About Generated Search Reports for Export

eDiscovery Exports > New > Generate Search Reports

Use Generate Search Reports (part of the eDiscovery Export dialog and therefore subject to those permissions) when you want to generate special reports based on Bulk Search queries that you provide. This option is available at each volume export of an Export Stream, enabling you to provide Bulk Search queries at each volume export. (The queries are not maintained volume to volume.)

Note: When you set up the Export, be sure to set the Separate Email Attachments option.

In general, make sure that the Export Fields template selected for the Export contains the Export field searchterms. The searchterms metadata field, a special Export-only field, applies to the Generate Search Reports option. As long as the Export Fields template contains the Export field searchterms, you can check the searchterms column in the generated load file to view a semicolon-separated list of the submitted search terms/queries matching a given document. For example, if a document matched submitted terms demo, newsletter, and the phrase of the, the searchterms field for that document would contain demo;newsletter;(of the).

About the Generated Reports

After Export of a given volume, your Export Data Area contains the generated reports (in CSV files) for the Volume Export.

The following CSV files are generated for each Export:

• <volume>_keyword_by_custodian_and_ media_id.csv - Provides information about the Custodians matching each Search query, their associated Media ID, if applicable, and the number of Families (MAGs or DAGs). This file contains the following columns:

  • Search Query — The search term or query performed.

  • Custodian — The Custodian name or Custodian Unknown associated with the search query.

  • Media — The Media ID associated with the Custodian, or no_media_id if there is not an associated Media ID value.

  • Families — Per clause, the number of families, where each family hit represents one of the following: each document that is not an email or from an email, or each MAG or DAG, regardless of the number of email items in the MAG or DAG.

• <volume>_summary_by_custodian.csv - Provides a summary of the emails, documents, associated attachments (MAG and DAG information), loose files, and total count reported for each Custodian in the Export. This file contains the following columns:

  • Custodian — The Custodian name or Custodian Unknown.

  • Message Count — The number of email messages (parents in a Message Attachment Group) associated with a Custodian.

  • Message Attachment Count — The number of message attachments and message OLE attachments associated with each Custodian.

  • EDoc Count — The number of documents (parents in a Document Attachment Group) associated with a Custodian.

  • EDoc Attachment Count — The number of EDoc OLE attachments associated with each Custodian.

  • Other Count — The number of documents that are not part of a MAG or DAG (Message Archives, Archives, and Disk Images) associated with each Custodian.

  • Total Count — The total count (the sum of all the reported categories) reported for each Custodian.

  • Total Size — The total size, in bytes, reported for each Custodian.

• <volume>_summary_by_search_term.csv - Provides a document summary for each search term/query. This file contains the following columns:

  • Search Term — The search term/query performed.

  • Total — The total number of responsive documents (Doc Count without expansions) returned for this term or query.

  • Unique — The number of documents that are unique to the term or query (and therefore not returned by any of the other queries).

• <volume>_summary_count_size.csv - Provides a summary of the document count/size and family count/size information for the files subject to the export criteria. This file reports the calculated deduplication counts by family and by the appropriate deduplication mode (Global, also known as Horizontal, or Custodial, also known as Vertical by Custodian). This file contains the following columns:

  • Documents — The total number of documents subject to the export criteria and reported for the given entry.

  • Volume (Bytes) — The size, in bytes, representing the amount of documents meeting the export criteria for the entry.

  • Family Documents — The total number of Family documents (Message Attachment Group and loose documents) associated with a given entry.

  • Family Volume (Bytes) — The total size, in bytes, representing the amount of Family documents associated with an entry.

The export data area will also contain an overlay file in the appropriate format when there is updated data for a given volume (for example, if DuplicateCustodian field information changes for multiple exports of an export stream).