Document production is the backbone of solid review work. Even a small technical mistake during production can lead to disputes, delays, and costly re-production. Teams need a clear, consistent production process to stay accurate, defensible, and on schedule.
Good review work has two paths: it holds up, or it unravels at the seams. This is where document production enters the chat, often within a litigation discovery software environment.
Relevance and privilege decisions might seem sound, but one technical misstep during production can have a significant trickle-down effect, from disputes to reproduction requests and unnecessary delays. These issues border on mechanical.
The good news is that document production can prevent a mismatched load file or missing metadata, especially when supported by reliable discovery management software and litigation discovery software built for scale. It also works to combat inconsistent image formats or unclear production specs.
What matters is understanding the ins and outs of how productions actually work. Workloads are able to move forward productively when teams understand productions at the file and field level within an eDiscovery platform. From there, team members are more confident, especially when working under tight deadlines.
What a Production Really Includes
A production isn't just a set of documents. It's a package that must align with multiple items, whether handled through cloud based eDiscovery or traditional workflows. These items include:
- Document images (TIFF or PDF)
- Metadata fields describing each document
- Load files that tell review platforms how to ingest both
- Text files for searchability
- Native files (if agreed or required)
Loading and interpreting the production correctly is contingent on all of these elements arriving intact, which is a core expectation of eDiscovery hosting. If anything is missing or inconsistent, disputes may arise.
Load Files: The Structural Backbone
Productions require instruction manuals, called load files. They take metadata fields and create clear, concise maps.
This helps teams connect metadata to document images stored through eDiscovery hosting services. From there, they can tell a review system how to assemble records. There are two common types of load files: image load files and metadata load files.
The issue is that load files don't always match the images they reference. For example, they might skip document numbers or have incorrect page references.
Teams may also notice mismatched delimiters during import. The fields might become misaligned.
This is why pre-production validation is essential. It works to prevent situations where opposing counsel can claim documents are missing. It can also prevent claims of spoliation, even when using summation eDiscovery tools.
Metadata Is Useful Only If It's Consistent
Metadata is essential for searching, filtering, and context, particularly within legal discovery document management software. It also needs to be consistent.
When metadata is inconsistent, it might be missing fields for some documents but not others. It might also use different date formats across custodians. Inconsistent metadata may also omit required fields listed in an ESI protocol.
Before production, teams should always confirm which fields are required to pinpoint discovery challenges early. If some fields are optional, or if some should be left blank, teams need to know. Serious issues with credibility can arise down the road when teams take too many liberties or guess and autofill values, even when working inside modern legal eDiscovery software.
TIFF vs. PDF: Choosing the Right Image Format
TIFF is the gold standard for large-scale productions. It offers:
- Stable, page-level control
- Consistent Bates stamping
- Predictable loading across platforms
Smaller productions can rely on PDFs. The issue arises when PDFs replace previously agreed-upon TIFF images, including productions managed in Logikcull eDiscovery environments.
Consistency is key. When everything is produced the same way, fewer questions arise.
Bates Numbers and Document Boundaries
One of the biggest reproduction triggers is Bates numbering errors. Some common issues to look out for include:
- Duplicate Bates ranges
- Gaps that suggest missing documents
- Single Bates numbers applied to multi-page files
- Bates numbers that don't match load file references
Document boundaries are just as important. For example, if an email has an attachment, it must be produced as a family when required. If these attachments are incorrectly split, disputes arise, especially around context and completeness.
Text and Searchability
Productions should always be searchable unless otherwise specified. Each document needs corresponding extracted or OCR text files. Teams can catch these issues before delivery by doing a quick quality check; for example, searching for known names.
Frequently Asked Questions
What Causes Most Production Disputes?
Technical problems are a leading cause of production disputes, not legal disagreements. Missing metadata, formatting issues, or load file errors are among the most common.
When Should You Use TIFF?
TIFF is often used for large productions when agreed upon. It supports Bates numbering and loads predictably.
How Much Metadata Should Be Produced?
Only produce the required and agreed-upon metadata. Extra fields can cause avoidable disputes.
Why Is File Handling Important?
Receiving parties can't review documents unless they're loaded correctly. To avoid challenges or re-production requests, ensure files are handled properly.
How Can Teams Catch Errors Before Production?
When managing data, teams should sample exports, validate load files, and run basic search checks. If any files are misaligned or other issues arise, they can find them before delivery.
Do Small Productions Need the Same Rigor?
Yes. Disputes affect productions of all sizes. The size of a production doesn't alter the fact that it needs to be accurate and consistent across the board.
How Does Software Help Prevent Re-Production?
Mapping, validation, and consistency checks can be automated. This reduces manual errors. From there, production is more likely to be delivered correctly the first time.
Production Accuracy Protects the Entire Review in Litigation Discovery Software
Single decisions hinge on files being delivered correctly. When documents open properly and information aligns, most problems never arise. This is true when everything follows the agreed format within litigation discovery software environments.
The best way to keep things running smoothly is by having teams utilize the same clear process every time. This means they spend less time fixing mistakes and avoiding delays.
Logikcull allows teams to create productions and share data with ease. There's no need to export files to outside vendors. Instead, collection, review, and production stay in one closed ecosystem.
If you're ready to reduce formatting errors, missed metadata, and unnecessary re-production, schedule a demo to get started.
