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Upload & Import FAQ's

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Annie Johnson

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Is there a restriction on the size of my files?

Although we recommend uploading data sets no larger than 20GB at a time, uploading larger sets is possible via drag and drop. Keeping upload data sets has advantages:

  1. Smaller files take less time to upload, populating your data quicker while reducing the chance of a network interruption disrupting your upload.
  2. 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.

If you have data sets to upload that are too large to split into ~20gb sets, we recommend reaching out to our Client Success team for additional options, or using external tools like Cloudberry, Transmit, or the ASW CLI file transfer tool to complete your upload. 

See our File Room & Import Best Practices Checklist linked here for further tips and tricks.

Is there a page count limit for uploaded documents?

There is NO limit. Documents for upload can be any number of pages. 

Upload 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). If you experience slow speeds, please review the following linked topic on speed testing and troubleshooting.

* Currently, Nextpoint supports Internet Explorer version 11 or later. We highly recommend switching to the most recent version of Google Chrome, Mozilla Firefox or Microsoft Internet Explorer.

Do I have to load by custodian?

No, you are not required to load by custodian, but it is recommended to utilize the Custodian assignment feature during import.  It is important to apply the custodian to an import batch so users can 1) analyze, search and isolate documents for particular custodian(s) and 2) include this information in a production export.

Import times seem to vary, why is that?

There are various factors that impact import processing times in Nextpoint. These include file size, page count, and file complexity. Import time approximations are available in the progress bar in pending imports on the batch status list. The times listed in the progress bars are approximations based on the components of the import data set recognized by the system at that time and are subject to change as the import progresses. 

How do I import LiveNote files?

Export your depositions as .lef, .ptf, or .ptx files. One advantage to importing .lef transcript files is that they may also import and link exhibits to the transcript without additional steps required by the user. Follow this link to learn how to batch load depositions.

How do I import Concordance/Summation files?

Follow this link to learn how to import documents with a load file from platforms such as Concordance or Summation.

How do I import PDFs and/or TIFFs?

  • Follow this link to learn how to upload tiffs/jpgs with a load file. 
  • This topic covers the specific considerations for PDF imports when a load file is present. 
  • Loose PDFs which are not part of a document set produced to you can be imported via our Multiple Files Import Workflow.

What are some of the common load file formats Nextpoint supports?

We currently support imports from Trial Director (.oll) and Concordance (.dat/.csv) load files, as well as the EDRM XML format.

For exports, we support .oll, .dat. .csv, .dii, .lfp, the Opticon .log format, and a Summation .csv/ascii format.

You also have the option of using our services to convert load files from other formats.

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).

Why do email times appear in UTC in Nextpoint, but show my local time when I open the native email?

When emails are imported into Nextpoint, the “Email Sent” and “Email Received” metadata fields are stored and displayed in UTC (Coordinated Universal Time).

UTC is the global standard for timekeeping. Email systems embed timestamps in UTC so that messages can be interpreted consistently across different time zones. Nextpoint preserves this standard by storing email metadata in UTC within the database.

Why the email image may show a different time zone

You may notice that the time shown on the email image differs from the time shown in the metadata.

This happens because:

  • Nextpoint metadata: Email timestamps are converted to UTC for consistent storage and searching.
  • Email images: The displayed message follows the email client’s formatting, which may include a local time zone offset (for example, -0500).

Even if the time zones appear different, the actual moment in time is the same. For example:

Email Image: 09:13:59 -0500
mceclip0.png

Email Metadata: 14:13:59 UTC
mceclip1.png

These timestamps represent the same point in time, simply expressed in different time zones.

What happens when you download the native email

If you download the original email file and open it in an email application such as Microsoft Outlook or Mozilla Thunderbird, the application will:

  1. Read the UTC timestamp embedded in the email header.
  2. Convert it to the local time zone of the user viewing the message.

As a result, the time displayed in the email client may differ from the UTC time shown in Nextpoint metadata, but both refer to the same underlying timestamp.

Can I navigate away from the upload screen before it completes?

When uploading to the File Room, the answer to this is No. Once an upload has started, navigating away from the upload page will cause any progress to be lost. Be patient if you are uploading a lot of files.  

Along the same lines, check “Disable Session Expiration” on the login page before larger uploads to avoid Nextpoint signing you out after 30 minutes of inactivity.

Disable_Session_Expiration.png

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.

Once a import batch has been initiated and is queued for processing you can navigate away and importing will proceed as expected.

See our File Room & Import Best Practices Checklist linked here for further tips and tricks.

What is a standard import vs. an 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, OR
  • 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.

If you have received a produced data set or have data being migrated from a different platform, we recommend reviewing the Data Planning and Advanced Imports webinar and our Ranged Image Import  Instructions.

Scanning specifications for uploading documents

To make for an easy batch upload, follow these guidelines when scanning your documents.

Standard Specifications

  1. Logical document unitization/breaks must be captured and maintained
  2. Document relationships must be conveyed, including bound documents
    1. Relationship information must be populated in loadfile through Begattach/Endattach fields
  3. Maintain following “source” information, if applicable:
    1. Custodian;
    2. Box Number;
    3. Folder/Binder Name;
    4. And any other contextual information the parties involved may find useful
  4. All photographs, charts, graphs, and any other document where there would be a loss of integrity if the original format was not preserved, must be scanned in color.  All other documents can be in black and white.
  5. Scan in direct size proportions (i.e., size for size)
  6. Scan as text reads (i.e., vertical v. horizontal)
  7. All covers, spines, tabs, standard language, duplicate carbons, annotations not directly on the document (i.e., Post-Its), etc. must be scanned on their own page, with a relationship indication to the document(s) it is referencing on the load file provided
  8. Any media found must be discussed amongst parties involved for proper protocol
  9. Any additional non-standard scanning metadata must be agreed to amongst parties prior to any scanning

Electronic Format 

  1. General Considerations:
    1. All data must be delivered in a structured format
    2. All scanned collections should be converted to TIFF images, affiliated with a control number, and include fully searchable text files
    3. File names cannot contain embedded spaces or special characters (including the comma)
  2. Images:
    1. Black and White - 300 DPI; Group IV; Single-Page TIFF Files
    2. Color - JPEG
    3. All TIFF images must have a unique file name, correlating to the control number in the load file (I.e. Bates number)
    4. The number of TIFF files per folder should not exceed 500 files
  3. Text:
    1. A text path field must be included in the load file, providing the path and name of the extracted text file corresponding to each document
    2. Each text file must be named by the same control number as the image file it corresponds to
    3. Do not include the actual text in the load file
    4. The number of text files per folder should not exceed 1,000 files
  4. Load File:
    1. File Format:  CSV or DAT accepted
    2. First line of loadfile must be a header row, identifying each field name provided
    3. Date fields must be provided in the following format: mm/dd/yyyy

 

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