The Briefcases function page in the Lexbe eDiscovery Platform (LEP) allows self-service to export a subset of documents for review offline or to print documents prior to hearings or depositions, using either a Mac or a Windows PC.
The maximum size of the briefcase for processing and time for download is limited by the user's Internet connection. Generally, a user can expect a rate of approximately 10 GBs/day (or roughly 200,000 pages). The recommended size for each briefcase is 1-4 GBs, subject to user's capacities. For larger productions, contact Professional Services, for download of larger briefcases to USB HDD or Flash.
Users should be cautioned that selecting "Stamp Existing Bates Numbers on Pages" can create delays in the processing if the briefcase contains large PDFs. 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.
For video instruction to create a briefcase, follow this link.
Creating briefcases can be done from the Search or Browse pages by selecting the desired documents as follows:
Individual documents on a page can be selected one at a time by checking the box to the left of the document. NOTE: These check marks persist for the page only and are lost when navigating to another page.
All documents displayed on a page can be selected all at once by selecting Page at the top of the page.
All documents in a view (chosen by applying a specific filter or search term) can be selected by clicking All at the top of the page.
After selecting the documents for inclusion in the briefcase, click Export To Briefcase. A dialog box will pop up prior to export containing the following fields:
Title: Unique Name for briefcases. The default title is Briefcase MM-DD-YYYY.
Comments: Specific comments related to the download.
Name Files: Users may name the exported documents using the Doc Title, Bates Numbers, Original Doc Titles, Control Numbers, Doc Dates, or Doc IDs.
Control Number Prefix: Add an optional prefix when stamping Control Numbers on PDFs.
Custom Designation: Allows users to designate confidential information in a set of documents on a case level. This is an editable field and allows users to enter up to 50 characters. Note that the Custom Designation section must be used in conjunction with the Custom Designation tag and Bates Stamp in order to print a message on the lower right of a Bates stamp page once the download is completed. This custom designation will print a message on the lower right corner of a Bates stamp page once the download is completed. More information on Custom Designations can be found below.
Doc ID: This is a Lexbe generated string of numbers that gives a unique identifier to each document in LEP.
Control Number: This is a sequential control number intended to aid in the review of documents that have not yet been assigned a Bates number. It is document specific, which means that the same control number is applied to the whole document. When the user opens a PDF file, the same control number will be displayed on all the pages. It will print on the bottom-left page as an option in Download Briefcases and Productions. See Control Numbers for more information.
Bates Stamp: If checked, it will apply the existing Bates numbering to all the pages of PDF documents included in the download. The Bates numbering must be previously applied before downloading to a briefcase.
Notification: This option will notify users by email when the Briefcase download is completed.
A user can access the Download Briefcase function through the menu under Case. Before users can download a briefcase, the briefcase must be finished processing. Users can 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, or CD for review offline.
To download a briefcase, click on the Download hyperlink for the briefcase being downloaded. Select the location to save the file to.
Folders Structure Included in the Briefcase
A downloaded briefcase will include a folder entitled Briefcase and the following sub-folders:
Originals: Folder designated for all the native files (Word, Excel, JPG, PGN, etc.).PDF: The PDF version of the correspondent native file (Word, Excel, etc.).Redacted: Any redacted versions of the files. Note that MSGs and container files will also be part of the Download Briefcase in the ORIGINALS sub-folder. The Briefcases are not intended for productions and do not withhold Privileged or Work Product documents or natives that are associated with redacted documents.Annotated: It will also include any annotated versions of the files.
Merge: It will include any merged PDFs.
Users can merge multiple PDF documents from the same batch into one single file. Users can Batch Print PDFs made up of multiple docs to get ready for depositions, client meetings or other reviews. See PDF Merge for more information. It is not recommended to create merged PDFs larger than 1,000 pages.
Once a user has created a briefcase and downloaded to a local computer or LAN, the user may wish to delete it from LEP. To do this, select the Briefcase(s) to be removed out of LEP, and click Delete Selected Briefcases.(Deleting the download will have no effect on the original documents from which the download zip file was created).
How To Use Custom Designation Tag During Downloads
For documents to display a Custom Designation after exporting to a briefcase, a user must code the documents in LEP prior to creating the briefcase. This can be done using the following steps:
1-Code the files you wish to produce with the Custom Designation tag, using one of the following options:
2-Create a new production and enter a unique text in the Designation text box field. A user can enter full text messages usually up to 50 characters (e.g. Subject To Protective Order).
Files must be tagged as Custom Designation, and also include the custom designation message to print the custom designation text on the lower right of a page.
Sharing Download Briefcases
LEP allows users to share files with non-LEP users. Users may send a download link to a recipient or himself, instead of adding users not responsible for managing cases in an LEP account or copy files to a flash drive/CD. See Share Downloading Briefcase for more information.