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A DII file is a specially formatted ASCII text
file. The data from the file is loaded into Summation’s Core Database
and establishes the link between the database summaries and the associated
images and OCR documents.
The following topics are covered in this article:
Batch Loading of Image Summary Information
The major advantage of using a DII file is the ability
to load summary information for thousands of images at a time. The summary
information is encoded within the DII file and the summary records for each
designated image are automatically updated as the file loads. In this way,
thousands of summary records can be updated, giving users easy access to thousands
of associated images.
Reduced Coding
Coding and typing summaries can be reduced by using the
@C (Column to Link) token. @C is meant for use with documents that have been
categorized into groups and therefore contain repetitive data. An example of
how to use the @C syntax to reduce repetitive coding is included below in the
section titled DII File Components.
Error Checking
Summation will check to see
if duplicates of the new records already exist within the Summation database.
When a duplicate is encountered, the Summation user is prompted to either
overwrite the existing record or ignore the new record.
When the program encounters
errors with a particular record during loading, they are documented in an
error file. The error file is created in the directory of the case where
the DII file is being loaded and has the same name as the DII file except
with a “.LOG” extension
instead of “.DII." This error
file lists the type of problem and its location (by line number) within the
DII file. This log file is written in simple ASCII text format and can be
opened
with any text editor including Windows Notepad, Wordpad, and Microsoft Word.
Example: A DII file named “DISK1LOAD.DII” is
loaded into the “SMITH V. JONES” case. If errors are encountered
during loading, they would be written to a file titled “DISK1LOAD.LOG” in
the Summation program folder under the CASEDATA\SMITH V. JONES subfolder.
Simultaneous Data Entry and Scanning If users coordinate with either
an outside vendor or an internal department to scan their documents, they
can begin the work of summarizing the documents while they are being scanned.
(The customer and the scanning group must coordinate the document numbers
and names to be used in advance.) When scanning is complete, the vendor or
scanning department can deliver the scanned image files and/or full-text
documents to the customer on any removable media the customer’s system
is compatible with.
The DII file is a formatted ASCII file that can be created
within any text editor. A Service Bureau's data entry personnel need only be
aware of the correct formatting tags and syntax to use and do not need to have
a copy of Summation on site to create a DII file compatible with Summation.
The DII file uses a non-delimited, multiple line format. Each record ends with
the image filenames themselves. If you expect to have many image files associated
with each DII record, read the Iterators section below.
Iterators provide a way to shorten the amount of text in each DII record.
For more information about loading DII files, refer
to Summation online Help
system.
@T (Image Tag)
Required for each DII record. Must be used before any @C tokens for each DII record. Each instance of a line
beginning with the @T token causes Summation to create a new database record
or overwrite an existing one. If the value that follows the @T line does
not match an existing record number in the active table (usually either the
STDTABLE or the ETABLE) then a new record with that number is created. If
a record with that number already exists, Summation prompts the user to either
replace that record’s existing image information or leave its image
information intact. The field normally used to determine a record’s
unique number is either the BEGDOC# field (for the STDTABLE) or the DOCID
field (for the ETABLE). This field can be changed via OPTIONS>DEFAULTS>IMAGING>COLUMN
TO HOLD IMAGE TAG but it is not recommended.
NOTE: If there is an input template on the database’s
record number field, then the @T value must conform to the template
format.
Example: The case database has an input template restricting
the BEGDOC# field to the format “AA000000” (i.e. alpha, alpha,
numeric, numeric, numeric, numeric, numeric, numeric). A DII file with the
following @T values is loaded:
@T RT100556
@T 998113
The first line matches the template format and a new
database record with a BEGDOC# value of “RT100556” would be created.
The second line is incorrect, so no database record for this line would be
created and
an error message would appear on-screen and also be written to the error
log.
@D (Default Directory)
Required for each DII record that has images or OCR to be loaded. The @D token designates
the location where the image file(s) for a database record is stored. The
data specified after the @D is loaded into the Default Directory (DEFDIR)
field of the ImgInfo table. There are 3 different ways to denote the DEFDIR.
- @I, which refers to the default IMAGES subfolder
under the case directory. For example, for a mobile installation, if the
case were SMITH V. JONES, “@I” would equal “C:\PROGRAM
FILES\SUMMATION\CASEDATA\SMITH V. JONES\IMAGES."
- The full path to the image file(s) location. A UNC,
local, or mapped drive letter path is acceptable. For example:
@D \\SERVER1\IMAGES\SMITH V. JONES\VOLUME1\DISK1
@D C:\IMAGES\SMITH V. JONES\VOLUME1\DISK1
@D Z:\IMAGES\SMITH V. JONES\VOLUME1\DISK1
- @V, which refers to the specific volume label of removable media.
NOTE: Users of Summation LG/iBlaze can use UNC paths
after the @D to specify a folder containing images.
@L (Long Name Entry)
Summation 5.21 Legacy Field. @L denotes the long name
or description of the image file(s). The @L value is loaded into the LONGNAME
field of the ImgInfo Table. This tag is obsolete and unnecessary on modern
versions of Summation (1.0 and higher) as they support long image file names.
@C (Column to Link)
Optional token. @C is used to load data into specified
fields in the user’s document database. This is a useful way to decrease
the amount of data entry required for the database users. It is meant for
use when the same value is repeated for a group of documents, such as documents
that all have the same box number or author. It is not meant to replace regular
data entry. For this reason, there is a limit of six (6) @C codes available
for each DII record.
The syntax for using the @C token is:
@C <FIELDNAME> <FIELDVALUE>
For example, to fill in the ISSUES field of the database
with the value “Mental Health," the line would read:
@C ISSUES Mental Health
The @C line(s) should appear underneath the @T line for each database record. For consecutive DII records where these values are the same, you
do not need to repeat the @C line. Instead, insert the next @C line in the
next DII record where the data changes. To stop entering data in a field,
insert a @C line with the field name following by nothing.
@I (Image Location as in Case Customize)
Used with the @D token. The @I value refers to the
image location specified in Case Customize. The @I value is loaded into the
DEFDIR field of the ImgInfo table. This location must be a drive letter (or
UNC path for LG/iBlaze users) and path that points to the directory where
the images are stored. Summation users can select any valid location or use
Summation’s default location, the IMAGES subdirectory under the case
directory. In either case, the image files must be copied to this location.
@V (Volume Label of Removable Media and Any
Subdirectories)
Used with the @D code. The @V value refers to the volume
label of the removable media holding image files. When using a volume label,
the program will search a range of drive letters for the specific removable
media volume. The range of drive letters to be searched can be specified
in OPTIONS>DEFAULTS>IMAGING>DRIVES HOLDING IMAGES.
The volume label can be obtained from any drive by
using the DIR command at the command prompt or by looking at the drive properties
in Windows Explorer/My Computer. When using the command prompt, the volume
label will appear at the top of the directory display listing.
Since most document images are now stored on either
local or network hard drives Summation has provided an option to convert
volume labels to directory names for existing database records with @V image
paths. By selecting the option box labeled “Map Volume to Directory” under
OPTIONS>DEFAULTS>IMAGING the volume name is converted to a directory
name. A drive letter or letters matching the location where the images are
stored must be added in the OPTIONS>DEFAULTS>IMAGING>DRIVES HOLDING
IMAGES section. For example:
DEFDIR in ImgInfo Table: @VCD_00001:\001
Drives Holding Images: DE
Program looks in: D: or E: drive for media with a volume
label of “CD_00001.” If it finds matching media, it looks for
a directory there named “001” for whichever image file or files
were specified.
This option is commonly used when the CDs are
stored on a Meridian tower, or when the volumes have been copied to a fixed
drive from a CD ROM and the Volume labels are used in the manner described
above.
@Fulltext (Lets the Database Know There is
an OCR Document Attached to the Record or Records)
Tells Summation that there are OCR documents attached
to the record. The filenames must match the names of the images (not including
the extension), and they must be located in the same place.
Variations:
@FULLTEXT DOC - One OCR text file exists for each database
record.
@FULLTEXT PAGE - One fulltext file exists for each
page of the document summary.
@FULLTEXT [PAGE or DOC] is placed before the
@T line.
Similar to the @C token, this statement remains
in effect until turned off by using the opposite designation. In other
words, if you are using the “PAGE” method,
turn it off by using @FULLTEXT in the record that does not contain a fulltext
file.
@O (Where OCR Documents Are if They Are Not
in the Image Location)
Used when the OCR documents are located someplace
other than the image location as specified by the @D line of the DII file.
It is placed immediately below the @D line. This token can ONLY be used in
conjunction with the “@FULLTEXT DOC” tag. The full path to the
OCR text document must be included.
Example:
@FULLTEXT DOC
@T AB100001
@D @I
@O J:\docs\scanned
100001.TIF
This tells Summation that the fulltext document
for record AB100001 is not in the default Images directory (@I) but, instead
can be found in J:\docs\scanned. The file name must still match the image
file name. In this case the image file name is 100001.TIF, therefore the
OCR text file name should be named 100001.TXT.
Pages (Number of Document Pages of a Database
Record)
Summation 5.21 Legacy option. You can specify the number
of pages associated with each imaged document after the image tag value.
This data is loaded into each record’s page number field as defined
in OPTIONS>DEFAULTS>DOC NUMBERING (usually PGCOUNT). This option is
obsolete and unnecessary on modern versions of Summation (1.0 and higher)
as these versions populate the PGCOUNT field by determining the actual number
of pages in each document’s image file(s).
; (Comment Lines)
Optional code for each DII record. You can make comments
in the DII file for your reference. These lines do not affect the DII load.
Example:
; After this Semi-colon I can make notes for my current
record
Image Files
Required for each DII record. The last line(s) of each
DII record is always the image filename(s). Backslashes in front of the filenames
will direct Summation to look for the files at the root of the specified
drive however, these can usually be omitted.
Additional Tokens
Recent versions of Summation allow the use of an expanded
set of DII tokens that allow expanded functionality for loading electronic
documents. For information on these tokens, refer to the white paper
titled “A Complete List of DII Tokens” available from
http://info.summation.com/papers/Summation%20DII%20Tokens.pdf Iterators
Iterators are important optional coding methods.
Iterators provide a way to use shorthand for image file names. This allows
for less text per DII record, thereby producing a DII file that loads more
quickly. If your image files use a number sequence, you can use iterators
to indicate a range of numbers, rather than listing each image file separately.
Ranges are only valid when the lower number and the higher number are the
same number of digits.
Files Listed Separately Example:
IM00001.TIF
IM00002.TIF
IM00003.TIF
IM00004.TIF
IM00005.TIF
Files Iterated Example:
IM000{1-5}.TIF
If iterating records with attached full text (OCR)
documents in PAGE format, be careful not to exceed powers of 10 in the
iteration.
Example:
IM0000{01-09}.TIF
IM0000{10-99}.TIF
IM000{100-999}.TIF
The example above will properly load all 999 images
and their corresponding OCR full-text documents. Once again, this rule
applies to
the @FULLTEXT
PAGE format only.
;Record #I begins here (Comment Lines)
@T CR00293 1
@C PATIENT McDonald, Robert
@C PROVIDER Ross, C., M.D
@L Patient History form
@D @V CD-101:\Box_34
ROSS001.IMG
;Record #2 begins here
@T CR00294 7
@C SVCDATE 030793
@L General Hosp Admit form
@D @V CD-101:\Box_34
ROSS00{2-8}.IMG
;Record #3
@T CR00295
@C SVCDATE
@L NeuromusculoSkeletal
@D @V CD-101:\Box 34
ROSS009.IMG
;And so on
@T CR00296
@C SVCDATE 030893
@L Pre-Op Eval Diagnosis
@D @V CD-101:\Box_35
ROSS0{10-16}.IMG
;New Provider
@T JG0001
@C PROVIDER Garza, J., PhD.
@C SVCDATE 041993
@L Post-Op MRI Scan Interp
@D @I
GARZA00{1-9}.IMG
GARZA0{10-23}.IMG
;Important Exhibits
@FULLTEXT
@T AB10401
@C DOCTYPE Fax
@C DOCDATE 07301998
@D @V CD_311:\CaseAB\Images
AB1000{07-12}.TIF
; Important Exhibits, separate OCR pages
@FULLTEXT PAGE
@T AB10401
@C DOCTYPE Fax
@C DOCDATE 07301998
@D @V CD_311:\CaseAB\Images
AB10000{7-9}.TIF
AB1000{10-12}.TIF
; Start of Additional Exhibits
@FULLTEXT
@T AB10403
@C DOCTYPE Fax
@C DOCDATE 07301998
@D @V CD_311:\CaseAB\Images
@O K:\Documents\Ocred\CaseAB
AB1000{03-34}.TIF
For information about loading DII files, refer
to the Loading
Images with a DII File tutorial.
In addition, the Adding Images Using DII Files
section of Summation’s online Help also provides basic information
about loading DII files.
For information on all DII tokens, including those
used for eDiscovery, refer to the A
Complete List of DII Tokens white paper.
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