Standard Fields

To read more about uploading documents on Everlaw, feel free to refer to the articles in our Uploads section.

What are Standard Fields?

Upon upload, Everlaw detects metadata fields that refer to the same underlying concept, and groups them together. For example, all variations of the custodian field (“Custodian”, “Custdn”, “CUST”, etc.) will be grouped into the “Custodian” field. Processed uploaders should confirm and edit these groupings to ensure fields with the same meaning are grouped together to aid easier search and review. Though this grouping is performed for all fields in the database, particular attention is paid to approximately 40 of the most common metadata fields. These 40 or so fields are referred to as Standard Fields on Everlaw.

"All Custodians" behavior

There are a few nuances you should be aware of when working with the "All Custodians" field:

For native data:

  • Generally, the "All Custodians" field is inclusive of the "Custodian" field value for any given document in a native upload.
  • When uploading native data, this field is auto-populated with all custodian values associated with a document, unless a document is a duplicate that has not been deduplicated (as outlined below).
  • Everlaw only updates the "All Custodians" field upon deduplication. If two documents with different custodians are processed and not deduplicated, they won't have each other's custodian values in the "All Custodians" field unless and until they are deduplicated. 
  • For example, if document A was found in datasets for custodians Mario and Luigi, the "All Custodians" field won't contain both Mario and Luigi unless and until the documents are deduplicated.

For processed data:

  • When uploading processed data, this field is populated with the values provided in a given load file. Because Everlaw only takes the values as given in a processed upload, there can be situations where (1) the "All Custodians" field is not inclusive of the "Custodians" field or (2) the "All Custodians" field is empty for a given document even though the document has a "Custodian" value.
  • The value of "All Custodians" for a processed upload or overlay is stored and parsed as a single string instead of a list of discrete values. This affects how you should search across this field: unlike when searching across native documents, you should turn off "exact" matching to retrieve documents where the "All Custodians" field contains the value you are searching for. 

 

Standard Fields and Searching 

Similar to a metadata alias, searching a standard field will search across all the fields grouped under that particular field name. This makes it much easier to search across documents with synonymous fields.

 

Seeing original fields in the review window

While looking at the metadata panel in the review window, you can see the original field name by hovering above the value for any displayed metadata field. For example, in the image below, the standard “Date Created” field has replaced the original field name, “Created”.


Standard Fields Typical Meaning and Usage

The Standard Fields are listed below along with typical meaning and usage :

Field Name in Everlaw Common Definition and Notes Example Field Names in non-Everlaw .DAT Load files Example Values in non-Everlaw .DAT Load files Typical Data Type
All Custodians This field lists the custodian(s) of the document in question, as well as custodians of duplicate docs generated from deduplication. Custodians are typically separated by commas in Everlaw; other systems may use semicolons instead.

All Custodians, 

Custodians, Custodian List

Michael Gonzalez, Li Cheng Text
All Paths This field lists the file paths of the document and all of its duplicate documents as they were stored in the Custodian’s directories. File paths are separated by semicolons. Duplicate Custodians Directory Path, All Paths, All File Paths C:\Users\MikeG\Documents\Reports.xls;  Text
Application This field names the native application in which a file was created. 

Source Application, 

App Name, Application

Excel

Microsoft Word 95 Adobe Photoshop

Text
Attachment IDs This field is a list of Bates numbers or other numeric IDs of all child documents for attachment grouping.

Attachment Bates,

Attach List

Attach IDs,

Attach Bates,

Child Bates

LAW0022, LAW0024, LAW0028 Text
Attachment Names This field is a list of the original native file names of attachment documents.

Attachments

AttachmentNames

AttachList

cat.gif, deletesearches.msg Text
Author

This field lists the document’s author.


Some producing parties will also use the field “Last Author” to indicate the most recent custodian to save a copy of the file. If both fields are present, consider creating a new non-standard metadata field, “Last Author.”

Author

Auth,

Last Author

Michael Gonzalez AddressList
Bcc This field lists the “Blind carbon copy” recipients from an email, which is not visible to the other recipients. 

Bcc

Email Bcc

Michael Gonzalez <michael.g@example.co>, Li Cheng <Li.C@example.co> AddressList
Begin Family

Begin Family is a Bates number that corresponds to the first page of the document’s parent. For example, an email attachment will have a Begin Family value that corresponds to the parent email’s Begin Bates number. If a document is the parent of an attachment family, Begin Family will match Begin Bates.


By default, Everlaw uses this field and “Family” to identify attachment families.

Beg Att,

Family Start,

ProdBegAtt,

BegAttach,

Begin Attachment,

Production Bates Begin Attach

ABC00123 Bates
Cc This field lists the secondary recipients of an email. These recipients are visibly listed to all other recipients, and receive a “carbon copy” of the email.

cc

CC

COPIED

Michael Gonzalez <michael.g@example.co> AddressList
Confidentiality This is a field denoting the confidentiality of the document.

ConfDesgn

Designation

Desig

Confidential

HIGHLY CONFIDENTIAL Text
Custodian This field lists the person the file was originally collected from. It may also list the owner of the device from which the document was collected.

Custodian, Custod, Cust, 

Source/Custodian

Li Cheng Text
Dataset

Everlaw uses this field to list the production or upload in which the file was added to Everlaw.


Because Everlaw uses “Dataset” for native data, it is sometimes appropriate to map this metadata to “Volume” or “Production Volume” when received from outside parties to avoid conflicting usages for this field.

Dataset

PROD003

VOL01

Text
Date

This is a generic field for DateTime values that don’t contain any modifier/qualification. 


It is generally not advisable to map “Master Date”, “Sort Date”, etc. to this catch all Date field; those fields should be given their own new non-canonical field names. 

Date

DateTime

4/30/17

6/8/2006, 21:00

DateTime
Date Accessed This field lists the date the document was accessed or opened electronically.

DATE_LAST_ACCESS

DATE_ACCSD

4/30/17

6/8/2006, 21:00

DateTime
Date Created This field lists the date the document was created.

CREATED_DATETIME

TIME/DATE_CREATED

4/30/17

6/8/2006, 21:00

DateTime
Date Modified This field lists the date that the document was last modified (i.e. changes were applied and save to the document). 

LastModified

ModificationTime

DATEMOD

LAST_MODIFY_DATETIME

LASTWRITETIME

4/30/17

6/8/2006, 21:00

DateTime
Date Printed This field lists the date document was printed Print Date, Date Printed, DtPrnt

4/30/17

6/8/2006, 21:00

DateTime
Date Received This field lists the date that the document was received. For emails, this is the time that the email reached the inbox of the individual in the “To” field.

DATERCV

RCV_DATE

4/30/17

6/8/2006, 21:00

DateTime
Date Saved This field lists the date that the document was saved.

SaveDate

Last Saved Date

4/30/17

6/8/2006, 21:00

DateTime
Date Sent This field lists the date that the document was sent. This is usually used in emails. 

SEND_DATE

DateSent

4/30/17

6/8/2006, 21:00

DateTime
End Date This field is used for calendar events, and indicates the conclusion of an event. ENDDATE

4/30/17

6/8/2006, 21:00

DateTime
Start Date This field indicates the start time of a calendar event. STARTDATE

4/30/17

6/8/2006, 21:00

DateTime
Document Type

This field is typically a generalized description of the file type, e.g. Email, PDF, Spreadsheet, Microsoft Word Document, Video, Audio, Plain Text, etc. 


While some producing parties will use “Document Type” and “Record Type” interchangeably, other parties may use Record Type to indicate the form of media from which the document was collected (“E-file”, "E-DOC", “Hard Copy”, or “Email” If so, it should not be mapped to Document Type. 

DocType

RecordType 

Email

PDF

Spreadsheet

Text
Encrypted This is a True/false/yes/no value indicating if the document’s files were encrypted

Encrypted

IsEncrypted

TRUE

Y

N

False

Text
End Family This is the End Bates of the last attachment in an attachment family.

ProdEndAttach

END_ATTACH

FamilyEnd

EndProdAttach

EndAttach

ABC00555 Bates
Extension This contains the extension of the native file. Columns named “File Type” or Document Type will sometimes contain extension values; in this case, it is typically advisable to map this fields to “Extension” to ensure easier metadata searching. If it is unclear which field contains the file’s extension and which field contains information on the application used to create a file, it is recommended that you confer with the producing party for clarification.

Ext

FileExt

DocExt

File Type

Document Type 

gif

.doc

.pdf

Eml

.XLS

Text
Family

This is a single Bates number, other numeric ID, or range that identifies a document’s attachments (family). 


When Family is a range of Bates numbers, it typically starts with the Begin Bates value of the highest level parent document of the attachment family and ends with the End Bates of the last child document in the attachment family. In situations where a document has multiple levels of attachments, the beginning of the Family range may refer to a parent or grandparent document. 


Fields with names such as Group ID or Family ID, even if they resemble a Begin Family value, are typically best mapped to Family, and not to Begin Family.


Family is generated on ingestion for native data and is used for attachment grouping for native data by default in Everlaw.


*Note: A list of Bates numbers of attachments should be mapped to Attachment IDs instead of Family

Group Id

Family

Family ID

RAY007


# only examples:

30491084

00001

00002

90001

90002

Bates
File Path

This field is either used as the directory path of the file on the custodian(s) machine(s) at the time of collection, or is the directory path of the native version of the document within the production. Information mapped to this field displays in Everlaw’s file path explorer. 


If this field contains the directory path on the custodian’s machine, it is advisable to map it to File Path. If it instead contains information about the file path within the production itself, such as “natives/ABC001.xls”, then it should be mapped to the “Native Path” field when choosing identity fields of a processed upload, and not be mapped to File Path. In such cases, producing parties often provide the Custodian’s file path information in the “Original Path” field, which should ideally map to “File Path” to benefit from Everlaw’s file path explorer functionality. 

Path

FilePath

Original Path

Users/LiCheng/pictures/myimage.jpg Text
Family Range This is a list of Bates numbers of attachments that represent the entire range of a family

FamilyRange

AttRange

AttachRange

ABC0055-ABC0123 Text
Filename This is the name of the native/original file; the file-extension may or may  not be included. FILENAME example.gif Text
From This contains the sender of an email

EMAIL_FROM

From

Li Cheng <Li.Cheng@example.co> AddressFrom
Has OCR This is a true/false/yes/no value indicating whether  the document was OCR’ed. OCR

True

False

Yes

No

Text
Hash value

This is a unique digital identifier for the document. Parties should confer to specify whether this field will be MD5, SHA1, or use another custom hashing method.


If the data is identified as MD5 or SHA1 format, this can also be mapped to “MD5 Hash” or “SHA1 Hash.”

Hash Value

Hash

  Text (Only if MD5 or SHA1 are not possible.)
Hidden Content

This is a True/False/Yes/No value indicating whether the document contains hidden content.


Everlaw generates this field during the processing of native data to indicate there was hidden content for a field.

Hidden_Content


HasHiddenContent

True

False

Y

N

Text (Yes/No)
In Reply To This is an optional email metadata field. If used, The "In-Reply-To:" field will contain the contents of the "Message-ID:" field of the message to which this one is a reply (the "parent message").  If there is more than one parent message, then the "In-Reply-To:" field will contain the contents of all of the parents' "Message-ID:" fields.  If there is no "Message-ID:" field in any of the parent messages, then the new message will have no "In-Reply-To:"  field.

Reply To,

In Reply To

  Text
Languages

This is an Everlaw-generated field based on the list of “Expected Languages”, which users add to in Language Tools settings. 


Everlaw staff generally avoid mapping any field to “Languages” during processed uploads in order to avoid overwriting the languages identified by Everlaw’s automatic language detection tools. 

Languages   Text
MD5 Hash MD5 Hash is a 32 character hash value consisting of the characters A-F and 0-9. It is used to identify duplicates on the platform

Hash

MD5Hash

Checksum

Fingerprint

e8102b011ed112bcd77e745c2ba92ea6 MD5
Message ID

This is an email field, used to reconstruct email threads, MessageID is a unique machine-readable identifier of a particular instance of a particular message


Message ID to be confused with the non-canonical field “Internet Message Id” or “IntMsgId”, which should be mapped to New/Semantic fields.

MsgID   Text
Mime Type

A MIME type (also known as a Multipurpose Internet Mail Extensions type) is a standard that indicates the nature and format of a document, file, or assortment of bytes.


The simplest MIME type consists of a type and a subtype; these are each strings which, when concatenated with a slash (/) between them, comprise a MIME type.


Example: text/html, text/plain, video/mp4 or application/pdf

Mimetype, Mime video/mp4 Text
Original Filename This can refer to the filename as it occurred on the custodian’s machine. 

ORIG_FILENAME

Original_Filename

OriginalName

QuarterlyReport.docx Text
Original Path While this is a common field type in external productions, it should generally be mapped to “File Path” on Everlaw to benefit from Everlaw’s file path explorer functionality. This field is usually used when external productions reserve “File Path” for the path of the native file within the production, such as “natives/ABC001.xls.” In such cases, “Original Path” should be mapped to “Native Path” as an identity field.     Text
Other Bates

This field is used in Everlaw to list alternative Begin Bates numbers of a document.


If you use the Bates search term, it will also search against this field.


If a producing party needs to reproduce a document to a new Bates number, they can use this field to list all of the prior Bates numbers the document was produced to.

OtherBates

PreviousBates

XYZ001 Bates
Other Custodians

This is a list of additional custodians outside of the primary custodian.


This should not be confused with All Custodians. Use Other Custodians when the field’s name or ESI protocol does not suggest all custodians are present.

Other Custodian,

Duplicate Custodians,

Additional Custodians,

Dedupe Custodian

LiCheng, Mark Rose Text
Parent ID

Parent ID refers to the Begin Bates of the parent for a specific document. In a load file, this is different from Begin Family, which refers to the Begin Bates of the highest parent document of an attachment group. For example, if ABC001 has an attachment ABC002, and ABC002 has an attachment ABC003, then the Parent ID of ABC003 would be ABC002 because ABC002 is the parent of ABC003. However, the Begin Family of ABC003 would be ABC001, as that is the first document in the attachment family tree.


Parent ID is also an Everlaw-generated field for natively uploaded files. Parent ID refers to the Begin Bates of the direct parent for a given document.

Parent Bates,

Parent ID

ABC002 Bates
Placeholder

This is a boolean yes/no value indicating if the images for a document are placeholder images. These are sometimes alternatively referred to as “slipsheet” images.


Slipsheets and placeholders are commonly used to indicate that a document was produced in native format or that a document could not be converted to a PDF/TIFF image due to technical limitations.

Has Placeholder, Placeholder, Slipsheet  Y Text (Yes/No)
Placeholder Text This contains the text on the face of the placeholder image(s) for a document Placeholder Text, Slipsheet Text Produced In Native Format Text
Privilege Type This field is used to list the reasons that privilege has been asserted for a document.  Privtype, Privilege Type, Privilege Reason, Withheld Reason Attorney Client Text
Produced From This is the document ID of the pre-production version of this document. In Everlaw, this field is used for version grouping of pre/post-production docs. This is a field Everlaw produces for the purposes of production QA; it is not typically seen in load files sent to external parties. This field might be included in internal-only productions or co-counsel productions when it is necessary to know the original-record’s pre-production document ID (i.e. the “#” number in Everlaw).  Produced From #1.1 Bates
Split From This is used for documents that have been split using a unitization tool or PDF-splitting application, this field lists the document ID/ Bates of the document from which this document’s images were split off. For example, if a 3 page document was split into ABC001, ABC002, and ABC003, then each of those documents would have a value of “ABC001” in this field.     Bates
SHA1 Hash SHA1 Hash is a 40 character hash value consisting of the characters A-F and 0-9. It is used to identify duplicates on the platform

Hash

SHA1 Hash

3ca9195f1bf53cffbf63c1cafcf2a7df839b3844 SHA1
Speaker Notes This is a field generated during processing of native data for docs (mostly presentations) that have speaker notes.     Text
Subject An email field, the subject of the email Subj, Subject “10 reasons to delete searches you’ll have to SEE to believe!” Text
Title This is the title of a document.  Document Title, Title, Doc Title   Text
To Sometimes a load file may contain multiple To fields with different formatting, (see next column). Choose the most inclusive field for the To field (the one that contains names and addresses). It may be necessary to map the other columns to “To (Names)” and “To (Addresses)” respectively. The same can be applied to the From, Bcc, and Cc fields.

To, To Names,

To Addresses

  AddressList
Track Changes This field indicates whether a doc has track changes present. It is typically a yes/no value. Translated, Trans, Translated Doc ID, Translated From Y Text
Translation Of This indicates that this document is a translation of the specified document.      Text
GPS Longitude This field indicates the longitude of the geographical location Longitude, long, GPSlongitude 121 deg 56' 51.28'' W Text
GPS Latitude This field indicates the latitude of the geographical location Latitude, lat, GPSlatitude 37 deg 34' 33.27'' N Text

 

 

 

 

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