Embedded Files
This technical note provides suggestions for performing quality control on a PDF production upload in the Lexbe eDiscovery Platform (LEP).
Because production uploads are an automated process, if there is a failure caused by document corruption, non-standard load files, or other issues, LEP does not and often cannot capture the error.
Standard Metadata Processing and Load File Fields
During upload processing, LEP extracts and uses the information from standard load file output for DAT, OPT (Concordance, Relativity, Allegro, iPro, iConnect) and DII data files(Summation). See Standard Load File Fields for more information.
PDF load files can be non-standard or corrupt for various reasons, including corrupt or missing PDF files, corrupt or missing text files, corrupt or missing data, field inconsistencies, file count mismatches, misaligned or missing metadata, or other non-defined matters. When a non-standard or corrupt load file is uploaded, the available text files will index and be searchable, but data loss or inconsistency will affect metadata.
QC Steps Before Uploading PDF Productions
The PDF folder count should match the number of lines in the DAT load file
Open selected PDF images to confirm that the Bates number is properly stamped, quality is good, and the Bates file name matches the stamped Bates.
Compare selected PDF images with text in the corresponding text file.
Create a proper folder structure including four sub-folders with their file titles all in CAPS, as follows:
PDF: Includes all the PDF image files (image files are page based).
LOADFILES: Includes the file mapping OPT load file.
ORIGINALS: Includes all the native files (Word, Excel, JPG, PGN, etc.).
TEXT: Includes all the Text files that are document based.
Upload a production to LEP from the Case->Add Case Documents page using a compressed ZIP file format. The zipped file name must end with the extension ".lexbeupload.zip" (e.g. Prod001.lexbeupload.zip) including a file mapping Excel.
QC Steps After Uploading PDF Productions
Check Original File Count. From the Case->Add Case Documents page select an upload batch job by the title to go to Browse and see the documents uploaded for the batch.
Open this file in Excel. The number of rows in the document (minus the title row, if present) is the number of documents in the production. This number should match the document count in LEP. Verify that the page count is correct for the upload batch as follows: Display the page count column by clicking "Show Fields" on the left side menu, check the "Pages" box in the pop up, and apply the change by clicking OK.
Checking Documents for Accuracy of Information. View PDF files via Adobe Reader See Native View for more information.
Open random PDF files and compare to the PDF version in the Document Viewer.
Search Index. From the Document Viewer->Text or HTML tabs, verify the search index results for supported files. For PDFs that include text in the file, the text is indexed into the application search engine for full-featured search and retrieval. See OCRed images for more information.
How often should quality control be applied?
Repeat all of the steps outlined above on each batch of PDF productions self-uploaded.
Professional Support Services for Manual Conversions
We offer Project Management and Professional Services (billable hourly) should you need further assistance.
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