Workflow: Create a Production

A production set is a group of documents to be provided to opposing counsel, while 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).

From a configuration standpoint, the only difference between a production and an export 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). This workflow will address steps for preparation and completion of one option for the production process.

 

Note: The above workflow is only one possible option. It represents a custom approach to producing documents. It is possible to produce all natives and images without tagging them prior to creating your export set.

Complete the Required Prerequisites

Task

Notes

Links

Complete the Review Process Complete the review process. Documents should be tagged, redacted, and annotated so that you will be able to create appropriate production set(s). Conduct Review
Verify Export Environment

Ensure the export environment is defined in OPEN DISCOVERY before creating an export set.

Basic Preparation
Create a Saved Search

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

Work with Saved Searches

Optional: Configure Production Shield

Production Shield allows 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.

About the Production Shield

Plan Your Production

  • Determine what documents will be produced in native format.

  • Determine which documents will require imaging.

Work with the Results Grid Columns

Step 1. Select Documents for Production

After the review process is complete and responsive documents have been tagged, redacted, and annotated; you are ready to select the documents for your production.

  1. The first step is to create a search based on the tag that was used to identify responsive documents. See Define a Field Specific Search .

  2. Name the search to identify the production set (for example, Prod001) and save. See Work with Saved Searches.

    Note: It may be helpful to organize your production searches in a sub-folder specifically for that purpose. For example, create a "Productions" sub-folder in the saved search pane. See Create a Public, Shared, or Private Search Folder .

Step 2. Create Production Tags for Natives and Images

Note: The default case template includes Native Output and Image Output production tags. If you create a case from a custom .cse file or would like to create custom production tags, you will need to complete this step.

Before creating your Export Set for production, if not using the case template default tags, you must create tags to identify specific documents for imaging or native production. For more information about creating tags see Manage Tag Palettes.

  1. Create a Native tag for production, an example would be "Custom Output Native ".

  2. Create an Image tag for production, an example would be "Custom Output Image ".

  3. Add tags to a Production Palette group or create a separate group for these tags.

Step 3. Identify and Tag File Types to Produce in Native Format

Note: The following procedure refers to producing specific native file types as opposed to producing all native files.

Generally, the production set will not include images of all native files in your data set. After running your production search, it is a good idea to identify all of the different native file types.

  1. Run your production search and tally the "File Type" field. See Work with the Results Grid Columns.

  2. Identify which file types to produce in native format.

  3. Select and tag the identified file types with the "Output Native" production tag. See Tag Multiple Documents .

Step 4. Identify and Tag Documents to be Imaged

All documents to be produced as images must be imaged before creating your export set for production.

To Image All Documents

  1. Create your search for production documents excluding the documents tagged as "Output Native ".

  2. Select all documents for Imaging.

  3. Image all documents in the search. See Perform Mass Action Imaging.

To Image Specific Documents

  1. Create your search for production documents excluding the documents tagged as "Output Native ".

  2. Tag your specific documents for imaging by using your production imaging tag.

  3. Image the documents based on your Output Image tag. See Perform Mass Action Imaging.

Step 5. Create Export Set

The Export set will contain all of the options that are required for your Production. See Create Export and Production Sets for detailed information about your options. Exports are based on a saved search. Before creating your export set, you must identify, tag, and image your production documents.

For more information, review the following topics:

Step 2. Create Production Tags for Natives and Images

Step 3. Identify and Tag File Types to Produce in Native Format

Step 4. Identify and Tag Documents to be Imaged

To Produce All Images and Specific Natives with Image Placeholder

  1. In the Export Set form under Output Locations/Image, select the Images checkbox.

  2. Select the Placeholder missing images checkbox.

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  3. Enter your placeholder text.

Step 6. Run Your Production

After completing each section of the export form, it is a good idea to review your options before running the Export. All options can be modified before the execution of the export process. For detailed instructions see Create Export and Production Sets.

 

Related Topics

Overview: Export and Production

About the Production Shield