Production is the final step of eDiscovery, involving formatting your documents uniformly to present to opposing counsel. GoldFynch's 'Production Wizard' feature is designed to help you through this process, and it handles the most accepted production formats.
Here's how to produce your files in GoldFynch:
1. Go to the ‘Production’ view by clicking the 'Productions' icon in the left panel
2. Click on the '
Start Production Wizard' button under the 'Production Wizard' tab
Step 1. Choose a name for the Production
1. Enter a name for the production
2. Click on the '
Step 2. Select documents for the production
1. Select the tags or saved searches whose documents you want to include in your production. GoldFynch lists each available tag and saved search.
2. Click on the 'OK' button
Excluding files from your production
If there are files that you don't want to be included in your production, but which are assigned tags or saved searches that are about to be included, use the 'invert' feature to quickly exclude those files in bulk
To 'invert' a tag or saved search:
1. Tag all the files you wish to leave out of the case
2. Select this tag along with the other tags you want to include in the case
3. Check the checkbox labeled 'Invert' that appears against this tag
All files with an inverted tag will be omitted, regardless of whether one of their other tags is included in the production. Read more about omitting files in bulk using the 'invert' function here.
Step 3. Choose the production output
GoldFynch offers you a number of different output formats for your productions, both with and without load files.
1. Choose the type of production
- Loadfile/Database Format
- PDFs Only
- Natives Only
2. Choose to include natives as part of your production if required. You can include natives only if you have selected the load file/database format
3. Choose the type of image representation (TIFF G4 / JPEG/ PDFs) you would like
4. Click on the '
NOTE: If you choose a production format that includes load files, select a load file parameter profile from the drop-down menu
The formats with load files can be broadly classified into:
- Load file/database formats with minimal or only user-specified natives
- TIFF G4
- PDF Documents
- Load file formats that include natives of all files
- No Images
- TIFF G4
- PDF documents
The available PDF-only production formats are:
- One PDF per page
- One PDF per document
- One PDF per family
- Single, bulk PDF
- For load file/database formats with minimal or only user-specified natives, the only natives added will be those specifically selected in the next step of production (step 4 - native files options)
- Redactions and stamps (Bates, tag, and custom stamps) won’t show up in ‘native’ productions
- Produced 'native' files will contain all metadata they carried when they were uploaded
- The JPEG image option lets you produce documents in color
- To include metadata in files produced with GoldFynch using non-native formats like PDF or TIFF images, you will need to select one of the 'load file/database' formats - then all of the email metadata will be provided in the production in a standard Concordance / Relativity style .dat load file
Additional reading about production output formats
- Learn about native file types in general here
- Learn about file metadata here
- Learn more about the different types of production formats here
- Learn more about how to customize their control parameters for load files here
- Learn how to download production load files
Step 4. Choose file types to be produced as native files
If you want to create a non-native production, but wish that specific file types are produced in their native state, it is possible to do so:
- Click on the 'Specify additional file types or tags to be produced as native files' checkbox
- (Optional) Enter a value to filter by and select a filter option
- Scroll through the list of file types and tags
- Check on the checkbox against a file type/tag to produced it as a native file
Click on the '
OK' button once you’re done selecting file types to produce in their native formats.
Step 5. Select a sort order
You can sort files included in the production to reorder them. Any sub-files they contain (like email attachments and zipped files) will also automatically be sorted with them.
1. Click on the drop-down list, select a sorting option
2. (Optional) Check the numerical sorting checkbox
3. Click on the 'OK' button
The page will immediately update the order of the files and gives you a preview of how the files will be arranged when you generate your production. Learn more about sorting files here.
Step 6. Select a tag placement for your production
- Stamp non-native documents with Bates Numbers, stamps from tags, and custom stamps
- Choose the position of where these appear on the documents and the priority in which stamps will be applied if a document has multiple stamps assigned to the same position - the stamp with the highest priority (100 being the highest, 1 the lowest) will be placed at the location if there is a placement conflict between multiple stamps. Only one stamp will ever be placed at a single location on a particular document.
- Add additional margin space around your documents to prevent the new stamps from overlapping existing content if there is any
Once you are done editing and placing stamps, click on the '
- If you want to disable Bates Stamp, custom stamp, or tag placement, you can do so by selecting the “no-placement” option
- You may see tags other than the ones you selected in Step 2 appear on this screen. This is because some of the files you chose also had these other tags assigned to them. If you don’t want these tags to appear as stamps, assign them the ‘no-placement’ option as described below. If you don’t want files with these tags in your productions at all, make sure you select them as 'inverted tags' in Step 2.
- A warning will be displayed if there are native documents that have tags assigned to them. Don't worry about this unless you specifically want those documents to be stamped with the flagged tags
Find out more about:
- Placing Bates Stamps
- Using and placing Tags and custom text as stamps, and dealing with placement conflicts
Step 7. Choose how redactions will behave in your production
You can select a redaction mode for your production and the color for the redaction boxes. GoldFynch lets you choose between two redaction modes:
- Final mode: Regular redaction boxes will be placed on your non-native files. All the information covered by the boxes will be completely removed from the file making it unreadable and unsearchable.
- Preview mode: Translucent 'preview' redaction boxes will be placed on the areas marked for redaction. The information covered will be viewable and searchable for in the produced files.
1. (Optional) Enable redaction checking by checking the 'Automatically determine and produce redacted files and their ancestors as image-only' checkbox. This is normally selected by default. See the note below for more details regarding this check
2. Choose the redaction box color
3. Choose the redaction mode
4. Click on the 'OK' button
Note: The redaction check ensures that -
- Files with redactions in your production are never produced natively to avoid the accidental production of redacted information
- No ancestors of such files are produced natively
- Image-only versions of such files are produced where possible and a placeholder is created if an imaged version of the file is not available
Click here to learn more about the redaction check.
Click here to learn more about redaction modes and redaction boxes
Step 8. Choose Bates numbering option for your production
1. (optional) Enter a prefix for your Bates Number. By default this is blank.
2. (optional) Enter the starting number of your Bates Number and the digit count. The default value for the start number and digit count is 1
3. Click on the 'OK' button
- The Bates number prefix cannot end with consecutive spaces or numbers.
- Examples of some valid prefixes are - DP, D1P, AS#, TXT_ (the last example contains a single space at the end)
- Examples of some invalid prefixes are - DP1, TXT (the second example contains consecutive spaces at the end)
- The digit count indicates the number of digits that the Bates numbers will contain. For e.g., if the digit count is 4 and the start number is 1 then the Bates numbers will be 0001,0002,0003, etc.
Step 9. File naming options
In Step 3 of the production wizard, if you have selected either Native or Document-based PDFs without load files, you will be able to select the file naming convention for your production. The file naming options are:
- Bates numbers (e.g. "ABC_001.pdf")
- Original file names (conflicts will be resolved by appending a count after the file like "file(1).pdf")
- Original file names prefixed with their bates numbers ("ABC_001-file(1).pdf")
1. Select the file naming option
2. Click on the Ok button
Selecting the right file naming option will allow you to download files and productions with their original file names. Click here to see how.
Step 10. Final Review and submission of your production
GoldFynch gives you a summary of your production for you to review. The system performs a number of checks, and issues warnings if any of the selected files do not pass them. If all checks are passed then a green 'Produce' button will be shown at the top along with the number of files in the production and the Bates number range.
Click on the '
Produce' button when you are done setting up your production:
You will receive a notification that the production request has successfully been placed:
In case some of the files fail the checks, you will still be able to produce the documents but a warning will be displayed. Additionally, if the preview mode for redactions was selected then a warning will be displayed in the production summary.
The GoldFynch system issues warnings in case any of the files in the case fail the checks that are present in Step 10. The files that fail a check will be listed against the corresponding check. You can exclude files either by individual checks or by the check category.
- Click on the "+" symbol against a category to expand or collapse it
- Click on the list icon against a check to view and quickly navigate to files flagged by that individual check
- Click on thebutton (exclude files) to omit all files listed by that individual check from the production (this is only possible if less than 1000 files are flagged. If more than 1000 files are flagged, you will need to change the criteria for selecting documents in step 2 - document selection)
The checks that are performed can be broadly classified under the following categories -
- Redacted files checks - These checks ensure that files with redactions in your production are never produced natively to avoid accidental production of redacted information. Ancestors of redacted files are also flagged.
- Privilege files checks - Any files in the production that have privilege tags are detected using these checks. These checks also detects native production of ancestors of privilege files and files that have privilege descendants within your case.
- Archive files check - This check detects any archives that have been selected in the production (e.g. ZIPs)
- Files with DUPE tag - This check detects any files in the production that are duplicates and have a DUPE tag attached to them
- Files without natives - Files that do not have a corresponding native file are picked up by this check. This generally occurs if the file was part of a load-file production import. In such a case then the system is forced to produce the file as image-only even if a native is requested
- Processing state - These checks detect files in the production that are still being processed
- Malware detection - Any file in the production that has been detected with some malware will be identified by this check
Click here for more details on the checks and warnings run in Step 10 of the production wizard.
Tracking Production Status
GoldFynch queues the production and gets to work on it. To track the process, or to view any completed productions, click on the '
Requested Productions tab' of the ‘Productions’ view.
Click on the ‘Completed’ header text to sort by completion date. The completed status for your production will change from “in-progress” to the completion date once the production is completed.
A warning icon will be present next to the production name if the production was submitted despite having errors or warnings. If you mouse over the warning icon you will be able to view all the warning or error messages associated with the production
Downloading completed productions
Once the production has finished processing and becomes available you can perform the following steps to download the final production as a zip file -
1. Click on the '...
' button against the production’s name
2. Click on the 'Download Production' option
You can also download just the production load file. Learn how to do so here
Additionally, you can sort these productions by their names, dates submitted, Bates number ranges, and sizes. To sort productions by a category, click on the text of a header category that you want to sort by.
Note: The category that the table is currently being sorted by will have an arrow next to it. This also indicates the direction of the sorting: whether it’s alphabetically (A-Z,) or by date (latest-oldest.) Click on the header title a second time to toggle it into the opposite order
Other production features
Production Wizards in progress: saving and loading while producing
While entering details for a production, you can save the current state by clicking on the
Save and Close button at the bottom of the screen. This will allow you to pick up where you left off at any point in the future.
Production Wizard' tab of the ‘Productions’ view lists these productions that require additional inputs from you. The current step of production is also listed.
- To continue working on a production click on the
playicon against it.
- To delete an in-progress production click on the trashcan icon against it.
If you need help setting up a custom production, make use of GoldFynch’s Custom Production Help add-on service by clicking on the '
Request Help' button
Downloading Production Load Files
GoldFynch gives you the ability to download just the production load file without having to download the entire production. Click here to learn about downloading production load files.
Production Parameter Summaries
GoldFynch records the parameters that were used to create each production. You can view the summary at any time. Click here to learn more about production parameter summaries.
With every production, GoldFynch generates a log of information about its files to help cross-reference them. The logs also contain information on which files are in their native state, whether they have any redactions, etc. Click here for information about production logs.
GoldFynch allows you to share productions directly through its interface, making it extremely simple to hand them over to opposing counsel. Only the final ZIP file of the production is made available to the receiving parties. Click here to learn how to share your productions.
Re-use Production Settings
GoldFynch gives you the ability to create a new production by re-using an existing production's settings. Click to learn how to do so.