Loading image files for Concordance Image

Image files are the original record scanned into a file format that is viewable in Concordance Image. Typically, the vendor who processed your documents supplies you with a corresponding image load file along with your images. If you do not receive this file, you can still load your images. However, having the image load file is recommended.

Image files can be paper documents that are scanned, or e-mail or native documents that are also processed. Your images can be single-page or multiple-page files and are usually named with your image alias. We recommend using single-page TIF files because the images load faster for review and are easier to work with if you need to adjust document breaks.

Your corresponding image load file provides an image alias, volume, file name and path, page break, box break, and page count information. These files are usually in .opt, .log, or .txt file formats.

Since your image files and image load file are typically provided by a vendor on a CD or DVD, the path information listed could be written in the D:\ drive and will need to be changed. You can provide the vendor with a specified directory path in advance if you already have a designated location for your images. If not, you can change the directory information yourself.

 

Two ways you can change a directory file path for images
Directly within the image load file (recommended)
In Concordance Image after loading the file information

Both directory file path changes are made with a simple search and replace. Once you have moved your images from the CD or DVD to the server, this directory is what you want to place in the image load file or in Concordance Image. You can edit the file path before or after the import process.

 

What a Concordance Image record profile includes
Up to 16,770,266 images per document
Up to 536,870,912 volumes
Can open .tif, .jpeg, .bmp, .gif, etc.  Concordance Image cannot open PDF files.
Image key: Value in the image field, if it matches the file name
Image alias: Value in image field, when different than image file name
Combined length of the image key, plus the file name and path must not exceed 1001 characters

 

Concordance Image Guidelines
TIF and OCR text files can be stored in the same folder
All TIF files from the same document do not have to be in same volume
If you do not have a Concordance database with document breaks, you will need to use a load file with document breaks, or set them manually in Concordance Image

 

Imagebase Component Files

File

Description

.dir

Imagebase that stores image keys (aliases)

.vol

Tracks volumes, must be in same directory location and saved with the same name as the .dcb file

Database-Redlines.dcb

Stores all marks made on images including type, location, color, and user

.log

Exported image load file from existing imagebase

 

Concordance Image Formatting

The Concordance Image load file format is a delimited ASCII file containing all information necessary to insert links into the imagebase. The load file consists of seven delimited entries. Reference the following table and examples when formatting images.

 

Image Load Files

File

Description

ALIAS

Should match your image key from the Concordance database. Concordance stores this key in order to reference the image.

VOLUME

Name of the volume where the image resides, typically the volume name of a CD or DVD server.

PATH

Full path and file name (and extension) of the image

DOC_BREAK

Enter a Y to denote whether this image marks the beginning of a document.

FOLDER_BREAK

Enter a Y to denote whether this image marks the beginning of a folder break.

BOX_BREAK

Enter a Y to denote whether this image marks the beginning of a box break.

PAGES

Number of pages associated with the image

Character

Description

Y

First page of a document

Comma (,)

Indicates a page break or pages

 

Example: Concordance Image format for single-page TIFF files

00010002,COW001,COW001\001\00010002.tif,Y,,,1

00010003,COW001,COW001\001\00010003.tif,Y,,,1

00010004,COW001,COW001\001\00010004.tif,Y,,,3

00010005,COW001,COW001\001\00010005.tif,,,,

00010006,COW001,COW001\001\00010006.tif,,,,

 

Example: Concordance Image Format for Multiple-Page TIFF files

00010036,COW001,COW001\001\00010036.tif,Y,,,29

00010065,COW001,COW001\001\00010065.tif,Y,,,2

00010067,COW001,COW001\001\00010067.tif,Y,,,3

00010070,COW001,COW001\001\00010070.tif,Y,,,1

00010071,COW001,COW001\001\00010071.tif,Y,,,1

 

A load file does not necessarily need the volume name, but still needs the parameter for the volume name (the commas).  Example format:  Imagekey/Alias,Volume Name,Pathname,Doc Break,Folder Break, Box Break, Page Count - without the VOL name would look like this:  0000001,,D:\VOLO001\001\0000001.tif,Y,,,1

 

 

Image Alias

Your load file format’s alias should match your image key from the Concordance database. Concordance stores this key in order to reference the image.

 

The alias in your load file matches the database field that has the Image check box selected on the Modify dialog box for the database in Concordance. For more information about the Image check box, see About fields.

 

 

Other Image Load Files

When receiving images, you may not be provided with an image load file for Concordance, but may receive image load files for other discovery applications. These files often have a .dii, .lfp, or .oll extension. We recommend familiarizing yourself with these formats as well.

If you only receive these formats, you can convert these files into the proper format for Concordance Image using conversion utilities.

Example: Other load file format for single-page TIFF files

IM,00010002,D,0,@COW001;001;00010002.tif;2

IM,00010003,D,0,@COW001;001;00010003.tif;2

IM,00010004,D,0,@COW001;001;00010004.tif;2

IM,00010005, ,0,@COW001;001;00010005.tif;2

IM,00010006, ,0,@COW001;001;00010006.tif;2

 

Tips and Tricks for Loading Image Files

If your image files aren’t importing properly, check the following:

Locate and replace volume paths on the Directory tab.
Customize the path prefixes on the Path tab.
Verify the file name and path information in the image load file (after you locate and replace) by pasting the volume path into the Windows Run field. If the path is correct, the proper folder or image opens.
Edit the .vol file in List File Management dialog box to remove unwanted entries. Or, export a .log file and edit in text format.
Use UNC paths when on a network for inconsistent drive mappings.
Verify that all documents in the current query link to an image, and verify that every image exists. Records with missing links in the imagebase are tagged and tracked in a .log file.
Have the image re-processed if the TIF file is corrupt or is an incompatible format.
Rotate images using Adobe Photoshop®, Microsoft Office Document Imaging, or Irfanview.

 

A common Concordance Technical Support call is due to the file path in the image load files being incorrect. Be certain to verify this information. You can search and replace the path to the correct directory where your image resides.

 

 

Before loading a data volume, verify that the Bates Number for the first record to be loaded does not overlap with the last bates number used in the existing collection. If it does, you should request a correction from the source prior to loading.

 

 

 

To load image files:
1.From the Windows Start menu, open Concordance Image.

 

We recommend launching Concordance Image.exe from the Start menu only when you are first registering images. During image record review, simply click the View image (camera) button on the Dynamic toolbar in Concordance.

 

2.In Concordance, on the Dynamic toolbar, click the View image (camera) button to activate and synchronize Concordance Image with the database.

Concordance Image automatically launches a message prompt. This is not an error in the system; the application simply cannot locate the image files because they are not imported yet.

Concordance Image error message

3.Click OK.
4.In Concordance Image, on the Tools menu, click Imagebase Management.

Clicking Imagebase Management opens the Open dialog and Concordance automatically creates the .dir and .vol files, which are stored in the same folder as your database.

5.Browse to and click the database's .dir file, and then click Open.

Open dialog box for .Dir file

 

Make sure that you click the correct .dir file that is located in the same directory as your database. If not, you will be modifying the imagebase for a different database

 

Clicking Open opens the Imagebase Management dialog box.

6.Click the Register – Load tab to load and register your image files.

Register - Load tab in the Imagebase Management dialog box 

7.Click the Browse button, locate and open the image [volume name].opt file you want to load.

The Replace images with duplicate aliases check box is selected by default.

8.Click the Load button.
9.In the Status field, verify that the image files transferred into the database, and then click OK.
10.In Concordance, open a record to view your image files.

 

If the .dir and .vol files associated with an imagebase are accidentally deleted, you need to reload the imagebase in Concordance and relink it to its corresponding database.

 

 

We recommend that you take some time to experiment with loading an image file and practice edits or repairs to it so you become adept at identifying and fixing any corruption yourself. Most technical support calls for this phase of administration are due to an incorrect file path.

 

 

 

 

Need additional help? Email the Concordance Technical Support team at: concordancesupport@lexisnexis.com, or contact a support representative at 866-495-2397. The Technical Support team is available between the hours of 9:00 a.m. to 9:00 p.m. Eastern Time, Monday - Friday.

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