Overview: Export and Production

The discovery ][ Enterprise platform provides a variety of options for exporting and producing data and/or files from your cases. In Enterprise, the following data and files can be exported or produced:

  • Field/case data (load files)

  • Image files (with or without redactions)

  • Text files

  • Native files

Working in Enterprise

About Export Sets

Enterprise (web environment) provides a single, straightforward way for you to create an export data set from selected case documents. Optionally, this data set can be configured for production.

An export set is a group of documents and/or case data typically intended to be imported into another application (for example, printed for deposition preparation), while a production set is a group of documents to be provided to opposing counsel.

From a configuration standpoint, the only difference between an export and production set is production numbering, which identifies produced documents as such, writes them back to the database, and allows them to be included in the case (on the Production tab of the Document Details pane).

Note: In this section, the term “export” is often used to refer to either export or production sets. Details specific to productions are clearly identified.

A variety of options exists for export sets, including file type, numbering, and endorsement choices. Output options are based on the files defined in your database (that is, if you do not have native files in your case, none can be exported).

For production sets, detailed summary and history records are maintained for administrative purposes.

Note: Enterprise Worker(s) are required for running export/production jobs. Enterprise Workers allow distributed processing of these jobs. If you have any export/production problems or questions, contact your Enterprise administrator or contact IPRO Support.

About Production Shield

Production Shield allows administrators to add another layer of protection for documents that should not be exported (or produced). When using Production Shield, such documents are identified during the validation phase of the export process, giving administrators the opportunity to correct conflicts and ensure only appropriate documents are produced.

Setting the Production Shield for a search (located under Public Folder in the Search panel) allows you to define rules for identifying documents based on any of the following criteria:

  • Fields within the case

  • Review Pass/Batch

    • Assigned To

    • ID

    • Review Status

    • Set

  • Doc Tags

  • Redaction Categories

  • Review Status

Right click the search and choose Set Production Shield from the context menu.

Note: To remove the production shield for a search, right click the search and choose Remove Production Shield from the context menu.

Before You Begin

License Requirements

If you want to export more than one set of documents at a time (create and run multiple or concurrent export jobs), your license must be appropriate. If you have any questions about multiple exports, contact IPRO Support.

Basic Preparation

Prepare for export with the following actions:

  • Export environment: Ensure the export environment is defined in Enterprise prior to creating an export set.

  • Document identification:

    • Identify which documents are to be exported, then create and save the search in Enterprise that will represent these documents.

    • In addition, determine what types of files should be exported. Enterprise offers several options, which you can learn about by completing Export Process Overview below.

  • Review completion: For production jobs, the document review process is normally completed before you perform the production. Documents should be tagged, redacted, and annotated so that you will be able to create appropriate production set(s) as required by the requesting organization (such as an internal department, opposing counsel, or a government agency).

Export Process Overview

As with other Enterprise Case Administration activities, planning for export jobs will allow you to export needed document sets as efficiently and accurately as possible. It may be useful to “walk through” the steps involved to familiarize yourself with the options available. To do so:

  1. In Enterprise Review, select a case cardfor which the export (or production) job is to be run.

  2. Click the Enter Case button.

  3. The Visual Search Dashboard appears.

  4. Click the Search button to open the Saved Search panel.

  5. Locate the saved search and right-click it to display the context menu and note if the Production Shield was set for the search. If it was set, the context menu displays 'Remove Production Shield'. Otherwise, the default displays 'Set Production Shield' To set the production shield, choose Set Production Shield.

  6. Click to access the Export set up page.

  7. Click to create a new export.

  8. Note the basic information required located in the fields at the top of the form. Click each section—Numbering Options, Output Locations, and Image Options—and review the settings and options available.
  9. When you finished reviewing the settings and options available for exporting a case, gather information you need and proceed with creating an export set.