Relativity Processing User Guide
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Processing User Guide Version 8.2 | May 2, 2014 For the most recent version of this document, visit our documentation website. Table of Contents 1 Processing 8 1.1 Basic processing workflow 8 2 Fields 11 3 Custodians 14 3.1 Creating a new custodian 15 3.1.1 Fields 16 3.2 Viewing or editing custodian details 16 4 Supported file types for processing 18 4.1 Tracking inline/embedded images 19 4.2 Notable unsupported file types 20 4.3 Container file types 23 4.3.1 Lotus Notes considerations 24 4.4 Container file types supported for Password Bank in Inventory 24 5 Password bank 25 5.1 Creating or deleting a Password Bank entry 25 5.1.1 Fields 26 5.1.2 Encrypted Collection files 29 5.2 Validations, errors, and exceptions 29 5.3 View audits 30 6 Processing profiles 31 6.1 Creating or editing a processing profile 31 6.1.1 Fields 32 6.2 Editing field mappings 37 6.3 Invalid OCR language combinations 38 6.4 Processing fields 39 Relativity | Processing User Guide - 2 6.4.1 Default fields 39 6.4.2 Optional fields 40 6.4.3 Pivot-enabled fields for processing 46 7 Deduplication considerations 46 7.1 Global deduplication 47 7.2 Custodial deduplication 48 7.3 No deduplication 49 7.4 Global deduplication with attachments 49 7.5 Global deduplication with document-level errors 50 7.6 Technical notes for deduplication 51 7.6.1 Loose files 52 7.6.2 Emails 52 8 Processing sets 53 8.1 Processing sets default view 54 8.2 Creating a processing set 55 8.3 Fields 56 8.4 Adding a data source 58 8.5 Deleting a processing set 62 9 Inventory 63 9.1 Running inventory 65 9.1.1 Inventory process 66 9.1.2 Monitoring inventory status 68 9.1.3 Canceling inventory 69 9.2 Filtering files 70 9.2.1 Applying a Date range filter 74 9.2.2 Applying a File Size filter 76 9.2.3 Applying a deNIST filter 78 Relativity | Processing User Guide - 3 9.2.4 Applying a Location filter 78 9.2.5 Applying a File Type filter 79 9.2.6 Applying a Sender Domain filter 80 9.3 Removing filters 82 9.4 Inventory progress 83 9.5 Discovering files from Inventory 84 9.6 Inventory errors 85 9.6.1 Inventory error scenarios 86 9.7 Re-inventory 86 10 Discovering files 87 10.1 Running file discovery 88 Discovery process 90 10.2 Special considerations - OCR and text extraction 91 10.3 Monitoring discovery status 91 10.3.1 Canceling discovery 93 11 Publishing files 94 11.1 Running file publish 95 11.1.1 Publish process 97 11.2 Monitoring publish status 99 11.3 Canceling publishing 100 11.4 Republishing files 101 11.5 Retrying errors after publish 102 12 Errors 103 12.1 All Processing Errors view 103 12.1.1 Other error views 105 12.2 Reading individual processing errors 105 12.2.1 Non-existent document identifier errors 106 Relativity | Processing User Guide - 4 12.3 Ignoring errors 107 12.4 Un-ignoring errors 107 12.5 Retrying errors 108 12.6 Unresolvable errors 109 12.7 Agent errors 109 13 Reports 110 13.1 Data Migration 111 13.1.1 Excluded Files 112 13.1.2 Summary Statistics: Data Migration 112 13.1.3 Processing Sets 112 13.2 Discovered Files by Custodian 112 13.2.1 Discovered Files by Custodian 114 13.2.2 File Types Discovered - Processable 114 13.2.3 File Types Discovered - Processable(By Custodian) 114 13.2.4 File Types Discovered - Unprocessable 114 13.2.5 File Types Discovered - Unprocessable (by Custodian) 114 13.2.6 Processing Sets 114 13.3 Discovered Files by File Type 115 13.3.1 Discovered Files by Custodian 117 13.3.2 File Types Discovered - Processable 117 13.3.3 File Types Discovered - Processable (By File Type) 117 13.3.4 File Types Discovered - Unprocessable 117 13.3.5 File Types Discovered - Unprocessable (By File Type) 117 13.3.6 Processing Sets 117 13.4 Document Exception 118 13.4.1 Document Level Errors - Discovery 120 13.4.2 Document Level Errors - Publishing 120 Relativity | Processing User Guide - 5 13.4.3 Processing Sets 120 13.5 File Size Summary 120 13.5.1 Pre-Processed File Size 121 13.5.2 Processed File Size 121 13.5.3 Published File Size 121 13.6 Inventory Details 122 13.6.1 Inventory Filter Settings 123 13.6.2 Excluded by File Type Filter | Excluded File Count 124 13.6.3 Excluded by Location Filter | Excluded File Count 124 13.6.4 Excluded by Sender Domain Filter | Excluded File Count 124 13.6.5 Processing Sets 124 13.7 Inventory Details by Custodian 124 13.7.1 Inventory Filter Settings 126 13.7.2 Custodian | Excluded by File Type Filter | Excluded File Count 126 13.7.3 Custodian | Excluded by File Location Filter | Excluded File Count 126 13.7.4 Custodian | Excluded by Sender Domain | Excluded File Count 126 13.7.5 Processing Sets 126 13.8 Inventory Exclusion Results 126 13.8.1 Inventory Filter Settings 128 13.8.2 File Type | Excluded File Count 128 13.8.3 Location | Excluded File Count 128 13.8.4 Sender Domain | Excluded File Count 128 13.8.5 Processing Sets 128 13.9 Inventory Exclusion Results by Custodian 128 13.9.1 Custodian | Excluded by File Type Filter | Excluded File Count 130 13.9.2 Custodian | Excluded by File Location Filter | Excluded File Count 130 13.9.3 Custodian | Excluded by Sender Domain | Excluded File Count 130 Relativity | Processing User Guide - 6 13.9.4 Processing Sets 130 13.10 Inventory Summary 130 13.10.1 Initial Inventory Results 131 13.10.2 Filtering Summary 132 13.10.3 Final Inventory Results 132 13.10.4 Processing Sets 132 13.11 Job Exception 132 13.11.1 Job Level Errors 133 13.11.2 Processing Sets 133 13.12 Text Extraction 134 13.12.1 Text Extraction by Custodian 136 13.12.2 Text Extraction by File Type 136 13.12.3 Breakdown by Error Message 136 13.12.4 Processing Sets 136 13.12.5 Generating a processing report 136 14 Processing workers 139 14.1 Stopping or starting a worker 140 14.2 Enabling or disabling processing on a worker 140 15 Processing FAQs 141 Relativity | Processing User Guide - 7 1 Processing Relativity’s processing feature allows you to ingest raw data directly into your workspace for eventual search, review, and production without the need for an external tool. You can use the various processing objects to create custom processing jobs that handle a wide array of information. To gain control over more complex processing jobs on a granular level, you can use the Relativity Processing Console desktop application. For more information, see the Relativity Processing Console Guide. Using processing You’re a litigation support specialist, and the lead attorney hands you a CD containing data on a key custodian. There are about 200,000 files on the disc, and he's only looking for files from an 18- month period. You use Relativity's processing feature to bring in that custodian’s data to Relativity and then to filter it based on what the lead attorney is looking for in this case. To do this, you first save the files into a folder and create a new custodian, Joe Smith. Then you create a new processing set, to which you add a data source that has only Joe Smith associated with it. This data source includes a source path that is the folder in which you saved the custodian's files. Once you save the processing set, you can inventory that custodian's data and eliminate all the files that fall outside of the 18-month period you're dealing with. Once you narrow down the data set to the most relevant files, you can discoverdiscover them and give the lead attorney a reviewable set of documents. 1.1 Basic processing workflow The following graphic and corresponding steps depict a typical processing workflow, during which you'd use all available processing objects and phases. Note that each user's workflow may vary. You may not be required to follow all of these steps for every processing job you run. Relativity | Processing User Guide - 8 1. Create new custodian entries to correspond with the individuals who hold the files you intend to pro- cess. Eventually, you'll associate each custodian with a data source. See Custodians on page 14. 2. Create new password bank entries to unlock any password-protected files you intend to process. See Password bank on page 25. 3. Create a new processing profile to specify the settings you want the processing engine to refer to when completing your processing jobs. You'll select this profile when creating a processing set. See Pro- cessing profiles on page 31. 4. Create a new processing set that uses the processing profile you created. Then, add processing data sources to your saved processing set to specify the custodians and locations of the files you want to process. See Processing sets on page 53. 5. Inventory the files located in the data sources associated with your processing set. This is optional. See Inventory on page 63. 6. Apply filters to the inventoried files to further narrow down the data set before discovery. This is optional.