Processing Specifications

How We Ensure Data Integrity with Unique Control Numbers

Below is an overview of our standard specifications when processing Electronically Stored Information (ESI). Please note that these standards may change from time to time due to advancements in technology and improvements to workflows. Should you have any questions or concerns related to the specifications defined herein, then please contact our professional services team at [email protected]

Numbering Settings

Numbering Type:

Documents will receive a unique identifier during data processing. This unique identifier is referred to as the “Control Number”.
By default, the Control Number will be prefixed with “REL” and contain 7 leading digits (e.g.; REL0000001)
The Control Number will be applied to each record with the next available number for that prefix.

Parent/Child Numbering

Child records will always receive a sequential Control Number immediately following their parent record. The only exception being if a retried exception file is published to a workspace. If a retried exception file is published to the workspace, then the retried children will be suffixed with the parent.

Global Deduplication

Global deduplication is applied on promotion to review by default. This means that during data processing only one copy of each parent record recognized during data processing is promoted to each workspace (along with its associated attachments).

Deduplication in Relativity is applied only on Level 1 non-container parent files. If a child file (Level 2+) has the same processing duplicate hash as a parent file or another child file, then they will not be deduplicated, and they will be published to Relativity, regardless of whether the hash field has the same value. This is done to preserve family integrity.

Please contact our professional services team should you have a need to apply deduplication on a custodial level, or not at all.

Timezone

All files are processed in Coordinated Universal Time (UTC) by default. The time zone used to display date and time on a processed document. This selection determines the default time zone on the processing data sources that you create and then associate with a processing set. The default time zone is applied from the processing profile during the discovery stage.

Application of a standard time zone can help to normalize data sets when custodians reside in different regions. Please contact our professional services team should a need exist to change the default timezone.

Embedded Objects

All child files (attachments, embedded objects, images, and other non-parent files) recognized during discovery are extracted during data processing with the exception of the following:

Microsoft Embedded Images
Email inline Images

Some objects from specific file types may not be extractable during data processing. Please contact our team should you have any concerns, or wish to change the embedded object extraction behavior.

Extraction Settings

Email files will be output as MSG files for all Outlook, Lotnus Notes, and Bloomberg file types. Text will be extracted from Excel, PowerPoint, and Word documents leveraging the file’s native application. OCR will be performed in English by default for records which do not have text recognized.

DeNIST

All files found on the National Institute of Standards and Technology (NIST) list are removed prior to processing to ensure they are not promoted to review. Relativity makes new versions of the NIST list available shortly after the National Software Reference Library (NSRL) releases them quarterly. The list will change overtime.

By default, DeNIST’ing will not break any parent/child groups, regardless if the files are on the NIST list. Please let our professional services team know if there is a need to disable the DeNIST functionality during processing.

Metadata Fields

The following metadata fields are mapped to our ECA and Review workspaces by default and will be extracted where available. Please let us know should you have any questions on the below:

Name	Field Type	Is Relational
MD5 Hash	Fixed-Length Text	Yes
Family Group	Fixed-Length Text	Yes
Conversation Index	Long Text	No
Created Date/Time	Date	No
Last Modified Date/Time	Date	No
Email Received Date/Time	Date	No
Email Sent Date/Time	Date	No
Delivery Receipt Requested	Yes/No	No
Control Number Beg Attach	Fixed-Length Text	No
Control Number End Attach	Fixed-Length Text	No
File Extension	Fixed-Length Text	No
Email BCC	Long Text	No
Email CC	Long Text	No
Email From	Fixed-Length Text	No
Email To	Long Text	No
File Name	Fixed-Length Text	No
File Size	Decimal	No
Number of Attachments	Whole Number	No
Sort Date/Time	Date	No
Conversation Family	Fixed-Length Text	No
Attachment List	Long Text	No
Last Printed Date/Time	Date	No
File Type	Fixed-Length Text	No
Extracted Text Size in KB	Decimal	No
Email Subject	Long Text	No
Lotus Notes Other Folders	Long Text	No
All Custodians	Multiple Object	No
All Paths/Locations	Long Text	No
Attachment Document IDs	Long Text	No
Conversation	Long Text	No
Created Date	Long Text	No
Created Time	Long Text	No
DeDuped Custodians	Multiple Object	No
DeDuped Paths	Long Text	No
Title	Long Text	No
Author	Fixed-Length Text	No
Email BCC (SMTP Address)	Long Text	No
Email CC (SMTP Address)	Long Text	No
Child MD5 Hash Values	Long Text	No
Child SHA1 Hash Values	Long Text	No
Child SHA256 Hash Values	Long Text	No
Comments	Long Text	No
Company	Fixed-Length Text	No
Contains Embedded Files	Yes/No	No
Last Saved Date/Time	Date	No
Document Subject	Long Text	No
Unprocessable	Yes/No	No
Unified Title	Long Text	No
Track Changes	Yes/No	No
Email Created Date/Time	Date	No
Email Last Modified Date/Time	Date	No
Image Taken Date/Time	Date	No
Last Accessed Date/Time	Date	No
Meeting End Date/Time	Date	No
Meeting Start Date/Time	Date	No
Primary Date/Time	Date	No
Email Store Name	Fixed-Length Text	No
Last Saved By	Fixed-Length Text	No
MS Office Document Manager	Fixed-Length Text	No
MS Office Revision Number	Fixed-Length Text	No
Message ID	Fixed-Length Text	No
Original Author Name	Fixed-Length Text	No
Email Original Author	Fixed-Length Text	No
Original File Extension	Fixed-Length Text	No
Parent Document ID	Fixed-Length Text	No
SHA1 Hash	Fixed-Length Text	No
SHA256 Hash	Fixed-Length Text	No
Email Sender Name	Fixed-Length Text	No
Email Recipient Domains (BCC)	Multiple Object	No
Email Recipient Domains (CC)	Multiple Object	No
Email Recipient Domains (To)	Multiple Object	No
Email Sender Domain	Multiple Object	No
Email Format	Single Choice	No
Email Sensitivity	Single Choice	No
Importance	Single Choice	No
Media Type	Single Choice	No
Message Class	Single Choice	No
Message Type	Single Choice	No
Outlook Flag Status	Single Choice	No
Password Protected	Single Choice	No
Record Type	Single Choice	No
Text Extraction Method	Single Choice	No
Email Recipient Count	Whole Number	No
Email Has Attachments	Yes/No	No
Email Modified Flag	Yes/No	No
Email Sent Flag	Yes/No	No
Email Unread	Yes/No	No
Excel Hidden Columns	Yes/No	No
Excel Hidden Rows	Yes/No	No
Excel Hidden Worksheets	Yes/No	No
Excel Pivot Tables	Yes/No	No
Has Hidden Data	Yes/No	No
Has OCR Text	Yes/No	No
Is Embedded	Yes/No	No
Is Parent	Yes/No	No
PowerPoint Hidden Slides	Yes/No	No
Email Read Receipt Requested	Yes/No	No
Speaker Notes	Yes/No	No
Suspect File Extension	Yes/No	No
Document Title	Long Text	No
Email Categories	Long Text	No
Email Entry ID	Long Text	No
Email Folder Path	Long Text	No
Email In Reply To ID	Long Text	No
Email From (SMTP Address)	Fixed-Length Text	No
Keywords	Long Text	No
Last Accessed Date	Long Text	No
Last Accessed Time	Long Text	No
Last Modified Date	Long Text	No
Last Modified Time	Long Text	No
Last Printed Date	Long Text	No
Last Printed Time	Long Text	No
Last Saved Date	Long Text	No
Last Saved Time	Long Text	No
Meeting End Date	Long Text	No
Meeting End Time	Long Text	No
Meeting Start Date	Long Text	No
Meeting Start Time	Long Text	No
Message Header	Long Text	No
Native File	Long Text	No
Other Metadata	Long Text	No
Email Received Date	Long Text	No
Email Received Time	Long Text	No
Email Recipient Name (To)	Long Text	No
Email Sent Date	Long Text	No
Email Sent Time	Long Text	No
Source Path	Long Text	No
Email To (SMTP Address)	Long Text	No
Password	Long Text	No

Search Index

A dtSearch index will be created in the ECA or Review workspace and will be populated with the Extracted/OCR text extracted during data processing. The only text which will be searchable in the workspace is the Extracted/OCR text. Should a need exist to include more than the extracted text in the dtSearch index, then please reach out to our professional services team.

Disclaimer

This documentation is not an all-inclusive list of all settings and options available during data processing, but does detail many common processing specifications for ESI. Please reach out to our professional services team should you require any additional information related to the processing specifications for your project.