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:
- The digital format of electronic records production
- The data fields to be provided
A. Digital format of electronic records production
Recommended production formats
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.
An imaged Summation or Concordance export that contains an imaged load file (OPT, LFP, DII).
Other acceptable production formats
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|
|Produced Page Count||PgCount||All|
|Email Message ID||EmailMessageID|
|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|
|MD5 Hash||MD5Hash||Included Natives|
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:
- Nextpoint electronic exchange or other file sharing service
- 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 firstname.lastname@example.org to discuss.