Email & Attachments

Preparing Email & Attachments

Preferred Format

  • Email
    • Submit TIFF images with extracted text of email
  • Attachments
    • Submit Microsoft Excel and PowerPoint files in native format with extracted text and metadata.
    • Submit Microsoft Access files and other multimedia files in native format with metadata.
    • Submit other files and attachments as images with extracted text and metadata.

Metadata & Other Information Requirements

  • Preserve the parent/child relationship in email by including a reference to all attachments.
  • Produce attachments as separate documents and number them consecutively to the parent email.
  • Include the following metadata fields and information in the delimited data load file. Alongside each piece of information, we've recommended a corresponding field name for the delimited data load file.

Metadata for Email

Document Info /
Metadata
Description
Concordance
Field Name
Beginning Bates number The beginning bates number for the document BEGBATES
Ending Bates number The ending bates number for the document ENDBATES
Page Count The total number of pages in the document PGCOUNT
Custodian Mailbox where the email resided CUSTODIAN
To Recipient(s) of the email RECIPIENT
From The person who authored the email FROM
CC Person(s) copied on the email CC
BCC Person(s) blind copied on the email BCC
Date Sent Date the email was sent DATESENT
Time Sent Time the email was sent TIMESENT
Subject Subject line of email SUBJECT
Date Received Date the email was received DATERCVD
Time Received Time the email was received TIMERCVD
Child records (attachments) The beginning bates number(s) of attachments delimited by comma ATTACHMENTID
Location or “Path” Location of email in personal folders/Deleted Items/Sent Items FILEPATH
Message ID MS Outlook Message ID or similar number in other message systems MESSAGEID

Metadata for Attachments

Document Info /
Metadata
Description
Concordance
Field Name
Beginning Bates number The beginning bates number for the document BEGBATES
Ending Bates number The ending bates number for the document ENDBATES
Page Count The total number of pages in the document PGCOUNT
Custodian The name of the original custodian of the file CUSTODIAN
Parent Record Beginning bates number of parent email PARENTID
Creation Date The date attachment was saved at the location on the electronic media for the first time CREATEDATE
Creation Time The time the attachment was saved at the location on the electronic media for the first time CREATETIME
Modified Date The date/time the attachment was last changed, and then saved MODDATE
Modified Time The time the attachment was last changed, and then saved MODTIME
Last Accessed Date The time the attachment was last opened, scanned, or even “touched” by a user or software activity LASTACCDATE
Last Accessed Time The time the attachment was last opened, scanned, or even “touched” by a user or software activity LASTACCTIME
Size The amount of space the file takes up on the electronic media. Usually recorded in kilobytes, however may be reported in single bytes FILESIZE
File Name The name of the attachment including the extension denoting the application in which the file was created FILENAME
Production Link Relative path of submitted native files such as Excel spreadsheets NATIVELINK
Hash The SHA (Secure Hash Algorithm) or MD5 Hash for the original native file if available HASH