- Is there a restriction on the size of my files?
- Do I have to load by custodian?
- Import times seem to vary, why is that?
- Why is there additional processing time after my upload completes?
- Can I navigate away from the upload screen before it completes?
- What is standard import and extended import?
- Scanning specifications for uploading documents
Is there a restriction on the size of my files?
Although we can accept files up to 5GB, we recommend that you keep your file sizes smaller than 1GB. Keeping files more compact has advantages:
- Smaller files take less time to upload, populating your data quicker while reducing the chance of a network interruption disrupting your upload.
- For privacy and security reasons, some of our validation cannot be conducted until your file has been completely received by our systems. Avoiding extremely large files shortens the time to validation.
Do I have to load by custodian?
No, you are not required to load by custodian.
Import times seem to vary, why is that?
The largest obstacle to faster uploads is your network connection. In many cases uploads will be significantly faster at work (business lines are typically larger than at home). You may also notice a small performance boost when connected to the network by wire (vs. wireless).
Microsoft Internet Explorer 6, by default, limits upload speed. In most cases, a noticeable performance increase is possible by following the instructions here. We highly recommend following those directions or switching to the most recent version of Mozilla Firefox or Microsoft Internet Explorer.
Why is there additional processing time after my upload completes?
When your upload has completed, our server has received your entire file. At that point, final validation is performed before your file is cataloged and stored. During your upload we display an estimate of how much additional time this will take (after the upload status bar is full).
Can I navigate away from the upload screen before it completes?
No. Once an upload has started, navigating away from the upload page will cause any progress to be lost.
If you would like to continue working, open a new browser window or tab. You can continue your work there while your file upload window continues in the background.
What is standard import and extended import?
Standard imports meet the following criteria:
- Documents as images with corresponding load files. Images must be named as contained in load file. Up to 3 load files per GB of data and a maximum of 25 database fields
- Native files without additional coding. No load file required. Import includes custodian (if listed), folder path from received media, and document metadata.
Extended imports do not meet the above requirements and require an additional Client Success Services estimate before import.
Scanning specifications for uploading documents
To make for an easy batch upload, follow these guidelines when scanning your documents.
Scanning documents with a load file (OPT/LOG/DII/LFP)
- B&W pages should be scanned as single-page TIFFs compressed with CCITT Group 4 encoding.
- Color pages should be scanned as JPEGs.
Scanning individual PDF files named by Doc ID
- Each file name should be the Bates number of the page, or some other unique, sequential identifier:
- e.g. a B&W page with a Bates stamp of “ABC0000345” should have a file name of “ABC0000345.tif”
Grouping files for an upload
- Each page should be scanned in the proper layout (landscape or portrait) for the contents of the page.
- The pages of each document should reside in a folder matching the file name of the first page of the document.
- e.g. if there are 25,000 pages comprising 4,500 documents, there should be 4,500 separate folders-one for each document
- The folders should not be nested; all document folders should be on the same level.
- Finally, use a utility to create zip files of the document folders.
- If necessary, create multiple zip files, so as to keep their file sizes below 500MB.
- The final deliverable, therefore, should be disc(s) or hard drive(s) which contain zip file(s) containing individual folders for each document scanned.