Before performing a database deletion, DISCO can export your documents by running a production of all your documents in the database as a way of exporting your review database. DISCO then sends you the data via FTP or on an external hard drive. You may export databases on your own or utilize our services team to complete the export on your behalf for a fee.
Databases in Vault can remain in Vault while an export is created but only when DISCO is creating the export.
Only DISCO has the ability to export ECA data. Please contact DISCO to create an export if your matter has ECA enabled and there is data in the ECA data space.
DISCO also has the ability to generate a custom redaction file that will allow full restoration of redactions within DISCO if an export is restored. This is available only when DISCO creates the export.
Exporting involves collecting multiple files together into one single file for easier storage and portability. You can download an export yourself locally for smaller productions (< 100 GB) or you can submit an export request from your Organization Manager Matters page within a particular review database and add the required SFTP address and Physical address to share the exported data.
Export Menu Action
Once the exported request is received, the professional services team will provide you with an estimated completion time based on the size of your database.
NOTE: You must submit a separate deletion request once you’ve received and reviewed your export. (See information below on submitting a deletion request.) A deletion does not automatically occur once an export is created.
Exported data includes: all documents (natives, near natives, text files, metadata) and all work product (tags, document notes, privilege notes, custom fields, redactions, metadata redactions, and productions).
Export data does not include: exhibit sets, audit/document history, saved searches, search term reports, term highlighting, AI scores, review stage metrics, Cecilia Q&A chat history, Auto Review prompt history, Cecilia doc summaries, Cecilia Q&A (single-doc) chat history, and Case Builder-associated facts.
Creating an export involves mandatory as well as highly-recommended but optional steps. DISCO's Professional Services team always includes the optional steps when exporting a database.
Mandatory steps for exporting your database include exporting data and generating a doclist export. Optional steps for exporting your database are moving bates numbers, exporting redacted documents, and downloading all productions. Both mandatory and optional steps are explained below. If you have any questions, contact discodesk@csdisco.com.
Exporting data
- Login to the review database.
- Run a search to return all the documents in the database by entering
*in the search bar. If you would like to only export some documents, create a search that returns just the documents needed to export. DISCO strongly recommends all exports be family complete. - Save this search by clicking on the Save this Search button. This will create a search that includes all documents.
- Save the search as "All Documents Export".
- Navigate to Menu > Productions > Create New.
- Enter a name for the production.
- Select the By saved search tab.
- Use the dropdown list and select All Documents Export search that you created in steps 3-5.
- In the Stamps section for Bates stamps, choose any prefix you'd like (e.g., EXPORT). The files will be named with this Bates prefix.
- For Bates Starting Number you can just enter 0000001 or any starting number you'd like.
- Select Bottom Right for Stamp position.
- Enter the specifications as described in the Selecting advanced options section below.
Selecting advanced options
- Under Document Format, choose PDF from the Default document format dropdown.
- Under Natives, clear/remove all selections in the Produce the following file types as native field.
- In the Metadata load file section, choose Select all.
- Under Other options select the following:
- For Deduplication level, choose Global deduplication by family.
- For Sort by, leave as Custodian then family.
- For Starting volume label, leave as default.
- Set Volume Break to None.
- Select Omit document redactions
- Select Omit metadata redactions
- Select Also include natives for all images (unless redacted)
- Select Do not apply Bates stamps to images
- Review your settings
- Click Create
- Monitor the export production to ensure it is running and contact support if there are any issues.
- Download to a safe place after the production is complete.
Redacted documents production
This optional step provides you with a copy of redacted images because redactions are omitted in the initial export.
- Run a search to return redacted documents in the database by entering
hasRedaction(yes)in the search bar. - Save that search by clicking on Save Search. This will create a search that includes all redacted documents.
- Save the search as "Redacted Documents".
- In the DISCO main menu, click Productions and click Create New on the Productions page.
- Use the following settings in the New Production page:
- Name: Redacted Documents
- By saved search: Select saved search “Redacted Documents”
- Stamps
- Bates prefix: REDACT
- Starting number: 000001
- Stamp position: Bottom Right
- Document format: PDF
- Metadata load file: Select all fields
- Deduplication level: Global deduplication by family
- Sort by: Custodian then family
- Starting volume label: VOL001
- Volume break: None
-
Other options
- Select Do not apply bates stamps to images
- Leave all other options as default
- Click Create.
Generating doclist report
This mandatory step includes fields that are not available in the production DAT such as billing size, image size, processing status, processing details, ingest type, and more.
- Click in the search bar and select your export saved search from the above steps.
-
Click on the Export document list icon to display the Download instance list dialog. Make sure "All metadata including work product" under Included metadata and "Instance Report" under Report type is selected
- Click Generate instance report (XLSX) to download this report locally to your machine.
Downloading all productions
- Navigate to Menu > Productions.
- Select the Download button for each production and select the option named "Production". The production will then be downloaded locally to your machine.
For more information on downloading productions, see Creating productions.
NOTE: Depending on the size of a production, it may take hours to complete. This is normal. If the production takes over 10 hours, please contact discodesk@csdisco.com.