File Room & Import Best Practices Checklist


File Room Upload vs. Import into a Database

There are two steps to getting data into a reviewable state in your database:

Step 1. The File Room Upload copies files from your computer or other supported cloud storage system into a secure ‘data-bank’ in your database. This allows you to organize and store all your confidential files.

Step 2. In order to search, review, and code your documents in Nextpoint, files must be imported into your database from the File Room. When importing your files, Nextpoint will generate reviewable images of each file, extract search text and metadata, and link these processed copies in your REVIEW tab.

Best Practices Checklist

Outlined below are recommended best practices to consider when uploading to the File Room and/or importing to your Nextpoint database:

Uploading to the File Room (Step 1)

  • We recommend using Google Chrome, Firefox, or Safari.
  • Unzip any .zip files before uploading to File Room.  Then upload the parent folder or Create a Folder in the File Room to which you drag and drop your files into.
  • Ensure you have a good internet connection. We recommend Nextpoint be experienced at a minimum connection speed of 5 Mbps upload/download. If running slow, load and report the speed. If it is lower than the recommended 5 MBPS upload/download speeds, the slowness can be attributed to your network connection and you should contact your IT Department.
  • The recommended maximum size for a single upload is 20GB. 
  • The maximum size for any single upload is 52GB.
  • The names of folders/files brought into your Nextpoint File Room are sorted alphabetically, not numerically (e.g. A file named IMG_1000 will sort after a file named IMG_100, instead of after the file IMG_999. If you would like those files sorted with IMG_1000 after IMG_999, then files should be named with leading zeros >> IMG_0999.
  • 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.
  • Check for any failed uploads, you can retry uploading them again.
  • Make sure the file count in File Room matches the file count on your computer once the upload is complete.  This information can be found in your File Room under the Size and File Count columns.

Importing into your database (Step 2)

  • Set-up and/or confirm your Deduplication, DeNIST, and Attachment Index settings prior to import.
  • If using a load file, set up any (custom) fields in load file mapper to ensure comprehensive field mapping.
  • Import any .pst or .mbox files individually per batch.  
  • The recommended maximum size for a .pst or .mbox file is 20GB. 
  • If you have a date field(s) in your metadata load file, it is suggested they are formatted as YYYY-MM-DD HH:MM:SS in order to properly sort documents by date once imported.
  • When possible, assign Custodian on import for loose file and mailbox file imports.  
  • Experienced users can expect to be able to get through 30 GB of imports over a 24 hour period.
  • Once your import is complete, make sure to review your processing details, PST Processing, and Warnings tabs on your Batch Summary page.


Read more on uploading files to your File Room or requesting a third party upload files directly to your File Room.

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