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 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 Title 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, but is usually letters only to distinguish it from the 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 Bates number will be left padded with zeros to match the total length specified in this field.
Custom DesignationThe custom designation will be displayed on documents (at a page level) that are tagged using the built-in field Custom Designation (e.g. Attorneys Eyes Only; Highly Confidential).
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.  
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.  Industry standard and 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 Technical 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. 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, Technical 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.