Creating a Database

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Creating a Database

Concordance supports several different types of databases.  It is important to understand the differences, and to properly prepare and plan for your database based on your data requirements.

If you are new to Concordance, please see the Concordance Databases information before creating a new database.

When creating a database, Concordance uses a wizard type interface that walks you through each step of the database creation process.  The Wizard is for creating new databases only.  The Wizard supports three types of databases: Load File, E-Document, and Email and Attachments.

Load File Databases

The New Database Creation Wizard for load files uses the header row of a delimited text file, an existing Concordance database structure, or a setting file that was saved from an existing database to create the fields and import the data.  The database can be modified to fit your needs.  

Keep the following in mind when using the wizard to create a Load File database:

Field names longer than 12 characters will be truncated automatically.

All OCR text files must be located within the same directory.

Selecting a viewer and loading imagebase files is optional.  If you do not create an imagebase, only multi-page OCR text files can be loaded (multiple OCR text files for a single database record will only have the first file loaded).

If the viewer and imagebase options are selected, single-page OCR text files are grouped together into a single database record and separated in the specified OCR field using page tags (i.e. ***00010002***).

All image files are loaded from an OPT file, which contains the path and file name for each image.

Only one OPT file can be loaded using the Wizard.  If you have more than one OPT file, use the Imagebase Management tools.

oFor Concordance Viewer or Concordance Native Viewer, see OPT to CIB.

oFor Concordance Image, see Loading Image Files.

Only TIF formatted files can be loaded for Concordance Image.

E-Document Databases

Concordance is able to create a database using a variety of native files (electronic documents), including text, Adobe Acrobat PDF, Microsoft Word, PowerPoint, and Excel.

When creating a database, Concordance automatically processes and normalizes the documents during import.  Concordance OCRs all the native files and generates a .PDF near-native version of the document for viewing.  The PDF near-native files are stored in the database folder in a separate Near Natives folder, and a copy of the native file is stored in a Natives folder.  Documents are imported alphanumerically.  The Temp folder contains files with the OCR text that was extracted from the document, and is cleared when the import process is complete.

Email and Attachment Databases

Using the wizard, Concordance imports .pst formatted files that are associated with a Microsoft Outlook profile located on your machine. You need to have Outlook or Microsoft Exchange Server installed with a mail profile set up for each custodian, so you can associate each .pst file to an Outlook profile. This should be done before using the wizard to create an Email Database.

Concordance provides you with an E-mail and Attachments template, but you may also create your own. The E-mail and Attachments template includes typical metadata fields from Outlook, and takes care of the field mapping for you. The template also allows you to create and modify fields as needed.

You may also want to consider how you are using Concordance in terms of production so that the content can be reviewed and redacted.  If your organization is using:

Concordance Viewer or Concordance Native Viewer - the View emails in the viewer associated to this database option must be selected in the Import e-mail - Attachments dialog box to ensure the Concordance Imagebase (CIB) file is created (for new records only).

Concordance Image - e-mails need to be processed into images with a corresponding .dat and image load file.