Excel Setup Request for Discovery Information
Hi there! I need some help setting up two separate document types (1) an Excel document to organize a bunch of information we received from an open records request; and (2) a word document with the excel date/information organized in a table (like the screenshots and link attached)with a cover letter (describing the information in the excel). Here’s what I’m looking for:
1) Set Up Tabs in Excel:
Discovery Received: This will be for all the documents we’ve gotten.
Discovery Produced: This will be for everything we’ve shared or produced.
Exhibits: For the exhibits we’re going to use.
Witnesses: Any key witnesses or experts related to the case.
Experts: Any specialists involved who will provide testimony or data.
Columns in Each Tab: Here’s how each tab should be set up, especially focusing on the Discovery Received tab. Please organize it with the following columns:
Date Received: When we got the document.
Media: Format of the document (like PDF, CD, Email).
Label: Short code or reference for the document.
Produced From: Who provided us the document (e.g., “State of Utopia” or “Cabinet”).
Bates Range: Start and end of the Bates numbers (unique ID numbers) for each document, so it’s easy to track pages.
Custodian: Person or entity who had the document originally.
Description: Briefly describe what’s in the document (for example, “Employee hours for WOTUS certifications” or “Training material on WOTUS”).
Sent to Client?: Include a column to mark if we’ve sent this document on to the client or others. Use “Yes” or “No.”
Additional Details:
Description Specifics: In the Description column, please give a short explanation for each document so it’s clear what kind of information each entry holds. For instance, if it’s about permit applications, be as detailed as possible in your explanation and how it can help develop the argument that the permit process is very expensive for the state ; if it’s a training material, let us know.
Make Searchable and Sortable: Set up the spreadsheet so it’s easy to sort by Bates number, date, or other categories. Please, also organize the data in a logical sequence: Decide on the best sequence to present the information. Options include chronological order by permit date Word Document Setup (Cover Letter with Chart)
(2) Could you also create a Word document for me? Here’s what it should include:
Cover Letter: At the top of the document, write a short summary like this:
Dear Team,
Attached is the discovery summary for records received from the State of Utopia. These records were gathered in response to our open records request for information on water quality certifications under WOTUS (Waters of the United States) regulations.
The attached chart provides a breakdown of each document, including the Bates range, custodian, description, and whether the document has been sent to the client. This chart will help us keep track of essential information and make it easy to locate specific documents for reference.
Please review and let me know if there’s anything that needs updating.
Sincerely,
[Your Name]
(2.A): Editable Chart in Word: After the cover letter, create a chart in Word that looks similar to the ones in the screenshots I provided. Use the following sample columns:
Beginning Bates Number Ending Bates Number Custodian/Location Records Obtained From Description
FBAR 000001 FBAR 000046 FBAR Transcripts (foreign bank accounts) Details about foreign bank account activity
HRB000072 HRB 000084 H&R Block Screenshots from H&R Block’s Tax Preparation System
MLAT0001760 MLAT0001797 Bank of Australia Documents for Australian MLAT request
OR DMV 000001 OR DMV 000019 Oregon DOT Driver and Motor Vehicle Services records
Note: Please ensure the chart is editable, so I can easily add more information or adjust the details.
Summary
This Excel and Word setup will really help us organize our discovery documents in one place. By using the columns listed, we can keep track of where each document came from, its description, and its Bates numbers. The Word document with a summary and editable chart will be useful for referencing specific documents quickly when publishing reports or exhibits. Please, implement Bate Stamping by assigning unique Bate stamp identifiers: Use a Bates numbering tool to stamp each page of the converted PDF files. Since these documents are from a state government agency, I’d create a Bates prefix to reflect the source and relevance (e.g., “STATE_WOTUS_00001”).
* Also, ensure continuity: If each Excel sheet is multiple pages when converted to PDF, apply Bate stamps consecutively across both documents for clarity. This continuous numbering will prevent any confusion about the sequence of evidence.
Let me know if you have any questions about these instructions! Thank you so much for your help! For context this is legal work because I am a law student working on a law school assignment.
**** USE LINK FOR ASSISTANCE WITH THE WORD FILE DOCUMENT (Relevant to this assignment (for guidance or assistance with generally how it should be PAGE’s 2 – 16 are helpful): https://mow.fd.org/sites/mow/files/filefield_paths/06-Excel%20as%20an%20Organizational%20Litigation%20Tool.pdf