Standard Format for Processed Data

The required format for processed uploads is relatively inflexible, so make sure that your documents conform to this standard before uploading into Everlaw. Please note that if you are an organization administrator uploading documents directly, you will need to provide a loadfile. Otherwise, if you are uploading processed documents to the individual project pages, PDFs without a loadfile can be uploaded as long as they meet the requirements below.  

Loadfile Requirements

  • The loadfile should be any text file (ASCII, UTF-8, or UTF-16) with sensible and consistent delimiters. Common formats include comma-separated values (CSV) file, DAT file, or TXT file.
  • Each line in the loadfile must represent exactly one document.
  • The loadfile should only contain document metadata information. All work product that needs to be migrated (such as codes, ratings, etc.) should be included in a separate file.
  • The loadfile must include a field with a unique identifier representing the beginning of a document (such as BeginID or BeginBates) and a field indicating the range of the document (either a document-ending identifier such as EndID or EndBates or a number of pages field like NumPages).
  • Document identifiers should have alphanumeric prefixes. Records that just have numbers (e.g. 00002844) are not allowed on Everlaw. We will add an alphanumeric prefix to documents without one.
  • Both BeginBates and EndBates (if included) numbers should follow the same numbering convention. For example, if the BeginID uses a page separator suffix (e.g. ABC0005.001) then the EndID should use the suffix format. 
  • Alphabetical suffixes and rolling Bates numbers are not supported.
  • For uploads containing single-page image files such as TIFFs, an OPT file can supplement the absence of matching BeginID suffixes. Note that you cannot use an OPT file for uploads containing multiple-page image files.
  • The document’s name must exactly match the name of the entry in the loadfile (e.g., ABCD00002.pdf if the document in the loadfile says ABCD00002). This must be true down to the number of zeros and the presence or absence of a separator character, such as an underscore (e.g., ABCD00003_001 must be the name of both the PDF and the loadfile entry).
    • Please note that a full path to the native file isn’t necessary, but each native needs a unique filename or some path portion that is unique. For example, “file.xls” is an acceptable native path entry if there are no other files with that exact name.
    • Please note that this requirement for identical names holds for both text and image files. For uploading native files, a native path must be provided.
    • The filename of the native does not need to be identical to the name of the text/image file as long as it exactly matches the value in the native path. Everlaw does not use text or image path values.
  • There is a consistent separator character between columns in the loadfile.
  • If a native document is present, the NativePath value must contain the exact name of the native document.
  • The loadfile should not contain the document text as a field, which can create problems with upload. Often this happens for OCR text. The text for each document should be in a unique text (.txt) file named after the BeginBates of the document.

PDFs without a loadfile

  • PDFs without a loadfile must be named with a Bates prefix and a number. Everlaw Support will upload those documents, using their filenames as their Bates numbers (as with any upload). A document's Bates stamp will not influence the name of the document on the platform, so make sure the documents are named properly before uploading.
    • Please note that if there is extra information in the PDF filename, that information will not be retained. 

Image and text

In terms of images, Everlaw’s processed data uploader supports TIFF (both single- and multi-page), PNG, and JPEG or multi-page PDFs. Page-separated PDFs are not accepted. For text files, the uploader supports .TXT files but not .RTF files.

Have more questions? Submit a request


Article is closed for comments.