Best Practices For File Compression

This technical note will provide step-by-step instructions of how to do create ZIP/RAR files.

File Compression For Lexbe


>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 loadfile 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 for zipping and unzipping files.


Advantages Of WinRAR Zip Utility


>It supports almost every file
>Ability to compress a large file, bundle multiple files together for ease of uploading/downloading and also preserve directories/folder structures
>You save storage space. Zipping large files can save up to 80 percent or more in hard disk space
>It has a good error reporting, and that is not always the case in other utilities


RAR vs. ZIP

Comparing to ZIP file format, RAR provides a number of advanced features: more convenient multi-part (multi-volume) archives, tight compression including special solid, multimedia and text modes, strong AES-128 encryption, recovery records helping to repair an archive even in case of physical data damage, Unicode support to process non-English file names and provides potentially greater data integrity for ESI transfer and archiving.


Lexbe eDiscovery Platform File Upload

>For Windows users: If you want to upload multiple documents, productions and loadfiles to you case(s), please note that Lexbe eDiscovery Platform will only support batches of files that have been compressed in a 'ZIP' format using WinRAR utility to optimize our system's performance. You can still upload individual files without zip compressing; however, when you are working with document sets then you must compress the collection into zipped files. Lexbe eDiscovery Platform will automatically extract (unzip) the files and you can choose to get notification by email when an upload completes.

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.
Other versions of Zip creation programs may work, but we have not tested and or support them. In particular, Zip files using the native MAC zip file creation functionality may fail and we do not recommend it. MORE

For Mac OS X users: Please use the built-in utility for creating the zip files as part of the Lexbe upload, production upload and loadfile process.

Lexbe eDiscovery Platform File Download

When you download files using Download Briefcases or Download Production features, our system will compress multiple documents in a single ZIP file that you can download and expand back to its original size.
The expanded file is identical to the original file before it was compressed and you can choose to get notification by email when a download completes.

Extracting Zipped Compressed Files

>Open the zipped file that you would like to decompress. We recommend that you download and save to your desktop.
>Right-click on the zipped file and choose 'Extract Files Here' to extract the files directly to the folder that the file is already located in. You can also choose 'Extra Files', which will open the WinRAR application to give you more extraction options.
>Choose the update mode you'd like to use along with the overwrite mode if you are replacing files for the same compressed file (this will appear on the left side of the screen).
>Finally, set the destination path, which is automatically set to the same folder as the file, though it does create a folder with the file's name for decompressing the file.
>Click 'OK' in the bottom right corner and the file will expand to the destination you have chosen. MORE

Lexbe eDiscovery -- Files Delivered To You

After completing a job opportunity, our technical support will automatically send out a notification email called 'Lexbe eDiscovery Services: notice of eDiscovery job completed'. The email notification will include shared download links and archive password that you can decompress with WinRAR utility for Windows platform or other RAR utilities available for Mac. One of the RAR utilities available for MAC and similar to WinRAR is SimplyRAR. Once you install the utility, please follow the same steps described for Windows Users when compressing files in a RAR format.

We deliver processed documents as part of our eDiscovery jobs using the 'RAR' files. There are two ways to return the processed files after the job completion:


1-Archive Password and Download Links. When we prepare an archive of files for download, it will be password protected to be used for extraction.

2-File return by flash or portable drive. If you requested return by flash or USB hard disc drive, then we are returning the resulting electronic documents by overnight carrier. You should receive them subject to the selected carriers’ service policies. The processed files will be compressed in a RAR archive and each archive greater than 1 GB will be set to split
into 1 GB volumes, and then copied to the USB drive. Once received the media, please copy the volumes to a HDD and extract the RAR volumes using the password protected provided in the

Extracting RAR Compressed Files

>Download all the shared download links provided to your upon the eDiscovery Job completion, saving to your local computer.
>Right click on the file(s). To extract the file to the containing folder click 'Extract Here' from the pop-up menu. To choose a different location and click 'Extract Files'.
>If you choose the 'Extract Files' option from the pop-up menu, choose a destination in the right side of the menu by using the file explorer. Use the expandable and collapsible menus of the explorer to find a location for the extracted files to go.
>After locating the destination through the file explorer click 'OK'. The files will be extracted to this location.

Once you have downloaded the secure file links, you should unzip and extract the files and within the Zip files you will find one or more password protected RAR files or volumes. You should use the password to decompress the RAR volumes. This download link will be available for at least 05 days. Please also note that each download link will be no larger than 1 GB to make downloads easier and when the RAR archive is greater than 1 GB, we set the archive to split into 1 GB volumes and each RAR volume will be zipped generating its own link. If you are experiencing problems downloading you may wish to test your download speed and calculate how long the download may take. You should download your files before 05 days as the download link is subject to deletion thereafter and if you think you'll need more time, please let us know in advance. MORE

Cautions for Extracting Compressed Files

Here are a couple of things we should consider when extracting Zip Files:
>Archives are part of single archive (split) and they cannot be separately extracted or renamed. Must be extracted as a group.
>They should not be extracted on the flash drive as there may be insufficient space, and instead should be extracted on a local HDD with sufficient space.
>Archives are encrypted and password protected for security in case a flash drive is mis-delivered or lost.