OnDemand Processing Account

eDiscovery Processing Help

This technical note will provide step-by-step instructions for how to use our self-service upload, download and processing files. Please note that you will have 15 days to retrieve your data in a case for processing, after that you will be billed $199/GB per month.

Requirements for eDiscovery Processing

>You can upload up to 1 GB of data for processing without charge. Any amount you upload in excess of that will be charged at the rate of $199/GB per month, rounded up to the next greatest GB.
>Your free upload ability also ends 15 days from the 'Welcome To Lexbe (OnDemand Processing Account)' email is sent, and any uploads thereafter will be billed monthly at the rate of $199/GB uploaded.
>This feature is only available to eDiscovery users. Please
submit a support ticket at our support center, if you would like to sign up for eDiscovery Processing services.
>Experience in litigation and electronic discovery.
>Experience with data import, export and data manipulation.
>Recommended only for Power Upload users with advanced Excel users, familiar with using complex formulas and data management features for 'Quality Assurance & Control' during self-loading data.
>You must also apply your own quality control procedures, as this service is not part of our Standard Support services.


The steps below will guide you through the OnDemand Processing Account in Lexbe eDiscovery Suite

Step 1: Creating A Case In  Lexbe eDiscovery Suite


Upon your first login as a new user, please go to the Account>Manage Cases page to create a new case before uploading the files to be processed. To create a new case, select an account, go to the 'Create New Case In Account' section, type the new case name to the text box on the left side of the page, and then click on the 'Create New Case' Button.

Step 2: Creating Batch Files

Compress individual or multiple files into one or more ZIP file format from your local desktop, in order to optimize Lexbe eDiscovery Suite system's performance. Please consider separating the batches if you have separate Custodians to be IDed, separate timezone
PST's.

>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 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 loadfile 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

PST  v. MSGs Files

You can upload to Lexbe eDiscovery Suite bulks of PST without compressing and email MSG files. During the upload process we will also carry over and populate the original sub-folder structure information in a field in Lexbe eDiscovery Suite called ‘Source FilePath’. Prior to upload, please keep the following in mind:
a - PST data are like container files, giving you the option to export from Outlook all the messages and internal folder structure (nested labels) together without
compressing into one or more ZIP file format. If that is the case, then you can upload the PST to Lexbe eDiscovery Suite directly.
b- Emails can also be extracted individually as MSG files, including the email message, attachments, and metadata extracted from Outlook (no internal folder extracted). You can also upload the MSG to Lexbe eDiscovery Suite, but in order to map the ‘Source FilePath’ including internal sub-folders (if this is an issue); first you will have to compress the MSG in a ZIP file format with the file folders as part of the ZIP file.


Step 3: Loading your Documents to Lexbe eDiscovery Suite

a) Go to Case>Add Case Documents page and click the 'Upload' button at the top of the page.
Once you click on the 'Next' button, you will be taken to a new window 'Upload Dialog Box'.

Please note that t
he 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.

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 operation 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 re-open it. You should then see the upload window without the prompt for the Silverlight component.

Upload Dialog Box

b) Once you click on the 'Upload' button, you will be taken to a new window 'Upload Dialog Box'.

Before you start the batch batch, you can also set the following fields:
>Batch Title: unique name for each batch file uploaded to the case.
>Batch Description: it allows a text description of information about the batch. This could include where collected, collection procedures, etc.
>Doc Source: it is used to identify sources of documents to allow filtering by doc source for later searches and other functions.
>Case Participant: by default, new batches have their 'Case Participants' set to 'Unassigned.'
>Time Zone Offset: the default time zone is Universal Time (aka 'Greenwich Mean Time'). It can be changed to local timezone of upload batch as needed. If the files uploaded were part of an eDiscovery job, we process the job of converting and loading using EST, which we process as Greenwich Mean Time (Universal Time) - 5 hours. The time that displays on an MSG in Outlook is dependent on the local settings on the client computer where Outlook is installed and will vary on the setting and whether in Daylight savings time, etc. Differences of an hour for these factors, or more if a custodian was traveling to a different time zones during the case, are common and expected.
>Perform OCR on PDFs: PDFs are automatically made searchable with optical character recognition and checked by default (English only). If it is important that PDF documents be searchable immediately, you should OCR before uploading to Lexbe eDiscovery Suite. After the upload is completed, we advise you to check from the Search page to make sure all the documents recently uploaded were OCRed and you will see a note that says: 'Search results may be incomplete because items are still being indexed or OCRed. XX documents remain.' Also, 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.
You can leave this option unchecked, if your documents have been previously OCRed or you want to upload files retaining foreign language text.

c) From the the current page click on the 'Next' button to open the final upload window, and then click again on the 'Add Files' button at the bottom to select the files 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 window you can click the ‘Cancel’ button and interrupt and cancel the file upload in progress. Progress is shown for each individual batch and for the entire upload. Do not close the upload window before the upload completes or the upload will be disrupted.
 


Document Types Supported

Lexbe eDiscovery Suite 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 Suite, but you can open locally using various video-playing software (e.g. Real Player).

Upload Progress

After all uploads in the queue have been completed, you will be able to track the upload progress of individual batches by following the Progress Bar displayed in all pages in Lexbe eDiscovery Suite, while you can do some other work. (located at the upper-right corner of a page)

The progress bar displays the number of files left from the current batch being processed. If you are uploading container files (E.g. ZIP folders), remember that the processing will expand and then finish uploading the files. This can increase the number of files being uploaded.

If you want to start productions or download files to Briefcases, please wait until the uploads have been completely processed in the server as this may affect the page count for each document you are trying to
applying Bates stamping.

Step 4:
Choosing A Processing Method

At this stage the Natives have been uploaded to your case, OCR of supported images run and they are ready for processing.


There are two ways of processing your files in Lexbe eDiscovery Suite: (1) From the Production Job page, (2) From the Download Briefcase page. A brief description of these, the relative advantages and disadvantages of each, and the best use case are summarized in the tables below:

  Review Type  Description   Best Use
 Production Job
>Processing files as part of a Lexbe eDiscovery Suite production, generated from the Production Job page.
 >Best practice for Document Review and Production.

     
 Download Briefcase
>Processing files by exporting processed documents from the Browse or Search pages.
 >General document download without further review.
>Practical tool for small subset of documents.




  Review Type Advantages  Disadvantages
 Production Job >Convert and produce PDF and TIFF documents.
>It generates three load files: DAT/OPT, DII and XLSX (Lexbe)
>It allows you to validate your production and detect files that are inconsistently coded during a production, exposing the ones that require intervention before they are filed with courts or delivered to the other side or expanding files that were supposed to the tagged as 'Responsive', as well (e.g. email attachments).
>Documents can be bates-stamped directly from that page.


 >It will not include non-privileged and non-redacted native files in the system, including native attachments to emails and natives expanded from Zip and other supported container files.
>Most time-consuming.
     
 Download Briefcase>This function is meant for a limited number of documents, such as preparing for a deposition.
>It Includes non-redacted, email, MSGs, Zips and other container files.
>During the export, you can name files using Doc Title, Bates Number or Doc dates.
>It allows you to pull multiple files from the Download Briefcase page and merge them into one PDF. (print documents in date)



 >It is not intended as a substitute for conduction a document production.
>It includes the native versions of privileged, work product or redacted documents that as nested inside of container files, which can be inadvertently produced.
>It does not generate TIFF productions or load files.
>You must apply Bates numbering from other pages. (e.g. Browse, Document Viewer or Production Job) .
>Faster.

     


Production Job Processing Method



>Open the Production Job page. In order to start a new production, first you must click on the 'Start New Job' button to create a virtual briefcase designed to produce specific documents. You also must edit the Production Panel (Comments, Bates Beginning, Production Type, etc.)

>Update the following fields from the Production main table:
Title. Unique Production Name (dynamic hyperlink). If you click on the production hyperlink, it redirects you to the Browse page displaying all the files previously included 
CommentsHere you can include any other notes or comments that will be helpful in organizing or administering the production
Created By. It shows which user in Lexbe eDiscovery Suite initiated the production
Run By. It will indicate which user clicked on the 'Run Production' button and produced the files. By default is 'N/A' if no user clicked on the 'Run Production' button
Date Title Created. Indicates the date and time the production started
Date Time Run. When the production was finalized (Run Production)
Bates PrefixIndicates how a Bates number will start, which is usually the beginning letters (five or less) of your client in the matter, or another source. The Bates prefix can be letters or numbers, but is usually letters only so as not to be confused with the number component of the Bates designation. If you selected to continue an existing range, this is auto-filled.
Bates Base. The starting number ( e.g. 1)
Number of Digits.
The sequential Bates numbering, Sequential numbering that can be up to seven digits
Custom Designation. If you previously entered a custom designation text from the Case>Case Details page, by default the same message will show up under here every time you start a new production. This is an editable fields, which means you can remove, edit or enter unique custom designations for each production you create from the Production page. The custom designation will only be displayed on a set of documents (at a page level), after you tag a set of documents using the built-in field 'Custom Designation'. For more instructions, please see paragraph 'How To Use Custom Designation'.
Bates Stamp PagesAfter you have selected the Bates Prefix and Bates Number, you can check mark the  'Bates Stamp Pages'. Once check-marked Lexbe will apply a Bates file name to all documents in the production set, and assign Bates stamps to the responsive documents in this module. Bates stamping is not yet applied to the individual pages of PDF files, as this is done as part of creating a production set
Control Number Stamp PagesYou can also add the internal string of numbers automatically generated to keep track of each file uploaded/processed, GUIDs that allows files to be tracked back to the computer that created. It identifies which documents printed before Bates numbers have been used (e.g., during review process before a production), and also allows in multiple productions (different Bates) where the produced document is the same (same Doc ID as a control number)
Production Type. You can choose to create a Standard PDF production or Standard plus TIFF. Now you can convert and produce PDF and TIFF documents on the fly, including loadfiles versions for both Summation and Concordance automatically. Standard plus TIFFs are rastorized (bit-mappped)  images and much larger than natives or PDFs (the download size will be 2-5X bigger than PDFs).  Your Lexbe eDiscovery Suite case will still have the PDF versions and the Bates numbers of the production so you can view, download and Bates stamp PDFs which should identical to the TIFF versions in substantially all or all cases.
Documents Produced. Total of files produced
Privilege or Work Product. You can see which files are coded under the 'Privilege' and/or 'Work Product'. Privilege' and 'Work Product' files are not included to the set of documents from the Production Job page to assure that those files are not inadvertently produced. When you apply bates during a production Lexbe eDiscovery Suite will withhold the Privilege or Work Product files, and the set of documents will have the ending bates range that you can review in the 'Withheld Range' section. You can also download and save the withheld files to your desktop by clicking on the 'Download Withheld' button or generate an Excel report for further analysis from the Privilege Log.
Total Docs. The original number of files selected and added to the production.
Docs Size Produced. The final size of your production in GB
Docs Size Withheld. Total size of the documents selected for a production in GB; but with withheld until further validation. (e.g., 'Attorney-Client Privilege' and 'Attorney Work Product ')
Produced Range. It will display the number of 'Responsive' documents selected for the production
Withheld Range. It will subtract from the documents you are trying to produced the files also marked as 'Attorney-Client Privilege' and 'Attorney Work Product '. (privileged documents will be Bates-stamped but will not be part of the discovery production)
Docs Size Total. Total size of files produced in GB
Produced Range. It will display the number of 'Responsive' documents selected for the production
Withheld Range. It will subtract from the documents you are trying to produced the files also marked as 'Attorney-Client Privilege' and 'Attorney Work Product '
.

>Go to the Browse page and use
the Multi Doc Edit section to select all documents by the Title field (check-box), and then code them as ‘Responsive’. If you want to view which documents were already marked as ‘Responsive’ or ‘Bates-Stamped’, click on the section ‘Show Columns’ to display both columns, or apply filters.

>After you tag the set of documents as 'Responsive', still on the Browse page expand the section 'Productions', to choose a production by title with the 'Add Docs to Production' option.
>A new dialog box will be opened and ask if you want to add the number of files selected to the Production. To complete the task, please click on the 'Add XX Docs' button.

Once all the files are saved to the selected production, you will see a message at the top of the page displaying the following:

Now you can close the Browse, and go back to the Production Job page to complete the processing.

>Finalizing Productions:

Validate Production. Before you run or download a production, review the files by clicking on the 'Validate Production' hyperlink. This action will take you the Production Validation page, so you can detect if files have been consistently coded within a production batch with the Lexbe eDiscovery Suite 'Responsive', 'Privilege' and 'Work Product' tags.  
Run Production. When ready to produce documents, click on the 'Run Production' button. You can continue to work while the Production is being created. The time to create a Production depends on the number of documents. The Production will be available for download from this page. Please note that once you run productions, the system will lock them for security reasons, which means that you will not be able to add or remove documents.
Download Production. Once the production is created the button 'Download Production' will not be grayed out anymore, indicating that you can download the production to your desktop, flash drive, DVD or CD. Download the production and save it to your local desktop. You should review the Production and documents to make sure it includes what you want before releasing it. All Lexbe Productions include the original native files (if present), a converted PDF file if conversion was successful, or a PDF placeholder file otherwise, and single-pages TIFF and text files if that option was selected as part of the production. Redacted documents are substituted for PDF and TIFF files when present using the Lexbe eDiscovery Suite redacted functionality.
Delete Job. You can delete any production after you download them to your local desktop.


When you click on the 'Run Production' button, it will give you the option to receive an e-mail notification once the production job has completed. The email will be sent to the user who created the production. Please also note that once you run a production it will not be possible to add or remove files. You will have to start a new production if there any changes required.

You should expect an approximately ten GB/day rate within your Lexbe eDiscovery Suite account (combined all cases) to create Productions (including Bates numbering and TIFF creation if selected). Windows users can create Productions of any size; however, larger productions can take a long time to create. MAC OS X does not support very large Productions and we recommend that MAC users create multiple Download Productions of 2 GB in size. Many computers and browsers have limits on the file size they can download (e.g., 4 GB). Your time to download a production once created 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. For example if you are downloading on a business internet connection (5 Mbps) and you have full use, the estimated time is 30 minutes per GB. On a slower T-1 connection (.7 Mbps) the estimated time is over 3 Hrs per GB). MORE. We offer a paid service of downloading Productions for you to a flash drive and shipping to you if needed. The cost is $10 per GB, plus $10 per case, $150 minimum, plus shipping. MORE

NOTE: We should only click once for a function (e.g. 'Run' or 'Download'). Multiple clicks can slow, interrupt or send conflicting instructions to the server. If you want to start new productions or download files to Briefcases, please wait until the uploads have been completely processed in the server as this may affect the page count for each document you are trying to apply Bates stamping and/or produce.


Production Directory Structure:
When you download a Production, it will include the following sub-folders:

-IMAGES:
If you chose Standard plus TIFF production.
-LOADFILES: Collection of plain text files using characters called delimiters (comma, tab or special character delimiters) to separate the various metadata items in the load file. Load files include reference and association of data items such as Bates number or control number, beginning and ending Bates number of a document, beginning and ending Bates number of email attachments, date (various date fields are commonly collected including date/time sent and received for email and date last modified for other native files), sender or author, receiver, and custodian.
This sub-folder will include standard load files (Lexbe eDiscovery Suite (Excel format XLSX)), (Concordance (DAT)), (Summation (DII)), (Concordance (DAT) and (Summation (DII)). MORE
-ORIGINALS: Folder designated for all the native files (Word, Excel, JPG, PNG, etc.)
-PDF: PDF version of the files also included in Standard plus TIFF productions.
-TEXT: Folder designated to all the Text files that are document based.

If a TIFF production is selected, there will also be these folders:
-TIFF
-TEXT

The Concordance load file is accepted and loadable into a variety of litigation databases, including Ringtail, Relativity, Concordance FYI, Concordance Evolution, and other review application. If you do not want to produce certain versions of the documents (e.g., Originals or PDFs), simply delete them before producing.

You can keep track of existing bates sequence, prefix and range as well, from this section. If you need to re-run a production for some reason (e.g. 'needed to add more files to production', etc.), you can simply start a new production from scratch. Each production run will set the Bates Number and if a document was part of a previous production, its Bates number will be updated to reflect the latest production. The Bates Number shown on the Browse, Search, Document Viewer and Production Job pages reflect the Bates Number the document was assigned in the last production. Also, if you run multiple productions, the Bates Number for any document is stored with the production so you can download it multiple times and it will retain the bates number that it had when the production was first created.

Bates stamping of PDF files in Lexbe eDiscovery Suite can generally be done at approximately the rate of one GB/hr (usually about 15,000 pages/hr) to produce a Zip file with Bates stamped documents at the page level. This rate can vary quite a bit based on individual document characteristics. Additionally, partially corrupted PDF files can delay or stall Bates stamping and productions. Running multiple productions at a time will not speed the process (and can sometimes slow it), so only one production at a time should be run. After the production completes, a Zip file link will appear on the Case>Download Case Documents page. Then downloading will take additional time depending on your local internet download speed. Given these variables, we recommend building in an additional day or two of cushion before production deadlines on large productions. After checking your production you can also make a shared download link available to opposing counsel to save courier time.For very large Bates stamping projects, we can provide you with our eDiscovery services and bring additional resources to help you. If you would like information or actual cost quotes, please call or email us.

Lexbe eDiscovery Suite uses automated file processing and that doesn't mean that every file will be converted as a human might if manually converting each file. Files that fail to convert are expected in any eDiscovery processing job of any appreciable size. These can be caused by Placeholders because of the variety of file types, extent of support of software libraries we use, partial data corruption, and other reasons. You can also create a production directly from the Browse or Search pages and apply Bates stamp to the PDF version of the files not converted. The document production will generate a briefcase containing the folders ‘Originals’ and ‘PDF’. In case the PDF version of the file is not legible, the same file (native format) under the Original folder can be opened in Microsoft Office or other native applications on a local computer and reviewed.

Upload Load Files

We recommend loading data in three ways into Lexbe eDiscovery Suite, depending on your preferences, as described below along with our load file specs:

1) Processed Natives with standard Concordance load file. MORE
2) TIFFs with standard Concordance load file.
(Note these can include link native files which we will import and associate) MORE
3) Unprocessed Natives.  PSTs, MS Office and most common file types can be loaded directly and will be indexed for review. MORE

We automatically create a normalized PDF for viewing (or a placeholder if we cannot).  TIFFs can be created as part of a production.


Only the redacted versions of documents are automatically included into the productions under the ''ORIGINALS', 'PDF' and 'TEXT' sub-folders.

Download Briefcase Processing Method

This method starts from the Browse page and assumes that you previously applied Bates stamping. The options below list the options for bate stamping documents:
- Using the 'Multi Doc Edit' feature from the Browse page.
- Using the Coding in Excel & Upload Metadata. This feature allows you to edit most fields in Lexbe eDiscovery Suite, apply Bates Stamping in an Excel spreadsheet, upload that spreadsheet to the applicable case, and have the field data in Lexbe be automatically updated


>Go to the Browse page and use the Multi Doc Edit section to select all documents by the Title field (check-box), and then code them as ‘Responsive’. If you want to view which documents were already marked as ‘Responsive’ or ‘Bates-Stamped’, click on the section ‘Show Columns’ to display both columns, or apply filters.

>Still from the Browse page, select all the 'Responsive' documents and export files to a Download Briefcase.





Once you click on the 'Export To Briefcase' button, this action will open the Download Briefcase dialog box and for each export of documents you can enter the following information:

Title: Unique Name for your briefcases being downloaded and the default title is 'Briefcase MM-DD-YYYY. 'Briefcase MM-DD-YYYY. 
Comments: Specific comments related to the download.
Name Files: You can name the files using the 'Doc Title', 'Bates Numbers' or 'Doc Dates'. Please note that standard date format must be 'YYYY-MM-DD' (E.g. 2013-09-19)
Custom Designation:
This is a default value that will help you designate confidential information in a set of documents on a case level. The text you enter in that field (e.g. “'CONFIDENTIAL SUBJECT TO PROTECTIVE ORDER”) from the Case>Case Details page will be the carried over to the Download Briefcases page. This is also an editable field and you can enter full text messages usually up to 50 characters. Please note that the Custom Designation section must be used in conjunction with the Custom Designation tag, Confidential tag, and Bates Stamp in order to print a message on the lower right of a Bates stamp page once your download is complete. The Custom Designation is equivalent to the 'Attorney Eyes Only', 'Confidential', 'Subject to Protective Order' or other special designation for confidential documents and it will print a message on the lower right of a Bates stamp page once your production is completed. 
Doc ID: This is an internal string of numbers automatically generated to keep track of each file uploaded/processed. It identifies documents printed before Bates numbers have been used (e.g., during review process before a production). It also allows in multiple productions (different Bates) that the produced document is the same (same Doc ID as a control number)
Control Number
: It is a sequential control number similar to the Bates Numbering imported from a load-file to your Lexbe eDiscovery Suite case (e.g. Summation, Relativity, etc.). It will print on the bottom-left page as option in Download Briefcases and Productions. MORE
Bates Stamp: If checked, it will apply the Bates numbering to all the pages of PDF documents included in the download. The Bates numbering must be previously applied before you download to a briefcase. Please also note the following with this function:
-Adding Bates numbering to a large number of documents can take a long time or even time out. If this happens, you can break into smaller batches and download again.
-If a Bates number is already on the PDF image, then this function will write the Bates again (which may not be intended).
-This function is meant for a limited number of documents, such as preparing for a deposition, and is not intended as a substitute for conduction a document production. See the Production Job page for that functionality. 
Notification: This option will notify you by email (user email address) when the Briefcase download is completed. You don't have to wait until the download has finished by checking the Download Briefcase page manually.

If you choose to stay in the Browse, Search or Document Viewer pages, the screen in the picture will be displayed.

You can either "Go to Download Briefcase Page", "Stay on Current Page" or "Cancel Briefcase" action. You should expect an approximately 10 GB/day rate within your Lexbe eDiscovery Suite account (combined all cases) to create Briefcases. Your time to download is in addition to this, and will depend on your internet download speed. You should also plan sufficient time to meet any applicable deadlines, including your quality control procedures, the possible need to rerun Briefcases if changes are made, and possible delays in downloads/slower downloads than expected/need to restart downloads.

- Adding Bates numbering to a large number of documents can take a long time or even time out. If this happens, you can break into smaller batches and download again.
- If a Bates number is already on the PDF image, then this function will write the Bates again (which may not be intended).
- This function is meant for a limited number of documents, such as preparing for a deposition, and is not intended as a substitute for conduction a document production. See the document production module for that functionality.
- For larger batches of natives, PST's or PDFs for upload and processing, OCR of image PDFs, larger production or briefcase downloads, or any uploads of TIFFs and load files, please contact Lexbe Sales for a services quote. We can upload for you from a supplied flash or USB drive, or download production or briefcases for you to a flash or USB drive and ship to you.

>Important Considerations For Creating & Downloading Briefcases:

-Windows users
can create Download Briefcases of any size; however, larger downloads can take a long time to create. MAC OS X does not support very large Briefcases and we recommend that MAC users create multiple Download Briefcases of 2 GB in size.
-Many computers and browsers have limits on the file size they can download (e.g., 4 GBs).
>Downloading very large files requires a very fast internet connection.
For example if you are downloading on a business internet connection (5 Mbps) and you have full use, the estimated time is 30 minutes per GB.  On a slower T-1 connection (.7 Mbps) the estimated time is over 3 Hrs per GB.
>We have tested very large downloads using Firefox Web Browser (64-bit) on Windows 7 (64 bit) with a NTFS file system or drive.
-For all but the most sophisticated users, we recommend creating smaller downloads (e.g. 1-2 GBs) in size.
-For large downloads we offer Technical services (separate charge) to transfer a Briefcase to a secure FTP account or ship on a Flash or USB Drive.
The cost is $10 per GB, plus $10 per case, $150 minimum, plus shipping.
If you want to use this service please reply to this email including the case(s) name(s) to be downloaded or request for a quote.
-You should plan sufficient time to complete any downloads and meet deadlines, including your quality control procedures, the possible need to rerun productions or briefcases if changes are made, and possible delays in downloads/slower downloads than expected/need to restart downloads.

Custom Designation Tag

Here are the steps you need to take for documents to display at a page level the Custom Designation field:

1-Code the files you wish to produce with the 'Custom Designation' and 'Confidential' tags, using one of the following options:
- Using the 'Multi Doc Edit' feature from the Browse or Search pages. More

- Use the Coding in Excel & Upload Metadata to reset multiple fields at once. More
- From the Document Viewer under the Discovery Tab (one document at a time). More


2-Create a new download enter a unique text in the Designation text box field. You can enter full text messages usually up to 50 characters (e.g. Confidential Subject To Protective Order).
Please note that you must tag files as 'Confidential' and 'Custom Designation', and then also enter the custom designation message to print the custom designation text on the lower right of a Bates stamp page.


If you code your documents only using the ‘Confidential’ tag during your productions or downloads, the files will only display the Bates and the word ‘Confidential’ at a page level.

How To Download Briefcases

>Click on the "Download" hyperlink you wish to open, in some cases a browser version may automatically start the download process after waiting a few seconds.
>Next, the browser should prompt you on what to do with the file through a dialog box, asking you whether you would like to "Save", or "Open" the compressed (zipped) folder. It is best to save the file somewhere on your computer where you will remember it. If you need immediate access to the file select "Open", and we recommend that you open with utility.

Download Briefcase Progress

After all downloads in the queue have been completed, you will be able to track the download progress of individual briefcases by following the Progress Bar displayed in all pages in Lexbe eDiscovery Suite, while you can do some other work. (located at the upper-right corner of a page)

The progress bar displays the number of files left from the current briefcase being processed. If you are downloading container files (E.g. ZIP folders), remember that the processing will compress and then finish downloading the files. This can increase the number of files being downloaded.

We should only click once for a function (e.g. 'Run' or 'Download'). Multiple clicks can slow, interrupt or send conflicting instructions to the server. If you want to start new productions or download files to Briefcases, please wait until the uploads have been completely processed in the server as this may affect the page count for each document you are trying to applying Bates stamping and/or produce.

As the download is created, which will involved Bates stamping PDF pages if selected, the progress bar will increase. Once it reaches 90% zipping of the files to ready for download will occur. When ready for download the last columns 'Download' on the right will turn into a download link. When you click on the link your browser will prompt you to download the zip file to a location on your computer or LAN as directed by you. If given an option, select 'Save As' rather than 'Open'. Once you do this, you download will commence to your computer and you will see a browser-based download bar. When you click on any of the files within the zip folder, it will open it in a Adobe Reader.

Folders Structure Included In Your Briefcase

When you download a briefcase, it will include a folder entitled 'Briefcase' and the following sub-folders:

>Originals: Folder designated for all the native files (Word, Excel, JPG, PGN, etc.)
>PDF: The PDF version of the correspondent native file (Word, Excel, etc.), that are automatically create after an upload.
>Redacted: It will also include any redacted versions of the files. Please note that MSGs and container files will also be part of the Download Briefcase in the 'ORIGINALS' sub-folder. The Briefcases are not intended for productions and do not withhold Privileged or Work Product documents or natives that are associated with redacted documents.

Sharing Download Briefcases

Lexbe eDiscovery Suite allows you to 'share' your files with non-Lexbe eDiscovery Suite users. You can save time and money by sending a download link to your recipient or yourself, instead of adding users not responsible for managing cases in your Lexbe eDiscovery Suite account or copying files to a flash drive/CD. Please visit our Share Downloading Briefcase page for more details.

How Long Will a Download Take to Complete?

Please note that Lexbe system will warn users about slow processing with simultaneous download. The time to create a Briefcase depends on the number of documents and whether they are being bates stamped. The Briefcase will be available for download from the Download Document page on the Case menu.

Creating a download of a few documents without Bates stamping will complete very quickly. Downloads of many documents with Bates stamping can take a long time to create, even hours sometimes for large Briefcases. Bates stamping and the subsequent zipping of files is processing intensive and time consuming.

Once Bates numbering (if selected) and zipping (all files are stored in a zip file for download), you will also have the time it takes to download from our servers to your local computer or LAN. This time is dependent on your connection speed. There are about 20,000 pages generally in a GB of PDFs (see our Pages in a MB/GB Calculator) and we have a download speed test for you to estimate how long your download will take based on file size. For example, an office LAN with a T-1 line might be able to download .5 GB per hour or more.

While Lexbe eDiscovery Suite is creating a download file, or while you are downloading, you do not need to keep the Browse, Search and Document Viewer pages open. Please the option 'Send Notification Upon Completion', if you want to find out when the Download Briefcase is complete.

Deleting Download Briefcases

>
Each briefcase stored under the Case>Download Briefcase has a check mark to the left of the document.
>Briefcases can be selected one at a time this way. NOTE: These check marks persist for the page only and are lost if you navigate to another page.
>Once you selected Briefcases to be removed out of Lexbe eDiscovery Suite, please click on the 'Delete Selected Briefcases' button. Once you have created a download zip file, and have downloaded to your local computer or LAN, you may wish to delete it from Lexbe eDiscovery Suite. (Deleting the download will have no effect on the original documents from which the download zip file was created).


Bates Position Not Readable

Before you begin uploading PDFs that contain images specially located lower right of near paper, we recommend re-sizing the images to 8.5 x 11.00" to make the bates stamps clear visible at a page-level due to the fact that Bates applied to PDFs cannot be re-positioned.

You can use a recent version of Acrobat Pro or another PDF Bates-stamping utility with granular page-offset options, re-size the images and re-upload to Lexbe eDiscovery Suite in order to make the Bates stamps clear visible at a page-level. Alternatively, we can do this for you as a paid technical support service.

Bates Applied to Small Images

Very small PDFs, JPGs and other supported images uploaded to a case may be too small for a Bates number to print on converted PDFs or TIFFs. In this case, the Bates number number will be applied to the Bates name, and in our Lexbe eDiscovery Suite case database (if applicable), but will not be readable on the document as the image is so small. These small images usually have no evidential value and you can delete (if producing from Lexbe eDiscovery Suite ) before a production if you wish.


Bates Stamping Rates

Bates stamping of PDF files in Lexbe eDiscovery Suite can generally be done at approximately the rate of one GB/hr (usually about 15,000 pages/hr) to produce a Zip file with Bates stamped documents at the page level. This rate can vary quite a bit based on individual document characteristics. Additionally, partially corrupted PDF files can delay or stall Bates stamping and productions. Running multiple productions at a time will not speed the process (and can sometimes slow it), so only one production at a time should be run. After the production completes, a Zip file link will appear on the Case>Download Case Documents page. Then downloading will take additional time depending on your local internet download speed. Given these variables, we recommend building in an additional day or two of cushion before production deadlines on large productions. After checking your production you can also make a shared download link available to opposing counsel to save courier time.

For very large Bates stamping projects, we can provide you with our eDiscovery services and bring additional resources to help you. If you would like information or actual cost quotes, please call or email us.

Open Native Files Locally

Please note that when you open a native file under the 'Original View' from the Document Viewer page, you will automatically see a dialog asking whether you want to open or save the file from www.lexbe.com. Both actions will open only the native version of document with a specific application related to its file extension.

Customer Support

Lexbe eDiscovery Suite Standard and Priority Support services include matters regarding general account operation and administration regarding the use of Lexbe eDiscovery Suite. Our business hours are Monday to Friday-8am - 6pm CST, excluding major US holidays. 

Please note that free customer support do not cover the following subjects:

Lexbe eDiscovery Suite Support (Standard & Priority) does not cover items not described below:  Assistance is available under paid technical services, paid training, or project management services below (billable hourly). A non-exclusive listing is a follows:
-Local Software.  Local Browser or software configuration.
-Internet Speed Connection. Questions about local upload or download connection speed.  Time taken to upload or download files, briefcases or productions.
-Administration. Administration of cases and users in an account.
-Case or Document Specific Queries.  Case  or document specific use of Lexbe eDiscovery Suite.  
-Processing.   File processing or conversion issues with files in a case.
-Project Management.  Assistance in in management of case or eDiscovery processes or tasks.
-Custom Training.  Training or instruction in how to use Lexbe eDiscovery Suite in a particular case or involving particular files or documents (unless as part of reporting a software bug).  
-Technical Services.  Technical support services for matters not covered in support, above.
-Processing.  File conversion, OCR and processing questions related to why certain files converted or did not. 
These matters can be addressed with paid custom training, technical services or project management services.