Sharing Documents with Expert Witnesses and Others

General

This technical note explains how to share documents with individuals outside of the case, such as expert witnesses, who will review or have access to a specific set of documents from a case.


   Options  Advantages      Disadvantages
  Limited User Add people as limited users in a case with access to a specific set of documents. See Limited User for more information.
The individual can review in the case. Documents can be referenced with the same Doc link. The reviewer cannot see any coded data, notes or facts.
    No folders or other coding for the reviewer's use.  Documents can only be downloaded one at a time; however, this can be handled by simultaneously creating a Briefcase and a shared link for all docs.  Then the Limited User access can be used as well.  No search or other Lexbe eDiscovery Platform (LEP) extended functionality.
           
  Create a Second Case  Create a second case and download copies of some documents from the main case. The second case can have outside experts or other users that will be able to process and organize documents. There is no set up charge, but the data in the second case is added to the monthly hosting total.      Must copy and create a new case (Professional Services can do this on an expedited basis).
           
   Create Briefcase for the Expert (Offline) 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. See Review Document Offline for more information.     No search or other LEP functionality. Must be downloaded or transmitted at one time.
Control numbers must be run first to make links clickable locally.



Creating Custom Tags 

In the three options above, best practice is to create a custom section to identify documents to share with the expert or outside individual. 

Step 1: Create Custom Doc Fields

Create custom coding sections and fields (e.g. Docs for Experts) to identify documents by going to the Management>Manage Custom Doc Fields page. From that page: 
Click the Add Coding Section hyperlink and create section title (e.g. Docs for Experts
Click the Add Coding Field hyperlink and create Checkbox Title or Text Box Title:  (i.e. 
Expert Smith Review and Expert Jones Review)

Step 2: How to Apply Custom Tags

a) Use the Multi Doc Edit function from the Browse or Search pages to select and tag multiple files automatically.  Select the documents to tag by marking the check-box to the left of the documents, choose the tag from the dropdown and then apply Multi Doc Edit to tag all selected documents.

b) Documents may be coded one at at time from the Document Viewer>Disc tab, during privilege review.

c) Alternatively, LEP Power Users have the ability to modify document coded data and tag multiple files (modify multiple columns simultaneously), or import load files by generating custom Excel spreadsheets that can be uploaded into a case in LEP. See Upload Metadata for more information.  

Excel Reports

Once identified, a list of the documents may be downloaded to an Excel spreadsheet to keep a record of which documents the expert(s) had access to. This feature is available from the Browse and Search pages, using Export>Export Log to Excel.

How to Download the Documents

Select all the documents and then export to a Briefcase. Open the Export to Briefcase dialog box to select from the following options:

In the Name Files section, select the option: Using Control Numbers.
In the Control Number section, select: Stamp Existing Bates Numbers on PDF Pages.
Click the Send Notification Upon Completion option under the Notification section. 
In the Control Number section, the user may also select Stamp Existing Control Numbers on PDF Pages.  After exporting the document to a briefcase, select one of the following:  Go to Download Briefcase Page, Stay on Current Page or Cancel Briefcase action. 
Wait for Briefcase to be completed and the email notification.
Download and expand Briefcase on Desktop.


Further Assistance

Project Management and Professional Services (professionalservices@lexbe.com) (billable hourly) are available to support document review efforts