Privilege Log (Custom)

This technical note will provide step-by-step instructions of how to create a Custom Privilege log in Lexbe eDiscovery Platform.

Lexbe eDiscovery Platform Standard Privilege Log

The Privilege Log page displays standard built-in fields that will help you identify the documents withheld due to privilege, meeting the privilege log requirements in most cases. However, in Lexbe eDiscovery Platform you can also customize the contents of a privilege Log from the Browse page to include more information and information from custom fields you create.

Our standard Privilege Log contains the following fields, which may be the starting point for a Custom Log:
-Bates, Doc Type, Attorney-Client Privilege, Work-Product, Confidential, Doc Date, From, To, Subject Matter.

Adding Additional Fields for a Custom Privilege Log

A Custom Privilege Log could be expanded with either Lexbe eDiscovery Platform Built-In Fields, or with custom fields you might create.  The available built-in fields are numerous and may address your needs.  Additionally you may create additional custom fields for special needs.  These may be Check-Box fields or text-based fields.  An example of a custom text field would be one or more text fields with explanations of attorneys, staff or outside reviewers of why a document is privilege or work product.

Showing the Association of Email Messages and Their Attachments

One question users might have in a Privilege Log is to show the association of email bodies and attachments.  In the standard Privilege Log that can be done by coding the 'Doc Type' field to 'Email' and 'Attachment', as appropriate.  When Bates stamping is applied in a Production to privileged and work product documents (which are responsive and withheld from production), Bates numbering is applied to an email and its attachments in order.  So the Bates ordering, along with the Doc Type field showing if a document is a message or attachment, provides the email parent-child associations.

Alternatively in a Custom Privilege Log the File Extension field could be shown, which will show MSG for Outlook email message bodies, and the various email attachment file types (e.g., DOCS for MS Word, PPTX for MS PowerPoint).  Additionally the 'Is Attachment' filed can be shown, which identifies email attachments. As with the Standard Privilege log, the MSG emails and their attachments will be Bates numbered in order.  Once the Production is run, a Custom Privilege Log showing the File Extension, along with the 'IsAttachment' field, will show emails and their attachments in order.   

Create a Custom Privilege Log (Saved & Shared Fields -- Columns)

The steps below show you how to set up a Custom Privilege Log, including a custom field for Atty Privilege Comments:

Step 1: Create Any Needed Custom Doc Fields

If you wish to keep track for reporting using notes and comments (e.g. Atty Privilege Log), 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:

Create any custom coding sections and fields (e.g. 'Attorney Comments' or 'Privilege Comments') to identify documents and associate with multiple specific issues you have established for your case by going to the Management>Manage Custom Doc Fields page. From that page, please do the following:
* Click on 'Add Coding Section' hyperlink and create section title (e.g. 'Attorney Comments')
* Click on the 'Add Coding Field' hyperlink and create a text-box title named 'Atty Privilege Comments'. 
The text-box area will give you the option to enter the explanatory notes or comments that you can export to an Excel report from the Browse page.

Alternatively you could set up check boxes instead of a single text box. If check boxes were used, here is an example:
>Section: Attorney Comment
Check-box Field 1:
Atty Eyes Only

Step 2-Code Any Custom Fields Needed

The information needed for a custom field can be coded 'one at at time' from the Document Viewer, Disc tab, during privilege review.

Alternatively, you can use the ‘Multi Doc Edit’ function from the Browse or Search pages, select multiple files you want to tag by marking the check-box to the left of the documents. After selecting documents, apply Multi Doc Edit’ (e.g., ‘Atty Privilege Comments’). 

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.

Step 3-Choose Fields for the Custom Log (Saved Fields)

From the Browse>Show fields, choose the fields you would like for your Custom Privilege Log. You should keep the standard fields for the standard Privilege Log fields, and also have more or fewer if needed.  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.

>The following are Built-In fields that you might want to include as the base of a Custom Privilege Log: 
Bates, Doc Type, Attorney-Client Privilege, Work-Product, Confidential, Doc Date, From, To, CC, BCC, Subject Matter, Pages.

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. Custom Privilege Log 2014-09). 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 4-Apply and Save Filter

After selecting the specific fields for the Custom Privilege Log, you can also 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 in Lexbe eDiscovery Platform. To create a Custom Privilege Log, you can begin by applying the Filters Responsive='Responsive' and 'Privileged Work Product = 'Privilege or Work Product'.  This will apply the same filter as is done for the Standard Privilege Log. Optionally, you could add a filter to limit documents to a particular Production or Productions.

To save and share filters, 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. 'Dynamic Coding Filtering'= 'Custom Privilege Log''').

Step 4: Export and Save Custom Log

Select the documents 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 that can be filtered, sorted for further analysis.

NOTE. 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 Custom Privilege Log

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

How to Include Information about 'Parent-Child' Relationship Between Emails & Attachments

The emails and their attachments are in order in Lexbe eDiscovery Platform as email families are uploaded/processed as follows:
-The first document is the email body, while the subsequent documents will display the attachments. 

You have the ability to include information about the 'parent-child' relationship between emails and attachments, keeping and displaying the same order in a Custom Privilege Log, by doing the following:
1- Apply Bates-stamping during your production to display the email families sequentially.
2- On the Production Validation step, expand the entire email family included to the production set (e.g 'Responsive', 'Privilege', 'Work Product'), and then go back to the Production Job page and run the current production.
3- Still from that page, click on the the production title hyperlink. The hyperlink will take you to the Browse page filtering only on the document being produced.

4-Once you are in the Browse page, please follow the steps below:
a) Sort the field 'Bates'
c) Select the built-in field 'IsEmailAttachment'
b) Code the email family using the Built-in 'Doc Type' to designate files as 'Email Body' or 'Attachments'. You can use the ‘Multi Doc Edit’ function from the Browse or Search pages, by selecting multiple files you want to tag (check-box to the left of the documents). After selecting the documents, apply Multi Doc Edit 'Doc Type>Email Body or Attachments'.

Now you can now customize the fields for your privilege log keeping the email family sequentially.

Redaction Log

If need to keep a record of documents redacted within Lexbe eDiscovery Platform and include the results into a redacted log, please go to our 'Redaction Log' page.

Need Help

We also offer Project Management 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 rep or
 our Support Center if needed.