Outlined below are required considerations for produced data imports that utilize a load file. Requirements vary depending on whether your database is NextGen or Legacy.
Which database type should I follow?
If you see next to your database name, follow the NextGen tab. Otherwise, follow the Legacy tab.
NextGen databases support greater flexibility when importing produced data, including expanded file naming options and streamlined image load file handling.
- Load files must be in CSV or DAT format, encoded as UTF-8, and must not contain a BOM.
- Preferred production format includes single-page TIFF or JPG images or document-level PDFs, any produced native files, and text files named by the starting Bates number, with proper relative pathing.
- Per-page image files (TIFF/JPG): Image files may use any naming convention as long as an image load file correctly references each page. Sequential or Bates-based naming is not required.
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Document-level PDF image files: Filenames may include suffixes (for example,
_CONFIDENTIAL) if the image load file references the exact filename. Confidential designations must still be included in metadata and stamped on images. - Load file paths must accurately reflect the location of image (if applicable), native, and text files. Paths must be relative to the load file location and must not include starting periods or trailing slashes.
- Text files must contain page breaks and be encoded as UTF-8 or ASCII.
- Replace spaces and special characters in field headers with underscores.
- Field headers are not case sensitive.
Legacy databases require stricter file naming conventions to ensure image and text files import successfully.
- Load files must be in CSV or DAT format, encoded as UTF-8, and must not contain a BOM.
- Preferred production format includes single-page TIFF or JPG images, any produced native files, and text files named by the starting Bates number, with proper relative pathing.
- Image files must be named strictly by their Bates numbers and must not include suffixes such as
_CONFIDENTIAL. Confidential designations should instead be reflected in the load file and stamped on each image. - If page-level suffixes (for example,
_0001) are used, the suffix must appear on every page, including the first page, and remain sequential. - PDF image files with load files are supported and should be named using the Bates start value only. Non-Bates PDF naming may increase load complexity and limit the ability to import search text.
- Load file paths must be relative to the load file location and must not include starting periods or trailing slashes.
- Text files must contain page breaks and be encoded as UTF-8 or ASCII.
- Replace spaces and special characters in field headers with underscores.
- Field headers are not case sensitive.
For step-by-step instructions on importing produced data with a load file, see: How to Import Produced Data with a Load File >>
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