Presented here is the draft LEDES Error Codes V2 for Public Comment. The Public Comment Survey to provide feedback can be found here; it will close on 5 July 2024.
Discussion
The reason for creating this code set is that law firms have difficulty determining what needs to be fixed based on the error text provided by their clients' ebilling systems. Why? Because the wording is inconsistent from system to system, and client customizations of the error messages only add confusion. The error message wording often does not reveal what needs to be corrected. The process is inefficient.
This version 2 of the Error Codes will wholly replace the original version ratified by the LOC in 2020.
To understand what we have provided, there are 2 basic facts that must be understood:
1. All of the fields in XML 2.04, the current standard, with the exception of 3 fields, are exactly the same as the fields in XML 2.14.
XML 2.14, the current standard, then adds some additional fields to the 2.04 structure.
The fields in XML 2.21, the current standard, are exactly the same as the fields in 2.14, then adds some additional fields.
See here for more information.
2. LEDES 98BI contains exactly the same first 24 fields as LEDES 98B.
For version 2, we flattened the XML formats so that every field for every segment is listed. Then we added the ASCII format fields into this flattened structure. So, for example, the "Description" field in the ASCII formats could associate with the @MATTER_DISC_Cred.description field (if the ASCII line is an IF or IE), or the @FEE.description field (if the ASCII line is an F), or the @EXPENSE.description field (if the ASCII line is an E).
Each Error Code is the combination of an Error Code Suffix and Error Code Prefix separated by a dash "-". The Error Code Prefix is a unique number assigned to each field in the flattened layout of all supported LEDES XML and ASCII file formats. The Error Code Suffix is a unique number assigned to each unique Error. With this construct, both the field/data point at issue is identified as well as the error associated with it.
The Draft Error Code V2 document contains the following important worksheets.
1. The Error Code Lookup worksheet contains the unique Error Codes that are supported by this standard. [I.e., the Error Code Prefix.]
2. The V2 Error Code sheet shows the flattened XML and ASCII format structure [i.e., the Error Code Prefix, uniquely numbered in Column H], the associated Error Code Suffixes that apply [in Column I], the full Error Code [in Column J], the associated fields [in column K], the unique Error Name [in column L], the field-associated Error Message [in column M], and information on the Error and how to resolve it [in column N].
In addition, this worksheet provides a map of how we got here. We have provided a unique Row#, an indication of the type of error, identifies the format(s) associated with the specific line with XML data points on a separate line than the corresponding ASCII field, the XML 2.2x Field #, the 98BI Field #, the XML 2.2x segment reference, and the Field Name [Columns A-G respectively. By providing this information, users can review the codes and determine exactly how the mapping was developed.
The document presented is sorted by Error Code Prefix and then Error Code Suffix.
In the documentation, we have not provided separate sheets by LEDES format type, users can create these themselves.
How to Use the Error Codes: Client should add the corresponding LEDES Error Code number in brackets to the end of their error message text. So instead of "Bulk Billing not allowed," the error message will be "Bulk billing not allowed [1012-53]." The code references the specific field [1012, the time entry description] and the error [53, bulk billing], and the Error Code document identifies what specifically to fix.
Important: The LEDES API standard will only return the Error Codes, not the clients' Error Text. For this reason, the list of Error Codes needs to be as complete as possible. This V2 of the standard includes 65 different types of errors that could apply to any of the fields in the various formats. We know, however, that while this list is a really good start, there are many more Error Codes that need to be added. We are asking billers who may have compiled a list of the types of errors encountered to please consider providing these to the Subcommittee so that we can expand the list. Similarly, we would appreciate any information that might be provided by an ebilling vendor. We assure you that any documents provided will be strictly confidential, examined only by the Error Code Subcommittee Head. Information can be sent to loc@LEDES.org with the subject line "Confidential Error Code Communication."