If you need to prepare files for production to the Department of Justice, Indexed I/O has you covered. This article walks you through start to finish the settings you should choose when processing and exporting your data for such a production.
If you have any questions during the process or would like to set up a free training, contact us at "Support@Indexed.io". You can review the full set of DOJ specifications here.
First off, when you process your data you'll want to select the option to "Image presentations with Notes" in order to include any hidden text as required by the DOJ specifications. This setting is turned off by default.
Once you've processed and reviewed your data, you'll need to customize your export settings. Complete step 1 like normal by selecting the data you want to export, and then move on to step 2 after checking the box that you've reviewed your settings.
On step 2, select output options for TIFF, TEXT, and NATIVES with Placeholders. Also check the box to placeholder spreadsheet files.
Next we'll need to customize the load file. Click the "Create you own custom format" text.
Choose a starter template, and select "DOJ-template".
At the top of the metadata field list are several entries that should be customized for each production. Remove the placeholder quotes, and enter the values required. The description of each field from the DOJ is listed below.
Companies: Company submitting data
Physical Media: The unique identifier on the physical piece of media (e.g., ABC001)
Volume Name: Production volume number (e.g., ABC001-001)
Spec #: Subpoena/request paragraph number to which the document is responsive
[For this field, if you tag the records their corresponding spec# durring your review, you can enter the values of all of the applied tags into this field and then they will be listed in the load file next to the relevant items]
Search Values: List of search terms used to identify record as responsive (if used)
Once you've customized your load file, hit save, select it, then click next to go to step 3. On step 3 you'll choose your bates numbering scheme. Enter the prefix you want, then either leave or remove the delimiter value since the DOJ requires a '-' or no character or space at all in your bates numbers.
Go to step 4 and review your settings, then start the export.
The DOJ also requires a cover letter spreadsheet to be delivered with each submission which should provide statistical information about the volume(s) and media produced. Provide this in hard copy format and electronically on the deliverable media. Example:
This file is not provided by Indexed I/O and should be created externally. Once you've completed these steps, review the DOJ checklist to QC your production.