Briefcases

General
The Briefcases function page in the Lexbe eDiscovery Platform (LEP) allows self-service to export a subset of documents for review offline or to print documents prior to hearings or depositions, using either a Mac or a Windows PC.

The maximum size of the briefcase for processing and time for download is limited by the user's Internet connection. Generally, a user can expect a rate of approximately 10 GBs/day (or roughly 200,000 pages).  The recommended size for each briefcase is 1-4 GBs, subject to user's capacities. For larger productions, contact Technical Services, for download of larger briefcases to USB HDD or Flash.  

Creating Briefcases 

Creating briefcases can be done from the 
Search or Browse pages by selecting the desired documents as follows:
  • Individual documents on a page can be selected one at a time by checking the box to the left of the document. NOTE: These check marks persist for the page only and are lost when navigating to another page.
  • All documents displayed on a page (25 documents) can be selected all at once by selecting Page at the top of the page.
  • All documents in a view (chosen by applying a specific filter or search term) can be selected by clicking All at the top of the page.

After selecting the documents for inclusion in the briefcase, click Export To Briefcase.  A dialog box will pop up prior to export containing the following fields:
Title: Unique Name for briefcases. The default title is Briefcase MM-DD-YYYY. 
Comments: Specific comments related to the download.
Name Files: Users may name the exported documents using the Doc Title, Bates Numbers, Original Doc Titles, Control Numbers, Doc Dates, or Doc IDs. 
Custom Designation: Allows users
 to designate confidential information in a set of documents on a case level.  This is an editable field and allows users to enter up to 50 characters. Note that the Custom Designation section must be used in conjunction with the Custom Designation tag, Confidential tag, and Bates Stamp in order to print a message on the lower right of a Bates stamp page once the download is completed. This custom designation will print a message on the lower right corner of a Bates stamp page once the download is completed.  More information on Custom Designations can be found below.
Doc ID: This is a Lexbe generated string of numbers that gives a unique identifier to each document in LEP. 
Control Number
: This is a sequential control number intended to aid in review of documents that have not yet been assigned a Bates number.  I
t is document specific, which means that the same control number is applied to the whole document.  When the user opens a PDF file, the same control number will be displayed on all the pages. It will print on the bottom-left page as an option in Download Briefcases and Productions. See Control Numbers for more information.
Bates Stamp: If checked, it will apply the existing Bates numbering to all the pages of PDF documents included in the download. The Bates numbering must be previously applied before downloading to a briefcase. 
Notification: This option will notify users by email when the Briefcase download is completed. 

Exporting PSTs

In LEP, PSTs are extracted and the attachments are separated from email bodies for better searchability and control (allows redaction, annotation, printing). 

If the user needs to export and exchange PSTs, Technical Services can reconstitute a PST from identified MSGs in LEP (hourly billing).   

Downloading Briefcases

A user can access the Download Briefcase function through the menu under Case. 
Before users can download a briefcase, the briefcase must be finished processing. Users can share files and documents with persons outside LEP by downloading documents to a briefcase, and then sending the documents using a shared download link or copying the briefcase to a flash drive, or CD for review offline.

To download a briefcase, click on the Downloa hyperlink for the briefcase being downloaded. Select the location to save the file to.

Folders Structure Included in the Briefcase

A downloaded briefcase will include a folder entitled Briefcase and the following sub-folders:

Originals: Folder designated for all the native files (Word, Excel, JPG, PGN, etc.).
PDF: The PDF version of the correspondent native file (Word, Excel, etc.).
Redacted:  Any redacted versions of the files. Note that MSGs and container files will also be part of the Download Briefcase in the ORIGINALS sub-folder. The Briefcases are not intended for productions and do not withhold Privileged or Work Product documents or natives that are associated with redacted documents.
Annotated: It will also include any annotated versions of the files.
Merge: It will include any merged PDFs.

PDF Merge 


Users can merge multiple PDF documents from the same batch into one single file. Users can Batch Print PDFs made up of multiple docs to get ready for depositions, client meetings or other reviews.  See PDF Merge for more information.  It is not recommend to create merged PDFs larger than 1,000 pages.

Delete Briefcases


Once a user has created a briefcase and downloaded to a local computer or LAN, the user may wish to delete it from LEP. 
To do this, select the Briefcase(s) to be removed out of LEP, and click Delete Selected Briefcases.(Deleting the download will have no effect on the original documents from which the download zip file was created). 

How To Use Custom Designation Tag During Downloads

For documents to display a Custom Designation after exporting to a briefcase, a user must code the documents in LEP prior to creating the briefcase.  This can be done using the following steps:

1-Code the files you wish to produce with the Custom Designation and Confidential tags, using one of the following options:
  • Using the Multi Doc Edit feature from the Browse or Search pages. See Multi Doc Edit for more information.  
  • Use the Coding in Excel & Upload Metadata to reset multiple fields at once.  See Upload Metadata for more information.
  • From the Document Viewer under the Discovery Tab (one document at a time). 


2-Create a new production and enter a unique text in the Designation text box field. A user can enter full text messages usually up to 50 characters (e.g. Confidential Subject To Protective Order).

Files must be tagged as Confidential and Custom Designation, and also include the custom designation message to print the custom designation text on the lower right of a page.


If documents are coded using only the Confidential tag during productions or downloads, the files will only display the Bates number and the word Confidential on each page. 

Sharing Download Briefcases

LEP allows users to share files with non-LEP users. Users may send a download link to a recipient or himself, instead of adding users not responsible for managing cases in an LEP account or copy files to a flash drive/CD. See Share Downloading Briefcase for more information.