Actively used databases need frequent updating to keep the index and dictionary entries current. In Concordance Desktop, we refer to creating the database index as a full index, and refer to an index update as a reindex, which simply updates the database dictionary and its corresponding index.
During the creation of a load file database, you can select the option to run the index automatically after the import process. However, if that option is not selected, have an option to have the database automatically indexed during the
Reviewers are typically not given indexing or reindexing privileges because of the sensitivity involved in running these processes. Concordance Desktop administrators must ensure that all data is reviewed and proper back-ups are made before indexing or reindexing the database with updates.
For information about indexing and reindexing concatenated databases, see Indexing and reindexing concatenated databases.
Indexing Databases
Running a full index is necessary after you create a new database, if the database status in the Admin Console displays that the database has not been indexed. However, there will also be times when you need to perform full index updates to include modifications to the dictionary, stopwords list, and punctuation settings. Running a full index is an exclusive process and only the administrator can access the database at that time.
When performing a full index, please consider the following:
•Perform a full index when all reviewers are logged out of Concordance Desktop, processing can take hours and impacts access to the system and work activity
•When possible, plan to perform full indexes when it doesn’t impact regular work hours
•Alert all reviewers of when indexing will occur and the time-frame for when the system may be available again
•Verify that all reviewers are logged out of the system before you run this process
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You may find it useful to maintain an email distribution list for the review team for times when you need to ask everyone to exit a database. |
On the File menu, Concordance Desktop adds a check mark next to the Index command:
In the Databases task pane, Needs Reindexing is displayed in the Current Databases panel:
In the Admin Console, under the Management tab when you click on the Databases folder:
In the Indexed column in the table on the right, Yes indicates that the database has been indexed, while No indicates that it needs to be.
In the Admin Console, under the Management tab, when you click on the Databases folder, and then click on a database name.
Under the Database heading in the pane on the right, there is a row for Indexing Needed. A Yes in this column indicates that the database needs to be indexed, while a No indicates that the database has already been indexed.
To Index a Database
1.On the File menu, click Index.
Reindexing Databases
You can determine whether a database needs reindexing on the File menu and the Databases task pane, or in the Admin Console when you have the Management tab open and you click on the Databases folder. A database needs reindexing whenever the database dictionary is not current with the additions or changes that have been made to the database since the database was last indexed or reindexed.
On the File menu, Concordance Desktop adds a check mark next to the Reindex command:
In the Databases task pane, Needs Reindexing is displayed in the Current Databases panel:
When performing a reindex, please consider the following:
•Run a query on edited records or those marked for deletion. To do this, on the Search menu, click Search for edited documents.
To Reindex a Database
1.On the File menu, click Reindex.