Add Case Documents

Lexbe eDiscovery Platform enables you to add documents to your case through our self-service upload facility, or we can upload for you.

General

Please note that this page will keep a log of all the batches uploads so Admin Users in the account can track the productivity of the all the other users and delete selected batches.

Columns Displayed in Main Table


These are the columns displayed in the Add Case Documents page: 

Title: unique name for each batch file uploaded to the case.

Report Hyperlinks: When you finish uploading batches of files, this feature will allow you to go from the Upload to Case Assessment page, and generate reports based on different options such as 'Doc Count By Master Date', 'Doc Count By Extension', 'Doc Count Unsupported by Extension', and 'Doc Count Failed To Convert by Extension'. For example, if you click on the option 'Doc Count By Master Date', the hyperlink will take you the take you to the Case Assessment page and display a report showing the file count based on the 'Master Date', which is the field that captures the main date and time an email family was sent (email and its attachments) or for non-emails the last date modified or the date created (if date last modified is not available).


Please see our Case Assessment page for more details on advanced visual reports to help you more accurately track the files during the review process and successfully manage eDiscovery.

Comments: it allows a text description of information about the batch. This could include where collected, collection procedures, etc.
User Name: It shows which user uploaded the batch of files.
Case Participant: By default, new batches have their 'Case Participants' set to 'Unassigned.' It allows you to associate a Case Participant with an upload batch. This can be a document custodian, party or even an unspecified shared collection (e.g., Shared Drive at Office'). Please note that Case Participants need to be set up prior to the commencement of the upload.
Doc Source: it is used to identify sources of documents to allow filtering by source for later searches and other functions. When set before adding files, the added files will all be automatically assigned to the directed DocSource
Time Zone Offset: the default is Universal Time (aka 'Greenwich Mean Time'). It can be changed to local time zone of upload batch as needed. MORE
Date: It tells the date on which the batches have been uploaded.
Edit: This hyperlink allows you to edit the columns above-mentioned.

Installing Silverlight Component

The first time you access the page with a computer, you may be presented with an 'Install Microsoft Silverlight' component button. This component works for Windows and Apple Mac operating systems. Click on this button and you will be prompted to download (Windows and Mac). After download you should go to your download folder and install the component. After installation, you should close the upload window (where you were prompted to install Silverlight) and reopen it. You should then see the upload window without the prompt for the Silverlight component.

Silverlight application not available on iPAD

iPad cannot upload documents directly. If users want to upload/download from desktop/LAN to Lexbe using iPad, first they need to install programs that offer remote control (e.g., LogMeIn).

File Upload

Open the Case>Add Case Documents and click on the 'Upload' button. Please note that the number of individual or Batches of files you can upload at a time is also limited by your Internet connection upload speed. 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.

What happens after you click in the 'Upload' button?

Once you click on the 'Upload' button, you will be taken to a new window 'Upload Dialog Box'. Please visit the 'Upload Dialog Box' help page for further details on how to proceed with the upload.


Ways of Adding Files to the Upload Dialog Box

Once the Settings have been set, click on the 'Add Files' button at the bottom and select the files to add from your local system. Depending on your computer platform, you also have the option of dragging the batches from your computer directly into "Upload Documents" page. 

From the upload dialog box you can click the ‘Cancel’ button to interrupt the file upload in progress. Progress is shown for each individual batch and for the entire upload. Do not close the upload dialog box before the upload completes or the upload will be disrupted. 

Uploading Individual Files (PSTs, MSGs)

You can still upload individual files, PSTs or MSGs directly to your case(s) in Lexbe eDiscovery Platform without zip compressing from Windows and MAC platforms. Please do not open or keep opened any of your individual documents before you upload them to Lexbe eDiscovery Platform.


Uploading Multiple Files 

If you are uploading large files--or many files that add up to a large total size, please compress the files into a Zip file from your local desktop in order to optimize Lexbe eDiscovery Platform system's performance. Please note that the processing time varies due to file size.


Upload Progress & Automatic Notification of Upload Complete

When you upload batches of files to a case, you also have the option to click on the 'Processing' hyperlink at the top right of the screen,


to receive automatic email notifications when a processing/upload is completed successfully, while you can do some other work.



Creating Batch Files 

Please consider separating the batches if you have separate Custodians to be IDed, separate timezone PST's. The second step is to create individual or multiple files into one or more ZIP file format that we call 'Batch Files', limiting each compressed file to no more than ten GB in size archives prior to uploading. We cannot accept unzipped files because it might cause data corruption or errors during the file processing, and they also take much longer to upload and download resulting in lost time on the job.

>For Windows users: we recommend that WinRAR be installed and used for creating the zip files as part of the Lexbe upload, production upload and load-file process. Other versions of Zip creation programs may work, but we have not tested them and do not support them. Versions are available for Windows and in application GUI utilities and as command line utilities. Free versions are available and registered versions cost about $35/user.

We favor WinRAR for uploading and producing documents because we have found it to be consistent and includes robust error checking. It may also be possible to create Zip files that can be successfully uploaded and expanded using Windows built-in Zip compression and other utilities, but we Do Not recommend other software other than WinRAR to avoid file extraction errors.

>For Mac OS X users: Mac has built-in support utility for zipping and unzipping files, that you can also use for creating the zip files as part of the Lexbe upload, production upload and load-file process. Please note that the MAC built-in compression extraction application sometimes might not open zip files properly, so we recommend that you install WinRAR utility for Mac to compress/extract files or you may also want to try using free zip extractors utilities available for Mac, such as 'The Unarchiver', that is currently more efficient than the built-in extractor. MORE


Document Types Supported

Lexbe eDiscovery Platform supports over 100 file types. These can include Adobe's PDF file format, native file types such as Word, Excel, PowerPoint and other Microsoft office file types. You can also add PST or MSG files 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.
Videos & audios file types will not be displayed directly in Lexbe eDiscovery 
Platform, but you can open locally using various video-playing software (e.g. Real Player).

Support for Native to PDF Uploads in Lexbe eDiscovery Platform

You should expect an approximately 10 GB/day processing rate within your Lexbe eDiscovery Platform account (combined all cases) for native files (including PDFs), or OCR of image PDFs, if you are uploading the files yourself. Similarly, you should expect an approximately 2.5 GB/day rate within your Lexbe eDiscovery Platform account (combined all cases) to create Productions (including Bates numbering and TIFF creation if selected) or Briefcase downloads. 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. We do not have a feedback indicator as this is a new feature. If this is insufficient, please let Lexbe Sales or Support know of your need and we can quote our eDiscovery services, which is designed to handle a much higher daily throughput rate. Also for upload of TIFFs or load files, please contact our sales department (sales@lexbe.com) or Support.

Users uploading natives directly is completely self-service. We do not support upload specific QC procedures in Lexbe eDiscovery 
Platform, and users need to do it themselves. For Lexbe eDiscovery services, we do have specific QC protocols.

So, advantages of Native to PDF Do-it-yourself in Lexbe eDiscovery
Platform:
>Control and timing
>No need to pay a processing charge for Lexbe eDiscovery Services.

Disadvantages of 
Do-it-yourself in Lexbe eDiscovery Platform:
>Lower daily throughput rate (10 GB/day)
>Must do own QC.


Included Features


We identify and attempt to convert (to TIFF or PDF), a wide variety of file formats such as as doc, eml, emlx, html, ics, ppt, rar, xlsx through our automated ESI processing.

This page also include the following features:

Deduplication

In Lexbe eDiscovery, deduplication is run across the entire case from the 'Case>Add Case Documents>Deduplication' button and this feature will mark duplicates, not delete them (no batch title selection necessary). When started, all existing duplicate identifications are redone across the entire case.  Deduplication is done within identified Custodians only (using the Case Participant field in Lexbe eDiscovery Platform) and not between Custodians. If no Custodians are identified in a Lexbe eDiscovery Platform case (no Case Participants assigned) or Case Participants assigned as part of an eDiscovery job, then duplication is effected across all documents. Care should be used in re-running deduplication as different files may be identified as duplicates in subsequent runs. Only Account Admin Users can apply dedup (although all users can view and use). MORE

NOTE: Our system will not dedup email attachments. In case there is an email attachment and loose file that are the duplicate, both files will not be marked as duplicates in Lexbe eDiscovery. 

After clicking the 'Dedup Case Docs' button, you will see a message indicating the deduplication is running. You can work with pages while the deduplication is in progress, and the message will disappear once the files have been deduped. Deduplication time could vary greatly depending on the size and number of files.

Once the deduplication is completed, go to the Browse or Search pages and apply the filter Duplicate>Show Duplicates Only. This feature will not change the file count within a case (no automatic deletion).

Near Duplication

This feature will also run across the entire case (no batch title selection necessary), target and recognize similar documents based on exact matching strings of terms by groups. The documents are not exactly the same, but present similar contents. MORE


NOTE: Our system will not neardup email attachments. In case there is an email attachment and loose file that are the near duplicates, both files will not be marked as near duplicates in Lexbe eDiscovery.
Please note that Near Duplication can be used independently from Duplicate and vice-versa.

Control Numbers

They are part of the Built-in Doc fields in Lexbe eDiscovery. Sequential numbers (inline) that can be automatically assigned during a batch upload in Lexbe eDiscovery Platform or imported from a load-file outside Lexbe eDiscovery Platform during a production upload (e.g. Summation, Relativity, etc.). MORE

Control numbers are assigned with MSGs email bodies being immediately followed by their attachments.  Once control numbers are assigned to a case they are read-only and cannot be removed.  If run again the control numbers will be added to any new documents in the case.

Control numbers are available for sort and filter in Browse and filter in Search.  Control Numbers can be printed on PDF downloads in a Briefcase. 

Control numbers can be helpful in identifying documents in the early stages of a case, which have not been Bates-stamped (in a production), or documents that a produced multiple times to different parties with different Bates numbers.

Applying Control numbers does take time on larger cases and varies by case size.  When running a 'Processing' message will be in the upper right of the screen.  To see if complete, leave the page and return (simple page refresh may not show completion).

Delete

You can delete the batch of document already populated. You can also delete PSTs, ZIP or RAR files uploaded to the case, once processing is done extracting and expanding all the files. However, you cannot delete the original files (native files) and only leave in the normalized PDF files.

Deleting RAR/ZIP Files

You can safely delete the original RAR/ZIP files from the case after the messages have been extracted.

Resuming Interrupted Uploads

If an upload has been inadvertently interrupted before completion, you may be able to resume it by uploading the same files again. The upload process will automatically continue from where it was interrupted.

Reasons to Add Video Files

>You can add video (and almost any) files to Lexbe eDiscovery. Our indexer (dtSearch based) will index extractable text, including metadata embedded sometimes within video files.
>You can open and play video files from Lexbe eDiscovery Platform under the native tab, so long as the video files are associated with a local player with MIME settings and browser helper settings. A good utility for this for Windows is VLC Media players, as it will play almost anything. But download speed is an issue if video files are large and/or the connection is not super fast, which is usually the case.
>Video files can be downloaded with the briefcase and played locally when needed, even if cannot be played from the native tab.
>The shared record holding the file can be used for coding, notes, and facts, even if the video file is slow to load or so large it needs to be downloaded to play.
>Frustrations of video files not playing because of size/speed considerations.
>Complications in setting up MIME/browser helper settings to get video files to play (but VLC Media player and other programs attempt to do this automatically on install).
>Cost considerations (basically $15/GB per month to host video files).

Reasons Not to Add Video Files

>Frustrations of video files not playing because of size/speed considerations.
>Complications in setting up MIME/browser helper settings to get video files to play (but VLC Media player and other programs attempt to do this automatically on install).
>Cost considerations (basically $15/GB per month to host video files).

Upload Troubleshooting

If you are having any trouble uploading documents, please refer to this troubleshooting page or contact customer support.


OCR Completion Before Applying Bates Stamps and Creating Productions


PDFs are automatically made searchable with optical character recognition. The amount of time this can take will vary depending on the number and size of documents you upload and activities of other users as OCR is a shared service. If it is important that PDF documents be searchable immediately, you should OCR before upload. After the upload is completed, we advise you to check from the Search page to make sure all the documents recently uploaded were OCRed. For more details, click here for description.

Very Large Uploads

You may sometimes have a document collection that is too large to comfortably upload into Lexbe by yourself. Lexbe eDiscovery Platform offers a service to paid clients (not trial clients) in which you can send us your files on a flash key or drive or CDs/DVDs, and we will upload your files without charge. Simply place the files on a portable flash drive or CDs/DVDs and send to us at: Customer Service
Lexbe.com
8701 N. Mopac Expy, suite 320
Austin, TX 78759 or contact us to set up this service.
Services charges do apply and you may request for a quote.

Please note that Lexbe does not support text searchability of separate TIFF/text file pairs (single-page or multi-page) and these files should be converted to multi-page PDFs using load file information before upload (not free of charge).

Automatic Assignment Of Email Metadata

For MSG files we also support automatic extraction of email metadata (date, time, sender, receiver, subject, type) and assignment to the corresponding fields in Lexbe eDiscovery, which aids in document review and preparation of privilege logs.




How to Archive Documents

To learn how to download and archive entire cases (zip format), please click here.

Note re File-names

Some programs may create file names with the following characters: "/|\:;=, that windows servers do not recognize. These file names are rare in normal usage, but if you somehow have files with characters in the file name that are not recognized by Windows, you should rename the files before uploading them into Lexbe.

Uploading Images in PDF Files

Before you begin uploading PDF documents that contains images, we recommend re sizing the images to '8.5 x 11.00' to make the bates stamps clear visible at a page-level.

TIFF Load Files & Folder Structures Uploads

During eDiscovery jobs or load file uploads of tiff files, the folder structure is not preserved. Folders are recommended for small cases only and coding fields (such as in load files) should be used for larger or complicated cases, and any with load files.  The original file path may be preserved as metadata in the load file, and if so, will be associated with the Lexbe Original Source FilePath field if present.

Lexbe eDiscovery Platform Security

Lexbe eDiscovery maintains state-of-the-art security to ensure that customer documents are never compromised. Data security is our top priority and our redundant infrastructure, multi-level application controls, and strong in-place and 256-bit SSL transfer encryption deliver the highest levels of protection for your legal electronic stored information (ESI).