Data Specifications

Nextpoint is a very flexible platform, and between the platform and our internal team, we’ll rarely come across data that we just simply can’t work with.

For effective migration, produced data needs to meet all specifications listed below to be considered a standard migration. If the data specifications are not met, the import and/or migration may incur additional service hours at a cost for our Services team to ensure successful ingestion into Nextpoint.

‍

Native Data Ingestion Specifications

Nextpoint can ingest PSTs, MBox, and many other loose data files (Supported File Types). Data importing is not always a straightforward process, given the unique nature and size of each data set. For any data sets over 100 GB, Nextpoint requires a data consult.

Structured Data Specifications

Structured data is ESI that has been processed and exported by a platform. Generally, structured data will include, but is not limited to, image/metadata load files, images, natives, and OCR’d text. Structured data may also be split into segments depending on size.

Structured data must meet all requirements listed below to be considered “standard:”

1. The data has all files accounted for and is available to import into the File Room. If you would like assistance with downloading your data from another source, Nextpoint can help and will provide a quote.
2. Each document has a document-level PDF image or per-page TIF/TIFFs (for B&W images) and/or JPG/JPEGs (for color images)
   • Single-page slipsheets/placeholders may be preferable instead of imaging large files or spreadsheets
3. The images must be uniquely named with a Bates Number, DocID number, or Control Number
4. For per-page images, all image files must have a consistent number of characters (meaning, if one page of a document has a per-page suffix such as “_0001”, all pages must also have a per-page suffix)
5. For document level pdfs, if the documents have an identifiable document level Bates/DocId scheme, in the absence of a load file, Nextpoint can assign Bates upon import as a convenience, otherwise they will be imported as individual loose documents (named by the following naming hierarchy: 1. Subject/Title, 2. Original File Name, 3. Else = “Untitled”)
6. If the production/migration set includes a load file:
   • The load file must be a standard UTF-8 encoded dat, csv, or txt file with standard delimiters (columns)
   • If the production/migration is imaged at a per-page level, the load file must include a bates_start/bates_end or image_range_start/image_range_end (or equivalent) for each document
   • If the production/migration is imaged at a per-document level, the load file must include a bates_start/bates_end, image_range_start/image_range_end (or equivalent), or image_path for each document
   • If email family information is included within the load file (IDs that allow parent emails to be associated with their attachments), it must be in bates_start/begattach or docid/parentid format (or equivalent)
   • If the production/load file results in more than 100,000 documents within the production, additional service hours may be required to split the production into manageable batches
7. Any search/OCR text must be provided at a document level, and text files must be UTF-8 encoded. If there are no page breaks included within the text file, all search text will be treated as though it fell on the first page of a document. The absence of any search/OCR text will initiate OCRing upon import by the Nextpoint application.
   • All search/OCR text must be referenced within the load file with a document-level relative path that matches the folder/file structure of the production/migration, including exact file name matching (for example, TEXT/TEXT001/EXMPL00001.txt)
8. Any natives included must also be referenced within the load file with a document-level relative path that matches the folder/file structure of the production/migration, including exact file name matching (for example, NATIVES/NATIVE001/EXMPL00001.xlsx)
9. As it relates to migrated data, if any documents have redactions and/or highlights that need to retain both their clean and annotated versions within Nextpoint, both versions of the images must be provided (named consistently by Bates/DocId/Control Number so each type is easily recognizable)

Note: Standard import specifications do not include data handling from 3rd party applications, overlays, repairs, or replacements. For additional service requests, contact our Services team to learn more about our offerings.

‍

‍