FYI ASPs hosting client data should take advantage of Microsoft® Active Directory® to first set up users and then add Concordance security. Active Directory includes password policies and organizational features for managing users.

*Must set the Active Directory password to never expire

Large firms and organizations should also take advantage of Active Directory and set up Concordance security

*If using existing Active Directory, in Concordance, clear the Logon required check box on the Field rights tab in the Security dialog box for each database

Smaller firms and organizations can use Concordance security to set up users and apply security

Network Directory Setup

Ensure FYI users have full network access to the database directory

Have preset folder templates for each client and matter

Have a clear separation between billable and non-billable data

Receiving Data and Images

Verify that file formats are recognized by Concordance

Export databases to a new Concordance database to update and verify existing structures to comply with your internal guidelines

Database Design

Create default database structure templates for different types of discovery

Implement field name conventions for consistency

Create an Admin tag folder

Verify that you used UNC paths in the Data Entry Attributes dialog box (Edit > Validation)

Use UNC path with your hyperlinks

Create smaller databases and use concatenation

Use document-level text files

Use single-page TIF files

Add administration fields

Add EDITTRAIL and CREATEDATE fields

Server Setup and Security

General

Implement server and database firewalls when possible

Users

Use Concordance security and Microsoft Active Directory

Ensure Active Directory and Concordance user names match

Enable security and require logons for all Concordance databases

Implement password policies, set Active Directory passwords to never expire

Admin Console

Use private IP via VPN for access

Set up administration user alerts for emails

Managing Clients and Users

Inform users of training options, immediately

Create e-mail templates for users that include their logon information and pertinent project or software instructions to get them started

Request enough FYI Reviewer licenses for all users beforehand

Always communicate turn-around times, as they change

Remember to educate, rather than dictate

Ongoing Maintenance

Have dedicated admin machines with the sole purpose of managing Concordance databases off of FYI Server.

Schedule maintenance windows to ensure that all users are out of the database and the database is taken offline

Calculate cache settings for indexing and reindexing on each admin machine.

Index databases offline locally

Load balance jobs off the server

Always take databases offline when loading any data or while performing administrative work

Backups and Data Recovery

Always back up your FYI.db file

Ensure your internal guidelines are in place for back up and data retrieval

Implement archiving and data destruction policies

Updating Considerations

Best Practice is to always be on the most recent version of FYI Server, Concordance, Concordance Native Viewer, Concordance Image (Opticon), and FYI Reviewer.

Ensure your internal guidelines are in place for back up and data retrieval

Quality Control

Have well-defined checklists and procedures in a centrally available location

Ensure that hand-off processes are well-defined