Everlaw Recommended Template
SEC Production Protocol Template
DOJ Production Protocol Template
- Special Metadata Fields
- DOJ Metadata Fields List
Common DSAR Protocol Template

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.

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.

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 without 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	By default, documents without color will be produced as black-and-white TIFFS, while documents with detected color will be produced as color JPGs.
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 a dialog box asking if you want to add the missing metadata fields to the project. This dialog box shows up for both SEC and DOJ production protocols. To learn more about it, please skip to the Special Metadata Fields section below.

DOJ Production Protocol Template

The default settings in the template will create a production that matches the specifications for file and metadata formatting laid out in the Standard Specifications for Production of ESI and/or Hard Copy as Images and Text by the Antitrust Division of the Department of Justice (2019).

Again, please note that Everlaw is not able to satisfy all DOJ production requirements automatically. Users must still ensure that their documents have the required notations (such as Privilege or Hard Copy Document), separately provide 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 DOJ; users will still need to independently verify that their production has met the specifications.

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

Details page	Sort by family
Image details page	By default, documents without color will be produced as black-and-white TIFFS, while documents with detected color will be produced as color JPGs. Metadata fields File Path and Original Filename endorsed on placeholder images Placeholder images for documents with processing errors will display the processing error in the lower center
Redactions, natives, and text	No difference
Withheld or privileged	No difference
Image Placeholders	No difference
Load File Metadata Fields	DOJ load file fields instead of standard metadata field selection See below for description of all DOJ load file fields
Additional Options	Data folder renamed to LOADFILES Images folder renamed to IMAGES Native folder renamed to DOCLINK Text folder renamed to FULLTEXT 10,000 files per folder

Special Metadata Fields

When you reach the load file creation step for either the SEC or DOJ production protocol template, you may see the following dialog box:

Screen_Shot_2023-02-03_at_12.19.40_PM.png

You will see this dialog box if your project does not already contain all of the standard SEC or DOJ metadata fields. Everlaw projects do not include metadata fields before documents have been uploaded, so if you are creating this protocol before uploading any documents, you will see this message.

If you have already uploaded the documents to be produced and you still see this message, your documents do not contain values for all metadata fields listed by the DOJ or SEC. This is expected, as the list of DOJ fields is very thorough, and not all documents need to have values in every metadata field. Therefore, 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.

If you choose to add the missing metadata fields to your protocol, you will also see the option to include nonstandard metadata fields. These fields are included in the DOJ load file list but are not considered standard fields on Everlaw. They include: Chat Room Name, Company, Conversation Index, Delivery Receipt, Direction, Duration, First Chat ID, Importance, Last Author, Read Receipt, Revision, Sensitivity, and Status. We recommend adding nonstandard fields ONLY if you expect to upload documents in the future with nonstandard metadata.

If you choose to include nonstandard metadata fields, Everlaw will kick off a task that adds these nonstandard metadata fields to your entire project. Because this action affects the entire project, only users with project admin and higher permissions can perform this task.

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

DOJ Load File Fields

DOJ load file field name	Everlaw load file field used	Description
DOCID	Begin Bates	Begin Bates value generated during production
ENDDOC	End Bates	End Bates value generated during production
COMPANIES	None	Specific text field (users must fill out)
CUSTODIAN	Custodian	First custodian of a document
ALLCUSTODIANS	All Custodians	All custodians in possession of a deduplicated document
MEDIAID	None	Specific text field (users must fill out)
VOLUMENAME	None	Specific text field (users must fill out)
BEGATTACH	AttachBates	Bates number of each child document, populated for parent only
ENDATTACH	EndFamily	Last Bates number of last document in the family, populated for children and parent
EPROPERTIES	DOJ EDoc Properties	Includes record type, privilege, translation, and other notations
TIMEZONE	None	Specific text field (users must fill out)
FOLDERLABEL	Custodian and Mailbox Path	Folder path of an email plus custodian name
FROM	From	(Email, calendar, chat) Sender
TO	To	(Email, calendar, chat) Recipient(s)
CC	Cc	(Email, calendar, chat) Copyees
BCC	Bcc	(Email, calendar, chat) Blind copyees
SUBJECT	Subject	(Email, calendar, chat) Subject line
DATESENT	Date Sent	(Email, calendar, chat) Date Sent in MM/DD/YYYY HH:MM:SS
DATERECEIVED	Date Received	(Email, calendar, chat) Date Received in MM/DD/YYYY HH:MM:SS
INTERNTMSGID	Message Id	(Email, calendar) Internet message ID assigned by outgoing mail server
INREPLYTO	In Reply To	(Email, calendar) Internet message ID of email being replied to
CONVERSATIONINDEX	Conversation Index	(Email, calendar) Conversation index value for Microsoft Exchange emails
IMPORTANCE	Importance	(Email, calendar, chat) Priority level set for the message
DELIVERYRECEIPT	Delivery Receipt	(Email, calendar) Delivery receipt request notification
READRECEIPT	Read Receipt	(Email, calendar) Read receipt request notification
SENSITIVITY	Sensitivity	(Email, calendar) Sensitivity
REVISION	Revision	Revision number in native metadata
DATECREATED	Date Created	(Email, calendar, chat) Date Created in MM/DD/YYYY HH:MM:SS
DATESAVED	Date Saved	(Email, calendar, chat) Date Saved in MM/DD/YYYY HH:MM:SS
EORGANIZATION	Company	Company field value in native metadata
EAUTHOR	Author	Author field value in native metadata
LASTAUTHOR	Last Author	Last Saved By in native metadata
FILENAME	Original Filename	Original file name including file extension
APPLICATION	Application	Application used to create original native files
FILEEXTENSION	File Extension	File extension of original native file
FILEPATH	File Path	Full original file path
DOCLINK	Native Path	Native path
DATESTART	Date	(Calendar and chat) Start date/time in MM/DD/YYYY HH:MM:SS
DATEEND	End Date	(Calendar and chat) End date/time in MM/DD/YYYY HH:MM:SS
ACCOUNT	None	Specific text field (users must fill out)
DURATION	Duration	Duration of audio/video file in HH:MM:SS
DIRECTION	Direction	(Chat only) Direction of communication: Outgoing/Incoming
TXT-CHATROOMNAME	Chat Room Name	(Chat only) Name of chat room
TXT-PARTICIPANTS	Chat Contributors	(Chat only) List of all chat contributors
TXT-BODY	Chat text	(Chat only) Entire chat transcript (up to 32767 characters)
TXT-STATUS	Status	(Chat only) Indicates whether chat was Sent or Read
TXT-THREAD-GROUP		(Chat only) Bates number of the first text in a chat
HASHMD5	MD5 Hash	MD5 hash used for deduplication and processing
HASHSHA	SHA1 Hash	SHA1 hash used for deduplication and processing
SPECNO	None	Specific text field (users must fill out)
SEARCHVALUES	Search Terms	For this field to be active, users must select an existing Search Term Report. If the document is responsive to any terms in that STR, those terms will be listed in this field. Note that the field will be populated for the document even if the document is not included in the STR’s original document set.

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.

Production Protocol Templates

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