ZIP/RAR Files

Lexbe eDiscovery Suite Platform supports uploading files in a Zip format.  Please note that not all possible Zip formats are supported (there are many!) and our system can be unable up unzip a file that you may be able to on your system for a variety of reasons (discussed below).

What is a ZIP File?


The ZIP file is a popular data compression and archive format. It allows the user to gather numerous files and collect and archive them in one compound file with a ZIP extension. One advantage of the ZIP format is that it will also include and retain folder structures.  Modern operating systems and a number of third party utilities support zipping and unzipping files. The most common version of ZIP files is Version 2.0, which is the default version in many supporting programs.


When To Use ZIP File In Lexbe eDiscovery Suite Platform?


>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 compressor/extractors utilities available for Mac, such as 'SimplyRAR', 'Keka' or 'The Unarchiver', that is currently more efficient than the built-in extractor.


How To Create A ZIP file on Windows PC's

Options will vary somewhat by system, but please follow these guidelines:
>Select and Right click on the file(s) you want to Compress and select Add to Archive option
>A window will pop up with various options. In Archive name field type the name of your archive manually in a text box
>When creating a new archive, you first need to select the archive format 'ZIP'
>For compression method use 'normal, .fast' or 'store'
>Do not password protect (we use secure HTTPS encryption for transfer)
>Some older Zip formats were limited to 4 GB of size. We recommend staying well below this limit (we recommend 1 GB)
>Do not split into volumes
>Do not use password protection

>Test Archived Files.  Do not assume that a ZIP/RAR collection has been created properly.  Always test by unzipping and comparing the file size and count with the original. MORE

These are some problems that can occur with Zip files and ways to address:

>Zero byte size files. Files that are 0 byte size are corrupt and can cause a zip archive to fail
>File Name Length. Windows operating systems limit the maximum size of a file name and its directory path to 256 characters. This seems like a lot, but can be exceeded easily with nested folder structures. If this occurs, it may be possible to zip up a collection on one system but not unzip it on another without errors One way to avoid this is to unzip collections in a one character directory at the root directory of at system (e.g., c:/1) to avoid or minimize this problem. It's also a good idea to abbreviate folder names to be as short as possible while still communicating the needed meaning.  But if the Zip collection includes more than 256 combined characters including nested folders, the Zip archive will fail on upload
>Unsupported Characters. It's possible to create valid file and folder names in one operating system, create a ZIP archive of the files, and then be unable to unzip the archive without error on another system In particular, Windows does not support an number of characters for files names (including ' " * : < > ? \ / |) that are allowed in other operating systems. These can cause problems and should be avoided. Windows and Lexbe also do not support file names with nothing before the '.', even though these are allowed in other systems (e.g., '.DOC'). These should be avoided and renamed if necessary
>Avoiding Unzipping Problems. How do you avoid/deal with this problem?

Avoid highly nested folder structures with long folder names if possible as they can cause problems. If you have a problem unzipping a highly nested Zip file, try unzipping directly to the root directory (e.g., C:), as described above. Rename and shorten folder names before zipping a file/folder structure.


How To Create A ZIP file on Mac OS X 

>Select the item or items you want to compress and choose File > Compress
>Control-click an item and choose Compress from the shortcut menu
>In a Finder window, select one or more items and choose Compress from the Action menu (looks like a gear).
If you compress a single item, the compressed file has the name of the original item with the .zip extension. If you compress multiple items at once, the compressed file is called Archive.zip
>Double-click the .zip file to uncompress (expand) an item.


NOTE: Other versions of Zip creation programs for MAC may work, but we have not tested them and do not support them.

What is RAR File?

RAR stands for Roshal ARchive, a proprietary archive file format. Unlike the similar and more popular ZIP archive format, RAR supports error recovery and file spanning, and provides potentially greater data integrity for ESI transfer and archiving.


When To Use RAR File?


We use RAR files in situations like the following:

1- eDiscovery Jobs processed by Lexbe eDiscovery when sending files to you. MORE

2- When you are sending files to us of processing over FTP site, iBackup or otherwise than on a flash or portable hard disk drive. Do not use RAR files to upload files to your case in Lexbe eDiscovery Suite Platform. Please send an email to 'support@lexbe.com' when you have finished transferring your documents as we do not receive an automatic notice. If you have problems or need help, please let us know. MORE


How To Create A RAR file on Windows PC's

You can use this to create zip files of files, folders, or both:
>Select the item or items you want to compress. You can select multiple files and folders by holding down the Shift key (for multiple items) or the Command key (for several individual items) and clicking. After you've selected the files and folders, right click on them, and then select 'Compress 'XX'. A window will appear indicating that your Mac is compressing the files or folders. Depending on the size of the files or the folders, this could take a couple minutes. Once your Mac has finished compressing the files or folders, you'll see a nice little zip file. This contains all of the files and folders you selected to be compressed
>Control-click an item and choose Compress from the shortcut menu
>Select “Compress Items”
>Find the newly created .zip archive in the same directory. If you compress a single item, the compressed file has the name of the original item with the .zip extension. If you compress multiple items at once, the compressed file is called Archive.zip.


Few Considerations:
>Archives are part of single archive (split) and they cannot be separately extracted or renamed. Must be extracted as a group
>They should not be extracted on the flash drive as there may be insufficient space, and instead should be extracted on a local HDD with sufficient space
>Archives are encrypted and password protected for security in case a flash drive is mis-delivered or lost in transit
>We use the RAR format instead of ZIP because of better encryption, splitting ability, integrity of archive creation, and consistency of support.
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How To Create A RAR file on Mac OS X 

One of the RAR utilities available for MAC and similar to WinRAR is SimplyRAR. Once you install the utility, please follow the same steps described for Windows Users when compressing files in a RAR format.

Upload & Download Issues

If you are experiencing problems downloading or uploading files from and to Lexbe eDiscovery Suite Platform, you may wish to test your download speed and calculate how long it may take. MORE