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.

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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 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

  • 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 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

  • 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.
  • 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.
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