Doing Document Reviews & Creating Productions

This technical note will provide step-by-step instructions of how to do document reviews and prepare productions in Lexbe eDiscovery Platform.

Developing a Review Game Plan

Prior to starting a review, you should develop how you want to do the review and case or client specific objectives.  Different cases will have differing requirements, objectives and budgets.  A $100 traffic ticket case is of course much different than a $100 Million contract dispute. Also, a case with 1,000 documents must be handled much differently than a case with 10 million documents. Lexbe eDiscovery Platform allows different review and production workflow depending on case requirements.

Choosing a Review Methodology

Document reviews for production are generally done in response to a 'Request for Production of Documents', although it may be called different things in different jurisdictions.  Linear Reviews and Keyword Based Reviews are the main ways reviews are done, with predictive coding or other forms of Technology Assisted Review sometimes done in very large case.  A brief description of these, the relative advantages and disadvantages of each, and the best use case are summarized in the tables below:

   Review Type  Description    Best Use
  Linear Review >Read, review & code all documents, one at a time    >Small document cases
>Important cases

  Keyword Search >Responsive & privileged docs IDed with search keywords
>Best for larger cases, short deadlines, or limited review budgets
  >Larger document cases
>Short production deadlines
>Limited review budgets



   Review Type  Advantages    Disadvantages
  Linear Review >Someone reads all docs
>Responsiveness, privilege and issue coding can be done simultaneously
>Better depo prep (e.g., Hot docs, docs for depos can be coded)
  >Most time-consuming
>Review may be handled by junior/outsourced personnel
>Manual review can have high error rates
         
  Keyword Search >Fast & cheap; much less review time than a linear review
>Avoids manual review errors
>Keywords can be negotiated
>Boolean logic can be sophisticated
  >Only as good as keywords (but can be sampled, tested and improved)
>Often leads to under-inclusive (missed keywords) or over-inclusive (data dump) productions
>Someone still needs to ID and review key docs for depo prep
         


Determining if Issue Coding will be Done at the Time of Responsiveness Review


One workflow determination is whether issue coding will be done at the time of the responsiveness/privilege Linear Review, or later. If issue coding will be done at the same time, then the issues to be coded should be set up on the front end. Only as many issues as are appropriate for coding, and time and budget permit, or database may become confusing for users. While Lexbe eDiscovery Platform has no limit on the number of custom fields/tags you can set up, only as many as will coded should be used.

For a Keyword Search or Predictive Coding review, issue coding of key documents are done before or after the responsiveness review. As there is no linear review of all documents in these cases, key documents to issue code are found using search, filtering on Custodian or email, or other means.

Step 1: Loading your Documents to Lexbe eDiscovery Platform

The first step to do a Document Review and Production is to load the documents into
Lexbe eDiscovery Platform.

You can self-load documents yourself, and supported native files will be expanded and converted to PDF when we can and placeholders shown when we cannot. Every supported file type you load to Lexbe eDiscovery Platform (most files used in eDiscovery) are also converted to a searchable, normalized PDF file for viewing and downloading. A text version version will also be available when possible for accuracy and image based files are OCRed for improved searchability. This means that you can now add Word, Excel, Outlook email (PST or MSG) and many other popular file types and they will be converted to usable PDF for viewing, Bates-stamping, downloading, printing and producing. We also retain the extracted native file -- including attachments. This way you can always view both native and PDF versions of the file. In the unusual case that a file does not convert, a native version of the file will still be available for review. Viewing options (tabs in our Document Viewer page) include original file uploaded (e.g., Word, Excel, MSG email), a formatted HTML/text version, and the normalized PDF version. We do the same with TIFF load files so those are viewable in PDF now as well. MORE

We support 10
GBs/day rate (~200,000 pages) within your Lexbe eDiscovery Platform account (combined all cases) to create Productions (including Bates numbering) for Standard PDF productions and 2.5 GBs/day rate (~50,000 pages) if TIFF Productions are selected. Your download time is in addition to this, and will depend on your internet download speed. PDF productions will be approximately the size produced, while TIFF productions expand significantly (generally 3-10X, but sometimes substantially more depending on the specific files).  Production creation increases your monthly hosting cost as it uses more storage, for at least one month, and longer if not deleted after creation.  For larger productions, please contact Lexbe Sales for a services quote, as as a managed service we can handle very large productions within days.

You should take your Internet upload speed into consideration. Upload speeds can vary greatly between users. Office connections (T-1, T-3, fiber) can be very fast. Cable and DSL connections are usually much slower. Cable and DSL connections are also usually non-duplexed, meaning that your Internet upload speed may be much slower than your download speed (6X or more). An office LAN with a T-1 line might be able to upload .5 GB per hour or more. Home cable connections often upload at the rate of 100 MB (.1 GB) per hour or less. We recommend that you experiment with you speed to determine the optimal upload size for you. To test your speed Internet, please click here.

For larger jobs/uploads, you can send files to us on a flash or USB drive as part of our Lexbe eDiscovery services.

Identifying Custodians and or Case Participants and properly attributing them to files can be important and can be done at time of upload. In the more usual, case, the sender and recipients of email are custodians of email they have sent or received (e.g., it remains on their computers in PST email archive files)


When Outlook PSTs are uploaded the proper time zone of the Custodian (in the form an offset from Universal Time (aka Greenwich Mean Time) should be set as part of the upload options. In some large cases with many disperse and/or traveling Custodians, importing email with Universal Time can be a good idea.

Step 2: Culling Documents Before Creating Review Sets

Once you have uploaded all documents to your case, the next step is to identify similar documents and only work with the relevant data as part of you pre-production strategy. The process of culling electronic store information (ESI) helps you to reduce a large pool of documents to a smaller set, which will automatically reduce the amount of documents requiring review. MORE


Step 3: Prepare Custom Fields for Issue Tagging

This step is needed only if specific issue-tagging will be done at the time of the responsiveness review. Otherwise it can be skipped. Manage Custom Doc Fields can be created from the top menu under 'Management>Manage Custom Doc Fields', and they will help you identify document and associate with multiple specific issues you have established for your case. This page controls the labels of the the sections and fields.

Account administrators can set up an unlimited number of Custom fields for any purpose. You can also call Fields 'tags' sometimes. Custom Fields can also be assigned at one time using Multi Doc Edit or retrieved using Filters and Saved Filters from the Browse and Search pages.












Step 4: Review Documents for Responsiveness

Responsive documents are those which are required by the Request for Production. In general, documents can be requested that are relevant to the lawsuit or reasonable could be expected to lead to relevant evidence. In general, responsive documents must be produced if not privileged, attorney work-product, or subject to a protective order that limits production (such as only for 'attorneys eyes'). The responsive review will be done differently depending on whether the review is Linear or Keyword Search-based.

Linear Review

The traditional linear review process in Lexbe eDiscovery starts either from the Browse or Search pages. When you click on the 'Title' of a document the Document Viewer page will open the full document view, and also a listing of up to 25 of the documents displayed in those pages will be carried over. Mark the document as 'Responsive' and click to advance from the Disc tab, by doing the following:

From the Browse or Search pages, click on the title of a particular document you want to apply review. 


Once the file is opened from the Document Viewer, you can do the following options:
1- Use the 'Save' Button. Code the current file, and just click on the 'Save' button. Please note this command will only save the tags applied (e.g. 'Responsive', 'Confidential', etc.), without moving to the next document. 
2-Auto-Advance (check-box)If you want to move to the next documents automatically, then you need to select the 'Auto-Advance' check-box. This option lets you review, code and advance to the 24 subsequent documents in list. After 25 documents, close the current window and return to the Browse or Search pages. Advance a page at the bottom of the main table, and then click on the first document in the page to open the document viewer to proceed for the next 25, etc.


3-'Propagate Coding' (check-box). By selecting that option, all the coding you applied under the Disc tab>Coding section ('Responsive', 'Responsive', 'Non-Responsive', etc.,) will be copied from the current record (document) to all members of an email family, over-writing what was there before. MORE


NOTE. Please note that the 'Auto Advance' + 'Propagate Coding' check-boxes settings will only persist to the list of 25 documents carried over in the Document Viewer, AND will not apply the same coding to next document in line.

If your case requires multiple reviewers, we recommend the following review options:

Option 1: Assign pages of documents in
Lexbe eDiscovery Platform -Take the number of documents and divide the pages between the reviewers.
If a case had 250,000 documents displayed in 10,000 pages in the Browse screen with 25 documents per page (10,000 x 25). You can divide up these pages between the reviewers. For example if 10 reviewers each would have 1,000 pages (10,000/10).
-This approach works well if document count is not changing.
-Advantages: No set-up, easy to administer; easy to reassign pages of documents (change range of pages)
-Disadvantages: Count thrown off if documents added, coders cannot filter on their documents only

Option 2: Assign specific documents to reviewers with a custom field.
-Create a new Custom text field in Lexbe for ‘Assigned Reviewer’.
-Assign batches of documents to reviewers (e.g., 25,000 per each of 10 reviewers) using Multi Doc Edit feature, or an Excel spreadsheet using the 'Power Upload' feature.



-Save a filter for each Reviewer so their documents can be pulled up.

-Each coder than filters on his/her initials and sees and codes only their documents. Please also note that you or your reviewers can filter the set of documents and export log information to Excel reports.

-Advantages: Ability for each coder to filter on their set and search with that filter. Ability to reassign documents from some users to others.
-Disadvantages: Coding fields must be set up and maybe re-balanced.

Keyword Review

In a Keyword Review, responsive documents are identified with keyword searches. The keyword terms can be drawn from a variety of sources, including developing them form the Request for Production, Complaint, Answer or other available case pleadings, negotiation between the parties. The keywords used for search sometimes can be agreed by the parties and sometimes they are used without agreement.

The quality of a keyword review is dependent on the quality of the keyword used. Keyword quality can be increased by using Boolean search terms to develop synonyms that might be used and limit false positive returns by excluding certain returns. Iterative sampling of search terms can also improve quality. That is done by developing a search term or string, running it on Search, and then examining some of the documents returned to identify other search terms that could have been used, and then modifying the
search.

Once search terms are finalized, you run the search in Lexbe eDiscovery Platform, and mass mark the results as responsive using Multi-Doc edit.










Search terms can also be run from an Excel Spreadsheet with search links and we provide a template for that use.







Predictive Coding

Predictive Coding is becoming more accepted and popular in larger cases.
Lexbe eDiscovery Platform has Predictive Coding in pre-release development. Please contact Lexbe Support or your Sales Representative if you would like to learn more.

Step 5: Review Documents for Privilege and Work Product


In
Lexbe eDiscovery Platform 'Attorney-Client Privilege' and 'Attorney Work-Product' are already setup as part of our Built-in Doc Fields, that can be accessed from the Browse, Search and Document Viewer pages.











A Privilege Review can be done either as part of a Linear Review or by using a Keyword Review, as discussed above. A common practice is to identify names email addresses of counsel, as well as search terms that might lead to privileged documents (e.g., 'Privileged Information'), run searches based on these terms, and then review and mark documents privileged in mass using 'Multi Doc' edit.

Privileged and work-Product documents can generally be withheld from production and instead are identified on a Privilege Log. Lexbe eDiscovery Platform includes extracted metadata for email sender, receiver, date, time and subject, which can be used on the Privilege Log and greatly simplify and speed its preparation. The final Privilege Log is created in Excel and can be downloaded and further reviewed and finalized.



Identifying Privileged and Work-Product Documents in a Linear Review

Lexbe eDiscovery Platform allows you to view and tag full documents displayed under the Document Viewer, one at a time repeating the same steps previously discussed under the 'Linear Review'. Those are also tags already setup as part of our Built-in Doc Fields, that can be accessed from the Browse and Search pages.

Saved Searches (Shared Function)

A list of all the searches are automatically saved in the database whenever you enter a keyword and click on the ‘Search’ button in the Search text box. This action automatically preserves the search records on the list view under the ‘Recent’ section and creates filter hyperlinks to open specific set of documents. Please note that the default link titles are under the 'Recent Search YYYY-DD-MM' format, but you can rename them by clicking on the ‘Edit’ hyperlink. It will also allow you to pin and share the most used searches, delete existing records or 
'Cancel'. MORE

Identifying Privileged and Work-Product Documents with Keyword Searching

You can also use our Searches From Keywords in Excel that can help you create and save searches of specific terms to speed up the identification of Privilege and Work Product files. The spreadsheet template is particularly helpful when you have large numbers of search terms to review in a case (up to 1,000 search terms are supported in the template)

Use of Claw-Back Agreements


A claw-back (or claw-back) agreement is a formal understanding between the parties to a litigation that production of privileged and protected information is presumed to be inadvertent and does not automatically waive attorney-client privilege. A receiving party generally must sequester or return the privilege material until the parties resolve the privilege issue, and may be prohibited from using the privileged information. The Committee Note to FRCP 26(f) recognize and encourage attempts by the parties to minimize the costs and delays associated with reviewing ESI for privilege by agreeing to protocols that minimize the risk of waiver. Claw-Back Agreements have become more common and needed as the time constraints of reviewing and producing large amounts of ESI means that the time and cost of a thorough privilege review may be prohibitive.

Stackable Filters in Large Productions

When you combine multiple filters together in order to add documents to a production from the Browse and Search pages, this could cause a delay or timeout while waiting for process to complete the process, due to complexity filter structures and email expansion (if applicable). For example, the stacked filters:
- 'Responsive' 'Dynamic Coding Filtering'= 'Expert Smith Review = Checked' 'Probate Courts = Checked' 'Money Lost = Checked' 'Enron Fraud = Enron Fraud'.



If the resulted documents is large, when you add the set of documents to a production title the process might timeout or delay. In such cases, we recommend that you create a temporary filter (e.g. 'Test Statements Filters' for the resulted documents, and then from Browse and Search pages to go into the Production section and then use that filter to add documents to the production without timeouts or delays.


Step 6: Redacting Documents

Documents may need to be redacted for Privilege, Work-Product or certain types of personal, confidential or sensitive information. You have two ways to redact documents in
Lexbe eDiscovery Platform. You can use our included Redaction Editor, or you can redact yourself offline and upload to the document record. For redacted documents, a Lexbe Production will produce the redacted version, and not the unredacted PDF, the native version, or MSG email containers. For privilege log including redacted files, please visit our help page 'Creating Redaction Log'.

Step 7: Using 'Confidential' and 'Custom Designation' Tags

Lexbe eDiscovery Platform includes 'Confidential' and 'Custom Designation' tags that can be used as part of a Linear Review or Keyword Search. The Custom Designation tag is equivalent to the 'Attorney Eyes Only', 'Confidential', 'Subject to Protective Order' or other special designation for confidential documents and it will print a message on the lower right of a Bates stamp page once your production is completed. 

Here are the steps you need to take for documents to display at a page level the Custom Designation field:

1-Code the files you wish to produce with the 'Custom Designation' and 'Confidential' tags, using one of the following options:
> Using the 'Multi Doc Edit' feature from the Browse or Search pages. More

> Use the Coding in Excel & Upload Metadata to reset multiple fields at once. More
> From the Document Viewer under the Discovery Tab (one document at a time). More


2-Create a new production and enter a unique text in the Designation text box field. You can enter full text messages usually up to 50 characters (e.g. Subject To Protective Order).
You don't need to keep the word 'Confidential' in the Custom Designation field, because the tag 'Confidential' will automatically insert that word to the final custom designation text.


Please note that in addition to the custom designation text, you must also code the files using all the tags above-mentioned to print the custom designation text on the lower right of a Bates stamp page.


If you code your documents only using the ‘Confidential’ tag during your productions or downloads, the files will only display the Bates and the word ‘Confidential’ at a page level.

Bates Numbering Order (Including Downloaded from a Briefcase)

Lexbe eDiscovery Platform does not automatically allow for production of the specific Bates order (by upload time). Within the application, it Bates numbers by Doc Date, then Doc Title.  Our system assumes that Doc Dates will either be auto-extracted from native files like emails (PST or MSG) or hand coded.  A collection of scanned documents requires date coding to get that functionality.

If you have uploaded by named batch, you can run productions one at a time, by batch, and that will meet the goal of grouping by batch for Bates numbering (but not a specific order within). Bates Numbering Order Without 'Doc Date' Extraction or Hand Coding. MORE


Bates numbering as part of a production is done on the basis of the Doc Date, with email attachments to MSGs, if any, nested after the email.  So if your documents had the 'doc dates' on them, they should have Bates stamped in order.




For documents with no dates, it will print using the document 'Title' order.



The documents Bates stamped are printed on this order:
1 - Responsive and non-Privileged/Work Product, with 'Doc Date', sorted by 'Doc Date', then by 'Doc Title'
2 - Responsive and non-Privileged/
Work Product, without 'Doc Date', sorted by 'Title'
3 - Privileged/
Work Product, with 'Doc Date', sorted by 'Doc Date', then by 'Doc Title'
4 - Privileged/
Work Product, without 'Doc Date', sorted by 'Title'

In options 1-4, email attachments of MSG emails are sorted after the email body, irrespective of the email attachment 'Doc Date' or 'Doc Title'.


Step 8: Using 'Reviewed by Me' Tag and Review Progress Report


Lexbe eDiscovery Platform includes 'Review Status' section and it can be very useful in managing the files you are coding. It allows you to easily group, code and also generate reports in Excel by tagging the documents  from the Browse, Search (check-box 'HasBeenReviewed') or Document Viewer  (check-box 'Document Reviewed by Me').


Another tool to help you manage your review is the 'Review Tracking' page where you can generate reports linked to the documents marked as 'Document Reviewed By Me' from the Browse, Search or Document Viewer>Disc pages. 

How the 'Review Status' works in Lexbe eDiscovery Platform: 

-The 'Reviewed By Me' tag is used to track review progress and allow users to individually determine which files need further attention or are ready for production. 

-The 'Reviewed By Me' tag can be set manually, or as part of a multi-doc edit, or it is set from certain other tags in a linear document review from the Document Viewer. The 'Reviewed by Me' tag is not set each time a user opens a document, as that would be inconsistent with general user expectations. 

-From the Document Viewer>Discovery tab, if you tag documents as 'Responsive', 'Attorney Work Product ' or 'Confidential', our system will automatically check mark the field 'Document Reviewed By Me'. This is done to speed review and is consistent with general user expectations that upon checking these tags one has 'Reviewed' a document. 

The ‘Reviewed by Me’ tag will not be set when a user just opens a document or tags a document using coding fields under the 'General Coding and 'Custom Field Section', and then clicks on the 'Save' button & 'Auto-Advance' check-box. The field 'Document Reviewed By Me' will not be checked automatically, because the user might just want look at the document or apply tags without including files to a Discovery set. 

-By design the Browse and Search pages allows you to code multiple documents simultaneously, using one tag at a time. So if you select multiple documents, you can use the 'Multi Doc Edit' to tag them separately as 'Responsive', 'Attorney Work Product ' or 'Confidential', and also use the field Review>'HasBeenReviewed'.  

NOTE. We recommend that users be advised or trained to click on the 'Reviewed by Me' tag when coding fields other than the ones above that automatically set it. Alternatively, 'Multi Doc Edit' could be used to filter on reviewed documents that have not been automatically set to ‘Reviewed by Me’ to handle as a batch.

Step 9: Check For Consistent Coding in Email Containers

As part of processing files for review,
Lexbe eDiscovery Platform, separates and associates Outlook email as email bodies (the text of the email) and any attachments. Prior to starting a production a check needs to be done to determine that each email has been consistently coded for responsiveness, Attorney-Client Privilege and Attorney Work Product from the Production Validation page. That page is intended to detect files that are inconsistently coded during a production, exposing the ones that require intervention before they are filed with courts or delivered to the other side.

What if you want to produce or withhold as privilege? Well,
you can manually supplement your existing document production using Lexbe eDiscovery Platform briefcase even thought this functionality is not designed for productions and it does not contain safeguards included in the Production functionality.

Step 10: Creating a Production In Lexbe eDiscovery Platform

Relevant files have been tagged assuming that they have been consistently coded with the 'Responsive', 'Confidential' and 'Privilege' tags. Now What? What are the next steps?




Creating a Production Job

Create a Production Title from the Production Job page. In order to start a new production, first you must click on the 'Start New Job' button to create a virtual briefcase designed to produce specific documents. You also must edit the Production Panel (Comments, Bates Beginning, Production Type, etc.)


Please note that you can only create one Production at a time!

Types Of Production

1-Standard PDF. It will take as input native files, convert processable files to text-based PDFs (for supported text-based native files) and image only PDFs of supported image based native files.

2-Standard Plus TIFF. It will take as input native files, convert processable files to single page TIFFs and use extracted text (no OCR done) for create single page TXT files corresponding with the TIFFs.

Add Documents to the Production. Go either to the Browse or Search pages. Filter on the set of documents you want to produce (Filter>select Filters), select the files and then open the section 'Productions' to choose a production by title using the 'Add Docs to Production' option. A new dialog box will be opened and ask if you want to add the number of files selected to the Production. To complete the task, please click on the 'Add XX Docs' button.

You should expect an approximately 10 GB/day rate within your
Lexbe eDiscovery Platform account (combined all cases) to create Productions (including Bates numbering and TIFF creation if selected). Your time to download is in addition to this, and will depend on your Internet download speed. You should plan sufficient time to meet any production deadlines, including your quality control procedures, the possible need to rerun productions if changes are made, and possible delays in downloads/slower downloads than expected/need to restart downloads.

The download parts should all be downloaded and combined for QC, and not analyzed separately and they are formed based on speed, not separate QC.  Below is a more detailed explanation:

-When Lexbe eDiscovery Platform is generating productions, LEP divides the production into parts for download convenience based on an internal file count.  Smaller download parts are quicker to create and to download.  Also web browsers vary as to what size of file size they can download at a time and smaller sizes allow LEP to be cross-platform, cross-browser for user flexibility.

-The individual download parts include files based on the internal document ID within LEP, not on Bates. Creating production download parts based on the Lexbe DocID allows productions to be created faster within LEP to be available for download faster.

You should download all parts of your production, and then expand them into the same location.  You should then see the combined Unzipped files will be sequential by Bates and represent the entire Bates produced range (e.g. LEP 000000100 - LEP 00000200).


Validate the Production. T
o detect files that are inconsistently coded during the production.
Run the Production. Review the Production Panel and then click on the 'Run The Production Job' to lock the current set of documents produced. Please wait until the production is being created. The time to create a Production depends on the number of documents. Your Production will be available for download from the same page.

Please also note that once you run a production it will not be possible to add or remove files. You will have to start a new production if there any changes required.

Production Progress Update

When you click on the 'Run Production' button, you can work on other pages while the production is not completed. This page also shows a progress bar 'Processing: XX' (number of documents remaining), which will get removed just after all your files have finished producing. (hit F5 to refresh current page if needed)

Download the Production & Do Quality Control Review. Download the production and save it to your local desktop. You should review the Production and documents to make sure it includes what you want before releasing it.

All Lexbe Productions include the original native files (if present), a converted PDF file if conversion was successful, or a PDF placeholder file otherwise, and single-pages TIFF and text files if that option was selected as part of the production. Redacted documents are substituted for PDF and TIFF files when present using the
Lexbe eDiscovery Platform redacted functionality.

All Productions will have the following Folders:

>ORIGINALS
>PDFS
>LOADFILES

If a TIFF production is selected, there will also be these folders:
>TIFF
>TEXT

All
Lexbe eDiscovery Platform Productions will include the following standard load files in the LOADFILES folder:
>
Lexbe eDiscovery Platform (Excel format XLSX)
>Concordance (DAT)
>Summation (DII)

The Concordance load file is accepted and loadable into a variety of litigation databases, including Ringtail, Relativity, Concordance FYI, Concordance Evolution, and other review application.

If you do not want to produce certain versions of the documents (e.g., Originals or PDFs), simply delete them before producing.

When you are satisfied with a Production, you can copy it to a flash or USB drive (or CD or DVD) and transmit to opposing counsel.

Placeholders in Production


Lexbe eDiscovery Platform uses automated file processing and that doesn't mean that every file will be converted as a human might if manually converting each file. Files that fail to convert are expected in any eDiscovery processing job of any appreciable size. These can be caused by Placeholders because of the variety of file types, extent of support of software libraries we use, partial data corruption, and other reasons. You can also create a production directly from the Browse or Search pages and apply Bates stamp to the PDF version of the files not converted. The document production will generate a briefcase containing the folders ‘Originals’ and ‘PDF’. In case the PDF version of the file is not legible, the same file (native format) under the Original folder can be opened in Microsoft Office or other native applications on a local computer and reviewed. 

Placeholder In Lexbe Productions

Just the PDF and TIFF formats will display a placeholder in the production identical to the one you can view now, including Bate stamping. The same file in its native format will be available under the 'ORIGINALS' sub-folder, and can be opened in Microsoft Office or other native applications on a local computer and reviewed. 

Using placeholders for documents or files that could not be converted to PDF or TIFF is a common way of Bates-stamping and showing documents that exist, but could not be converted to a paginated format (PDF or TIFF). Then either the native version can be produced or the native could be withheld. 

The placeholder documents can be removed from a production (identify by filtering from Browse on 'Placeholder' and checking 'Not Converted' and 'Failed to Convert'). This may cause other issues, though, if the removed documents are part of a email family, as the production will fail validation if some of an email family are marked as responsive and others are not. The records containing the placeholder files could be downloaded to a briefcase and then deleted from the case if unneeded, and the production would run without validation issues, but the email bodies would show the missing attachments and that could raise questions. The downloaded files could be re-uploaded and but would be unassociated with email families and allow production without the validation check. MORE

The placeholder files could alternatively be removed manually after the production is downloaded. The placeholders to remove could be identified with a Browse filter on Placeholder = 'Not Checked' and 'Not Converted'. This will result, though, in Bates gaps in the production. Our Professional Services could help with eDiscovery Consulting or Training on best practices using Lexbe, or our Technical Services could also help in doing the above (if assistance needed). If you want us to provide eDiscovery Consulting, Training or Technical Services (hourly billing). MORE

Determine to Retain or Delete Production from Lexbe eDiscovery Platform. Production and briefcase creation increases your Monthly Hosting Cost as it uses more storage. We bill on the basis of the highest storage used in a month, so creation of a production or briefcase uses more storage. For PDF productions and briefcases, the size of the production will be approximately the size of the original documents produced. For TIFF productions, the size will be several times larger usually, as TIFFs are rastorized images of documents and much larger in size than the original natives or PDFs. If you do not wish to retain a Production for retrieval in Lexbe eDiscovery Platform, you can consider deleting it to save costs.

Budgeting Sufficient Time for Production Creation, Download and Review

Productions by their nature can be time constrained. You should be sure to budget sufficient time to allow for production creation, download and review. The time required can vary substantially based on the production size and download requirements. Additionally, Bates stamping and production creation is an automated process and you should review the downloaded documents to ensure that they meet your requirements. As an example, there are a number of reasons why certain PDFs will not Bates stamp properly including file corruption, password protection, file write restrictions, and use of PDF portfolio files.