eDiscovery Document Segregation Made Simple: Keep Shared and Unreviewed Files Separate

12 June 2025 by Carey eDiscovery document-review document-segregation

Takeaway: Ever shared a batch of eDiscovery documents and later couldn’t remember what you sent and what you didn’t? You’re not alone. It happens frequently, especially during rolling productions or lengthy review timelines. That’s why it’s crucial to keep shared and unreviewed documents separated. And with GoldFynch, it’s easy.

When handling eDiscovery, one of the most crucial yet often overlooked steps is document segregation. In simple terms, that means knowing exactly which documents you’ve already shared (with clients, co-counsel, or opposing parties) and which ones are still in your legal document review process. Without a solid system in place, it’s easy to lose track, leading to accidental duplicates, missed productions, or even the unintentional disclosure of privileged data.

Why does document segregation matter in eDiscovery?

In eDiscovery, you’re dealing with thousands (maybe even millions) of files. It’s not just about finding the right stuff; it’s about making sure you send the right files, at the right time, to the right people. It’s also about keeping your process clean and minimizing your risk.

Here’s why separating shared from unreviewed documents matters:

Avoiding duplicates: Sending the same document twice can look sloppy and confuse the record.
Protecting sensitive information: Accidentally sharing sensitive or privileged content could jeopardize your case.
Staying compliant: Courts, regulators, and internal policies expect you to be precise and produce only what’s required.
Working efficiently: Reviewing and re-reviewing the same set of files is a massive waste of time and resources.

You won’t always be handing over your entire document set at once.

Sometimes you’ll just need to share a subset of documents. Here are everyday situations where partial document production in eDiscovery comes into play:

Rolling productions: Share documents in phases as and when you complete
Client check-ins: Send a specific group of documents for client review before moving forward
Internal collaboration: HR, compliance, or legal may only need access to part of the review set.
Early assessments: Some documents are ready to go, while others are still under review.

In each case, keeping those shared documents distinct from what’s still under review is key.

Good news: You don’t have to do this manually. There are tools that can help you stay organized.

Modern eDiscovery platforms, such as GoldFynch, are designed to manage this complexity with minimal effort.

Here’s what to look for (and what GoldFynch delivers):

Tagging: Label files with custom tags like SentToClient, Privileged, or NeedsReview, to keep them separate
Saved searches: Create reusable filters to pull up specific subsets of files quickly.
Productions: Bundle and label shared files clearly with unique Bates prefixes.
Access controls: Manage who sees what, and keep audit trails.

These aren’t just “nice to have”. They’re essential to avoid chaos and keep your eDiscovery workflow moving.

Let’s see how GoldFynch manages eDiscovery workflow and makes document segregation easy.

GoldFynch is a cloud-based eDiscovery tool designed for legal teams who want power without the hassle. You can use it to easily and confidently separate shared documents from unreviewed documents. Let’s make use of an example to see how the process works in GoldFynch.

Example: You have a dataset of over 50GB of files that need review, and have reached an understanding that you will share documents that are pertinent to the case batches. You have reviewed a set of 10 GB and identified the files that you want to share with the client; you would then like to keep this set separate from the remaining files.

Step 1. Group the reviewed files

Here, you will need to group the files for review and those that require sharing. You can do that either by using a combination of tags and saved searches.

First: Create a saved search to retrieve documents for review

GoldFynch’s advanced search engine lets you pull documents based on specific criteria like custodian, date range, file type, sent date, etc. The application also enables you to save the search so that you or your team can use it any time you want for easy file retrieval. You can use both searches and tags in combination to retrieve what you want at any time.

Next: Tag documents for which review is complete and those you need to send

Tags are virtual ‘sticky notes’ that you can add to files in documents. These tags help to find documents easily. For our example, use a clear, consistent tag like SendToClient for anything you’re sending out and Review1_Done for anything you have reviewed. It makes future filtering simple and eliminates guesswork in the long run.

Bonus: You don’t have to move or duplicate anything—just tag it and go.

Check out the guide on tagging files here.

Group those tagged documents into a production using GoldFynch’s Production Wizard and assign a unique Bates prefix like CLIENT01. Now you’ve got a clearly defined set that’s locked in. Once the production is generated, GoldFynch allows you to create secure links to share it with clients. The application will enable you to control who can access the production, the number of downloads permitted, and the duration for which the link remains active.

3. Exclude the produced and reviewed set from further reviews

Now that you have shared your initial set of documents and would like to keep them within your case but separate from further reviews, GoldFynch lets you search by tags and even invert the tag selection. So, your query would contain the condition NOT tag: Review1_Done OR NOT IN Production: CLIENT01. This additional condition allows you to continue with your review while setting aside the documents that you have already reviewed.

Now your reviewers only see what still needs attention. Clean. Focused. No wasted time.

4. Keep the produced set for future reference

Keeping your documents tagged prevents you from having to delete them to keep them separate. This way, the documents are still available to be included in the final production. This method ensures that you don’t have to rereview the same set of documents multiple times while still keeping them easily accessible for any future reference, and it’s a great way to stay organized.

Keeping your shared and unreviewed documents separate is one of the smartest moves you can make in eDiscovery.

It keeps your workflow organized, prevents errors, and saves your team from headaches down the road. With GoldFynch, you get:

Easy tagging and filtering
Secure, controlled document sharing
Clear production records
A smoother, faster legal document review process

So if you’re still juggling spreadsheets or losing track of what’s been sent, maybe it’s time to simplify. Let GoldFynch take care of the chaos so that you can focus on the case.

GoldFynch’s eDiscovery and production sharing workflow is designed for law firms, allowing you to review and tag documents, create partial productions, and securely share them, as well as segregate the shared documents with simple, lawyer-friendly workflows. You can sign up for a free trial in seconds without a credit card.

It costs just $27 a month for a 3 GB case: That’s significantly less than most comparable software. With GoldFynch, you know what you’re paying for exactly – its pricing is simple and readily available on the website.
It’s easy to budget for. GoldFynch charges only for storage (processing 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.
Access it from anywhere, and 24/7. All your files are backed up and secure in the Cloud.

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