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).

Production Stages
1-Starting a New Job (Production)


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 06-25-2013." 

2-Selecting Files To Be Included in the Job (Browse and Search Pages)

From the Browse and Search pages, users can select the documents that need to be added to the current production by running keyword searches or applying filters to display previously coded documents. Documents can be selected individually or by choosing Select All at the top of the document grid once all necessary filters have been applied.  Once the documents are selected, navigate to the Production drop down menu to the left of the Browse screen, and select the production the documents should be added to. 

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.

3-Adding Documents to a Production

After all documents are selected and marked as Responsive for the current production, while still on the Browse or Search pages, expand the section Productions, on the left of the Browse screen, to choose a production by title with the Add Docs to Production option. A dialog box will show and ask for confirmation to add the number of files selected to the Production. To complete the task, click on the Add XX Docs button.


Once all of the files are saved to the selected production, a message will display at the top of the page displaying the following:


Go back to the Production Job page to complete the Production in the Production Panel.

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.


Production Panel

After creating a new request for Production or selecting an existing one, the main table will be populated with the following fields:
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.
Comments. Include any other notes or comments that will be helpful in organizing or administering the production.
Created By. Which user in LEP initiated the production.
Run By. 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 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 production that is not a continuation of a previous production.
Number of Digits. The total number of digits, including all leading zeros, of your Bates number (7 digits = 0000001).
Custom DesignationThe custom designation (Highly Confidential, AEO, etc.) will be displayed only on the pages of documents that are tagged during review using the built-in field Custom Designation and also with the Confidential box checked.
Bates Stamp Pages. Check this box to automatically apply Bates numbers to each page in the production. Bates numbers are generated as part of running the production.
Control Number Stamp Pages. Stamp the document control number on each page of the production.
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 includes 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 your documents in ascending order by Doc Title.  Users may also choose to order their productions by Master Date, Source File Path, or Custodian. The sort options are:  Default (Doc Title), Master Date, Source File Path and 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.
Documents Produced. Total number of documents being produced.
Privilege or Work Product. Total files marked Privilege and/or Work Product.  Privilege and Work Product files are not included in 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.
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 (privileged documents will be Bates-stamped).
Docs Size Total. Total size of files produced in GB.

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.

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.

Finalizing Productions 


Validate Production. Before running a production, it must be validated. Click the Validate Production hyperlink to go to the Production Validation page. Once a production has been validated it can be run.
Run Production. When ready to produce documents, click the Run Production button. Users can continue to work while the Production is being created. The time to create a Production depends on the number of documents. The Production will be available for download from this page. Once a production starts running, it will be locked from further documents being added to the same production. Any subsequent productions should be done through a new production.
Download Production. Open the Production page in LEP (Discovery->Production Job), select the Production Job to download from the left menu, and click the Download Production.  Depending on browser and settings, in some cases the download will automatically start, while others will be prompted for a download location on a local computer. This button will be grayed out until the production is done running.

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. 

Delete Production Job. Delete any productions that are not needed to reduce overall storage cost.

Production Progress Update


Users may continue to work while a production is running. The page will show remaining steps in the production in the progress bar Processing: XX (number of documents remaining). This number will be updated by moving between pages or refreshing the page.

Production Directory Structure

The downloaded production will contain four sub-folders. The production will contain files that can be loaded on a variety of platforms. This includes multiple versions of the load files. The specific ESI orders address if all the files are needed.

IMAGES: 
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.

How to Filter on a Production

To look at a particular production, filter on it from Browse or Search pages (e.g. Browse->Filters->Select Filters->Production Job). 


In the example below, filter Demo Production was applied and created a saved, shared filter (Demo Production).  Once applied users can also sort on the Bates number.


The Browse and Search pages will show the Bates number.  Also the Bates number is on the Doc Viewer (Doc Viewer->Disc->Bates).

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, Custom Designation and Confidential 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 designation to be applied on the selected documents in the Designation text box field. 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, Custom Designation and Confidential) 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 Title 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.  

Creating a "Batesless" Production

If the need arises for a user to create a production, meaning an export of documents with the various folders found inside of a standard e-discovery production (PDF/IMAGES, TEXT, ORIGINALS, LOADFILES), but without stamping bates numbers on the documents, 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 aforementioned 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 previously mentioned, 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 in the future. 

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 compelted, 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. 

See Archive Cases 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. 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.