Archive Cases

Admin Users may download and archive entire cases or a set of documents (zip format) to desktop as follows:

From the Dashboard page select the account and case to archive. 

Go to Browse->Fields->Show Fields and select fields for display in the main document window (Original Title, Document Extension, Size, Type and etc.).

Selecting Documents

Select Docs: All to select all documents in the case.  The Browse page only displays 25 documents per page, however, the entire database is selected. 
Select Docs: Page to select only the 25 documents on the current page. 

Export to Download Briefcase

Click the Export to Briefcase button to save the selected documents to desktop in a zip file format. 

Complete each section shown in the screenshot including stamping preference (Doc Id, Control Number or Bates Stamp) and Create.  Adding Bates numbering to a large number of documents can take a long time or time out. The user may break into smaller batches to expedite. If a Bates number is already on the PDF image, this option will write the Bates again which may not be intended.

Go To Download Briefcase Page, Stay on Current Page or Cancel Briefcase action.

Click Download to download the Zip file to desktop.  Choose Save to save the Zip file to Desktop. Download times depend on the size of the file. Click Open to open the downloaded file. 

Considerations When Creating and Downloading Briefcases

Expect an average 10 GBs/day rate (~200,000 pages) (combined for all cases in an account) to create Briefcases or Productions (including Bates numbering).  The user may download Briefcases and Productions, subject to Internet connection speed or Technical Services (billable hourly) can download to a USB HDD or Flash drive and ship.  If self-downloading, best practice is to download in batch sizes of 1-4 GB.  

Plan sufficient time to meet production deadlines, including quality control, reruns, and unexpected delays.  If downloading on a business Internet connection (approximately 5 Mbps) with full access, expect an estimated time of 30 minutes per GB. On a slower T-1 connection (.7 Mbps), the estimated time is over three hours per GB.

Many computers and browsers have limits on the file size they can download (e.g., 4 GBs).

Windows users may create Download Briefcases of any size.  However, large downloads may take a long time to create.  Mac OS X does not support large Briefcases.  Mac users should create multiple Download Briefcases (2 GB).

We have tested 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 small downloads (e.g. 1-2 GBs) in size.

Production and briefcase creation increases monthly hosting costs as it uses more storage. 

Save Metadata

To save and export metadata to an Excel Spreadsheet navigate to Fields and select all Built In and Custom Doc Fields:

Click OK. Navigate back to the Browse screen.  All metadata fields will now be displayed. Once the user has confirmed all fields are displayed in the Browse view, select all documents and choose Export to Excel. This will create a log of all documents, along with the respective metadata, in the event the user needs to access the documents later, or needs to re-upload into an e-discovery platform.

In addition to the download to briefcase described above, we also recommend the following:
  • Include any custom or other coded data in the Excel download (along with standard metadata).
  • Download any productions that have been run separately.
  • Download Custodians and Facts & Issues, if present.
Working with an Excel Spreadsheet

See Excel 101 for more information. 

How to Re-Upload Documents to the Lexbe e-Discovery Platform (LEP)

See Case->Add Case Documents for more information.  When exporting and re-importing documents the case folder structure is not retained. Retain the folder structure by downloading a spreadsheet with archival information (Browse->Export to Excel). If there are a limited number of folders, the user may download folders one at a time.  Use the zip upload option to upload many folders to retain folder structure.  See Manage Folders for more information.  

Import of TIFF files requires a special load file procedure performed by Professional Services (billable hourly).  

Large document collections can be sent via flash drive or CD to Professional Services (billable hourly or free depending on account plan).  

Case Hibernation

Hosting data on a hibernated basis (no client access) at a reduced monthly charge may be available for the account. All metadata and coding is retained and can be restored by paying the current month on a full access basis.  Contact your sales consultant for more information.  See Account Hibernation for more information.

Deleting Cases from LEP

Account Admin Users can delete cases that are no longer needed.  It is important to backup copy the database before deleting records from the account.  See Case Deletion for more information.