Email Logos and Other Small Images

Email Logos and Small Images

This technical note explains
how automated file processing will convert small images during the upload and display in the Lexbe eDiscovery Platform (LEP).

General

Including logo files or other small images (e.g. JPGs, PNGs, and GIFs into PDFs) as part of an email production is standard practice in the eDiscovery industry and among vendors.  It is also standard practice to separate email attachments and convert to PDF, TIFF, and/or deliver natively and to associate them in the production load file.  All parts of an email container, including attachments, are produced. LEP follows this standard practice.  See Standard Load File Fields for more information.   
 
How to Detect and Review Small Images

Run the deduplication feature to detect duplicates.  See Deduplication for more information.  

Open the Browse page, go to Fields->Show Fields section and select the following headers: Extension, Pages, Word, Size, and IsDuplicate.

Sort on the Size field to display all images smaller than 1.0 MB
and recognized text.  Logos typically have little or no recognized text after OCR. 

In the section Filters->Select Filters, apply filter on extension. For example, Filter Applied: Doc Extension=jpg Show Duplicates Only. This will display all duplicated JPG images. Repeat the same steps for each image file type (
GIF, JPEG and PNG)

Save and share applied filters by using the Filter Quick Links feature (e.g.GIFs Images). The saved and shared filters allows access to specific filters for further review and can be viewed by other users in the case.

To review the image files, click on the title of a document.  From the Document Viewer->PDF tab review to determine if the images are substantive evidence. 

See Near Duplication for more information.  

Deleting Logos and Other Small Images

There is no automated way to determine if an email attachment is a substantive attachment or non-substantive logo.  Any automated method of deleting images would risk deleting substantive evidence.

If all attachments are not produced, it can raise questions during review and require missing attachments be provided, costing time and money.  

The producing party could manually review and code logos to a field and delete prior to production or deliver a supplemental load file identifying logos, but this would increase the cost of a production unnecessarily and lead to the review problem of producing partial email families.  Unless the review is carefully performed, the reviewer risks accidentally deleting substantive evidence.  This is not best practice and should be avoided, unless specifically agreed to in an ESI order, etc.


LEP is purposely designed to code documents consistently, to ensure that when an email body or attachment is coded Privilege or Work-Product, the entire family is coded as well. For example, if an email is tagged as Responsive and some of its attachments Privileged, the production validation feature will detect coding inconsistencies and give the option to expand the entire email family to either just Responsive or Privilege.  See Partially Privileged Emails for more information.  

Export to Excel

Depending on the size of the filter, select and export the results to an Excel spreadsheet using the Export Log to Excel feature from Browse.


Help

Technical Services is available to discuss best practices for efficient review.  Contact your eDiscovery Solutions Specialist for a quote.