Redaction Log

This technical note will provide step-by-step instructions of how to create a Redaction Log in Lexbe eDiscovery Platform.

Redaction Background 

Lexbe eDiscovery Platform enables users to redact documents in document viewer or upload documents redacted locally, and have either type, when created or uploaded as described in redaction help, will display in the Document Viewer under the 'Redacted' tab. Only the redacted versions of documents will be included into Lexbe eDiscovery Platform Productions under the 'PDF', 'TIFF' and 'TEXT' sub-folders, and our system also automatically withholds from the production the underacted version of the documents from the 'ORIGINALS' sub-folder. 

Please note that the PDFs must be redacted within the Lexbe eDiscovery Platform Redaction Editor, or uploaded within the Document Viewer>Doc tab>Redaction section, for the Production feature not to include unredacted documents.

Documents may be redacted by users for many reasons, based on user needs, including removal of confidential information and removal of Privileged or Work-Product from documents otherwise to be produced.

How to Filter on Redacted Documents

When you redact a Document in Lexbe eDiscovery Platform using the built-in capabilities, a field in Lexbe eDiscovery Platform entitled 'Show Redacted Only' is automatically set. You can filter on this field in Browse or Search as follow:

To do this select Filters>Select Custom Filters from the left margin. Then you can select which filters to apply from the drop down menus. Click ‘Apply’ and the document set will be filtered in browse.

You can also select the field 'Is Redacted' from the show fields>Built-in fields available from the Browse and Search pages.

How to Keep Annotations of Why a Document is Redacted

If you wish to keep track for reporting of why a document was redacted for a Redaction Log or otherwise, you can create a custom text field for that purpose. The steps below show you how to set up a custom text fields, including explanatory notes or comments:

-Go to the the Management>Manage Custom Doc Fields page. From that page, please do the following:
* Click on 'Add Coding Section' hyperlink and create section title named '
Redaction Detail'
* Click on the 'Add Coding Field' hyperlink and create a text-box title named 'Reasons for Redaction'.

When redacting documents you also can use your custom tag ‘Redaction Detail>Reasons for Redaction' to the files that have been redacted. This can be done one at a time either during redaction form the Disc Tab, or you can use the ‘Multi Doc Edit’ function from the Browse or Search pages, select multiple files you want to tag by applying text to a text field for redaction reasons, or by marking the check-box if used.

NOTE. In Lexbe eDiscovery Platform, the redaction displays a white overlay check-box that you can optionally edit with the 'Redaction Text' feature. (e.g. 'Financial Records'), so that your reason for redaction will show on the redacted text.  This does not happen automatically and your custom tag information will not automatically print on the redacted text.

Alternatively you could set up check boxes instead of a single text box. If check boxes were used, here is an example:
>Section: Reasons for Redaction
Check-box Field 1: Confidential
Check-box Field 2: Atty Eyes Only
Check-box Field 3: Privilege
Check-box Field 4: Work Product

In this second example, if redaction is used to remove Privileged or Work Product information from documents or families of related documents and attachments, then a log of this removal can be kept.  (Once a 'Privileged' or 'Work-Product' document is redacted to remove privileged or work-product information, the redacted document may be considered to no longer be privileged or work-product.)

Please note that only Account Admin Users can set up Custom Coding fields (although all users can view and use). If the administrator for your or others should have this privilege and do not, please contact customer support.

Create a Redaction Log (Saved & Shared Fields --Columns)

Please also note that from the Browse and Search pages, you can also apply filters on the Custom Doc Fields to include specific information about the documents being redacted, and this can be downloaded as a Redaction Log. Please follow the steps below:

Step 1-Choose Fields for Redaction Log 

Choose the fields you would like for your Redaction Log.  The following are suggestions but you could have more or less, as needed.

>Custom Doc Fields. Related to the redacted files. (e.g. Redaction Detail)
>Bates. This field refers to the Bates number of the redacted document.
>Confidential. Shows in general which documents that required you to hold in strict confidence all information concerning the business and affairs of your client.
>Document Date. Indicates the date of a document.
>From. Indicates the author(s) of the document.
>To. Indicates the recipient(s) of the document.
>Cc. Indicates the recipient(s) copied.
>Bcc. Indicates blind carbon copy.
>IsRedacted.  Indicates a document is redacted.
Redaction Detail.  Custom Text Field created for to describe why a document was redacted.  

A list of all the fields you select during a session is automatically saved to the current data table whenever you click on the ‘Show Fields' hyperlink, from the Browse or Search pages. You don't have to select the same fields each time you need to open a Custom Privilege log previously created in the case.

Field Quick Links: The default link titles are under the 'Recent Field YYYY-DD-MM' format, but you can rename them by clicking on the ‘Edit’ hyperlink (e.g. Redaction Log). It will also allow you to pin and share the most used fields, delete existing records or 'Cancel'. Field Quick Links section is divided into three subsections:

•Shared. You can view the saved fields shared with you under this section. To share or unshare your own fields with users in the current case click on the 'Edit' button, and then when the Shared/Pinned Fields dialog box appears check or uncheck the 'shared' icon check-box. Please note that this option will share your fields with all current users that have access to the case.
•Pinned. Click on the ‘Edit’ hyperlink, select recent fields by the title and then use the check-box under the pin symbol to pin fields. Finally, click 'OK' to save these changes or 'Cancel' to not save any changes made. The pin icon will move the selected recent fields up to the ‘Pinned’ section.
•Recent. It shows the history of fields you have selected.

You would also add any custom fields created, such as 'Atty Privilege Comments'. If you wish to show the 'File Extension' and 'isAttachment' fields, as discussed above, these can be added for the Custom Privilege Log.

Step 2-Apply Filters

Go to Filter>Select Filters and apply filters to show only redacted files, at minimum.

After coding documents and selecting specific fields, you can use filters to narrow down results to a specific division or document to exclude certain files; this feature also allows you to save and share filters and fields in Lexbe eDiscovery Platform.
For example, to find documents redacted as as part of a certain Production, you will also select the Production in question from the filter, to show redacted documents within that production.

Step 3-Save and Share Filter

To save and share this filter, please go to the 'Filter Quick Links' section. A list of all the filters are automatically saved in the database whenever you click on the ‘Apply’ button in the Filter>Select Filters dialog box from the Browse or Search pages. This action automatically preserves the filter 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 Filter YYYY-DD-MM' format, but you can rename them by clicking on the ‘Edit’ hyperlink (e.g. Redacted - Confidential).

Step 4-Download and Save Custom Redaction Log

Select the documents shown with the filter and then click on the ‘Export To Excel’ button. The 'Export Log to Excel' feature allows you to create and save a log in Excel.

Lexbe eDiscovery Platform supports the two most recent versions of Excel for Excel integration (2010 and 2013) and we recommend an upgrade from previous versions of Excel before you start exporting logs.

Download Redacted Documents

If you want to download the actual redacted files and save them to the desktop, select all the documents and then click on the 'Export To Briefcase' button.

Use as a Supplemental Privilege Log

One use of a Custom Redaction Log would be too keep track of privileged or work product documents that have been redacted to remove privileged or work product information from a document or email family that otherwise will be produced.  In this case the Custom Redaction Log could serve as a supplemental privilege log to show documents redacted for privilege (i.e., partially withheld).  This is an efficient way to handle email families in which some parts are produced and some not.  In doing this we recommend adding an additional custom check-box field: Redacted for Privilege, to mark documents redacted for privilege reasons, rather than other reasons to redact (e.g., non-privileged confidentiality).  That field would be used for a custom filter.

Need Help

We also offer eDiscovery Consulting and Technical Services (billable hourly) if engaged to support your redaction logs efforts by helping you to design logs and executing specific requests for document identification. Please contact your sales representative or
 our Support Center if needed.