Flex Account Billing

Lexbe eDiscovery Platform offers Flex and Annual storage plans, with no set-up or users fees. You can add as many users as needed from your firm or otherwise associated with your case.

Our plans allow plenty of document and storage at a low cost. For example, the Flex plan allows 1 GB of storage in the Base Plan and equates to approximately 15,000 page of TIFF images, 20,000 pages of scanned PDF pages and 35,000 pages of email and native files.  (Individual ESI collections can vary) 

Lexbe eDiscovery Platform Approach

Monthly or annual charges for usage of the Lexbe eDiscovery Platform Document Review application are calculated based on the highest of usage on the first of a month including the original file uploaded, the search index that Lexbe eDiscovery Platform prepares to make a case searchable, any OCRed versions of files (uploaded image PDFs that did not include text prior to upload), and any case Briefcases of downloaded documents stored in the account. The charge is equal two times the size of 'GBs Received/Uploaded' assumed expansion for PDF and search index creation.

Please note that if you are a new Lexbe eDiscovery Platform customer then we will prorate the first month or apply partial charges for our services, and then bill monthly thereafter.

We usually process invoices on the 10th of each month, unless there is a special billing request submitted by our customers. MORE

How to Manage Your Account Storage

You can manage you account storage from the Account>Manage Cases page:

Account Billing Size

When you select an account under the Manage Cases, it will show you a section called 'Account Billing Size' containing information about storage as follows: 

Immediately below the 'Select Account' drop down list is information in green with monthly account billing size and it shows:
-It will show one row per month.
-It will show the current month as well as the previous 3 months. Note, this feature was recently release and for this reason it will not display the historical data before 09/28/2014.

The column 'Current Case Size” reflects the amount of storage that is in each case right now. As long as no data has been deleted, it will match the max billing information. 

How do we bill you?

We bill on the first of a month for the highest of usage for the prior month. Both are tracked on the account usage page. In the example above, the current account usage is 142 GBs and the highest of usage for October is 71 GBs. Any further reductions of usage in the account during October will not impact the October bill, but will reflect on the November bill. Any additions of usage in October will reflect on the November bill, only if it exceeds the highest of usage during October (71 GBs). 

Breakdown of Monthly Charges

By hovering your mouse over a month, you will see a breakdown of max Documents, Search Index, Briefcases and Productions: 

The numbers reflect the highest of usage during the month, and it is calculated in the following way:
1- For each case in the account determine the maximum of Documents, Search Index, Briefcases and Productions in GBs. For example, 52.9 GBs + 9.7 GBs + 1.5 GBs + 6.3 GBs = 70.4 GBs.
2- Add those max values together to get the max case size.
3- Sum all the cases in the account to get the max account size.
UploadIt will also show the upload unexpanded and upload expanded. Those are the total for the month.

Understanding the Upload Calculation:

1-Upload Unexpanded: This is the amount of files added into the system before expanding (e.g. unzipping) and processing. However, the number is adjusted to reflect the amount of data uploaded without compression. If you upload a 1 GB of data but you compressed it into a 0.8 GB zip, it will be counted as 1 GB. In other words, it doesn't matter how aggressively you compress the data before upload because it will be counted as if you put it into a zip file with no compression.
2-Upload Expanded: This is the amount of files added into the system after processing and therefore the amount that the case size is increased by. It includes the initial ZIP or PST file. It does NOT include any TIFF files added through a TIFF production upload. It will only count the PDFs created from those TIFF uploads.

Typical Container Files Expansion

Here are the typical expansions we see:

>TIFF upload. Offers very minor expansions since the Normalized PDF is only slightly larger than the TIFF (they include OCR text).

>Zip. It expands a factor 2 since the Normalized PDFs generally are about the same size as the originals. Outliers would be a 1 GB movie uploaded with a 5 KB PDF placeholder.

>PST. It expands a factor 2-3 depending on the number of attachments. Lexbe eDiscovery Platform ends up with MSG, Attachments and Normalized PDFs.

Deleting Documents or Cases in the Middle of the Month

The max billing is updated nightly. If you do not delete the container file (ZIP or PST) AT the same day it was uploaded, it will be reflected in the max usage. 

If a case is deleted mid-month it will no longer show up in Manage Cases table, and the current size will reflect this drop in storage (and indicate what next month’s max is going to be). This means that monthly charges based on the highest of usage during the month will still apply. It will then disappear from the calculation the following month. 

How does the Free Extended Hosting Plans work

> Free Loading and Processing Services for Natives FilesWe offer paid Lexbe eDiscovery Platform customers the service of us loading and processing native files with our 'Free Native Processing+ (to PDF/Native)(requires 6m LEP hosting)' service. With this service we process and load to a paid Lexbe eDiscovery Platform account supported native files without initial eDiscovery processing charge (otherwise $300/GB, declining with volume) and instead charge an account minimum equal two times the size of 'GBs Received' assumed expansion for PDF and search index creation, for the month of load and the next 5 months following. If data is deleted from the account the monthly minimum GBs will still apply. Charges on Lexbe eDiscovery Platform accounts start at $199 for up to 10 GBs per month, and decline with volume. There is no minimum monthly requirement or charge for native files clients self-load to the Lexbe eDiscovery Platform.

> Free Loading and Processing Services for TIFFs/LoadfilesWe offer paid Lexbe eDiscovery Platform customers the service of us loading previously TIFF images and loadfiles for you, with our 'Free PDF/TIFF Load+ (load by Lexbe Services, requires 6m LEP hosting)' service. The Free TIFF Load+ (load by Lexbe Services, requires 6m LEP hosting) services requires standard load files, where applicable. With this service we load to a paid Lexbe eDiscovery Platform account previously TIFF files with standard loadfiles, without initial charge (otherwise $90/GB, declining with volume) and instead charge an account minimum of $199/GB (or portion) loaded through this service, for the month of load and the next 5 months following ($132/GB total). If data is deleted from the account the monthly minimum will still apply. The charge could be greater if other data is in the account, or added to the account. Charges on Lexbe eDiscovery Platform accounts of TIFF hosting start at $199 for up to 10 GBs per month, and decline with volume. There is no minimum monthly requirement or charge for TIFF files that clients self-load to Lexbe eDiscovery Platform.

How to Allocate Billing within Cases

We have developed an Excel template called 'Lexbe Template for Account Billing Allocation', which allows you to more easily calculate the case allocations. Please follow the steps below:

1. Download the Lexbe Excel template entitled: '
Lexbe Template for Account Billing Allocation' at page bottom.
2. Make a copy and name with your case in the field 'Account Name' (e.g. Lexbe Test).

3. In Lexbe go to the In the Account>Manage Cases page, select all cases and download to Excel. Please
save the file locally.

4. In the downloaded Excel sheet (Account Cases.xlsx) enable editing, and select all columns:

5. Paste into this Excel template on the sheet: Datasheet, in cell A1.  Cases and calculation should appear on this sheet.   

6. Enter your GB rate (from invoice) in B8 as an integer and then the Dollar allocation will appear in Column 'G'.           
7. Billing is based on system storage (GBs) and there are no charges for user fees or case set-up.           
8. Billing for the current month is based on the highest usage in the prior month.                           
9. Storage includes documents, search index, and stored productions and briefcases.                           
10. Document and case deletions in any month will not affect the next bill, but the following one.            
11. Native file uploads will increase on the system after processing, usually doubling, from PDF expansion, and search index creation, OCR and other archive expansion.                           
12. Calculation may vary for cases that were uploaded under Free Native Load (with 6m hosting) program.   

Processing and PDF versions of Files Uploaded

As part of processing Lexbe eDiscovery Platform will expand certain supported container files, including Outlook PSTs, Outlook MSGs,  ZIP files and RAR files.  This allows separation of individual files, including email attachments, and expands the storage used in the system.  These expansions will increase the storage used in the case.

Lexbe eDiscovery Platform automatically creates a 'normalized PDF' version of all supported file types uploaded to the application.  This is done to allow for better document viewing, to increase searchability, to allow Bates stamping at the page level, to allow redaction, to allow document splitting and for other functions.  If our software cannot create a normalized PDF a placeholder page will be created, which can be Bates-stamped.  This process includes OCR of PDFs and other supported images when available.

The original file will be available under the 'Original' tab of the document viewer, and the normalized PDF (a Text-Under-Image PDF or Text-Based PDF) will be available under the 'Doc' and 'Page' tabs.  This may be a Placeholder File. The extracted or OCRed text will be available under the 'Text' and search 'Hits' tabs.  

If the original PDF is already a searchable Text-Under-Image PDF, or a text-based PDF, then no OCR will be done and the original uploaded PDF will be used for the Native, Text and Document tabs.

Our OCR procedures are discussed here.

Lexbe eDiscovery Platform uses whichever PDF viewer you have installed on your system and associated for inline viewing of PDFs. For many users this is Adobe Acrobat viewer.

Search Index

The Lexbe search index is generally about 35% of the size of the documents stored, but this can vary substantially in any case depending on the document type and can approach 100% of the original document size in some cases.  The search index is compressed from extracted or OCR text and allows fast search results. Document coding is generally a very small amount of storage.  In general, cases with documents originating native particularly ones with lots of text will have a higher percentage and with documents originating as scanned or TIFF load files, from photos, and including many documents with little text will have lower percentages.  

For billing purposes we cap the maximum billable size of the search index in an account to 35% of the document size stored. This means that the index size on your bill may be lower than what is reflected in your account if you have a particularly large index relative to document size.

We charge a 50% discounted rates from our regular flex case pricing, as our system automatically creates joined PDFs from the single-paged TIFFs.  Our system uses the joined PDFs for the document viewer, but there are other advantages to you of the PDFs, including the ability to 'copy and paste' from a PDF and download PDFs. Creating these PDFs doubles the storage size so we half the monthly rate to keep your rate consistent. We'll do the same for other TIFF-based cases you add as well. We won't raise this rate except if part of general pricing changes. 
Briefcases and Productions

Lexbe eDiscovery Platform enables you to create download links of documents from the Browse, Search (Briefcases) and Production pages of the application. These Downloads are in the form of ZIP archives of documents selected for download. They can be downloaded directly with Lexbe eDiscovery Platform, or a secure Shared Download link can be created to share with third parties.

These Downloads can be used to Bates stamp PDFs (image or text-based), to create and store Productions, to prepare documents for download and printing and for document sharing.

The files created for the download link are separately copied and shared separate from the original versions.  Your account will be increased by the Downloads created for the month in which you create it.  To avoid charges in succeeding months, you should delete the Downloads when it is no longer needed.

Cases Billed Separately

In order to bill separately by the case or directly to your clients, please submit a request to our customer support. There is no set up charge for that, but we do charge $10/m for billing of each separate account.

If you have questions regarding your plan and current usage, please submit a support ticket to our customer service.

Standard Load Files For New Lexbe eDiscovery Platform Accounts

If you are a new user and would like us to help you upload standard load files to your case for the first time, the upload fees will be waived for new Lexbe eDiscovery Platform accounts when the data is kept in the case for a full six months; otherwise there is a prorated charge. Non-conforming load files would incur hourly charges, due to the fact that TIFF load files can be non-standard or corrupt, including corrupt or missing TIFF files, corrupt or missing text files, missing or corrupt data, field inconsistencies, file count mis-matches, misaligned or missing metadata, or other non-defined matters. When we receive a non-standard load file, we may be able to partially load or not, depending on the degree of problems and it would incur hourly charges.
>The supported load upload is only for a standard conforming load file, per our specs, and non-conforming load files would incur hourly charges.
>Please also note that our standard service for return of media for data handling is to use USPS Priority Mail Express Next Day delivery (free of charge), and an upgrade to a faster service will result in a shipping reimbursement charge in addition to the above.

Lexbe Support,
Nov 13, 2014, 9:40 AM