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

Add EDITTRAIL and CREATEDATE fields

Server Setup and User Management

General

Implement server and database firewalls when possible

Users

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