Production Protocol Templates

Table of Contents

An Everlaw production protocol template is essentially a set of defaults commonly used for a particular type of production. You will be able to select a production protocol template as a starting point, make any desired modifications, and save that modified protocol as a custom protocol.

To use an Everlaw production protocol template, navigate to the Productions page and select the New Protocol tab. You will see the option to start with Everlaw's recommended template (previously named "Blank") or select a protocol tailored to a particular use case. Selecting any of the template options will bring you to the standard production protocol wizard, pre-populated with defaults that match the specifications of your selected template. All templates require some fields to be filled out by you and allow for total customization. For more information on the customization within the production protocol wizard, please visit this article.

templates.png

After reaching the end of the production protocol wizard, you will be asked to save your production protocol. This protocol will be accessible through the Protocols tab alongside all other user-created protocols. The Everlaw protocol template will not be modified, and users will be able to create a different custom protocol using the same template as a starting point.

You will also be able to use your own custom protocols (within the same project) as a starting point to create new protocols. To do so, navigate to the New Protocol tab and select the option to “Use an existing protocol as a template”. From there, you will be able to select the desired existing protocol from the dropdown.

existingprotocolnew.png

 

Everlaw currently offers the following additional templates: SEC Production Template and Common DSAR Template.

Everlaw Recommended Template

This template, previously named the "Blank" template, has settings that are either not pre-populated at all or that are pre-populated with defaults that are commonly used in litigations. The defaults are as follows:

Details page

  • Use next number for the prefix

Image details page

  • PDF
  • Bates stamp in lower right

Redactions, natives, and text

  • Include redactions
  • Include natives for all documents with images
  • Produce all text files excluding media transcripts

Withheld or privileged

  • Produce all withheld documents (we recommend changing this to add a rule)

Placeholders

  • Generate placeholders for documents produced in native

Load file metadata fields

Blank by default, but we recommend users select "Use Everlaw defaults" which includes the following metadata:

  • Begin Bates
  • End Bates
  • Pages
  • BeginFamily
  • EndFamily
  • Placeholder
  • File Extension
  • NativePath
  • TextPath
  • Bcc
  • Cc
  • Custodian
  • Date Sent
  • File Path
  • Filename
  • From
  • MD5 Hash
  • SHA1 Hash
  • Subject
  • Title
  • To

Additional Options

  • Privilege Log is disabled
  • Migration is disabled
  • Packaging: 1000 files per folder

SEC Production Template

The default settings in the SEC Production Template will create a production that matches the specifications for file and metadata formatting laid out in the U.S. Securities and Exchange Commission (SEC) Data Delivery Standards, which can be found on the public SEC website. 

However, please note that Everlaw is not able to satisfy all SEC production requirements automatically. Users must still ensure that their documents are in the correct file format with the necessary metadata, separately provide a cover letter and passwords for encrypted data, ensure that the correct information has been redacted, ensure that filenames include only allowed characters, and so on. This template is only intended to be used as a starting point for producing to the SEC; users will still need to independently verify that their production has met the specifications.

The defaults in the SEC template differ from the standard Everlaw Recommended Template as follows:

Details page

  • Sort by family, then custodian

Image details page

  • TIFF by default, with type CAD or type Image produced as Color JPGs. Users are responsible for refining this search to exclude images that do not need to be produced in color.

Redactions, natives, and text

  • Include natives for all documents 
  • Do not automatically generate placeholders for all documents produced in native

Withheld or privileged

  • No difference

Placeholders

  • No default placeholders

Load file metadata fields*

The following fields will be included by default:

  • Begin Bates, renamed to FIRSTBATES
  • End Bates, renamed to LASTBATES
  • Family Range, renamed to ATTACHRANGE
  • AttachBates, renamed to BEGATTACH
  • EndFamily, renamed to ENDATTACH
  • Parent Id, renamed to PARENT_BATES
  • Child Bates, renamed to CHILD_BATES
  • Custodian, renamed to CUSTODIAN
  • From, renamed to FROM
  • To, renamed to TO
  • Cc, renamed to CC
  • Bcc, renamed to BCC
  • Subject, renamed to SUBJECT
  • Date Sent, renamed to DATE_SENT
  • Time and Zone: (field: Date Sent), renamed to TIME_SENT/TIME_ZONE
  • Custom field “UTC”, renamed to TIME_ZONE
  • NativePath, renamed to LINK
  • Mime Type, renamed to MIME_TYPE
  • File Extension, renamed to FILE_EXTEN
  • Author, renamed to AUTHOR
  • Date Only: (field: Date Created), renamed to DATE_CREATED
  • Time Only: (field: Time Created), renamed to TIME_CREATED
  • Date Only: (field: Date Modified), renamed to DATE_MOD
  • Time Only: (field: Time Modified), renamed to TIME_MOD
  • Date Printed, renamed to PRINTED_DATE
  • File Size in KB, renamed to FILE_SIZE
  • Pages, renamed to PGCOUNT
  • Mailbox Path, renamed to INTFILEPATH
  • Message Id, renamed to INTMSGID
  • MD5 Hash, renamed to MD5HASH
  • TextPath, renamed to OCRPATH

Additional Options

  • Packaging: 500 files per folder

*When you reach the load file creation step, you may see the following dialog box: 

load_file_fields.png

You will see this dialog box if your project does not already contain all of the standard SEC metadata fields. By default, Everlaw projects do not contain the SEC metadata fields Date Accessed, Original Filename, and Original Path. Therefore, you will see this message if you have not uploaded any documents to your project at this time, or if you have uploaded only documents without Date Accessed, Original Filename, and Original Path.

If you have already uploaded the documents to be produced, we recommend selecting No here, as any additional metadata fields added will simply be blank for all documents in the load file.

However, if you are creating the production protocol before adding any documents to your project, you may want to consider adding the missing metadata fields to the project and protocol so that you won't have to add them to the protocol later.

Please feel free to contact Support if you have additional questions regarding SEC metadata fields.

Common DSAR Template

The default settings in the Common DSAR Template will create a production that combines all images into a single PDF, with no text files, load files, or privilege logs. This production format is often used for DSAR (Data Subject Access Request), FOIA (Freedom of Information Act), and other public record request productions.

However, please note that there currently is no standard DSAR production format. Everlaw is providing this modifiable template for your convenience only, and it is your responsibility to ensure the production format is acceptable for your particular needs.

The defaults in the Common DSAR Template differ from the standard Everlaw defaults as follows:

Details page

  • Prefix is empty by default

Image details page

  • No difference

Redactions, natives, and text

  • No difference

Withheld or privileged

  • No difference

Placeholders

  • No difference

Load file metadata fields

  • Do not include load files

Additional Options

  • Packaging: One folder for all files; combine all images into one PDF file.
Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.