The Document Review Module (DRM) is an optional module built into eCASE which allows eCASE users to annotate or redact to sanitize documents. This feature allows eCASE users to provide sanitized copies of documents to withhold sensitive information.
Navigate to Settings > System Configuration > Document Review Configuration to configure the document review module settings:
This is the landing page for the Document Review Configuration:
The following are a list of settings that can be configured in the Document Review Configuration:
Option | Description | |
|---|---|---|
Declassifications | This option allows eCASE Application Administrators to create new declassifications by specifying release restrictions for classified documents. Through this option, declassifications can be created, edited, activated or deactivated, and deleted. | |
Document Review Flags | This option allows eCASE Application Administrators to create, edit, and delete Document Review Flags to be used within the DRM. These flags can be used within the DRM to flag various pages of the document that is being reviewed. The system-generated document review flags are: | |
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Find and Redact Patterns | This option allows eCASE Application Administrators to create a list of pattern expressions so that users can easily find the specified pattern in documents and redact all the words found. | |
Document Review Jobs | This option allows eCASE Application Administrators to view the list of jobs and their status for documents that are related to the Document Review Module. In the Document Review Module, many review operations are performed as asynchronous activities and are performed in the background as jobs. This option allows you to view all the jobs created and their status details by different users on all documents where they are performing document review process. | |
Redaction Codes | This option allows eCASE Application Administrators to create list of redaction codes and their description. Redaction codes are displayed on redactions to provide indication/legend why the information is withheld in the sanitized document for requester. | |
Document Review Settings | This option allows eCASE Application Administrators to configure Document Review Module settings. Following are the list of settings are required to be configured: Original Document Location: Folder path on application server where the PDF version of document is created to work with Document Review module. It is a permanent storage. PNG Cache Location: Folder path on application server where the PNG files for the document is created to work with Document Review module. It is a transient storage. PNG Cache Limit: Specify the transient storage limit | |
Stamps/Watermark | This option allows eCASE Application Administrators to create list of stamps or watermarks that can be used during document review process. Static Stamps are created with a specified label name. Dynamic Stamps requires Internet Explorer with MS Word so that Merge fields can be created and used in the document review process on the document to create a dynamic stamp with merge field values. | |
Document Review Statuses | This option allows eCASE Application Administrators to create, edit, and delete document review statuses, which are used to denote the current review status of the document under review. | |
Standard Annotations | This option allows eCASE Application Administrators to create, edit, and delete standard annotations to be used within the DRM. The annotations defined in this setting are accessible within the DRM can be applied to documents during document review. | |
Failed OCR Jobs | This option allows eCASE Application Administrators to view failed OCR jobs. | |
Standard Review Layers | This option allows eCASE Application Administrators to create, edit, and delete standard review layers. Standard review layers are available and can be applied to any document under review. In addition to standard review layers, users can create their own review layers within the DRM. | |
Declassifications
The Declassifications option allows administrators to manage declassification entries organized by declassification field. Each declassification field (such as Release Restrictions) contains a list of named entries that can be applied during the document review process.
Click Declassifications on the Document Review Configuration page to open the Declassifications window.
The Declassifications window includes a Declassification Field dropdown at the top to select which declassification field to manage (e.g., Release Restrictions). The grid displays the following columns:
Column | Description |
|---|---|
Release Restriction | The name of the declassification entry. The column header changes based on the selected Declassification Field. |
Active | Whether the declassification entry is active (Yes/No). |
Created By | The user who created the entry. |
Created Date | The date the entry was created. |
The toolbar provides the following actions: New, Refresh, Edit, Delete, and Close.
Add a Declassification
To add a new declassification entry:
Select the Declassification Field from the dropdown (e.g., Release Restrictions)
Click New in the toolbar. The New Declassification form opens
Enter the mandatory entry name in the required field (e.g., Release Restriction)
The Active checkbox is checked by default.
Enter a Description for the declassification entry.
Click Save to create the entry
Edit or Delete a Declassification
To edit an existing entry, select it from the grid and click Edit. Make the necessary changes and click Save. To delete an entry, select it from the grid and click Delete.
NOTE: Declassifications that are currently in use on documents cannot be deleted. Remove the declassification from all documents before deleting it.
Document Review Flags
The Document Review Flags option allows administrators to create, edit, and delete Document Review Flags used within the DRM. These flags can be applied to individual pages of a document during review to indicate the review disposition.
Click Document Review Flags on the Document Review Configuration page to open the Document Review Flags window.
The grid displays the following columns:
Column | Description |
|---|---|
Document Review Flags | The name of the flag. |
Active | Whether the flag is active (Yes/No). |
Created By | The user who created the flag. |
Created Date | The date the flag was created. |
The toolbar provides the following actions: New, Refresh, Edit, Delete, and Close.
System-Generated Flags
The following document review flags are provided by the system and available by default:
Flag | Description |
|---|---|
Disclosed in Part after Consultation | Indicates that the document page has been partially disclosed following a consultation process. |
Disclosed in Part | Indicates that the document page has been partially disclosed with redactions applied. |
Duplicate | Marks the document page as a duplicate of another page. |
For Consultation | Indicates that the document page requires consultation before a release determination is made. |
Not Relevant | Marks the document page as not relevant to the request. |
Not reviewed | Indicates that the document page has not yet been reviewed. |
Release | Marks the document page for release without any redactions. |
Release after Consultation | Marks the document page for release following a consultation process. |
Released in Full | Indicates that the document page has been released in full without any withholdings. |
Reviewed | Indicates that the document page has been reviewed. |
Withheld | Marks the document page as withheld in its entirety. |
Withheld after Consultation | Marks the document page as withheld following a consultation process. |
Add a Custom Flag
In addition to the system-provided flags, administrators can create custom document review flags by clicking New in the toolbar, entering the flag name, and clicking Save.
Edit or Delete a Flag
To edit a flag, select it from the grid and click Edit. To delete a flag, select it and click Delete.
Find and Redact Patterns
The Find and Redact Patterns option allows administrators to manage pattern expressions that users can use to find and redact matching text across documents. This is useful for bulk-redacting sensitive information such as Social Security Numbers, credit card numbers, or email addresses.
Click Find and Redact Patterns on the Document Review Configuration page to open the Find and Redact Patterns window.
The grid displays the following columns:
Column | Description |
|---|---|
Pattern Name | A descriptive name for the pattern. |
Pattern Expression | The regular expression that defines the text pattern to match. |
Type | Whether the pattern is System-provided or User-created. |
Active | Whether the pattern is active (Yes/No). |
Created By | The user who created the pattern. |
Created Date | The date the pattern was created. |
The toolbar provides the following actions: New, Refresh, Edit, Delete, and Close.
System-Provided Patterns
The following patterns are provided by the system by default:
Pattern Name | Description |
|---|---|
Social Security Number (SSN) | Matches US Social Security Numbers in standard format. |
Credit Card Numbers | Matches common credit card number formats. |
Currency | Matches US dollar currency amounts. |
Email Addresses | Matches email address formats. |
Employer ID Numbers (EIN) | Matches US Employer Identification Numbers. |
Telephone Numbers | Matches US telephone number formats. |
Add a Custom Pattern
To add a new find and redact pattern, click New in the toolbar, enter the Pattern Name, Pattern Expression (using regular expression syntax), and click Save.
NOTE: Pattern expressions use regular expression (regex) syntax. Ensure that the pattern is tested before deploying it for use, as incorrect patterns may match unintended text.
Edit or Delete a Pattern
To edit a pattern, select it from the grid and click Edit. To delete a pattern, select it and click Delete.
Document Review Jobs
The Document Review Jobs option allows administrators to view and manage background jobs created during the document review process. In the DRM, many operations (such as making documents redactable, saving to disk, and import operations) are processed as asynchronous background jobs.
Click Document Review Jobs on the Document Review Configuration page to open the Jobs View window.
Filter Jobs
The Filter by section at the top of the window allows you to narrow the list of displayed jobs using the following criteria:
Filter | Description |
|---|---|
Status | Filter by job status (All, Completed, Failed, Terminated, etc.). |
Scheduler | Filter by the scheduler that processed the job. |
User | Filter by the user who created the job. Use the browse button (...) to search for users. |
Job Type | Filter by the type of job (All, Make eCase Documents Redactable, Save To Disk, etc.). |
Jobs Grid
The jobs grid displays the following columns:
Column | Description |
|---|---|
Job Id | The unique identifier for the job. |
Job Name | The name or description of the job. |
Job Type | The type of operation (e.g., Make eCase Documents Redactable, Save To Disk, Image Operation Job). |
Created By | The user who initiated the job. |
Scheduler | The scheduler instance that processed the job. |
Started | The date and time the job started processing. |
Completed | The date and time the job completed or failed. |
Status | The current status: Completed, Failed, or Terminated. Click the status link to view details. |
Duration | The elapsed time from start to completion. |
Download | A download icon is displayed for completed Save To Disk jobs, allowing you to download the output file. |
Actions | Delete removes the job entry. Resubmit (available for Failed or Terminated jobs) resubmits the job for processing. |
The toolbar provides Refresh and Close buttons.
Redaction Codes
The Redaction Codes option allows administrators to manage redaction codes and their descriptions. Redaction codes are displayed on redacted areas in sanitized documents to indicate the legal basis or reason for withholding the information.
Click Redaction Codes on the Document Review Configuration page to open the Redaction Codes window.
The Redaction Codes window includes a Code Type dropdown at the top to filter codes by type (e.g., Exclusions, FOIA Codes, PA Codes, PIA Codes).
The grid displays the following columns:
Column | Description |
|---|---|
Code | The short code that appears on the redaction (e.g., "(c)(1)", "(c)(2)"). |
Description | A detailed description of the exemption or reason for withholding. |
Description for Appeal | An alternative description used in appeal documents. |
Group Name | The redaction group the code belongs to. |
Active | Whether the code is active (Yes/No). |
Show in Annual Report | Whether this code is included in the Annual FOIA Report. |
Order in Annual Report | The display order of this code in the Annual Report. |
Do Not Count Toward Disposition | Whether pages marked with this code are excluded from the disposition page count. |
Created Date | The date the code was created. |
The toolbar provides the following actions: New, Refresh, Edit, Delete, Move Up, Move Down, DOJ Mapping, and Close.
Add a Redaction Code
To add a new redaction code, select the Code Type from the dropdown and click New in the toolbar. Enter the code details and click Save.
Reorder Codes
Use the Move Up and Move Down buttons to change the display order of codes in the grid and in the Annual Report.
DOJ Mapping
Click DOJ Mapping in the toolbar to configure the mapping between redaction codes and the Department of Justice (DOJ) reporting categories.
NOTE: Redaction codes that are currently applied to documents in the Document Review Module cannot be deleted. Remove the code from all documents before attempting to delete it.
Document Review Settings
The Document Review Settings option allows administrators to configure storage, processing, output quality, and page formatting settings for the Document Review Module. This is the most comprehensive configuration dialog with multiple setting groups.
Click Document Review Settings on the Document Review Configuration page to open the Document Review Settings window.
Configure the following settings:
Document Storage
Setting | Description |
|---|---|
Original Document Location | The server path where the PDF version of documents is created for the Document Review Module. This is a mandatory field. |
PNG Cache Management
Setting | Description |
|---|---|
PNG Cache Location | The server path where PNG files are cached during review. This is a mandatory field. |
PNG Cache limit | The maximum cache size in gigabytes (GB). When the cache exceeds this limit, older cached files are purged. |
Delete PNG Cache (Days) | Cached folders are deleted if they have not been accessed in more than the specified number of days. |
Select Codes for Redactions
Select which redaction code types are available during document review:
FOIA Codes
PA Codes
PIA Codes
Exclusions
Objects to be Included in the Final (burn-in) Document
Select which annotation objects are included when generating the final sanitized document:
Comments Box, Sticky Notes, Straight Line, Highlight, Stamp, Ellipse
Additional Options
Use Black & White as Default Color for Creating Sanitized Documents and Save to Disk: when enabled, redactions default to black and white in output documents
Encrypt Documents — when enabled, output documents are encrypted
Document Output Quality Factor
Setting | Description |
|---|---|
Color Images | Quality level for color image output (e.g., Medium). |
Black & White Images | Quality level for black & white image output. |
Default DPI | The default dots-per-inch resolution for output images (e.g., 150). |
Page Number Settings
Setting | Description |
|---|---|
Bates Format | The format for Bates numbering (e.g., Prefix NF Suffix). |
Format | The page number display format (e.g., Page M of N). |
Include Leading Zeros | Whether to include leading zeros in page numbers. |
Headers and Footers
Configure headers and footers for output documents, including Insert Page Numbers, Bates Stamping, Insert Page Annotation, and margin settings. Each can be configured with position, font, font size, and margin values (Left, Right, Top, Bottom in inches).
Page Summary for Fully Withheld Pages
Configure how fully withheld pages are presented in the output document, including whether to display them as individual pages or summary pages, with options for position, format, font, header text, footer text, and optional watermark.
After configuring the settings, click Save to apply, Refresh to reload current values, or Close to exit.
NOTE: Ensure that the configured folder paths exist on the application server and that the eCASE application has read/write permissions to these locations. Fields marked with an asterisk (*) are mandatory.
Stamp/Watermark
The Stamp/Watermark option allows administrators to manage stamps and watermarks that can be applied to documents during the review process.
Click Stamp/Watermark on the Document Review Configuration page to open the Stamp/Watermark window.
The grid displays the following columns:
Column | Description |
|---|---|
Stamp/Watermark | The name of the stamp or watermark. |
Active | Whether the stamp is active (Yes/No). |
Category | The category: Stamp, Dynamic Stamp, WaterMark, or Both (stamp and watermark). |
Type | Whether the stamp is System-provided or User-created. |
Created By | The user who created the stamp. |
Created Date | The date the stamp was created. |
The toolbar provides the following actions: New, New Dynamic Stamp, Refresh, Edit, Delete, and Close.
Add a Stamp
To add a new static stamp or watermark, click New in the toolbar. To add a dynamic stamp, click New Dynamic Stamp. Configure the stamp properties and click Save.
Stamp Categories
Category | Description |
|---|---|
Stamp | A static stamp with fixed label text (e.g., "APPROVED", "DRAFT", "CONFIDENTIAL"). System-provided stamps include common markings. |
Dynamic Stamp | A stamp that uses merge fields to pull data dynamically (e.g., reviewer name, date). |
WaterMark | A watermark that appears as a background overlay on document pages. |
Both | An entry that can be used as both a stamp and a watermark. |
Edit or Delete a Stamp
To edit a stamp, select it from the grid and click Edit. To delete a stamp, select it and click Delete.
Document Review Statuses
The Document Review Statuses option allows administrators to create, edit, and delete document review statuses. These statuses are used to track the current review state of a document in the DRM.
Click Document Review Statuses on the Document Review Configuration page to open the Document Review Statuses window.
The grid displays the following columns:
Column | Description |
|---|---|
Document Review Status | The name of the review status. |
Active | Whether the status is active (Yes/No). |
Default | Whether this is the default status assigned to new documents (Yes/No). |
Created By | The user who created the status. |
Created Date | The date the status was created. |
The toolbar provides the following actions: New, Refresh, Edit, Delete, and Close.
Add a Review Status
To add a new review status, click New in the toolbar, enter the status name, and click Save.
Edit or Delete a Review Status
To edit a review status, select it from the grid and click Edit. To delete a status, select it and click Delete.
NOTE: Review statuses that are currently assigned to documents in the Document Review Module cannot be deleted.
Standard Annotations
The Standard Annotations option allows administrators to create, edit, and delete standard annotations available system-wide within the DRM. These annotations can be applied to documents during the review process.
Click Standard Annotations on the Document Review Configuration page to open the Standard Annotations window.
The grid displays the following columns:
Column | Description |
|---|---|
Standard Annotation | The name of the annotation. |
Active | Whether the annotation is active (Yes/No). |
Default | Whether this is the default annotation (Yes/No). |
Created By | The user who created the annotation. |
Created Date | The date the annotation was created. |
The toolbar provides the following actions: New, Refresh, Edit, Delete, and Close.
Add a Standard Annotation
To add a new standard annotation, click New in the toolbar, configure the annotation properties, and click Save.
Edit or Delete an Annotation
To edit an annotation, select it from the grid and click Edit. To delete an annotation, select it and click Delete.
Failed OCR Jobs
The Failed OCR Jobs option allows administrators to search for and manage OCR (Optical Character Recognition) jobs that have failed during the document review process. This tool helps identify and retry failed document processing operations.
Click Failed OCR Jobs on the Document Review Configuration page to open the Failed OCR Jobs window.
The Failed OCR Jobs window provides a search form under the Folder Information section with the following fields:
Field | Description |
|---|---|
Folder Name | Search by folder name. Wildcard searches (*) are supported. Default value is * (all folders). |
Include Sections | When checked, search results include folders with section names that match the search criteria. |
OCR Status | Filter by OCR status (default: Failed). |
Created Date | Filter by the date the job was created. Use the date picker to select a date. |
Folder GUID | Search by the unique folder identifier (GUID). |
Click Search to find matching failed jobs, Clear to reset the search form, or Close to exit.
Retry Failed Jobs
Click Retry All Matching Folders to resubmit all failed OCR jobs that match the current search criteria for reprocessing.
NOTE: Before retrying failed jobs, verify that the underlying issue has been resolved (e.g., corrupted documents, unsupported file formats, or server resource limitations).
Standard Review Layers
The Standard Review Layers option allows administrators to create, edit, and delete standard review layers. Standard review layers are available system-wide and can be applied to any document under review. Individual users can also create their own review layers within the DRM.
Click Standard Review Layers on the Document Review Configuration page to open the Standard Review Layers window.
Review layers allow reviewers to organize annotations and redactions into separate layers. This is useful when multiple reviewers work on the same document, or when different review passes need to be tracked separately.
The grid displays the following columns:
Column | Description |
|---|---|
Standard Review Layer | The name of the review layer. |
Active | Whether the layer is active (Yes/No). |
Default | Whether this is the default review layer (Yes/No). |
Created By | The user who created the layer. |
Created Date | The date the layer was created. |
The toolbar provides the following actions: New, Refresh, Edit, Delete, and Close.
Add a Standard Review Layer
To add a new standard review layer, click New in the toolbar, enter the layer name, and click Save.
Edit or Delete a Review Layer
To edit a review layer, select it from the grid and click Edit. To delete a layer, select it and click Delete.
NOTE: Standard review layers that are currently in use on documents cannot be deleted. In addition to standard review layers, users can create their own personal review layers within the DRM.