Request During the discovery process, each party may have the right to submit
written questions to the other requesting the production of specific
information, documents, or objects. Usually bearing “Request for
Production” in the title, a party may submit more than one set and these
documents should be coded accordingly (first, second, third, etc.).
Resume A document, usually bearing the title “Resume” or “Curriculum Vitae”
(CV), summarizing an individual’s education, work history and/or other
accomplishments.
Risk Analysis The document resulting from conducting a risk analysis of a matter.
Settlement Check A check issued to the plaintiff in regards to settling a claim.
Settlement Notice Notice sent to inform claimant of specific settlement provisions.


Settlement Release A document in which a person or entity who has a claim, right or
interest enforceable against another person, gives up that right to
enforce that interest against the other person.
Statement of Damages A document specifying the damages and estimated repair or
replacement value sustained by a party.
Subpoena A specific type of Court Order requiring a person to be available at a
given place, date, and time to either testify at a deposition/trial or suffer
a penalty.
Summary A document that contains a condensed statement of the substance or
principal points of a larger document. Also includes Supply
Arrangement Summaries.
Summons A formal notice that one is required to appear in court.
Survey A document summarizing the examination of something (usually land),
describing its condition, situation, and/or value (i.e. real estate surveys
performed to define boundaries of tracts of land).
Title Opinion A statement of opinion, usually bearing “Title Opinion” in the title, by an
attorney, often in the form of a letter, as to the state of the title to land,
mineral, royalty or working interests. The opinion often recommends
that curative instruments be obtained before the property interest at
issue is purchased, drilled on, or otherwise affected.
NOTE: Includes bonus title opinions, delay rental title opinions, drilling
opinions and division order title opinions.
Transcript An official and certified copy of statements in a court proceeding usually
prepared by a court reporter during proceeding. It is most commonly
used on appeal.
Verdict A document stating a jury’s decision (may also include the questions
and answers), expressed as "guilty" or "not guilty" in criminal matters,
or a finding for the plaintiff or for the defendant in civil matters.
Waiver of Conflict A document stating that a potential conflict has been disclosed and the
party gives up any rights of future claims arising out of said conflict.
Well Log A document that records measurements on wells,(e.g. cement bond
log, Gamma Ray/Neutron log, etc.), and surveys (wire-line survey,
temperature survey, pressures survey etc.).
Will A written and signed statement made by an individual, which provides
for the disposition of his property when he/she dies.
Work Order A signed document requesting work to be performed (i.e. authorization
for Well work-over, removal of pipe, replacing a valve, etc).
NOTE: Do not use for AFE’s.
Writ An official court document signed by a judge or bearing an official court
seal, usually bearing “Writ” in the title. The document commands the
addressee to do a specific action or task.

Appendix D: IDX File Layout
The IDX load file defines the images and field values that compose a document. The IDX file is the
appropriate format in which to provide this information to Chevron for processing and system upload. There
are two pieces to the IDX load file, the Header and the Detail.
IDX File Header:

The Header information will remain constant, with the exception of the Import Batch name, which is a
unique means of identifying the set of documents pertaining to the load file. Amongst other things, the
Header defines the name and order of the fields in the Detail.
The IDX file Header resembles the following:

<HEADER>
"Version=5.1"
"Status=0"
"ExternalID=1"
"OCR"
"TIFF"
"Priority=2"
"CollectionID=1003"
"ImportBatch=DATE_TIME_STAMP_LOAD_DESCRIPTION"
"NumCols=27"
"UDF1=1036","Control Range Prefix"
"UDF2=1037","Control Range Begin No"
"UDF3=1038","Control Range End No"
"UDF4=1039","Attach Range Prefix"
"UDF5=1040","Attach Range Begin No"
"UDF6=1041","Attach Range End No"
"UDF7=1003","Start Date"
"UDF8=1028","Start Date Estimated"
"UDF9=1004","End Date"
"UDF10=1033","End Date Estimated"
“UDF11=1009”, “Business Unit”
"UDF12=1005","Default Bates Begin"
"UDF13=1006","Default Bates End"
"UDF14=1024","Description"
"UDF15=1001","Document Type"
"UDF16=1030","Document Security Level"
"UDF17=1025","Source"
"UDF18=1020","Chevron Asset ID"
"UDF19=1007","Author"

"UDF20=1008","Recipient"
"UDF21=1016","CC"
"UDF22=1017","BCC"
"UDF23=1034","Document Characteristics"
"UDF24=1022","External Bates No"
"UDF25=1012","Box No"
"UDF26=1014","Folder No"
“UDF27=1526”,”Vendor Processing ID”
IDX File Detail:

The Detail of the IDX file defines the image and coded information for each document and will therefore
vary considerably amongst IDX files.
1. Each document has its own row of data.
2. Each field value begins and ends with double quotes and each value is separated with a comma. For
example: “xxx”,”yyy”,”zzz”…
3. The order of the field values in the body must follow the order of the fields in the Header.
4. If a document does not contain a value for a specific field, the field should be left blank, using empty
double quotes. For example: ,“”,””,…
5. Multiple values in a single field should be separated by a pipe (|). For example: Smith, John | White,
Bill |….
6. The format of the body for each document must follow the format, as described below:
Sample line from the body of the IDX file:

</HEADER>
0,"141197","TIF","images\","0001.DOC","XX","XX","XX","XX","Publication",”Accounting
Reports May 2002”….
Description:
"0" signifies the Related Doc ID, which is used to identify attachments to a document. The parent
and the children must be listed in the IDX file in their sequential order, with the same Related Doc ID
value for the parent and child. This Related Doc ID can be any 1-2 digit number and can repeat as
long as the numbers are not repeating within varying attachment ranges.
"141197" signifies the Index ID. This value must be an integer value of any size. It should be a
consistent value throughout the IDX file and does not need to be unique across matters.
"TIF" signifies the file format.
"images\" signifies the file path.
"0001.DOC" signifies the primary file name, when loading multi-page TIFFs.
"XX" signifies the text file name, when applicable.
"XX" signifies the secondary TIFF file relative path (applicable only if loading both a TIFF and non-
TIFF file for one document. The non-TIFF file would be the primary file and the TIFF file would be the
secondary file).

"XX" signifies the TIFF file name (applicable only if loading both a TIFF and non-TIFF file for one
document. The non-TIFF file would be the primary file and the TIFF file would be the secondary file).
"XX" signifies the Bates number/File, when applicable.
"Publication",”Accounting Reports May 2002”….signifies the start of the user defined fields, in the
order defined by the header.
NOTE: If loading single page TIFF’s, there is a slight modification to the "0001.DOC” value. The
value must read "0001.DOC,x”, where x represents the number of pages belonging to that
document. For example, if the first page of a 3 page document is 0001.doc, the IDX file value would
read “0001.DOC,3”. The files must be named in consecutive numeric order, so the next document
must start with the name “0004.DOC”.

Chevron - Hard Copy Document Coding Manual

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Who Should Use This Manual and Why 3

Document Imaging and Indexing 3

Document Break Determination/Unitization 4

General Indexing Rules 7

Vendor Checklist for Handling Hard Copy Documents 7

Creating an Update IDX File 8

Field Indexing Rules 13

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Who Should Use This Manual and Why

3. Minimize/Eliminate the costs for maintaining multiple or redundant databases.

Document Imaging and Indexing

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Document Break Determination/Unitization

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Document Break Examples

Document Break Examples

Type of document Proper Unitization

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Note and describe the attachment in the Index Description.

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General Indexing Rules

Vendor Checklist for Handling Hard Copy Documents

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Creating an Update IDX File

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Field Field Description Field Definition

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Field Field Description Field Definition

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Field Field Description Field Definition

CC (UDF 1016) This field captures the Multi-Value Text

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Field Indexing Rules

Req. Field Rules

Req. Field Rules

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For Example – Documents with Attachments:

Actual Date on document: Start Date field value:

May 1998 1998/05/01

Prioritize the various court dates as follows:

Req. Field Rules

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Start Date Document type Date to use

Contracts • Effective date (usually in the first

Req. Field Rules

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Req. Field Rules

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R Description All Documents - General Indexing

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Req. Field Rules

Description field value:

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Req. Field Rules

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Req. Field Rules

The document came from TIMES TIMES

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Req. Field Rules