Placeholder Files

This technical note discusses placeholder files and files not converted for self-upload jobs.  The Lexbe eDiscovery Platform (LEP) converts files to PDF or TIFF files as part of ESI automated processing.  See Supported File Types for more information.  

Files fail to convert for a number of reasons. If a file is not converted, LEP generates a PDF or TIFF placeholder page and flags the file as either Not Converted or Failed to Convert.  

Files Failed to Convert v. Files Not Converted

Failed to Convert Placeholders: Standard file types may fail to convert for a variety of reasons, including file corruption, file type mis-identification, print or data extraction issues, and password protection.  Inherently, password protected files are not searchable (even with the dual index) and require extra due diligence.   

Some non-converted standard file types can be converted manually as a professional service (billable hourly or per GB, depending on file type and issues involved).

Unsupported Placeholders:  Unsupported file types (non-standard file types) will not auto-convert.  Instead, a placeholder file is created and it is noted in the database record that the file was Not Converted (i.e., is not supported). 

Some non-converted, non-standard file types can be converted manually as a professional service (billable hourly or per GB, depending on file type and issues involved).

Files that do not convert include media files, some container files, some email files, database files, and others.  

Failure to convert a file does not mean it does not contain probative evidence, only that it did not convert with automated procedures.  These files should be reviewed and further steps taken to convert, when appropriate.

How to Identify Files Marked with Placeholders

From the Browse or Search page, apply filters on the field Placeholder = Unsupported or Failed To Convert, to filter for files flagged as Unsupported or Failed to Convert.  

Best practice in order to optimize document review is to display some fields in the Browse or Search pages.  The example below displays the following fields:  Title, Extension, Source FilePath, Pages, Size, Master Date, Date Sent, Subject, Attachment, and Placeholder.

A filter for "Placeholder" can easily be added and saved for these.

Working with Native Files

If there is a placeholder in the PDF tab of the Document Viewer, click on the Original tab to download the file in native format. The file can be opened locally if the associated application is installed on the local computer and the file is otherwise accessible.

Case Assessment Reports (Self-Upload QC)

Use the Case Assessment page to create advanced visual reports to track placeholder files during the review process. From the Analysis->Case Assessment page, it is possible to create the following reports:

Built-In Upload Reports

Upload: Doc Count by Master Date

This report shows total documents in case grouped by Master Date.

Upload: Doc Count by Custodian

Upload: Page Count by Custodian

Upload: Gigabytes by Custodian

These three reports show document count, page count, and GB count respectively. They are grouped by documents assigned to custodians.

Upload: Doc Count by Doc Source

Upload: Page Count by Doc Source

Upload: Gigabytes by Doc Source

These three reports show document count, page count, and GB count respectively. They are grouped by the Doc Source field initially assigned at the time of upload.

Upload: Doc Count by File Extension

Upload: Gigabytes by Extension

These two reports show document count and GB count respectively. They are grouped by the document extension. The report is limited to 100 entries. For reports larger than 100 rows, contact Professional Services.

Built-In Processing Reports

Processing: Doc Count Unsupported by Extension

Processing: Gigabytes Unsupported by Extension

These two reports show document count and GB count respectively for file types that are not supported for automatic conversion to PDF. They are grouped by document extension. See Supported File Types For Automated PDF and TIFF creation for more information.  

Processing: Doc Count Failed To Convert by Extension

Processing: Gigabytes Failed To Convert By Extension

These two reports show document count and GB count respectively for file types that failed to automatically convert to PDF. They are grouped by document extension. Conversions might have failed due to corrupt or password protected files.

Built-In Review Reports

Review: Status Docs

Review: Status Pages

These two reports show documents and pages respectively for documents that have been marked "Has Been Reviewed" from the Document Viewer as part of a review process.

Review: Doc Count - Responsive and Privilege Docs

This report shows the Review status (checked or unchecked) as a function of each of the Responsive tag values.

Review: Doc Count by Doc Type

Review: Gigabytes by Doc Type

These two reports show document count and GB count respectively. Each report shows the Review status (checked or unchecked) as a function of each of the "Doc Type" tag values.

Filtering Reports

Reports can be further customized by using the + Filters option to drill down to a specific set of data.

Export Reports

The results of the current report can be exported to an Excel spreadsheet using the Export button. The export is limited to 100 entries. For reports larger than 100 rows, contact Lexbe Professional Services.

Use the Custom Reports section to customize the report to include optional fields, such as Placeholder.

Container Files

Container files (e.g. zip, pst, etc.) are marked as Not Converted, whether expanded or not.  Container files that fail to expand are not specifically identified.  

Help

Some non-converted, non-standard file types can be converted manually as a professional service (billable hourly or per GB, depending on file type and issues involved).