We recommend preparing and outlining your database field structure in advance. This may involve discussions with a lead attorney and key people involved in the case. Making changes to the database structure once data has been loaded has a high potential for database corruption, so careful preparation helps minimize the need for changes later.
Use the database checklist to assist you when you first begin creating and indexing databases to ensure that you understand each step of the process and don't forget to verify critical data.
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Making changes to your database template is the number one way to corrupt your database. It is important to prepare and outline your field structure in advance to avoid changes after data has been loaded. |
Database Capacities
Database |
Capacity |
|---|---|
Number of documents |
33 million |
Concatenated databases |
128 |
Concatenated documents |
Over four billion |
Document size |
3 billion characters |
Fields |
250 |
Database .ivt file |
1/2 terabyte |
Database dictionary |
1 terabyte |
Database file path name |
199 characters in length |
Database Checklist
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Data Review |
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Do you know how many documents or gigabytes (GB) of data have been received? |
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Are your files converted to types that are recognized by Concordance? |
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Do you understand Concordance field structure and how it affects importing data? |
Review Load Files |
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Have you reviewed the contents of the data volume you are about to load? |
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Have you reviewed your data load file for acceptable delimiters and date formats? |
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Do you have fields set in place for data that you are importing? |
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Have you verified that the bates number for the first record to be loaded does not overlap with the last bates number used in the existing collection? If it does overlap, a correction should be requested from the source prior to loading. |
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Did you receive an image load file along with your images? If not, you can create one. |
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Did you adjust the directory path of your image load files, if need be? |
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Have you verified that your alias in the image load file matches the Image field in the Concordance database? |
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Have you reviewed how your OCR has been formatted, named and organized? Do you know which CPL to use for import if the OCR was not included in the .dat file? |
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Importing a .pst file requires that a user profile is set up for each user in Microsoft Outlook. Have you completed this process? |
Database Structure |
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Did you create a database template that includes administrative fields? |
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Did you select an image key field for your images? |
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Did you validate the EDITTRAIL and CREATEDATE fields? |
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Did you index all fields needed for full-text searching? |
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Did you create additional miscellaneous fields? |
CPLs |
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Did you verify supported CPLs for your current Concordance version by reviewing the ...\ProgramData\CloudNine\Concordance 10\CPL folder? |
Case Review |
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Have you reviewed case records to understand what types of files you are importing? |
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Did you review case records to plan your field structure? |
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Do you understand what types of reports you may be generating for maintenance and to support reviewers? |
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Do you understand the file and media requirements for print productions, especially for opposing counsel? |
Ongoing Maintenance |
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Have you outlined maintenance processes and schedules that affect your new databases? |
