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. 

Creating a "Batesless" Production for Archiving

If the need arises for a user to archive a case, a user may run a "batesless" production. Please note that if a user simply needs to export documents without loadfiles, a briefcase export is preferable to this step. For any questions about the reasons for a batesless production versus a briefcase export, please contact Professional Services. 

Running a batesless production requires all of the typical Production steps and validation procedures, and will still behave in the same way as it relates to consistently coded email families, marking all produced documents as "Responsive," and any documents marked as Privileged will still be withheld. Likewise, any documents coded as "Confidential" and/or having a Custom Designation will still have those PDFs stamped with the indicated Confidentiality designation. 

To create a production without bates stamps, follow all steps in the Production Job but when the user arrives at the Production parameters box, he should un-check the Bates Stamp Pages checkbox, and also will need to put one "space" (i.e. one spacebar) in the Bates Prefix field to tell the platform this is intentionally left blank. In a typical production, the platform will not allow a user to run a production with a blank prefix.  Users should leave the Bates Start at 1 so that while the documents will have nothing stamped on the page, the title of the document will have a numerical reference. 

Creating Batesless Productions for Archival Purposes

Bateless productions are useful if the need arises to archive a case for upload into an e-discovery platform in the future.  Without the LOADFILES, the user is unable to maintain email family relationships if the case needs to be archived because it is finished or settled, but potentially could need to be re-uploaded at a later date.  By running this batesless production, all coding, custom fields, and email family relationships are preserved for seamless upload in the future. 

To save and export metadata to an Excel Spreadsheet navigate to Fields and select all Built In fields that are not part of the DAT file, and all Custom Doc Fields:


Click OK. Navigate back to the Browse screen.  All metadata fields will now be displayed. Once the user has confirmed all desired 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.

Please note, that any fields that are not a part of the Lexbe default metadata fields, will need to be exported to Excel separately prior to deleting any documents. An "overlay file" will need to be created if the documents are being uploaded to an E-discovery platform to associate the archived documents with any custom coding that was assigned in Lexbe during the review of the case documents. Any coding for responsiveness or privilege should also be preserved prior to archiving with this type of production as the Lexbe E-discovery Platform will still require the user to mark all documents as "Responsive" in order for them to export completely. Any existing bates numbers will also require preservation in a custom field to capture the current bates numbers assigned to the documents. All existing coding for responsiveness, privilege, and bates numbers should be preserved in individual custom fields that will come out with the Excel overlay containing the other custom and non-default metadata fields. Prior to re-uploading these documents into an E-discovery platform, the BEGDOC number in the DAT file will be the field used to associate the documents contained in the DAT file with the fields contained in the overlay.  

After preserving the coding for responsiveness, privilege, and existing bates numbers, the user may run the Batesless production. After the production is completed, the user should then use the "Fields" to expose any and all fields not included in the production DAT files.  Users should pay special attention to export the fields for Annotated, Redacted, documents containing Notes, Key Documents in addition to all custom fields created by the users for review purposes.  Along with these fields, the user should also export the Bates field, as the field "Bates Start" will contain the BEGDOC number that correlates to the BEGDOC in the production DAT file.  This BEGDOC number is how users will associate the custom coding with the documents exported in the batesless production. This BEGDOC number ties the information in the DAT with the Excel exported for the overlay. 

If using a batesless production for the purpose of uploading to another E-Discovery platform, it is recommended that users reach out to Professional Services prior to executing this step to ensure all procedures are correctly followed, to ensure no coding or other information is lost in the export. Professional Services would also be able to assist users in completing this step entirely. Please reach out to the assigned Sales Lead for a quote on that procedure. 

In addition to the download production and procedures described above, we also recommend the following:
  • 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.