This document provides lessons learned and best practices for document production, administration, and review in electronic discovery. It outlines checklists and steps to take before running a production to ensure quality. It also describes how to interpret error logs and potential issues that may occur with native file ingestion, PDF ingestion, and during the review process. Handouts are provided with samples, checklists, and descriptions of common error messages.

1. Wounds to Wisdom
Lessons Learned
Julie Laboe, Bob Meyers, Kirstin MacLaren
Ipro (Outside) Trainers/Consultants (T&Cs)

2. Production
Lessons
Learned

3. Private and Confidential – Copyright 2019
Production Lessons Learned
***Can you “Stump the T&Cs”
with your production questions
and win the award?***

4. Private and Confidential – Copyright 2019
Production Lessons Learned
Best Practices:
 Checklist of checks to perform BEFORE running a production:
o Search to exclude Privilege
o Broken families and steps to resolve
o Search to exclude previously produced documents
o Tag to ensure static document set
o Tally file extension field
 Helps identify what needs to be Bulk TIFFed
 Helps identify what to produce natively with placeholder
o Create a folder on server for the production

5. Private and Confidential – Copyright 2019
Production Lessons Learned
 In the Production module:
o Output Options page
 Page-level tagging (inclusion or exclusion)
 “Selecting natives to include” dialog
o Endorsement Options page
 Field data:
 Add the filename and/or extension on a placeholder image or description field for photos
that are similar, etc.
 Tag:
 Using Page-level Tags to endorse “Confidential” for select pages (when the entire production
set is not “Confidential”)
 What to do if . . .
 A header isn’t wrapping; OR
 Items to be endorsed are too long to fit in the designated area
o Produce page
 Saving template for future use
 Retrieving template

6. Private and Confidential – Copyright 2019
Production Lessons Learned
What happens if . . .
o You forgot to write Production Bates numbers back to the database?
 Creating cross reference and updating Production History.
o What to do if you forgot to include the "native file" field in the production DAT file?

7. Private and Confidential – Copyright 2019
Production Lessons Learned
Handouts:
o Sample “Production Format Request”
o Sample questionnaire - information YOU need to know in order to run the production
o Pre-Production checklist – checks to run and steps to follow BEFORE running a production
o Placeholder images

8. Administration
Lessons
Learned

9. Private and Confidential – Copyright 2019
Administration Lessons Learned
Error Logs
 Error Logs = Informational Logs
o How to decipher a native ingestion error log
o How to create your own “informational errors” log for native and image paths
 For pre-Ipro Review users: In Eclipse SE Administration - Client/Case Management -> Case
Tools -> Validate Image/Native File Paths
o Locate where error logs are stored

10. Private and Confidential – Copyright 2019
Administration Lessons Learned
Error Description What to do
Binary
Extracted Text contained binary data on file:
[SERVERNAME]EclipseData[CLIENT
NAME[CASENAME]nativefiles000071395FILENAME.pdf…
There was no text contained in
the document to extract into
the Body field for full‐text
searching.
Run search for documents with no text in
the Body field and bulk OCR. This should be
part of your clean up Best Practices after
native ingestion.
Extraction Error:
[SERVERNAME]EclipseData[CLIENT NAME][CASENAME]native
files000078448FILENAME.pdf, Ingestion_ID: 20181019_1119‐
00007470, Extracted Path: File is password protected.
The file is passwordprotected
and none of the passwords in
your Password bank match.
Obtain the password, add to the Password
bank and Reprocess.
Extraction Error: The file is a type that does not
contain searchable text and
cannot produce extracted text.
Typically an audio/video file.
File extensions can include:
3gp, mp4, mov, wav, mp3,
wma, amr, avi. Sometimes
you need to look up the file
extension on the web. For
example, you will often see
TTF which is a font file.
Nothing. The file has been imported.
Metadata has been extracted. Most files
can be opened from Eclipse SE by double‐
clicking the icon in the Case View grid. The
corresponding application will be launched.
An application that supports the file type
must be installed on your computer.
[SERVERNAME]EclipseData[CLIENT NAME][CASENAME]native
files000080603FILENAME.mp4, Ingestion_ID: 20181019_1119‐
00009631, Extracted Path: [SERVERNAME]CLIENTCASENAMENew
Search Terms O365Name search_Export09.17.2018‐
0950AMExchangeExchange‐2.pst‐>Exchange‐2/Top of Personal
Folders/jlaboe@gmail.com (Primary)/Top of Information Store/Inbox‐
>[email name].msg

11. Private and Confidential – Copyright 2019
Administration Lessons Learned
What if:
o You receive a folder of natives and a separate folder of PDF images (some PDFs for the natives) but
NO load files are provided?
 Ingest the natives first
 Then ingest PDFs as images with "overwrite & log error" option
o You have a folder of Bates stamped PDFs with a layer of searchable text?
• Ingest as natives first
• Then ingest as images with “overwrite & log error” option to update Enddoc (get rid of suffix
.0002, etc.)

12. Private and Confidential – Copyright 2019
Administration Lessons Learned
 Native Ingestion Best Practices
o Setting Temp Directory to network where there is plenty of space for de-duplication
o When and why the Reprocessing tool is useful
 PDF Ingestion
o A Conundrum – Ingest as natives or as images?
o Great for "processing" PDFs that need to be loaded in the Cloud where you need load files and/or TIFFs.
o When to split or merge?
 Before using Desktop’s split feature, check for bookmarks in the PDF that can be used to create
document breaks and do that BEFORE ingesting a 2,000+ page PDF.
 Backup, backup, backup!
o Backup a database before doing anything that alters the database, e.g., imports, productions, bulk
replacing, etc.
 Using the Restore feature is super easy!
 Handouts:
o Descriptions and the meanings of many error messages encountered

13. Review
Lessons
Learned

14. Private and Confidential – Copyright 2019
Review Lessons Learned
 Workflow
 Review Desktop layout workflow so user doesn't have to use the mouse to click back and forth
between windows
o Ctrl+key setup (logical/one-hand combos)
o Keyboard function for moving between fields and records
o Navigating from one page of an image to another
 Review Sets/Batches
 PDF Review Sets - For Experts and attorneys who won't log into the program (using slip sheets with
helpful field and tag data - different ways clients have used these options)
 Publish module - Easy use for client review and Expert review
 Watch how Publish launches independently of other modules on any Windows computer
 Bulk Print
 Printing images ties up Desktop – use the Print module to release Desktop (or bulk print from the
Administrator module).

15. Private and Confidential – Copyright 2019
Review Lessons Learned
• Use Page-level Tagging when:
o Reviewing one PDF that contains many separate, miscellaneous documents
o Only certain pages are responsive
o A specific page of a document has key information on it
• Steps to view only pages that have been tagged on a page-level
 Handouts:
 Cheat sheet for Ctrl+key combinations, keyboard shortcut function keys, etc.

16. Thank you for
joining us!