Best practices for planning

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Best practices for planning

Before installing Concordance Desktop on a network server, please review the best practices below, to ensure your organization has reviewed all planning phases.


Data Hosting


Concordance Desktop server ASPs hosting client data should take advantage of Microsoft® Active Directory® to first set up users and then add those users to Concordance Desktop. 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 Desktop User Management

*If using existing Active Directory, in Concordance Desktop, 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 the Concordance Desktop Admin Console to set up users and apply settings

Network Directory Setup


Ensure Concordance Desktop Server 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 Desktop


Export databases to new Concordance Desktop databases 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


Add administration fields



Server Setup and User Management


Implement server and database firewalls when possible


Use the Concordance Desktop Admin Console, User Management, and Microsoft Active Directory


Ensure Active Directory and Concordance Desktop user names match, and do not include any special characters such as %, &, #, etc.


Implement your network password policies, and set Active Directory passwords to never expire

Admin Console

Setup user accounts


Set up administration user accounts


Set up administration users alerts for emails. Alerts will be sent to every administrator who has an email address entered in their user account.

Note that to send out notifications from the server, an e-mail client (such as Microsoft Outlook) must be installed and setup on the server.

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


Always communicate turn-around times, as they change


Remember to educate, rather than dictate

Ongoing Maintenance


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


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 Concordance Desktop


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