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.

Creating a New Production Job

In a case without any existing productions:

  1. After navigating to the Production Job page, click the + icon to create a new job.

  2. A new production job is created, and you can update the fields under the Details and Options sections as desired. A Results section will be made available once the production job is run and processing has completed.

In a case where there are existing productions:

  1. After navigating to the Production Job page, click the + icon to create a new job.

  2. A list of all productions in the case sorted by Bates prefix will appear. This includes any productions which may have been created but not run.

  1. Users can proceed in one of two ways:

Click Create New Production

This opens a new production job, and the user must fill out all of the production job fields.

Continue from an Existing Bates Range

To identify the production range you wish to continue, click on the desired Bates prefix to see a list of corresponding productions. Create Production button that shows you what the next starting Bates number will be if you select it. Clicking it will create a new production job with that particular prefix and starting Bates number, and it'll auto populate the fields in the Options section so they reflect the last production run with that Bates prefix.

A detailed explanation of each field within the Details, Options, and Results sections is as follows:

Details

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.

Run By. Indicates which user clicked on the Run button and produced the files. This will be blank if the production has not been run yet.

Date Time Run. Indicates when the production was run.

Produced Doc Count. Number of documents produced. Excludes documents withheld for privilege.

Withheld Doc Count. Number of documents added to the production job that were coded as privileged and thus withheld from being produced.

Comments. 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 and an expiration date for the share link.

Options

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 Designation. The custom designation (Highly Confidential, AEO, etc.) will be displayed only on the pages of those documents that are tagged using the built-in field Custom Designation.

Bates Stamp Page. Checking this box will automatically apply Bates numbers to each page in the production. Bates numbers are generated as part of running the production. Note that if a user chooses to deselect the 'Bates Stamp Pages' option, any documents which have been coded as 'Confidential' 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.

*Preventing Inadvertent Disclosure Of Confidential Information via Emails 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.

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.

Results

Produced. The total number of documents produced.

Withheld. Total files marked Privilege and/or Work Product. Privilege and Work Product files are not included in the Production output. These documents will contain a Bates Range following the documents produced. These files can be downloaded from the Privilege Log page.

Total. The sum of documents Produced and Withheld.

Adding Documents to a Production Job from the Browse and Search Pages

  1. Documents can be selected individually, or by choosing Select All or Select Page at the top of the document grid.

  2. Once the documents are selected, navigate to the Production Jobs drop down menu on the left, and select the production job where the documents should be added.

  3. A window will popup telling you how many docs you selected as well as how many documents there are if that selection is expanded to include family members. If you want to add only the selected documents, then uncheck the Expand to Entire Email Family box, and click Ok.

  4. The documents have now been added to the selected production job. Users must go back to the Discovery >> Production Job page and proceed to the Production Validation stage.

Adding Documents to a Production Job

Production Validation

  1. To validate a production, click the Validate button in the the applicable production job card on the left.

  2. The validation steps will automatically run with the process pausing to alert you to any warnings or errors. The validation steps are explained in further detail below.

  3. Once validation is complete, click Finish. Please note, clicking Finish will lock the production job and no additional documents can be added. If a production is validated and documents need to be added or coding changed, then a new production job must be created.

Validation Steps

Partial Email Family. Checks for partial families and will generate a warning if any are present.

  • This is merely a warning. As such, users can do one of the following:

    • Click "Accept" to continue validating the production as-is.

    • Review the documents failing validation in the Doc Viewer by clicking the "View in Browse" option.

Missing Redacted Pdf. Checks that a redacted version of the document exists for those noted as Redacted in the database.

  • Validation cannot proceed until this is remedied. Users can do one of the following:

    • Contact Professional Services to handle.

    • Create a new production job without the documents identified as failing validation.

Document Responsiveness. Checks that no documents in the production are coded as Not Specified or Needs Further Review.

  • Validation cannot proceed until this is remedied. Users can do one of the following:

    • Click "Apply Coding" to code document(s) failing validation as Responsive. This will automatically trigger Lexbe to continue the validation process.

    • Create a new production job without the document(s) identifed as Not Specified and/or Needs Further Review.

Non-Email Responsiveness. Ensures that any document not belonging to an email family isn't marked Non-Responsive.

  • Validation cannot proceed until this is remedied. Users can do one of the following:

    • Click "Apply Coding" to code document(s) failing validation as Responsive. This will automatically trigger Lexbe to continue the validation process.

    • Create a new production job without the Non-Responsive document(s).

Email Family Responsiveness. Checks that Responsiveness coding is consistent across all documents within each email family.

  • This is merely a warning. As such, users can do one of the following:

    • Click "Accept" to acknowledge the warning and continue validating the production as-is.

    • Click "Apply Coding" to code the identified document(s) Responsive. This will automatically trigger Lexbe to continue the validation process.

    • Review the documents failing validation in the Doc Viewer by clicking the "View in Browse" option.

Email Family Attorney-Client Privilege. Checks that Attorney-Client Privilege coding is consistent across all documents within each family.

  • This is merely a warning. As such, users can do one of the following:

    • Click "Accept" to acknowledge the warning and continue validating the production as-is.

    • Click "Apply Coding" to code the identified document(s) Attorney-Client Privileged. This will automatically trigger Lexbe to continue validation.

    • Review the documents failing validation in the Doc Viewer by clicking the "View in Browse" option.

Email Family Attorney Work Product. Checks that Attorney Work Product coding is consistent across all documents within each family.

  • This is merely a warning. As such, users can do one of the following:

    • Click "Accept" to acknowledge the warning and continue validating the production as-is.

    • Review the documents failing validation in the Doc Viewer by clicking the "View in Browse" option.

Document Page Count. Identifies documents more than 500 pages in length, which may lead to extended processing times.

  • This is merely a warning, but documents that are thousands of pages in length can significantly prolong processing time. As such, users can do one of the following:

    • Click "Accept" to acknowledge the warning and continue validating the production as-is.

    • Create a new production job without the large documents.

Validated. Confirms that all validation steps are complete, which will allow users to proceed with running the production.

Running the Production

  1. From the Production Job screen, select Run from the menu on the left.

  2. After clicking the Run 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 run the production.

  3. The user must wait until the production has finished processing before being able to download the production. 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.

Running a Production

Downloading the Production

  1. Once the production has completed processing, it will be available for download via the Download button associated with that production job. The Download button can be seen in the above image for "Production 08-05-2021."

  2. Clicking Download will prompt the download of the production in a compressed .zip file. Download time is dependent on the size of the production, and the Download button will not be available until the production has completed processing.

  3. 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 everything in sequential Bates number order. Note that the individual parts will not contain sequential Bates numbers.

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 production (zip file) to a location on his/her computer. See Share Production for more information.

A production download can also be password-protected, and the shared link can be assigned an expiration date. If the link is password protected, then the downloading party will be required to enter the password before the download can be initiated. If no password is added to the download link, the recipient can click "Download" without entering a password.

Sharing Productions

Accessing Production Jobs

Option 1

Click on the applicable production job card on the left side of the page to open the job.

Option 2

Click on the kebab in the upper right corner and select View All Bates Ranges. This will open an expandable list of all productions in the case sorted by Bates prefix. You can click on a specific Bates prefix to see all production jobs with that prefix, or, you can expand the list and scroll to locate the desired production. Once located in the list, click on it to open.

View All Bates Ranges

Exporting a List of Productions

Click on the kebab in the upper right corner, and select Export All Production Jobs. This will export to Excel a list of all the details and options associated with each production job.

Deleting Productions

Delete any productions that are not needed to reduce overall storage cost by using the Delete option. To delete a production, click on the kebab in the production job card, and select delete as shown in the image to the right.

Deleting a Production Job

Production Output

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.

Filtering on Previously Produced Documents

Producing Redacted Documents

Only the redacted versions of documents are automatically included in the productions under the ORIGINALS, PDF, and TEXT sub-folders. Please note that metadata is currently not part of Lexbe's redaction features. As such, any privileged or confidential metadata will need to be addressed prior to production.

Using the Custom Designation Tag During Productions

  1. To apply a Custom Designation (Attorney Eyes Only, Highly Confidential, etc.), code the documents to produce with the Responsive and Custom Designation tags, using one of the following options:

  • The Multi Doc Edit feature from the Browse or Search pages. See Shared Functions for more information.

  • Use a Multi Doc Update via Excel 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.

  1. Create a production on the Production Job page, and enter the designation to be applied in the Custom Designation text box field in the Options section. Users can enter text up to 50 characters.

  2. All documents added to the production that are tagged as Responsive and Custom Designation will receive a stamp with the designation entered in the Custom Designation text box field for that production.

Please note, coding documents only using the Confidential and Responsive tags during productions or downloads will only display the Bates number and the word Confidential at a page level.

Bates Number Order (Including Downloading from a Briefcase)

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

Bates stamped documents are printed in this order:

  1. Responsive, sorted by Title.

  2. Privileged/Work Product, sorted by Title.

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.

Privilege Logs

Generating a Privilege Log

Once a production has been run, follow the below steps to generate a Privilege Log.

  1. Select a production job

  2. Click the white vertical ellipses located to the right of the production job title in the blue bar (see Export Privilege Log screenshot below)

  3. Select "Export Privilege Log"

  4. Click the icon above "Queue step to create Excel export"

  5. Add, remove, or rearrange the desired fields for inclusion on the Privilege Log. The following fields are selected by default:

      • Attachment

      • Attorney Work Product

      • Attorney-Client Privilege

      • Author

      • Bates

      • Bcc

      • Cc

      • Confidential

      • Doc Date

      • Doc Type

      • Extension

      • From

      • Last Modified By

      • Subject

      • To

  6. Click "OK" to initiate processing of the Privilege Log

Export Privilege Log

Downloading or Deleting a Privilege Log

Once processing of the log completes, repeat above steps 1 through 3 to download or delete the Privilege Log.

Download Privilege Log