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

Files Failed to Convert: 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).

Files Not Converted:  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:

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).