Ediscovery platforms are powerful tools for managing and analyzing large volumes of data during litigation or investigations. But knowing how to efficiently download and export your processed data is crucial. This guide will walk you through the process, covering various export formats and best practices. Whether you're using Relativity, Everlaw, Disco, or another platform, the underlying principles remain similar.
Understanding Export Options
Before diving into the specifics of each platform, it's vital to understand the different export formats available. The best choice depends on your needs:
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CSV (Comma Separated Values): A simple, text-based format ideal for importing into spreadsheets like Microsoft Excel or Google Sheets. Great for basic data analysis and reporting, but lacks the ability to preserve rich metadata.
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DAT (Data): A common format used for transferring data between eDiscovery platforms and other applications. Often offers more structured data than CSV.
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JSON (JavaScript Object Notation): A human-readable format that's increasingly popular for its flexibility and ability to handle complex data structures. Ideal for integration with other applications and APIs.
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Native Format: Preserves the original file format (e.g., .docx, .pdf, .msg). This is essential for maintaining the integrity of the original documents, but file sizes can be substantially larger. Also, many platforms will not allow native format downloads for all file types and may offer a "Near Native" format instead.
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Load Files: These are specific files created by the ediscovery platform itself. They are typically used for reloading data back into the system, rather than for direct use in other applications. Generally not appropriate for exporting to other software.
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XML (Extensible Markup Language): A very flexible format that can be customized to include specific metadata fields and data points. This is a powerful option for very tailored reporting needs.
Step-by-Step Guide (General Process)
While the exact steps will vary depending on your specific eDiscovery platform, the overall process usually follows these steps:
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Select the Documents: In your eDiscovery platform, use the search and filtering options to select the documents you want to export. This often involves applying specific custodians, date ranges, keywords, or other criteria. Properly defining your search parameters is critical to ensuring you're exporting only the relevant information.
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Choose the Export Format: Once you've selected your documents, choose the appropriate export format based on your needs (refer to the list above). Consider file size limitations and whether you need to preserve metadata.
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Select Metadata Fields: Many platforms allow you to customize which metadata fields are included in the export. Selecting the relevant metadata fields is vital for successful analysis and reporting. Carefully consider which metadata points are essential for your needs. Do you need to know the date modified, the author, or other specific data points?
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Initiate the Export: Once you've made your selections, initiate the export process. This might involve clicking a button, submitting a request, or scheduling the export for a later time, depending on the size of your data set.
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Download the Files: After the export is complete, you'll typically receive a notification and be able to download the exported files. The location of the downloaded files will vary based on your platform and system settings.
Platform-Specific Considerations
The exact method for exporting data differs across various eDiscovery platforms. Refer to your platform's documentation for detailed instructions. Searching for "[Platform Name] export data" will likely yield helpful resources. For example, you may search for "Relativity export data" or "Everlaw export options" for more specific guides.
Remember: Large exports can take significant time to process. Be patient and check the platform's progress indicators.
Best Practices for Ediscovery Exports
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Plan Ahead: Before initiating an export, carefully plan which data you need and the desired format. This will prevent unnecessary downloads and wasted time.
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Test Exports: Perform small test exports to ensure the format and content meet your requirements before exporting large datasets.
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Data Security: Ensure your exported data is stored securely and protected from unauthorized access.
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Version Control: Keep track of different versions of your exported data for auditing and reproducibility purposes.
By following these steps and best practices, you can successfully download and export files from your eDiscovery platform and effectively leverage your data for analysis and reporting. Remember, consulting your specific platform's documentation is key to a smooth process.
