Overview: Case Utilities

About Case and Admin Utilities

There are a variety of tools in LOCAL DISCOVERY to help you maintain the integrity of your case databases and efficiently perform various administrative tasks. Case Utilities are available on the Dashboard in LOCAL DISCOVERY.

Note: Super Administrators can use all tools for any case. Case Administrators can perform most activities for the cases to which they are assigned.


Depending on the size of the database, system capabilities, and other factors, global functions may consume significant system resources and time. It is recommended that you carry out major global functions during “off hours” to minimize the impact to the system and your users. All users should be logged out of affected cases (in all components) when you repair the database.

Case Utilities

Index Maintenance

One of the main purposes of case utilities is to maintain the accuracy of the indexes used for searching. Search indexes can initially be created as part of the import process. The indexing step may have been skipped when data was first imported (for example, to save time).

Various case changes require that an index be rebuilt, such as:

  • Importing additional data

  • Changing some aspects of the case definition

  • Changing database field definitions

  • Removing tags (which requires tags to be removed from all records first)

  • Changing stop words

In addition, certain product upgrades may require that indexes be rebuilt.

For more information, see Index Maintenance.

Database Repair

Case Management includes many different databases, some of which may become damaged and need repair. Databases that can be repaired include:

  • Administrative databases

  • Case databases

  • Case review databases

For more information, see Repair Case Databases.


It is easy to back up case data, either as part of a routine backup process or for archiving purposes. If needed, data can be restored after it is backed up.

For more information, see Back Up/Archive and Restore Case Data.

Bulk Tagging

Case Management provides a way for you to efficiently apply one or more tags to multiple documents at once. You can bulk tag the entire database or a range of documents.

For more information, see Tag Multiple Documents (Bulk Tagging).

Image Rotation Search

Finds all EXIF rotated images in selected cases that have annotations or redactions. For more information, see Locate Rotated Images.

Admin Utilities

Case Management offers five features that allow administrators to correct and standardize field data for an entire case, a specific range of documents, or for documents matching specific search criteria:

  • Global Search and Replace

  • Global Spell Check

  • Validate Image and Native File Paths
  • Data normalization

  • Manage Volume Paths

Global Search and Replace

Administrators can find and replace field data. Options allow any of the following activities:

  • Replace field content completely

  • Append or pre-pend text to field content

  • Replace specific field details (word, phrase, etc.)

  • Copy or move content from one field to another

For more information, see Globally Search and Replace Field Data.

Global Spell Check

Administrators can check spelling and make corrections for all selected documents. For more information, see Globally Check Spelling.

Validate Image and native file paths

Case Management provides a straightforward way to check and correct the path information in your case (image, native, and/or production image paths). In addition, Case Management checks and updates field and file sizes and details automatically to match the current case content. For more information, see Validate File Paths and System Fields.

Data normalization

Administrators can review field data to standardize terms, names, and other data as needed.

For example, an Author field may have several variations of the name “John Smith” (John Smith; Smith, John; J.E. Smith, etc.). Use the Data Normalization feature to change the name to a common presentation. For more information, see Normalize Data.

Manage Volume Paths

Volumes are user-defined variables representing the paths where image files are located. Manage Volume Paths provides an efficient way to define and manage image file paths.For more information, see Validate File Paths and System Fields.