Pre-Production Checklist

Organizing Your Files

You have uploaded all of your files and are finished assigning them to cases. What should you do next? Before you start reviewing and producing documents, here is what we recommend:

Creating Document Sets Using Coding Fields

In Lexbe eDiscovery Platform there are two coding fields sections that can be accessed from the Browse, Search and Document Viewer pages and are classified as follows:
1- Built-in Doc Fields: They are set up by Lexbe eDiscovery Platform (e.g. Responsive, Non Responsive, etc.) and allow users to better code and filter on case data and better integration with metadata from eDiscovery Processing, Concordance and Summation load files. For example, the ‘Date’ field can be used as a controlling field and during the review allows you to consolidate the dates for searching, filtering and eventually producing files. The ‘Date’ field is left in blank by default.
2- Custom Doc Fields: Fields set up by Account Admin Users that will also help identify documents and associate with multiple specific issues you have established for your case.

NOTE. Both coding fields can be filtered from the Browse and Search pages.

Case Assessment

Create custom categories, combine statistics, view independently and easily filter table and view data. This will avoid spoliation charges, protect Privilege documents and make sure that all the missing responsive documents will be included to the final production. MORE

Control Numbers

Control numbers simplify the cumbersome tasks of managing document revisions, assembling document issues, and maintaining the project document review before Bates Stamping is applied to the actual production. MORE

Searches From Keywords in Excel

We have also developed an Excel template that can help you create and save searches of specific terms. The spreadsheet template is particularly helpful when you have large numbers of search terms to review in a case (up to 1,000 search terms are supported in the template).

Finding Duplicates

Account Admin Users can run this feature from the Case>Add Case Documents page (Deduplication section). Deduplication is done within identified Custodians only (using the Case Participant field in Lexbe eDiscovery Platform) and not between Custodians. If no Custodians are identified in a Lexbe eDiscovery Platform case (no Case Participants assigned) or Case Participants assigned as part of an eDiscovery job, then duplication is effected across all documents. We identify duplicates using the following procedures:
1- Email: We use Outlook and Outlook Express email metadata fields for Deduplication (Author, Recipients, SubjectMatter and DateTimeSent). Dedup works on the entire MSG or EML container. It does not dedup on individual attachments to email.
2-Loose Files: We deduplication loose native files using an MD5 hash of each file. Please note that for Deduplication to apply the files must be exact copies of electronic files. So a document scanned twice would not duplicate as the electronic versions would not be exact electronic copies.

Users can filter duplicate files from the Browse or Search selecting ‘Duplicate>Show Duplicates Only’ (see screenshot 01). This feature will not change the file count within a case (no automatic deletion), so for Lexbe eDiscovery Platform Storage Calculation purposes we recommend that you delete any unneeded files.

Identifying and deleting duplicates: Please be careful with what you delete and before you jump in, follow these important QC steps:
-Fields>Show Fields Section: select from the Browse or Search pages the Original Title, Ext, Pages, Words, Size, IsEmailAttachment, IsDuplicate fields. This will help you to consider files with similar names, exact number of pages, words, etc. Please note that while some files might have the same values that don’t necessarily mean they are duplicates, for example you may see the same PDF twice in the case where the first file is an original PDF and the second is a scan image version with the addition of a text layer beneath the image. We recommend that before you delete duplicates; create a download briefcase as a backup and save it to your local desktop since there is not a 100% guaranteed way to detect duplicates.

We do not recommend that you delete files marked as ‘IsEmailAttachemnt’ to avoid breaking email families. Some MSGs created by different custodians may also contain the same attachments.

Identifying Placeholders

A PDF or TIFF file created as part of ESI processing conversion or Lexbe eDiscovery Platform uploads might include files that will generate a Placeholder to indicate the following:

Files 'Failed to Convert’: which means standard file types that might include variety of reasons, including file corruption, file type mis-identification, print or data extraction and password protection.
Files 'Not Converted': considered non-standard files and might include Media Files, some Container Files, some Email Files, Database Files, and other file types.

Please note that automated process doesn't mean that every file will be expanded or converted as a human might if manually converting each file. These can be caused by innumerable reasons because of the variety of file types, extent of support of software libraries we use, partial data corruption, and other reasons.

Folders (Small Cases And One Criterion)

When is it recommended? Folders (sub-folders) in Lexbe eDiscovery Platform act as virtual file locations for documents where a document can be located only in one folder at a time, which can take up a lot of time when you have to review a large set of documents. Folders are one-dimensional and they work great as long as you have one criterion for your case (e.g. 'Transcripts'). But as soon as you want one transcript with exhibits to belong to two different 'categories' such as; 'Transcripts' and 'Transcripts with Exhibits' without uploading the original file twice to both sub-folders, then you need to use other tools offered in Lexbe eDiscovery Platform. We recommend that you start with creating a consistent folder structure that works with a criterion that you're using most of the times (i.e. 'Transcripts'); however, if you want to filter or apply searches then we recommend that you use custom tags to help filter, group documents and create productions. It will provide more flexibility while working within our system. Please check our help page for more information on Folders vs. Doc Fields.

Limited Users (Experts)

You can create custom tags in order to prepare multiple sets of documents and based on that criteria assign files to limited users responsible for reviewing specific datasets. Here is what you can do:
1-Under the Management>Manage Custom Doc Fields, create main coding sections (e.g. ‘Damages’) and underneath the coding sections create coding fields (e.g. Lost Profits, Fraud, Money Lost), and then during the review tag the files accordingly.
2-Once the files are coded you can create Limited Users that will only have access to specific set of documents. To create these types of users please go back to the Management>Manage Custom Doc Fields page, create a main coding section (e.g. Experts) and ‘SharedCheckbox Fields’ fields (e.g. John, Mary, Joe, etc.). After creating the tags for the reviewers, go to the Account> Manage Users page and associate one ‘SharedCheckbox Fields’ at a time to the correspondent Limited Users- Experts you have established for your case.

Please let us know if we can be of further assistance and also if you have any comments or suggestions, they would be greatly appreciated.