Privilege Log (Custom)

This technical note will provide step-by-step instructions on how to create a Custom Privilege log in the Lexbe eDiscovery Platform (LEP).

LEP Standard Privilege Log

The user may customize the contents of the Privilege Log from the Browse page to include more information and information from custom fields.

Adding Additional Fields for a Custom Privilege Log

A Custom Privilege Log may be created using either the LEP Built-In Fields or by creating custom fields.  The built-in fields address most needs.  Additional custom fields may be checkbox fields or text-based fields.  An example of a custom text field would be one or more text fields for explanations by attorneys, staff or outside reviewers of why a document is privilege or work product.

Showing the Association of Email Messages and Their Attachments in a Privilege Log

When Bates stamping is applied in a Production to privileged and work product documents (which are responsive and withheld from production), Bates numbering is applied to an email and its attachments in order.  So the Bates ordering, along with the Doc Type field showing if a document is a message or attachment, provides the email parent-child associations.

In the Privilege Log the file Extension field may be shown, which shows MSG for Outlook email message bodies and the various email attachment file types (e.g., DOCS for MS Word, PPTX for MS PowerPoint).  Additionally, the Attachment field can be shown, which identifies email attachments. Similar to the Standard Privilege log, the MSG emails and their attachments will be Bates numbered in order.  Once the Production is run, a Privilege Log can show the File Extension, along with the Attachment field, to display emails and their attachments in order.    

Create a Custom Privilege Log (Saved & Shared Fields -- Columns)

The steps below explain how to set up a Custom Privilege Log, including a custom field for Atty Privilege Comments:

Step 1: Create Custom Doc Fields

To keep track for reporting using notes and comments (e.g. Atty Privilege Log), create a custom text field for that purpose. The steps below show explain how to set up custom text fields, including explanatory notes or comments:

Create any custom coding sections and fields (e.g. Attorney Comments or Privilege Comments) to identify documents and associate with multiple specific issues established for the case by going to Management>Manage Custom Doc Fields

* Click the Add Coding Section hyperlink to create a section title (e.g. Attorney Comments)

* Click the Add Coding Field hyperlink to create a text-box title named Atty Privilege Comments. The text-box area provides the option to enter explanatory notes or comments for export to an Excel report from the Browse page.

Alternatively, the user may set up checkboxes instead of a single text box. As an example:

Section: Attorney Comment

Checkbox Field 1: Atty Eyes Only

Step 2-Code Custom Fields

The information needed for a custom field can be coded one at at time from the Document Viewer, Disc tab, during privilege review.

Alternatively, the user may use the Multi Doc Edit function from the Browse or Search pages by selecting multiple files to tag by selecting the checkbox to the left of the documents. After selecting documents, apply Multi Doc Edit (e.g., Atty Privilege Comments). 

Only Account Admin Users can set up Custom Coding fields (all users can view and use). 

Step 3-Choose Fields for the Custom Log (Saved Fields)

From Browse>Show fields, choose the fields for the Custom Privilege Log. Keep the standard fields for the standard Privilege Log.  A list of all the fields selected during a session is automatically saved to the current data table by clicking the Show Fields hyperlink from the Browse or Search pages. The user does not have to select the same fields each time a Custom Privilege log previously created in the case is opened. 

The following are Built-In fields which may be included in a Custom Privilege Log:  Bates, Doc Type, Attorney-Client Privilege, Work-Product, Confidential, Doc Date, From, To, CC, BCC, Subject Matter, Pages.

Field Quick Links: Default link titles are in the Recent Field YYYY-DD-MM format.  To rename, click the Edit hyperlink (e.g. Custom Privilege Log 2014-09). The user may also pin and share the most used fields, delete existing records or Cancel.  The Field Quick Links section is divided into three subsections:

•Shared. View shared fields under this section. To share or unshare fields with users in the current case, click Edit to open the Shared/Pinned Fields dialog box and check or uncheck the shared icon checkbox. This option will share the fields with all current users with case access.

•Pinned. Click Edit and select recent fields by the title.  Use the checkbox under the pin symbol to pin fields. Click OK to save changes or Cancel. The pin icon will move the selected recent fields to the Pinned section.

•Recent. Displays the history of fields the user has selected.

Step 4-Apply and Save Filter

After selecting specific fields for the Custom Privilege Log, use filters to narrow down results. The user may also save and share filters as described above for Field Quick Links.  To create a Custom Privilege Log, apply the Filters Responsive=Responsive and Privileged Work Product=Privilege or Work Product, which is the filter used for the Standard Privilege Log. Optionally, use a filter to limit documents to a particular Production or Productions.

Default filter link titles are under the Recent Filter YYYY-DD-MM format.  To rename, click Edit (e.g. Dynamic Coding Filtering= Custom Privilege Log).

Step 4: Export and Save Custom Log

Select documents and click Export To Excel. The Export Log to Excel feature allows the user to create and save a log in Excel which can be filtered and/or sorted for further analysis.

LEP supports the two most recent versions of Excel for Excel integration (2010 and 2013).  Upgrade from previous versions of Excel before exporting logs.

Download Custom Privilege Log

To download the files and save to desktop, select all the documents, click Export To Briefcase. 

Redact Privileged Information

When dealing with email family members or documents that are partially privileged, use the Redaction Editor to redact the privileged content.  An example would be an email that is responsive, while one of its attachments contains privileged information.  Per LEP's rules of Email Family Propagation Coding, email families must be consistently coded for responsiveness, privilege, work product and confidentiality.  Therefore, the email and all of its attachments would need to be coded as Responsive and not privileged in order to be included in the production job.  Once privileged content has been redacted from the attachment and/or document, prepare a Redaction Log to keep a record of what information was redacted and why. The redaction log can be used to craft a custom privilege log to accompany the production job.

Need Help

Project Management and Professional Services (billable hourly) are available to support preparation of privilege logs, custom privilege logs, and redaction logs.  Contact your sales consultant for a quote.