Sharing Productions

Creating Shared Productions

This feature is helpful for tight Production delivery timelines. The secure shared production capacity allows the user to deliver productions with a download link generated from the Discovery>Production job page. 

From Discovery>Production Job, select a production job card and check the 'Shared' box. Add a password and expiration date to the share link if desired.

Productions can be shared by clicking the share icon and pasting the URL or web address from the Shared Production Link page into an email.  The email recipient will be able to download the documents (zip file) to a location on his/her computer.

To go back to the Production Job page in order to share a different production, click the Back button on the internet browser.

Unsharing Productions

Click on the production job card, then uncheck the 'Shared' box.

Deleting Productions

Once the user has downloaded/shared the production, it may be deleted from the Lexbe eDiscovery Platform (LEP).  Deleting the production will have no effect on the original documents from which the download zip file was created. To delete a production, select the production job title and click Delete Job.  

Important Considerations When Working With Shared Briefcases and Productions. 

Security. Briefcases and productions will be transmitted and stored under strong 256-bit (AES-256) encryption, which is the same technology used by leading financial institutions. LEP operates within the Amazon Web Service (AWS) cloud environment and incorporates Amazon’s Elastic Compute Cloud (EC2), Amazon Simple Storage Service (S3), and Elastic Block Store (EBS) technology. Amazon is a leading service provider for the infrastructure, network, and physical security layers of a cloud-based network environment. Servers are maintained in secure, limited access, physically isolated data centers, and monitored from network operating centers 24×365. AWS data center personnel do not have logical access to LEP applications or to the data of any LEP customers hosted online.

Unique links. The download links are unique for each briefcase/production, and randomly generated. In the screenshots below, each link is related to a particular title. 

Quality Control. We recommend that Productions always be QCed before making available to anyone outside the user's firm or company.  See Production QC for more information.   Most basically, check that the expected document counts of the documents added to the production match with the document counts in the folders. 

Zip File Compression.  All briefcases and productions are compressed in a ZIP file format, because it decreases the chances of data corruption during transmission, and avoids data corruption or errors. Also, unzipped files take much longer to download resulting in lost time on the job. LEP splits the ZIP archives in multiple volumes of a fixed size, non-sequential (for security purposes).

Download Zip file 

One single ZIP. Once the file is downloaded, use a program such as WinRAR to expand the file back to its original size. Double-click on a Zip file and it will open in Explorer, just like a folder. Double-click on any file inside the compressed folder to open and view the documents.

Multi Volume ZIP. After downloading all parts, extract the multi volume zip files as follows:

a) Move all the split (parts) ZIP files into the same directory if they are not in the same location already (e.g. Documents>Folder Production Job 07-30-2018):

b) Launch WinRAR, and navigate to the directory where the split ZIP files are located, select the parts in the sequence (Production_Part_1_of_3),  right-click the selected parts and click “Extract Here” to keep all parts extracted in the same folder.

c) Once extraction is complete, click “OK” and then double-click on the extract folder to open the Production sub-folder directory:

Size of Productions or Briefcases

Size of Productions. Expect an approximately 10 GBs/day rate (~200,000 pages) within LEP (combined all cases) to create and download Productions (including Bates numbering) for Standard PDF productions and 2.5 GBs/day rate (~50,000 pages) if TIFF Productions are selected. Download time is in addition to this, and will depend on Internet download speeds. PDF productions will be approximately the size produced, while TIFF productions expand significantly (generally 3-10X, but sometimes substantially more depending on the specific files). Production creation increases monthly hosting cost as it uses more storage, for at least one month, and longer if not deleted after creation.  For larger productions, contact professionalservices@lexbe.com.  As a managed service (billable hourly) Professional Services can handle very large productions within days.

Windows users can create Productions of any size; however, larger productions can take a long time to create. MAC OS X does not support very large Productions.  MAC users should create multiple Download Productions of 2 GB in size. Many computers and browsers have limits on the file size they can download (e.g., 4 GB). The time it takes to download a production once created is in addition to this, and will depend on local Internet download speed. Plan sufficient time to meet any production deadlines, including quality control procedures, the possible need to rerun productions if changes are made, and possible delays in downloads/slower downloads than expected/need to restart downloads. For example if downloading on a business Internet connection (5 Mbps) with full use, the estimated time is 30 minutes per GB. On a slower T-1 connection (.7 Mbps) the estimated time is over 3 Hrs per GB).