Metadata Retention

This topic provides information on the metadata retention feature in the File Download & Replacement workflow.

File Download and Replace

The Download & Replace functionality allows for the download of errored files to a user's local workstation and provides the ability to replace a discovered file with a different version (often repaired or decrypted). This feature can be found in the Mass action drop-down in the Files tab.

For more information on Download / Replace, see Processing error resolution.

Metadata retention

The Metadata retention operation will preserve all metadata associated with a replaced file and its original version for visibility in a workspace. This occurs automatically on completion of replacing a file. The results are visible in two metadata fields, which can be mapped for Publish, and are available in the Details modal of the Files tab.

Source name Field Type Description

Example
Other Metadata Replaced

Long Text

 This field contains newly found, non-empty, metadata values of the replacement file. These metadata values were present in the original file but had changed in the replaced file. Office/Headings= Worksheets,2;Office _GUID=Unknown;Excel/HasHiddenRows=True; Author=SteveBrule
Other Metadata Original Long Text

This field contains metadata from the original file as Processing requires them to always be associated to the native record associated to it.

The specific fields included will always be File Type, File Extension, File Size, IsContainer, MD5Hash, SHA1Hash, and SHA256Hash.

FileType=Outlook Message File;FileExtension=MSG;FileSize=43
520;IsContainer=False;MD5Hash=;S
HA1Hash=2E4AF3EEB4D7BD9CF2
97A94788DE17E198D4A1D5;SHA2
56Hash=9249E29E43334DDDDF2A
B617FE47B0FD0BA4A034409ED8
AA4132FC74E9CC614

The process to manage these fields is slightly different than the regular field catalog. Steps to accomplish this can be found below:

  1. Open the Fields tab.

  2. Click New Field or Edit an existing field.

  3. Provide a name in the Name field. We recommend that you give the field an identical name as the one being mapped to.

  4. In the Object Type field, select Document. Only document fields are eligible to map to a value in the Source field. Selecting any other object type disables the Source field.

  5. In the Field Type field, select Long Text.

  6. When the Field Type is selected, you will see the menus for Field Settings and Advanced Settings. Click Advanced Settings.

  7. Click Selecton the Source field to display the processing fields to which the Relativity field can be mapped.

  8. Click the drop-down near the upper left corner of the modal and select the All Fields option.

  9. Filter for Other Metadata in the Source FIeld Name column.

  10. Select either option depending on which field is being created at that time.

For more information on field mapping, see Mapping processing fields.

Metadata retention behavior

The following table shows the Relativity Processing field names and the associated Metadata retention behavior.

Processing

Field Name

Metadata Replacement

Behavior
Container Extension Reflect Original File
Container ID Reflect Original File
Container Name Reflect Original File
Control Number Will not change
Custodian Will not change
Extracted Text Reflect Original File
Last Published On Reflect Original File
Level Will not change
Originating Processing Set Will not change
Originating Processing Data Source Will not change
Processing File ID Will not change
All Custodians Reflect Original File
All Paths/Locations Reflect Original File
Attachment Document IDs Reflect Original File
Attachment List Reflect Original File
Author Reflect Original File
BCC Reflect Original File
BCC (SMTP Address) Reflect Original File
CC Reflect Original File
CC (SMTP Address) Reflect Original File
Child MD5 Hash Values Reflect Original File
Child SHA1 Hash Values Reflect Original File
Child SHA256 Hash Values Reflect Original File
Comments Reflect Original File
Company Reflect Original File
Contains Embedded Files Reflect Original File
Control Number Beg Attach Reflect Original File
Control Number End Attach Reflect Original File
Conversation Reflect Original File
Conversation Family Reflect Original File
Conversation Index Reflect Original File
Created Date Reflect Original File
Created Date/Time Reflect Original File
Created Time Reflect Original File
DeDuped Count Reflect Original File
DeDuped Custodians Reflect Original File
DeDuped Paths Reflect Original File
Delivery Receipt Requested Reflect Original File
Document Subject Reflect Original File
Document Title Reflect Original File
Email Categories Reflect Original File
Email Created Date/Time Reflect Original File
Email Entry ID Reflect Original File
Email Folder Path Reflect Original File
Email Format Reflect Original File
Email Has Attachments Reflect Original File
Email In Reply To ID Reflect Original File
Email Last Modified Date/Time Reflect Original File
Email Modified Flag Reflect Original File
Email Sensitivity Reflect Original File
Email Sent Flag Reflect Original File
Email Store Name Reflect Original File
Email Unread Reflect Original File
Error Category Reflect Original File
Error Message Reflect Original File
Error Phase Reflect Original File
Error Status Reflect Original File
Excel Hidden Columns Reflect Original File
Excel Hidden Rows Reflect Original File
Excel Hidden Worksheets Reflect Original File
Excel Pivot Tables Reflect Original File
File Extension Reflect Replaced File
File Name Replacement data not tracked
File Size Reflect Replaced File
File Type Reflect Replaced File
From Reflect Original File
From (SMTP Address) Reflect Original File
Group Identifier Reflect Original File
Has Hidden Data Reflect Original File
Has OCR Text Reflect Original File
Image Taken Date/Time Reflect Original File
Importance Reflect Original File
Is Container Reflect Replaced File
Is Embedded Reflect Original File
Is Parent Reflect Original File
Keywords Reflect Original File
Last Accessed Date Reflect Original File
Last Accessed Date/Time Reflect Original File
Last Accessed Time Reflect Original File
Last Modified Date Reflect Original File
Last Modified Date/Time Reflect Original File
Last Modified Time Reflect Original File
Last Printed Date Reflect Original File
Last Printed Date/Time Reflect Original File
Last Printed Time Reflect Original File
Last Saved By Reflect Original File
Last Saved Date Reflect Original File
Last Saved Date/Time Reflect Original File
Last Saved Time Reflect Original File
Literal File Extension Replacement data not tracked
Lotus Notes Other Folders Reflect Original File
MD5 Hash Reflect Replaced File
MS Office Document Manager Reflect Original File
MS Office Revision Number Reflect Original File
Media Type Reflect Replaced File
Meeting End Date Reflect Original File
Meeting End Date/Time Reflect Original File
Meeting End Time Reflect Original File
Meeting Start Date Reflect Original File
Meeting Start Date/Time Reflect Original File
Meeting Start Time Reflect Original File
Message Class Reflect Original File
Message Header Reflect Original File
Message ID Reflect Original File
Message Type Reflect Original File
Native File Reflect Original File
Number of Attachments Reflect Original File
Original Author Name Reflect Original File
Original Email Author Reflect Original File
Original File Extension Reflect Original File
Other Metadata Contains whatever was not mapped
Outlook Flag Status Reflect Original File
Parent Document ID Reflect Original File
Password Protected Reflect Original File
PowerPoint Hidden Slides Reflect Original File
Primary Date/Time Reflect Original File
Read Receipt Requested Reflect Original File
Received Date Reflect Original File
Received Date/Time Reflect Original File
Received Time Reflect Original File
Recipient Count Reflect Original File
Recipient Domains (BCC) Reflect Original File
Recipient Domains (CC) Reflect Original File
Recipient Domains (To) Reflect Original File
Recipient Name (To) Reflect Original File
Record Type Reflect Original File
Relativity Native Type Reflect Replaced File
SHA1 Hash Reflect Replaced File
SHA256 Hash Reflect Replaced File
Sender Domain Reflect Original File
Sender Name Reflect Original File
Sent Date Reflect Original File
Sent Date/Time Reflect Original File
Sent Time Reflect Original File
Sort Date/Time Reflect Original File
Source Path Reflect Original File
Speaker Notes Reflect Original File
Subject Reflect Original File
Suspect File Extension Replacement data not tracked
Text Extraction Method Reflect Original File
Title Reflect Original File
To Reflect Original File
To (SMTP Address) Reflect Original File
Track Changes Reflect Original File
Unified Title Replacement data not tracked
Unprocessable Replacement data not tracked

Multiple Replacement Operations

Relativity Processing supports subsequent file replacement operations of the same file. This is the action of replacing a file that has already been replaced. When this action occurs, Processing will compare the original file with the most recent replacement and compute the associated metadata fields without consideration of any replacement operations that have previously occurred.

Special Considerations

Special considerations are as follows:

  • The job to populate the metadata fields is not visible on the front end. It is a part of the retry job that automatically occurs after replacing the file. Indications on whether the retry is still in progress can be found in Processing Administration, the Processing Set, or the Error Status field within the Files tab.

  • The SavedOriginalFileMetadata field is visible in the File Metadata card of the Details modal within the Files tab. This field will not display relevant information. It is a container to store all metadata associated to the original file for purposes of validation in scenarios of multiple replacements.

  • It is not recommended to replace files in workspaces with Discovery jobs running concurrently. This is to avoid potential data collisions where a replacement operation is being executed on the same file being discovered. A potential result would be loss of original metadata.

  • When this functionality is not enabled, Processing will replace all existing metadata associated to a file with the metadata collected from the replacement file.