Solution 1

When splitting an OPT file into 2 or more files, ensure that the first line of each of the OPT files contains a 'Y' in the fourth field.  This identifies all the lines of the OPT file that are part of the same document family until another 'Y' is encountered.

Solution 2

Two OPT files should not contain the same data.  Make sure that none of the data is duplicated between the two files.

Solution 3

An OPT file is used to match image files of documents with the original document.  Do not attempt to add an image file to an OPT file and create an association to a document that did not originally exist.  For example:

• if DocumentA.rtf with an image is exported and the option to include the OPT file is selected, the OPT file will point to all of the following:
  • An image of each page of the DocumentA.rtf
  • If the export is configured to 'Break out embeddings as separate items', the OPT file will also include a link to each of the images that were embedded within DocumentA.rtf as a TIFF file
• If DocumentA.rtf does not contain any images, only a single entry in the OPT file will exist for each page of the document and every line will contain a 'Y' in the fourth field.
  • The OPT file should not have an entry for an image that was not originally associated with the document

 

 

An Opticon (OPT) file is used by eDiscovery to associate native images to documents. OPT files are used during a Load File Import (LFI) of new documents or Native Image Import for already processed documents. Opticons within an LFI are most often encountered when data is provided by 3rd party or opposing counsel for review. Native Image Import opticons are typically used to bring in images for documents that were externally rendered. When loading opticon data during an LFI, all opticons that are in the target directory can be imported at one time. When they are loaded with Native Image Import, they can only be selected and validated individually.

The opticon format is a basic CSV with the following information.
Field 1	Document Identifier	Corresponds to DOCID/BATES in LFI or Searchable DocID during Native Image Import
Field 2	Batch ID	Unused by eDiscovery
Field 3	Path to Image	Either Absolute or Relative to Opticon location
Field 4	Document Break	Indicates first page of new document. Will either be blank or have a "y".
Field 5	Folder Break	Unused by eDiscovery
Field 6	Box Break	Unused by eDiscovery
Field 7	Page Count	Indicates number of pages in document - Only found on first page of document. Same line with "y" for doument break

It is possible to use more than one opticon file during the import but the files must have unique names as well as the information inside the files must be unique. The document families inside the OPT file are identified by using a 'Y' in the fourth field of each entry in the opticon file cannot be split between the multiple opticon files. For example: Figure 1 (Single OPT file named Example.opt) DOC000001,BATCHNAME,\IMAGES\FILENAME1.TIF,Y,,,2
DOC000002,BATCHNAME,\IMAGES\FILENAME2.TIF,,,,
DOC000003,BATCHNAME,\IMAGES\FILENAME3.TIF,Y,,,2
DOC000004,BATCHNAME,\IMAGES\FILENAME4.TIF,,,,
DOC000005,BATCHNAME,\IMAGES\FILENAME5.TIF,Y,,,4
DOC000006,BATCHNAME,\IMAGES\FILENAME6.TIF,,,,
DOC000007,BATCHNAME,\IMAGES\FILENAME7.TIF,,,,
DOC000008,BATCHNAME,\IMAGES\FILENAME8.TIF,,,, Figure 2 (Example of split OPT files that are correctly formatted)

Example1.opt	Example2.opt
DOC000001,BATCHNAME,\IMAGES\FILENAME1.TIF,Y,,,2 DOC000002,BATCHNAME,\IMAGES\FILENAME2.TIF,,,, DOC000003,BATCHNAME,\IMAGES\FILENAME3.TIF,Y,,,2 DOC000004,BATCHNAME,\IMAGES\FILENAME4.TIF,,,,	DOC000005,BATCHNAME,\IMAGES\FILENAME5.TIF,Y,,,4 DOC000006,BATCHNAME,\IMAGES\FILENAME6.TIF,,,, DOC000007,BATCHNAME,\IMAGES\FILENAME7.TIF,,,, DOC000008,BATCHNAME,\IMAGES\FILENAME8.TIF,,,,

In Figure 2, this demonstrates a properly formatted OPT file. Figure 3 (Example of split OPT files that are not correctly formatted)

Example1.opt	Example2.opt
DOC000001,BATCHNAME,\IMAGES\FILENAME1.TIF,Y,,,2 DOC000002,BATCHNAME,\IMAGES\FILENAME2.TIF,,,, DOC000003,BATCHNAME,\IMAGES\FILENAME3.TIF,Y,,,2 DOC000004,BATCHNAME,\IMAGES\FILENAME4.TIF,,,, DOC000005,BATCHNAME,\IMAGES\FILENAME5.TIF,Y,,,4	DOC000006,BATCHNAME,\IMAGES\FILENAME6.TIF,,,, DOC000007,BATCHNAME,\IMAGES\FILENAME7.TIF,,,, DOC000008,BATCHNAME,\IMAGES\FILENAME8.TIF,,,,

In Figure 3, this demonstrates how a problem will occur when the Example2.opt file does not start with a row that has a 'Y' in the fourth field to identify the start of a new document family. This will throw an error during the import since the OPT file needs to associate which images belong to a document. Remember that the page count field is not used by eDiscovery. It is more of an informational piece for the user to know how many image links should be listed. Figure 4 (Example of split OPT files that are not correctly formatted)

Example1.opt	Example2.opt
DOC000001,BATCHNAME,\IMAGES\FILENAME1.TIF,Y,,,2 DOC000002,BATCHNAME,\IMAGES\FILENAME2.TIF,,,, DOC000003,BATCHNAME,\IMAGES\FILENAME3.TIF,Y,,,2 DOC000004,BATCHNAME,\IMAGES\FILENAME4.TIF,,,,	DOC000001,BATCHNAME,\IMAGES\FILENAME1.TIF,Y,,,2 DOC000002,BATCHNAME,\IMAGES\FILENAME2.TIF,,,, DOC000003,BATCHNAME,\IMAGES\FILENAME3.TIF,Y,,,2 DOC000004,BATCHNAME,\IMAGES\FILENAME4.TIF,,,,

In Figure 4, both of the OPT files have the same exact content. Avoid placing duplicate content into split OPT files. When these 2 files are located in the same folder that the import task is pointing to, the import will fail.