Upload Production

General

This feature is a practical tool when you want to upload multiple files under one record in Lexbe eDiscovery Platform (self-loading Summation & Concordance loadfiles). You can upload a production to Lexbe eDiscovery Platform from the Case>Add Case Documents page using a compressed ZIP file format and the file name ending with the extension '.lexbeupload.zip' (e.g. LexbeProd001.lexbeupload.zip) including a file mapping excel.

We recommend that WinRAR be used for creating the zip files as part of the Lexbe load file process.  Versions are available for Windows and the PC. Other versions of Zip creation programs may work, but we have not tested them and do not support them. In particular, Zip files using the native MAC zip file creation functionality may fail and we do not recommend it.

If you can't upload productions or metadata using Excel spreadsheets and you believe you should have administrative rights to the account, please contact the Account Admin User(s) of your account. In addition to you loading data yourself, if you'd like us to upload files for you we offer several options. We offer TIFF Load+ and PDF Load+, for loading of TIFF images or PDFs, optionally with standard load files, for $60/GB. This charge is waived with a six month hosting commitment. You can send us files for loading by sending to us on a flash or USB portable drive, or by Secure FTP. Please let your sales representative, know if you'd like for us to load for you.

Cautions for Use - Support

We recommend this feature for Power Upload users with advanced Excel users, familiar with using complex formulas and data management features for 'Quality Assurance & Control' during self-loading files.
This will prevent specific other users from changing your security settings without asking permission, protecting the confidentiality of your client’s documents. If you've never uploaded loadfiles before, you should plan sufficient time to meet any production or document deadlines, including ours and your quality control procedures.

When you upload a TIFF production without creating the proper load file, it will result in not joining pages in documents, which means that the upload will not combine the files properly into the same record or generate duplicates!

The supported self-load is only for a standard conforming load file, per our specs, and non-conforming load files would incur hourly charges. 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.

Test

Please upload our samples of Production and Loadfile to a test case, before creating and uploading your own!

Step One - Creating A Proper Folder Structure

Before uploading a production into a Lexbe eDiscovery Platform case, please create a proper folder structure including four sub-folders with their file titles all in CAPS, as follows:
>IMAGES: Including all the TIFF and other image files (image files are page based). When uploading TIFF productions, our system will combine all the TIFF pages of a document into one record.
>LOADFILES: Under this folder you will include the f
ile mapping Excel spreadsheet. The Loadfile must be saved as an Excel spreadsheet and the file name ending with the extension '.lexbeuploadmapping.xlsx' (e.g. Lexbe.lexbeuploadmapping.xlsx). The Excel file will only need columns of data, no headers. Column A should have the title of the documents, whether it is an ImageId, Bates title or any other unique name.

NOTE. When you upload a TIFF production without creating the proper load file, it will result in not joining pages in documents, which means that the upload will not combine the files properly into the same record or generate duplicates. 

>ORIGINALS: Folder designated for all the native files (Word, Excel, JPG, PGN, etc.)
>TEXT: Folder designated to all the Text files that are document based.

Folder Structure 

-IMAGES, LOADFILES and ORIGINALS sub-folders must be pluralized, without spaces or characters. 
-All the files being uploaded within the sub-folders must have unique names so you would not have to worry about duplicates or processing error during uploads.

*TIFF LoadFiles Instructions

Please note that if the files are TIFF images, each one of them needs to be listed on the Excel sheet saved under the Loadfiles folder. Column 'A'
should have the title of the documents (e.g. IMG0000001) and column 'B' the letter 'Y' to designate when one document ends and another begins. The picture below is an example of an Excel spreadsheet ready to be uploaded.

The letter 'Y' from column B in Excel will indicate to the loadfile when one document ends and another begins. If the files are not page based documents (not TIFF or image files), then every document will need a page start indicator in column 'Y'.

NOTES: The Bates names in the Lexbe loadfile Excel spreadsheet, and the file names in the ORIGINAL, IMAGES and TEXT folders, must match exactly or the load will fail! 



>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 creating loadfiles. 
>Don't add any letters or characters to the file name extensions '.lexbeupload.zip' (.lexbeupload02.zip) or to the Excel spreadsheet name ending with the file name extension '.lexbeuploadmapping.xlsx' (e.g. Lexbe.lexbeuploadmapping02.xlsx). Those type of file name extensions if not saved exactly according to our instructions, might not combine the files properly into the same record or generate duplicates.

Step Two - Uploading A Production 

The production must be compressed in a ZIP file format and the file name ending with the
extension '.lexbeupload.zip' (e.g. LexbeProd001.lexbeupload.zip) including a file mapping excel.

Once each set of documents is saved to the correspondent folder create a zip file with the entire directory structure,
and then upload the production file to
Lexbe eDiscovery Platform from the Case>Add Case Documents page.

* Here is a sample of a Production ready to be uploaded.
We recommend that you use it as sample file to get familiar with the Production Upload process in
Lexbe eDiscovery Platform.

Native Production

For self loading native format production in Lexbe eDiscovery Platform, please click here!

Associating Email Families 

If your production includes MSGs files with attachments, you can restore yourself the email attachment association by using our Coding in Excel, Upload Metadata feature. 

Coding In Excel & Upload Metadata

You can modify document coded data and tag multiple files by generating custom Excel spreadsheets  uploaded into a case in Lexbe eDiscovery Platform.

Upload Completion

You should expect an approximately 10 GB/day processing rate within your Lexbe eDiscovery Platform account (combined all cases) for native files (including PDFs), or OCR of image PDFs, if you are uploading the files yourself. Similarly, you should expect an approximately one GB/day rate within your Lexbe eDiscovery Platform account (combined all cases) to create Productions (including Bates numbering and TIFF creation if selected) or Briefcase downloads. Your time to download 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.  We do not have a feedback indicator as this is a new feature, but you can request an email notification of download completion when you run the production.  

For larger batches of natives, PSTs 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 productions or
briefcases for you to a flash or USB drive and ship to you.


You need to wait for processing to be completed until the 'Upload Complete' message displays, and then close the upload window. Still from the Add Case Documents page you need to open the batch by clicking on its link and this action will take you to the Browse page to view all the documents expanded.

Upload Troubleshooting

We have standard load file specs for load files. When you receive load files for loading of processing, it is recommended that you run a series of quality control checks for data integrity. Non-standard load files will fail standard procedure. If you find that an upload has not worked correctly, here are some issues to consider:
>Have you waited for processing to complete? 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 Platform, while you can do some other work. (located at the upper-right corner of a page). We are also developing an automated e-mail notification to users on the upload completion.
-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.
>Have you done a test upload using our demo data set (into a test case) and have you been able to do that correctly?
>Have you used our Excel template to create your Lexbe load file? The Bates names in the Lexbe loadfile Excel spreadsheet, and the file names in the ORIGINALS folder must match exactly or the load will fail! The titles
>Have you confirmed that the column headings are exactly as the template and not changed?
>Have you confirmed that the folder names for the files are exactly named as ORIGINALS, IMAGES and TEXT?
>Have you confirmed that all Bates names are unique?
>Have you confirmed that the Bates names in the Lexbe load file and the ORIGINALS, IMAGES and TEXT match exactly? (this includes spaces and underscores)
>Have you confirmed that the Bates names do not include prohibited characters? The only supported characters are letters, numbers and the following character (_). Examples of prohibited characters are (\ / : * ? " < > |).

You can safely delete the original production file (e.g. 'LexbeProductionOriginal.lexbeupload.zip') from the case after the files have been extracted.

Lexbe eDiscovery Platform Load files Specifications

We recommend loading data in three ways into
Lexbe eDiscovery Platform, depending on your preferences, as described below along with loadfile 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.

Help

We can help load and troubleshoot 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.