Production Specifications

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When requesting produced data from opposing counsel or responding to requests for data by opposing counsel during discovery, there are important specifications to consider. Following are recommended production specifications for efficient data processing in standard review platforms.

In short, Production Specifications are:

  1. The digital format of electronic records production
  2. The data fields to be provided


A. Digital format of electronic records production

Recommended production formats

Preferred: 

Individual PDFs named by starting Bates number with a delimited load file containing metadata fields and paths to the PDFs, any included natives, and TXT files. These load (or index) files are typically DAT or CSV file types.

Secondary preference:
An imaged Summation or Concordance export that contains an imaged load file (OPT, LFP, DII).

Other acceptable production formats

Imaged production:
Bates-stamped images with associated metadata fields and searchable text files. These image files should be provided as TIF, JPG, PNG, or PDF with the associated image load file (commonly OPT, LFP, or DII). An additional data load file containing all coding, metadata, and Bates numbers should also be included. These files are typically DAT, CSV, or TXT.

Imaged and native production:
A hybrid approach where the production is predominantly images but specified file types that don't convert cleanly to image format, such as MS Excel spreadsheets (XLS) or audio files (WAV, WMV, MPG), are produced in native.  The same loads files as mentioned in the imaged production should be included with the addition of a native path in the data load file.

 


 

B. Data fields to be provided

The metadata load file referenced in the aforementioned production formats, in the most simple description, serves as an index to a production deliverable.  While every set of production specifications can differ in the slightest, the Nextpoint Data Strategy team reviewed hundreds of ESI protocols to ensure we were building a Production Load File Template that would fall in line with both Sedona and EDRM industry standards.   The below Load File Template can be found in Step 4 of the Production Export Template in Nextpoint and can be modified to accommodate your specific production specifications in any given database. 

System Name Column Name In Loadfile Email/Attachment/Loose File
Bates Range Start ProdBeg All
Bates Range End ProdEnd All
Family Range Start BegAttach Email/Attachments
Family Range End EndAttach Email/Attachments
Custodians Custodians All
Produced Page Count PgCount All
Attach Count AttachCount Email
Document Type DocumentType All
Email Subject EmailSubject Email
Email Author EmailAuthor Email
Recipients Recipients Email
Cc CC Email
Bcc BCC Email
Email Sent EmailSentDate Email
Email Sent EmailSentTime Email
Email Received EmailReceivedDate Email
Email Received EmailReceivedTime Email
Email Message ID EmailMessageID Email
Mailbox File MailboxFile Email/Attachment
Mailbox Path MailboxPath Email/Attachment
Document Title Title Attachments/Loose Files
Document Author DocAuthor Attachments/Loose Files
Document Last Author DocLastAuthor Attachments/Loose Files
Created Date Time CreatedDateTime Attachments/Loose Files
Modified Date Time ModifiedDateTime Attachments/Loose Files
File Name FileName All
File Extension FileExtension All
File Path FilePath All
MD5 Hash MD5Hash Included Natives
Confidentiality Confidentiality All
Text Path TextFile All
Native Path NativeFile All

 


 

C. Choice of production delivery

The choice of production delivery is guided by considerations of volume, cost, schedule (e.g., rolling productions), and data security.

Standard media options are:

  1. Nextpoint electronic exchange or other file sharing service
  2. CD/DVD
  3. External hard drive

 

Not sure where to begin?

Our Data Strategy team of experts is always available to consult on your ESI specifications and custom export templates.  If you are interested in learning more about Nextpoint Production Export and Load File Templates, please contact us at support@nextpoint.com to discuss.

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