What is an EML File? Everything You Need to Know for eDiscovery

20 December 2024 by ROSS eDiscovery EML Outlook email

Takeaway: Have you ever found yourself knee-deep in email files during a legal review? If so, you’ve probably come across EML files. These files, commonly used to store email messages, bring unique challenges regarding eDiscovery. Whether you’re new to this file format or looking to refine your approach, we’ll dive into the nuances of working with .eml files and how to navigate their complexities in eDiscovery.

First things first, what is an EML file?

Think of it as a container that stores a single email message. The EML file includes everything—sender, recipient, subject line, timestamps, attachments, and even those inline images that clutter newsletters. It’s like a digital time capsule for an email. If you’ve ever wondered how to open an EML file, it’s pretty simple. Most email programs, like Outlook or Thunderbird, will open them just by double-clicking. But for eDiscovery, you’ll need specialized tools to dive deeper into the file’s data and structure.

One of the trickiest parts of working with .eml files is dealing with attachments.

They come in all shapes and sizes—PDFs, spreadsheets, images, zip files, you name it. Attachments can be a real headache during eDiscovery because:

PDFs may need text extracted for review.
Spreadsheets might have multiple sheets or hidden formulas.
Images or videos could require special tools just to open them.

Attachments are often the most critical part of an email in legal cases, so managing them effectively is non-negotiable. Plus, your eDiscovery platform must handle this diversity without missing a beat.

Attachments aren’t the only challenge. Some EML files come with sneaky embedded content.

So your eml file could contain embedded content like:

Inline images: Think logos, marketing graphics, or memes.
Embedded spreadsheets: Tiny tables or charts inside the email body.
Hyperlinks or scripts: These can lead to external documents or resources.

It’s easy to overlook this kind of embedded data, but extracting and reviewing everything is crucial while keeping the email’s original structure intact.

The most important thing is to keep the EML file and its attachment together.

Do you know how peanut butter and jelly belong together? That’s how an email (the parent) and its attachments (the kids) should stay during eDiscovery. Breaking that link can cause big problems. For example:

A spreadsheet by itself might seem irrelevant, but its context within an email could make it a smoking gun.
Losing attached documents could mess up timelines and make your evidence less reliable.

Good eDiscovery tools will keep this parent-child relationship intact so nothing gets misplaced or misinterpreted.

During a legal review or litigation process, it is better to share the EML file in its native form rather than converting it to a PDF or TIFF. Some of the problems of converting the file to other formats are:

Metadata disappears: Key details like timestamps or sender info can vanish during conversion.
Formatting chaos: Fancy email layouts or inline images can look completely different after conversion.
Attachment trouble: Keeping attachments linked to their original email (the “parent”) can be a nightmare.

When handling .eml files for legal purposes, you must use eDiscovery software rather than basic tools.

A solid eDiscovery tool does the heavy lifting so you can focus on the actual legal work. These platforms can:

Search through files: Quickly find keywords in the email body or attachments.
Preserve metadata: Keep critical details like timestamps and sender info intact.
Display attachments: View everything as the sender originally sent it.
Convert safely: Turn EML files into PDFs or other formats without losing data.
Batch process files: Save hours of manual effort when working with thousands of emails.

Looking for some tips to manage your EML files

Here’s a cheat sheet to make your life easier when working with EML files:

Use the right tools: Invest in software built for eDiscovery.
Don’t lose metadata: Ensure the preservation of metadata during processing.
Keep files linked: Make sure attachments stay connected to their parent emails.
Test conversions: Before converting to other formats, test to ensure nothing critical is lost.
Document everything: Maintain precise records of your workflows for defensibility in court.

Managing EML files during eDiscovery doesn’t have to be overwhelming.

With the right tools and strategies, you can keep everything organized, preserve key details, and avoid common pitfalls. Whether managing diverse attachments, extracting hidden data, or ensuring emails and attachments stay together, a little preparation goes a long way. By getting comfortable with what an EML file is and how to open an EML file for detailed review, you’ll be better equipped to tackle even the most complex cases. And who knows? You might even start to enjoy the process. (Okay, maybe not. But at least it’ll feel less like a chore!)

Need eDiscovery Software to Help with your EML Files? Try GoldFynch

GoldFynch is a cloud eDiscovery service with a suite of essential eDiscovery review tools. And if you’re in a lawsuit, it’s something your attorneys might want to hear about. Here’s why:

It costs just $27 a month for a 3 GB case: That’s significantly less than most comparable software. With GoldFynch, you know exactly what you’re paying for: its pricing is simple and readily available on the website.
It’s easy to budget for. GoldFynch charges only for storage (processing files is free). So, choose from a range of plans (3 GB to 150+ GB) and know up-front how much you’ll be paying. You can upload and cull as much data as you want as long as you stay below your storage limit. And even if you do cross the limit, you can upgrade your plan with just a few clicks. Also, billing is prorated – so you’ll pay only for the time you spend on any given plan. With legacy software, pricing is much less predictable.
It takes just minutes to get going. GoldFynch runs in the Cloud, so you use it through your web browser (Google Chrome recommended). No installation. No sales calls or emails. Plus, you get a free trial case (0.5 GB of data and a processing cap of 1 GB) without adding a credit card.
It’s simple to use. Many eDiscovery applications take hours to master. GoldFynch takes minutes. It handles a lot of complex processing in the background, but what you see is minimal and intuitive. Just drag-and-drop your files into GoldFynch, and you’re good to go. Plus, you get prompt and reliable tech support (our average response time is 30 minutes).
Access it from anywhere, and 24/7. All your files are backed up and secure in the Cloud.

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