• “Importing TIFF Image Files” on page 35
• “Adding EDRM XML Sources” on page 37
• “Adding Email Server/Archive Sources” on page 38 • “Adding Case Folder Sources” on page 40
• “Processing Physical Evidence Files (LEF and E01)” on page 45 • “Defining Case Custodians” on page 47
Note: Refer to the "Load File Import Guide" for adding load file sources.
Selecting Document Sources and Pre-Processing
For each case, you can index documents from any combination of the following sources: • Selected loose files, email container files (Microsoft Exchange PST or Lotus NSF), or
individual email files (.msg or .eml).
• Selected Exchange mailboxes, archives, and/or repositories on the discovered email server/ archive sources (Microsoft Exchange, Symantec Enterprise Vault, and HP IAP servers) • Selected collection sets, load files and EDRM sources. Refer to the Load File Import Guide
and Identification and Collection Guide for more information.
Indexing can be run manually for each source, or you can schedule a document crawler task to periodically update the case index with any new content found in one or more sources (see
“Managing Case Schedules” on page 152).
Note: The speed at which documents are processed into Clearwell can vary dramatically based on the type of content and the configuration of your document sources and network. Contact Clearwell Technical Support ([email protected]) for information about optimizing your Clearwell setup to maximize document processing throughput.
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Defining Document Sources
To define the document sources for a case
1. On the top navigation bar, select a case, then click Processing > Sources & Pre- Processing.
The screen opens to the Manage Sources tab.
Figure: Managing Sources
2. To search the list of mailboxes, files, and directories:
– In the Search field, enter the starting characters of the text to be found (use a “*” to indicate any text). For example, to find all names that start with “Robert” enter “rob” or “*ob”.
– From the In Field menu, select the column to be searched.
– To add additional values for searching, click . The search finds any of the entered values (OR search). Click to remove the additional values.
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For each source, the screen includes the following information and controls.
3. To perform actions on the selected sources, select the check boxes for the sources. Choose one of the following source options from the menu in the lower-left, or choose an action from the menu in the lower-right corner of the screen and click Go.
Note: You can choose to apply an action only to specific rows (such as an entire source, or one or more email files). If you attempt to perform an action on a row that is not permitted, a message indicates how the action should be performed.
Manage Sources screen Columns
Column Description
Selection check box Check box to select the entry.
Name Name of the source.
To expand an entry and show the associated directories, click the + sign to the left of the entry. Click the - sign to collapse the entry.
Type Folder, directory, or email file.
Custodian Custodian name, if a custodian is assigned.
Size Size of the email file (PST or NSF).
Last Indexed Time that the folder, directory, or file was last indexed.
Note: This applies to loose files, but not PST or NSF. For PST and NSF files, this is the last crawl date, as specified in processing options. In this case, if no dates are specified, Clearwell crawls to the date 20386 and processes.
Status Result of the last indexing operation, if indexing has occurred, as well as result of the last discovery.
To Process Status of processing options as defined on the Processing Options tag. See “Pre-Process Your Source Data” on page 52.
Enabled Indication of whether the entry is enabled for indexing.
Source Options on Manage Sources screen Action Description
Add Case Folder Source Add a new document source to the case. See “Adding Case Folder Sources” on page 40.
Add Load File Source Add a new third party load file source to the case. Refer to the Load File Import Guide.
Add EDRM XML Source Add a new Electronic Document and Records Management (EDRM) source to the case. See “Adding EDRM XML Sources” on page 37. Add Email Servers/Archives Add new email servers or archives to the case. See “Adding Email
Server/Archive Sources” on page 38.
Add Collection Set For information on how to add a collection set, refer to the section "Processing Collection Sets" in the Identification and Collection Guide.
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Rerun Post-Processing Apply changes that you have made to this screen.
Note: This applies when merging custodians, assigning processed data to new custodians, or changing language options for the case. This also applies if cases have just been upgraded, or have stopped processing jobs, in which some data has been processed. Clearwell warns when post-processing should be re-run for the specified source (not for all source changes made to this screen). Export Table Export the source list in CSV format.
View Exceptions Open the Exceptions screen for the selected case. See “Monitoring Source Processing Status” on page 69.
Show All Sizes in GB/Show Sizes in KB/MB/GB
Change the document units shown on the screen to be all in GB or in KB, MB, or GB, as appropriate according to the file size.
Actions for Selected Items on Manage Sources screen Action Description
Discover new files for a source Search the specified sources for new email files to index. Note: Search applies only to selected item(s).
Check email file integrity Scan email files to verify integrity prior to processing.
This allows you to ensure that email files are free of corruption and can be properly processed. For example, if a scanned email file is found to have issues, the system automatically disables the email file so you can repair it. After the file is repaired, you can rescan it. If the rescan is successful, the file is re-enabled for processing.
Start processing source with discovery
Discover any newly-added data to the case folder source, and start the indexing process.
The system prompts you to specify an optional batch processing label. The label is used in the Manage Batches area and on each indexed document. See “Managing Batches” on page 95. You can monitor the status of ongoing processing jobs through the Jobs window.
Note: If you have already performed discovery and/or pre- processing analysis on your sources, and no new files have been added, then do not use this option. Save time by choosing Start processing source without discovery instead.
Start processing source without discovery
Start the indexing process and do not search for new files to index.
Stop processing source Stop the indexing process.
Source Options on Manage Sources screen (Continued) Action Description
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Set Processing Options Set processing options to apply to only this source. When you select this option and click Go, a pop-up window opens. Configure the following settings and click Go:
• Date—Select a date option and use the calendar icon to specify
the dates.
• Size—Select a document size option and specify the size range.
• Document Types—Select check boxes for the document types
that you want to include in processing. To select or deselect all of the document types, check or clear the check box at the top of the list.
• File Extensions—Enter the file extensions of files to exclude from
indexing, such as EXE and DLL files. Use a space or comma to sepa- rate multiple entries. These values apply to loose files only, not to email attachments. All email attachments are processed regardless of the file exclusion list.
Note: See “Pre-Process Your Source Data” on page 52 for more
information. Enable processing Activate processing. Disable processing Deactivate processing.
None Do not assign a custodian.
New custodian Assign a new custodian to a source or sources. When you click Go, the system prompts you for the name of the new custodian. When you click OK, the new custodian is created and assigned to the source or sources.
Custodians Select the custodian name to assign the custodian to that subsource. Custodian assignments take effect for the next processing or post- processing run. For more information, see “Defining Case Custodians” on page 47.
Actions for Selected Items on Manage Sources screen (Continued) Action Description
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