Chain of Custody

Chain of Custody Spreadsheet


Lexbe e-Discovery will upload the resulting electronic documents to a secure iBackup FTP account including any 'Excluded.zip' and a Chain of Custody Spreadsheet entitled “Lexbe Chain of Custody [Date]{Time].xlsx”.










If you open the file named Exclude.zip on your iBackup account and save the zip folders to your local desktop, you can see which files were excluded from our processing because the files are system files, media files (video, audio), corrupted, virus infected, password protected or unsupported file types. These files could include material information depending on the circumstances of your case, so these files should be reviewed as needed.








Searching for excluded files on the “Lexbe Chain of Custody [Date]{Time].xlsx.”


To find which email was related to the excluded filed, please follow the steps below:

>The excluded files are named in a standard format (000XXX-00000X-XXXXXX.wmv*)

>The first six digits of the file name are the standard drawing number (E.g. 000129-000001-0000002.wmv)

>Always select the last two digits from the first six digits numbers

 


>Above we selected the digits ‘29’

>Open “Lexbe Chain of Custody [Date]{Time].xlsx”

>The email related to the excluded file will be located on column “A- Processing ID” and row “30” of the worksheet.



>These last two digits correspond to the Processing ID number of the file listed on the Chain of Custody Spreadsheet.

> You will see that the row number for the Processing ID is always one number ahead, since row 1 is for the column title.

*file extension


Searching files on the “Lexbe Chain of Custody [Date]{Time].xlsx.”


If you open the spreadsheet named “Lexbe Chain of Custody [Date]{Time].xlsx.”  saving the current view in to your local desktop, you will be able to track incoming and outgoing files, including original file name and path, processed name, Bates stamp if applicable, incoming and processed MD5 hash signatures (for positive file identification), email metadata (sender, receivers, data, time, subject) and more. This spreadsheet allows you to quickly and accurately identify files and track to the applicable files. This information can be used for analysis, but also evidence authentication if needed.



From this Excel spreadsheet, you will find the following fields;


Processing ID. It indicates the numerical order of the emails processed by
Lexbe eDiscovery Suite Platform or Lexbe e-Discovery.
Field ID. It is an internal string of numbers generated by Lexbe e-Discovery to keep track of each file processed.
Processing Status. It indicates if a document was converted or not. Some embedded files within a Portfolio or PDF Packages cannot be converted for the following problems listed below:
>Limited Search Capability: only a limited number of attachments can be searched in a PDF Portfolio file: searchable PDF files, Microsoft Office documents (such as .doc, .xls, and .ppt), AutoCAD drawing file formats (.dwg and .dwf), HTML files, and Rich Text Format (.rtf) files., and then only if each user has Acrobat 9 Standard or Professional installed (not the free version of Acrobat Reader).
>No OCR of Attachments: attachments from email collections that included scanned documents in the form of PDFs, JPEGs, TIFFs and other image files. Some inexpensive desktop scanners can cause many electronic files to include text images but are not text readable without OCR. Faxes converted to email attachments are another source of image-based attachments. Many products and services exist that allow the user to receive incoming faxes as email attachments. These fax attachments are usually TIFF files and not text searchable without OCR. In order to have TIFF files converted you can submit a price quote to our sales support, or email us at sales@Lexbe.com. for additional information.
>Increased Review Time Needed: any non-PDF format file that was not opened by the reviewing attorney due to the fact that it would increase the review costs.
>Password Protected Files Not Identified: email files including file attachments that are password protected to increase security in transmission on the Internet.
>Files with Viruses Not Segregated: emails including attachments with viruses, trojan and other malware programs included as file attachments.
>Inability to Bates Stamp at the Page Level: PDF Portfolio files created from Outlook email allow page level Bates stamping only on the body of the email, but not at the page level for attachments.
Author. It shows the author’s name by pulling it from the original email.
Recipients. It shows the recipient's name(s) from the email sent.
To (CC and Bcc). It also indicates if a copy of the email was sent to ‘Cc and Bcc’.
Subject Matter. It refers to the subject matter line of the email.

Doc Type. It refers to the type of document processed which is always listed as  ‘Email’, since its size only allows one entry per source file.

Doc Date. Lexbe e-Discovery will extract and use the ‘Date Sent’ from the emails, unless the original was in blank in which case ‘Date Received’ will be listed on the spreadsheet. This field will be left blank for native files (e.g. Word, Excel documents).

Date Sent. Same as the Doc Date. This field will be left blank for native files (e.g. Word, Excel documents).

Date Received. Lexbe e-Discovery will extract and use the ‘Date Received’ from the emails, unless the original was in blank.
Doc Title. The Document Title can be named in three different formats:
>Keeping the same title from the original file. (e.g. word document saved as ‘Letter of Intent’).
>Naming the file with metadata from the email in the following format: DATE TIME SENDER, EMAIL SUBJECT. (e.g. 2008-02-15 08.15.54AM Jane Doe.pdf)  
>Based on Bates numbers printed on the bottom of pages if requested. (e.g. Jane Doe 000598-000605.pdf).
Doc Extension. It refers to the original document file format before the conversion into a PDF (e.g. .rtf ).
Doc Extension Original. If the file extension of the original document was saved in the wrong format or created without an extension, Lexbe e-Discovery will look inside the content of the file and correct the extension. For example, if the original file was saved as a Word (.docx) document and it was actually an Excel (.xlsx).
Was Extension Renamed. It is listed “True” if the original extension was correct or “False” in case Lexbe e-Discovery corrected the extension.

Outlook Path. It refers to the Folder Path within Microsoft Outlook and keeping folders and sub-folders information. It is named after the original sender of all email data.

Page Count. It refers to number pages shown in the document after being converted.
Is Duplicate. It detects duplicates within a collection of files. Lexbe e-Discovery will match all the fields within the email metadata (sender, receivers, data, time, subject) to verify duplicates. It will say “yes” for duplicates or left blank if it is not.
Duplicate Of Processing Id. If the “Is Duplicate” column title show “yes” then Lexbe e-Discovery will generate a processing ID number for the duplicate file. This Id number correspond to the “Processing ID” number of the original file (column A).

Please note that Lexbe e-Discovery will not process both files. The original file will be kept and processed and the duplicate will be only  listed on the spreadsheet.

How to search and filter files on “Lexbe Chain of Custody [Date]{Time].xlsx.”

Please click on the following link to find instructions on to how to search and sort files.