Case Backup Options and Process

When a matter wraps up, you don't have to keep paying to host a live case you're no longer working in - but you also don't want to lose the record. A backup lets us capture your case (the documents, the coding, and the work your team put in) into a self-contained package you can keep for retention, hand to counsel, or bring back later if the matter reopens.

This article explains what a backup actually is, the choices you'll make, and what a backup can and can't do - so you can tell us exactly what you need for a case that has ended.

What is a backup?

Think of your live case in Nuix Neo Discover as a workspace: the documents are there, and layered on top is everything your team added - coding and tags, issue designations, redactions, highlights, and the fields that describe each document (dates, authors, recipients, document type, and so on).

A backup takes a snapshot of that workspace and exports it into files you can store outside the platform. Depending on the option you choose, that package can be:

• Reloadable - a format we can load back into Discover to stand your case up again, coding and all, if you ever need it live again.
• Readable - every backup also includes a companion spreadsheet (CSV) so you or the client can open the document list and its key fields in Excel without any special software.

Once the backup is created and delivered, we can delete the live case so you're no longer hosting (and being billed for) a matter that's closed.

Your options

There are three ways to close out a case. Here's what each one gives you and how long it takes.

A quick note on formats

You don't need to be technical to choose a backup, but if your counsel or another vendor asks, here's what's inside the package:

• Universal load file (DAT) - A vendor-neutral format (so the material can be loaded into a different review platform),
• Companion spreadsheet (CSV) - included with every backup. It contains the core fields and your custom fields/work product in a plain spreadsheet, so anyone can review the document list and coding in Excel without special software.
• Optionally:  
• Reloadable database backup (MDB) - This is the format we use to bring your case, coding and highlights included, back into Discover.  If you would prefer an MDB format please let us know.  

What a backup can and can't do

A few limitations worth knowing up front:

• It's a snapshot, not a live case. A backup captures the case as it stands on the day we build it. It isn't searchable or workable on its own - to actively work in it again, we reload it into Discover.
• Restoring takes a little work. Bringing a backup back into Discover is a service we perform, not a one-click restore. Just reach out when you need a case reloaded and we'll handle it.
• Redactions and highlights are burned in on a separate copy. An image copy of the annotated document will be preserved.  However if you would prefer to have the annotations editable and not burned in, please ask for an MDB copy backup.
• Very large cases may be split across a couple of files. This is a technical detail we handle behind the scenes; the delivered package is still complete.
• Storage of the delivered package is up to you. Once we hand over the backup, keep it somewhere safe and backed up on your end - treat it like any other record you're retaining, as we do not keep copies of backups for larger cases.  

How to request a backup

Email us at support@noticiasolutions.com with:

• The case name you'd like to back up and close;
• Which option you want (straight delete, full backup);
• For a partial backup, the folders, issues, or tags that define the set you want to keep (for example, "produced documents only");
• Whether you need a universal load file (dat), an MDB backup or aren't sure and would like our recommendation.

We'll confirm the scope with you before we start, then build and deliver the package within the timeframes above.