Why can’t my eDiscovery platform process files with errors even though I can open them in Acrobat, Excel, Word, or PowerPoint?

In the realm of digital document management, encountering file processing errors can be a frustrating experience, and people ask us every now and then:

“Why is GoldFynch not processing my errored file even though I can view it in its original software after clicking through a warning dialog box?”

And it’s a valid question! When you’re able to view the content in one location, but hit a roadblock after uploading it, just as you’re getting ready to dive into review, it’s only natural to feel like your workflow has been thrown off.

Why does this happen?

The file viewed in the native program after clicking the dialog box has undergone repairs, increasing the likelihood of data loss and modifications compared to the original file. It does let you view what information can be salvaged, but that doesn’t mean that the file is actually error-free.?

Files may be displayed without significant issues in applications like Adobe Acrobat and Microsoft Office offerings like Word and Excel. However, eDiscovery software relies on a different set of standards and processes, prioritizing data integrity and security. This can result in more stringent validation processes during file uploads, which can lead to compatibility issues that can impede file processing.?

Is there anything that eDiscovery platforms can do about this?

What can users do when faced with such challenges? First, it's essential to understand that file processing errors are not uncommon in the eDiscovery domain, given the complexity and diversity of digital content encountered.

Taking GoldFynch as an example, the file processing system retries processing files multiple times before they are set to an errored state. And if the files are still listed as errored, users see a "Reattempt processing" button that they can use to automatically re-queue any errored files for additional attempts at processing.

So, if an issue is flagged, it is typically permanent, such as a corrupt or invalid file, or semi-permanent, such as an unexpected file condition. It can be concluded that the file does indeed contain errors and cannot be processed in accordance with the prevailing set of file integrity and security standards.

What do you do with such files?

There may still be hope! Try exploring alternative file formats or conversion methods that might improve compatibility with your eDiscovery platform. Converting files to PDF/A, a standardized version of PDF optimized for long-term preservation, can often mitigate processing issues. Similarly, simplifying file structures, removing complex formatting, or splitting large files into smaller segments can also improve processing reliability.

And finally, communicating with experts like the GoldFynch support team can provide insights into specific issues and potential workarounds!

You can get a deeper look at how GoldFynch handles problematic files, including password-protected files, malware, zero-byte files, here.