Bureau of Competition Production Guide
Preparing Email & Attachments
Preferred Format
- Email
- Submit TIFF images with extracted text of email
- Attachments
- Submit Microsoft Excel 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.
View sample delimited data load file >>
Metadata for Email
Metadata
Field NameBeginning 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
Metadata
Field NameBeginning 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 Native 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
