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eDiscovery Example Workflows#

This document provides step-by-step workflows for common eDiscovery scenarios.

Workflow 1: Initial Document Production#

Scenario: Responding to a litigation hold with first production of relevant documents.

Step 1: Define Collection Scope#

Work with legal counsel to define: - Custodians (email addresses to collect) - Date range (relevant time period) - Keywords (search terms) - Document types (emails, attachments)

Step 2: Execute Collection#

  1. Log in as auditor
  2. Open Advanced Search (sliders icon)
  3. Configure search parameters:
  4. Date range: Set From/To dates
  5. Sender/Recipient: Enter custodian email addresses
  6. Keywords: Add relevant search terms
  7. Click Search
  8. Save the search with a descriptive name (e.g., "Smith_v_Jones_Custodian1_Initial")

Step 3: Review and Select#

  1. Review search results for relevance
  2. Select all relevant emails using checkboxes
  3. If needed, run additional searches and add to selection

Step 4: Create Production#

  1. Click the briefcase icon (eDiscovery Export)
  2. Configure:
  3. Prefix: SMITH001 (matter identifier + production number)
  4. Starting Number: Leave blank (starts at 1)
  5. Options: Enable all (natives, text, attachments)
  6. Format: DAT (for Relativity) or CSV
  7. Date Format: Match opposing counsel's preference
  8. Click Start eDiscovery Export

Step 5: Quality Control#

  1. Open the eDiscovery Exports drawer
  2. Wait for completion (monitor progress)
  3. Download the ZIP file
  4. Verify:
  5. Email count matches selection
  6. Load file opens correctly
  7. Spot check several native files
  8. Verify Bates range (e.g., SMITH001_000001 to SMITH001_000150)

Step 6: Document Production#

Record in your production log: - Production date - Bates range: SMITH001_000001 - SMITH001_000150 - Total documents: 150 - Search terms used - Custodians included

Workflow 2: Supplemental Production#

Scenario: Producing additional documents using the same Bates prefix to continue numbering.

Step 1: Check Current Sequence#

  1. Open eDiscovery Exports drawer
  2. View "Bates Number Sequences" section
  3. Note the last number for your prefix (e.g., SMITH001: 150)

Step 2: New Collection#

  1. Execute new searches for additional documents
  2. Review and select relevant emails
  3. Ensure no duplicates from previous production

Step 3: Create Continuation Production#

  1. Click the briefcase icon
  2. Configure:
  3. Prefix: Click SMITH001 badge to reuse prefix
  4. Starting Number: Leave blank (auto-continues from 151)
  5. Keep other options consistent with initial production
  6. Click Start eDiscovery Export

Step 4: Verify Continuity#

After completion, verify: - New range starts at SMITH001_000151 - No gaps in numbering - Consistent formatting with initial production

Workflow 3: Multi-Custodian Production#

Scenario: Producing documents from multiple custodians with organized folder structure.

Step 1: Plan Custodian Strategy#

Decide on approach: - Option A: Single prefix, organized by custodian folders - Option B: Separate prefix per custodian (SMITH_JONES, SMITH_DOE)

Step 2: Collection by Custodian#

For each custodian: 1. Search for that custodian's emails 2. Save search with custodian name 3. Select relevant documents

Step 3: Create Organized Export#

Option A - Single Export with Custodian Folders: 1. Select all custodians' documents 2. Click briefcase icon 3. Enable Organize by custodian 4. Use single prefix (e.g., SMITH2024)

Result structure:

SMITH2024_Production/
├── loadfile.csv
├── john.smith@company.com/
│   ├── NATIVES/
│   └── TEXT/
├── jane.doe@company.com/
│   ├── NATIVES/
│   └── TEXT/

Option B - Separate Exports: 1. For each custodian, create separate export 2. Use prefix indicating custodian: SMITH_JONES, SMITH_DOE 3. Combine productions for delivery

Workflow 4: Rolling Production#

Scenario: Producing documents on a regular schedule (weekly/monthly) as review completes.

Step 1: Establish Naming Convention#

{MATTER}_{PRODUCTION_NUMBER}
Example: ACME_P001, ACME_P002, ACME_P003

Step 2: Weekly Production Process#

Each production cycle:

  1. Monday: Run saved searches, review new documents
  2. Wednesday: Complete privilege review, finalize selection
  3. Friday: Create export with next production number

Step 3: Track Productions#

Maintain a production log:

Production Date Bates Range Doc Count Notes
ACME_P001 2024-03-01 000001-000500 500 Initial production
ACME_P002 2024-03-08 000501-000750 250 Week 2
ACME_P003 2024-03-15 000751-001000 250 Week 3

Step 4: Clawback Procedure#

If privileged document produced accidentally: 1. Document the Bates number 2. Notify opposing counsel per agreement 3. Note in production log as clawed back 4. Do NOT delete from Piler (maintain audit trail)

Workflow 5: Regulatory Investigation Response#

Scenario: Responding to regulatory subpoena with specific requirements.

Step 1: Parse Requirements#

Regulatory requests often specify: - Specific date ranges - Named custodians - Particular document types - Required metadata fields - Delivery format

Step 2: Configure for Compliance#

Common regulatory requirements:

SEC/FINRA: - Include all metadata - Use DAT format - SHA-256 hashes required - Text extraction required

DOJ/Antitrust: - Native format required - Family relationships preserved - Conversation threading

Step 3: Production Settings#

  1. Enable all export options:
  2. ✓ Include native EML files
  3. ✓ Extract text files
  4. ✓ Extract attachments separately
  5. Select Both (CSV and DAT) for maximum compatibility
  6. Use ISO 8601 date format for precision

Step 4: Chain of Custody#

Document the production process: 1. Who executed searches (auditor name) 2. Search parameters used 3. Date/time of export 4. Hash values from load file 5. Delivery method to regulator

Workflow 6: Internal Investigation#

Scenario: HR or compliance investigation requiring confidential document review.

Step 1: Secure Access#

Ensure only authorized personnel have auditor access for this matter.

Step 2: Targeted Collection#

  1. Search for specific employee's emails
  2. Include date range of concern
  3. Consider keywords related to investigation

Step 3: Export for Review#

  1. Create export with investigation-specific prefix
  2. Use Organize by custodian if multiple subjects
  3. Enable text extraction for keyword searching

Step 4: Review Outside Piler#

  1. Download export
  2. Import into review tool or Excel
  3. Conduct review with appropriate confidentiality
  4. Document findings

Step 5: Retention#

After investigation: - Determine retention requirements - Delete export if no longer needed - Maintain audit log of investigation

Scenario: Implementing litigation hold to preserve potentially relevant documents.

Step 1: Identify Scope#

Define hold parameters: - Custodians under hold - Date range to preserve - Subject matter keywords

Step 2: Create Preservation Export#

Even if not producing immediately: 1. Search and select all potentially relevant documents 2. Create export with hold-specific prefix: HOLD_SMITH_V_JONES 3. This creates a point-in-time snapshot

Step 3: Document Hold#

Record: - Hold implementation date - Custodians notified - Bates range preserved - Search criteria used

Step 4: Periodic Verification#

Quarterly or as needed: 1. Re-run saved searches 2. Identify new documents since hold 3. Create supplemental preservation export

Workflow 8: Cross-Border Production#

Scenario: Production involving data privacy considerations (GDPR, etc.)

Step 1: Privacy Assessment#

Before export: - Identify custodian locations - Determine applicable privacy laws - Assess transfer mechanisms needed

Step 2: Redaction Consideration#

Note: Piler exports full documents. If redaction needed: 1. Export from Piler 2. Import to review platform 3. Apply redactions in review tool 4. Re-export redacted versions

Step 3: Date Format Selection#

Choose format appropriate for recipient jurisdiction: - EU production: Use EU date format (DD/MM/YYYY) - US production: Use US date format (MM/DD/YYYY) - International: Use ISO 8601 (YYYY-MM-DD)

Step 4: Transfer Documentation#

Document for privacy compliance: - Legal basis for transfer - Data subjects involved - Security measures applied - Recipient protections

Best Practices Summary#

Before Production#

  • [ ] Define clear naming convention
  • [ ] Document search methodology
  • [ ] Save all search queries
  • [ ] Verify custodian coverage

During Production#

  • [ ] Use consistent export settings
  • [ ] Enable all recommended options
  • [ ] Monitor progress for errors
  • [ ] Download immediately upon completion

After Production#

  • [ ] Verify document counts
  • [ ] Spot check native files
  • [ ] Validate load file format
  • [ ] Record Bates ranges
  • [ ] Update production log
  • [ ] Secure delivery to recipient

Quality Control Checklist#

  • [ ] Bates numbers sequential with no gaps
  • [ ] All selected documents exported
  • [ ] Attachments linked to parents
  • [ ] Dates formatted correctly
  • [ ] Hash values present
  • [ ] Native files openable
  • [ ] Text files readable