Suspension and Exporting Options

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You may need to export documents on your project to reduce storage by the end of the billing period. We recommend that you begin archiving your data 2 weeks before the end of the billing period. Export speed is roughly 1.5 million docs a day and deletion speed is roughly 1 million docs a day. Please account for download speeds to your local machine as well, or contact Everlaw Support for a managed export.

Once the decision is made that you no longer need active and ongoing access to your Everlaw project and its documents, there are a few options for what to do next.

Suspend the case on Everlaw

This option involves archiving your project on the Everlaw platform in a suspended state, and thereby keeping all documents, review data, and user analytics in place and accessible should the need arise to reopen the project.  Given that this requires continuously storing all case data in the cloud, there are associated charges. For more information about suspending projects and databases, see this article. Please review your contract or reach out to our Customer Experience team to better understand suspension costs.  

The advantage to this method is immediate and complete access to your archived project, when needed.  Turning the case back to active status is easy and takes just a few minutes, with no data lost in the process and no need to export any data.

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Everlaw managed export for self (or third-party) storage   

Everlaw can also provide a complete and managed export of all project data for storage by the user. This managed export incurs a one-time fee based on the hosted size of the files to be included, plus shipping and handling in the event physical media is requested. We will always seek your approval for any charges prior to performing the work and will notify you if there will be any adjustments to the cost. Please contact the Customer Experience team to get specific pricing for your export.

Should you wish to reupload this data to Everlaw a future date, you will need to create a new case. Re-uploaded data will not retain any document audit trails, case histories, or analytics.  

This provides a full set of documents and review data that can be reused as needed without an ongoing outlay for storage, but you must make your own reliable storage arrangements.

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User managed export for self-storage

You can manage your own data export without incurring any financial charge using the built in exporting tools on the Everlaw platform. We recommend that you do this before deleting data from the platform.

Depending on your permissions and the status of the project, data exports can be conducted from several different areas of the platform:

Area Description Link to more information
Results Table

Location: Project documents and data can be exported from the results table.

Permissions: You must be a member of the project and have the ZIP download permission to access this export option.

Status: The project must also be active. 

For more information, see this article
Database Settings

Location: Project documents and data can be exported from the overview page of Database settings.

Permissions: You must be a database admin to access to this page and a project admin on the project(s) you want to export to have access to export options for a specific project. Alternatively, if you are an organization admin and the database is subject to OA access, you can also export project data from this page. 

Status: You can export projects from this page even while the database or project is suspended. 

For more information, see this article
Org Admin Page

Location: Project documents and data can be exported from the "Projects and Users" page of the Organization Admin dashboard.

Permissions: You must be an Org Admin to access this page. If a database has OA access disabled, then you must also be a database admin on a database to perform exports for projects in that database. 

Status: You can export projects from this page even while the database or project is suspended. 

For more information, see this article

 

Note that if you are planning to export your data and the project is active, you can access it in the form of a card under Batches & Exports on the homepage, but the card will expire after 28 days.

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Delete all documents and data

The default option upon case closing is to simply destroy all data and associated review work from our cloud-based servers.  This ensures all sensitive client data is expunged from the platform. Even if you choose an exporting or archival option discussed above, case data will be fully deleted once those actions are complete.  This action is irrevocable, so you should be sure that you will never need to recover project data and its review work.

There are a few ways to go forwards with deleting data on Everlaw. For project deletion, please reference this help article. If you have delete permissions in database settings and would like to delete documents from the Everlaw database, please reference this help article. If you are a database administrator and would like to delete projects and databases, please reference this help article. If you are an organization administrator and would like to delete projects and databases, please reference this help article. Before continuing with deletion, if you think there's a chance you might need to recover the work, you can always conduct a project export first

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Need help deciding which option is right for you?  Please reach out to support@everlaw.com to discuss these options in more detail.

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