Production Job





Location: Discovery->Production Job

General

Users can access the Production Job page from the Discovery menu to prepare a discovery production, Bates Stamp documents, and prepare the production for sharing with opposing parties via drive, DVD, CD or private link for parties that do not have access to the Lexbe eDiscovery Platform (LEP).  To submit a new production job for handling by Professional Services, fill out the form located at the bottom of this page and email to Professionalservices@lexbe.com. 


Production Stages
Creating Production Job

After navigating to the Production Job page, click on the Start New Job buttonThe default title starts with the word Production and current date MM-DD-YYYY, as follows: "Production 11-06-2020." Once the title has been entered, click CREATE. 



After clicking CREATE, the Production Panel will open for the user to enter the details specific to running the production. Click Edit to make changes to the production parameters.


Title. Unique Production Name (dynamic hyperlink). Clicking on the production hyperlink, will redirect the user to the Browse page, displaying only the set of documents in that production.

Comment. Include any other notes or comments that will be helpful in organizing or administering the production.

Shared. Allow users without access to LEP to download the Production. Users can set a password here and a link expiration date for the download. 

Created By. Indicates which user in LEP initiated the production.

Run By. Indicates which user clicked on the Run Production button and produced the files.  This will show N/A if the production has not been run yet.

Date Time Created. Indicates when the production job was created.

Date Time Run. Indicates when the production was run.

Bates Prefix. The Bates prefix can be letters or numbers and will appear to the left of the indicated Bates number.

Bates Base. The starting number, e.g. 1, for a new production or the next sequential Bates number for a production that is a continuation of a previous production.

Number of Digits. The total number of digits, including all leading zeros, of the Bates number (e.g., 7 digits = 0000001). Users can set as few as six digits or as many as ten.

Custom DesignationText entered here (e.g. Highly Confidential, AEO, etc.) will be stamped on documents tagged with the built-in field Custom Designation.

Bates Stamp Pages. Automatically applies Bates numbers to each page in the production. Bates numbers are generated as part of running the production. If a user deselects this option, any documents which have been coded as 'Confidential' or 'Custom Designation' will still be stamped as such.

Production Type. Choose between Standard PDF production or Standard plus TIFF.  The two choices will result in the exact same production, except the latter will also include TIFF images of all pages in the production. The TIFF production might be 2 to 5 times bigger than Standard Productions and can take considerably longer to run and download.

Include Native Emails.  This option should generally only be selected pursuant to an ESI Order requiring the inclusion of native emails. Typically, native emails are not required. There is a greater risk of inadvertent disclosure of privileged information when native emails are produced.  Do not routinely check this option.  If this option is not selected, a PDF rendering of the email will be included instead of the native part, unless it is redacted, in which case the redacted version will be used.  See Preventing Inadvertent Disclosure Of Confidential Information - MSG and Container Files below.  

Sort By: Users can choose how they would like their productions organized. The default option will order and Bates the documents in ascending order by Doc Title.  Users may also choose to order their productions by Master Date, Source File Path, or Custodian. If the Custodian option is selected, a Sub Sort order will have to be selected. The Sub Sort options are: Default (Doc Title), Master Date, and Source File Path. Productions can also be sorted using a Custom Text Field. Contact Professional Services to perform this service.  

Documents Produced. The total number of documents being produced.

Privilege or Work Product. Total files marked Privilege and/or Work Product.  Privilege and Work Product files are withheld from the Production. These documents will contain a Bates Range following the documents produced. These files can be downloaded from the Privilege Log page.

Total Docs. The sum of Documents Produced and Privilege and/or Work Products.

Docs Size Produced. The final size of the production in GB.

Docs Size WithheldTotal size of the documents withheld as Privileged or Work Product.

Docs Size Total. Total size of files produced in GB.

Produced Range. This displays the Bates Range of the Responsive, but not Privileged and/or Work Product documents in the Production Set.

Withheld Range. This displays the Bates Range of the Privileged and/or Work Product documents in the Production Set.  These Documents are not produced or included in the Production (but privileged documents will be Bates-stamped).


Preventing Inadvertent Disclosure Of Confidential Information - MSG and Container Files

The LEP production includes native attachments to emails and natives expanded from Zip and other supported container files. These will be found in the Originals folder. However, the Originals folder will not include native emails unless the Include Native Emails option is selected as discussed above.  Best practice is to omit the production of native emails. This is done to ensure that native versions of privileged, work product or redacted documents nested inside of container files are not inadvertently produced.
 
In such cases where native email files must be produced, select the Include Native Emails option.


Adding Documents to a Production Job (Browse and Search Pages)
From the Browse and Search pages, documents can be selected individually or by choosing Select All or Select Page. Once the documents are selected, navigate to the Production Jobs drop down menu, and then select the name of the production job where the documents should be added. Users will be prompted if they want to include all family members of the selected documents. To produce the selected documents plus their full families click OK. To produce only the selected documents, uncheck the box and then click OK.





After clicking OK to confirm the documents are added to the selected production job, users must go back to the Discovery > Production Job page and proceed to the Production Validation stage. 

3.    Production Validation
Please refer to the Production Validation help page for details on this stage of production. 

4.    Running the Production
Once the production has passed all of the validation steps, the user will be prompted to return to the Production Job to proceed. From the Production Job screen, selecting RUN PRODUCTION from the menu on the left will lock the current set of documents to be produced. The user must wait until the production has finished processing before proceeding further. The time to process a production depends on the number of documents. Note that once a production has been run, it will not be possible to add or remove files. A new production will need to be created if any changes are required.  


Automated Email Notifications 


After clicking the Run Production button, there is an option to receive an email notification once the production job has completed. The email will be sent to the user who created the production.

5.    Downloading the Production.
Once the Production has completed processing, it will be available for download from the DOWNLOAD PRODUCTION link.


This will prompt a download of the production in a compressed .zip file. Depending on the browser and settings, in some cases the download will automatically start while others will be prompted for a download location on a local computer. The DOWNLOAD PRODUCTION link will be grayed out until the production has finished processing. 

For large productions, the download will be done in parts. The download parts should all be downloaded and unzipped into the same location (combined) to get the final production. Once they are combined, the final production will contain the sequential Bates number. Note that the individual parts will not contain sequential Bates numbers. 

Stackable Filters in Large Productions

Combining multiple filters as part of adding documents to a production from the Browse and Search pages, can lead to a delay or timeout. For example, the stacked filters: 'Responsive' 'Dynamic Coding Filtering'= 'Expert Smith Review = Checked' 'Probate Courts = Checked' 'Money Lost = Checked' 'Enron Fraud = Enron Fraud.'


If using multiple filters to narrow down the documents to add to a production, it is recommended that users create a temporary custom doc field (e.g. 'Add to Test Statements Production MM-DD-YYYY') for the filtered documents. Use the Multi Doc Edit tool to add the filtered documents to this custom field until all documents to add to the production have been selected.  Then from Browse page filter on this custom field and add all documents to the production without timeouts or delays.

Selecting Productions. This section will expand/collapse a title drop down list of all previous productions that users can select to edit, download or delete.  Click on the hyperlink All Productions to see details of each production.



Deleting Production Jobs. Delete any productions that are not needed to reduce overall storage cost by using the DELETE JOB link on the Production Job page.


Production Directory Structure

The downloaded production will contain either four or five sub-folders depending on whether it is a Standard production or a Standard plus TIFF production. The production will contain files that can be loaded on a variety of platforms. This includes multiple versions of the load files. Specific ESI orders should address whether or not all the files are needed. Below is a list of each folder contained in the downloaded production. 

IMAGES: The IMAGES folder will only be generated from a Standard plus TIFF production.
LOADFILES: Collection of plain text files used to apply metadata, Bates numbers, and other information to documents uploaded into a review platform. In a large production where the set of documents is split into separate volumes compressed into the same ZIP file, the sub-folder LOADFILES can be in any of the Zip file volumes.  See Native Loadfile Specs for more information.  
ORIGINALS: Folder designated for all the native files (Word, Excel, JPG, PNG, etc.). Practices vary on production of these, ranging from none, to including all, and many versions in between.  Refer to the ESI order for the requirements of the specific production.
PDF: PDF version of the files also included in Standard plus TIFF productions. This sub-folder also includes placeholders of files that could not be converted.
TEXT: The text folder includes extracted/OCRed text of documents and is needed for proper indexing in some review systems.

Filtering on Previously Produced Documents

To view documents in one or more productions, filter on the Production Job field from the Browse or Search pages. To exclude previously produced documents when creating a new production, add the Production Job field to the Advanced Filter, choose Select All, and then choose 'is not' from the options dropdown. Add to this filter any other criteria to identify the documents to be produced (e.g. Responsive, is not Privileged, etc.).


Redacted Files

Only the redacted versions of documents are automatically included in the productions under the ORIGINALS, PDF, and TEXT sub-folders.

Existing Bates Ranges

Whenever creating a new production it is possible to look at the previous productions to determine the ending Bates number to determine the start of the new production. 



If productions have been deleted, sort on Bates in the Browse screen to find the last Bates number in use that way.

How To Use Custom Designation Tag During Productions

To apply a Custom Designation (Attorney Eyes Only, Highly Confidential, etc.):
Code the files to produce with the Responsive and Custom Designation tags, using one of the following options:
Use the Multi Doc Edit feature from the Browse or Search pages.  See Shared Functions for more information.

Use the Coding in Excel & Upload Metadata to reset multiple fields at once.  See Upload Metadata for more information.  
Use the the Document Viewer under the Discovery Tab (one document at a time). See Discovery Tab for more information.


Create a production and enter the custom designation to be applied on the selected documents in the Custom Designation text box field in the Production Job Panel. Users can enter full text messages up to 50 characters. The Confidential tag will automatically appear with the final custom designation text, therefore there is no reason to type it in the Custom Designation text box.

In addition to the custom designation text, users must also code the files using all of the above-mentioned tags (Responsive and Custom Designation) to print the custom designation text on the lower right of a Bates-stamped page.

Coding documents only using the Confidential and Responsive tags during productions or downloads will only display the Bates and the word Confidential at a page level. 

Bates Numbering Order (Including Downloaded from a Briefcase)

LEP automatically applies Bates numbers first to the group of documents to be produced and then to the second group, (anything Privilege and/or Work-Product) which is withheld.  Within each category, the documents are sorted by Doc Title. 

If uploads were done by named batch, users can run productions one at a time, by batch, to achieve the goal of grouping by batch for Bates numbering.  See Bates Number Order for more information about how to control the Bates ordering.

Bates numbering as part of a production is done on the basis of the Doc Date with email attachments to MSGs, if any, nested after the email, and Bates numbers are applied sequentially.  



For documents without dates, Bates numbers are applied using the document Title order:


The documents Bates stamped are printed in this order:
1 - 
Responsive and non-Privileged/Work Product, then sorted by Doc Title.
2 - Privileged/Work Product, then sorted by Doc Title.

Bates Position Not Readable (Large Images)

Before uploading PDFs that contain images specially located near the lower right hand corner of the paper, we recommend re-sizing the images to 8.5 x 11 to make the Bates stamps clearly visible at a page-level. Bates applied to PDFs cannot be re-positioned. 

Acrobat Pro or another PDF Bates-stamping utility with granular page-offset options can be used to re-size the images. After re-sizing, re-upload to LEP in order to make the Bates stamps clearly visible at a page-level. Alternatively, we offer this through Professional Services.

Bates Applied to Logos & Other Small Images

LEP will take small images and apply them to blank PDFs (size 8.5 x 11) and a Bates number will also applied.  See Small Images for more information.  

Bates Stamping Rates

Bates stamping of PDF files in LEP can generally be done at approximately the rate of one GB/hr (usually about 15,000 pages/hr) to produce a Zip file with Bates-stamped documents at the page level. This rate can vary quite a bit based on individual document characteristics. Users should be cautioned that bates stamping very large PDFs can create delays in the processing. It can take over a day to process and bates number a document that is over 20,000 pages. Documents of this size are not generally recommended for uploading into the platform, and should be split up into smaller documents to the extent possible to avoid these delays. 

Additionally, partially corrupted PDF files can delay or stall Bates stamping and productions. Running multiple productions at a time will not speed the process (and can sometimes slow it), so only one production at a time should be run. After the production completes, a Zip file link will appear on the Case->Download Case Documents page. Downloading will take additional time depending on local Internet download speed. Given these variables, we recommend building in an additional day or two of cushion before production deadlines on large productions.  After checking the production, a shared download link can be made available for opposing counsel to save time.

For large Bates stamping projects, Professional Services can bring additional resources to help for orders of magnitude for faster processing. For information or cost quotes, call or email sales@lexbe.com.  

Download a Privilege Log

LEP offers an automatic download of a privilege log for documents coded as such. After a production is run, navigate to the Discovery tab, select Privilege Log and filter on the current production. Select the fields to export, which will be the fields displayed on the log (e.g., Bates number, Sender, Receiver, Doc Type, Doc Date, Subject, etc.), and then choose Export to Excel.

Sharing Productions

Productions can be shared by clicking the shared link and copying the URL or web address from the Shared Production Link page and pasting into an email to be sent to the party requesting the production. The email recipient will be able to download the documents (zip file) to a location on his/her computer.  See Share Production for more information.  



A production download can be password-protected, which can be done by clicking Edit at the bottom of the Production Job page, checking the box for "Allow users without access to eDiscoveryPlatform to download this Production" and entering the password.  An expiration date can also be added for the download link.  When the link is shared with another party, the new password will be required to initiate the download.  If no password is added to the download link, the recipient can click "Download" without entering a password.




When sharing a production or production download link with an opposing party, include the Lexbe Production Upload Instructions attachment located at the bottom of this screen. 
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