Best Practices and Troubleshooting for FYI ASPs Tuesday, October 16th: 11:00 12:30PM Sarah Sims Operations Manager, Hosted FYI Agenda The Server The Support The Process The Troubleshooting Best Practices: The Server Things to consider Your Hardware Your Network Your Security Your Staff 1
Best Practices: The Server FYI Server Windows XP or 2000 Server Dual Xeon (HT) processors Each Xeon processor accommodates 50 concurrent users 2GB RAM T3 Internet Connection 4GB RAM Failover Redundancy OC1 Internet Connection Best Practices: The Server Security Behind Firewall (LAN not DMZ) Secure Access Hardware Firewall Network/Server Monitoring 24-hour Surveillance Fingerprint/Retina scan access Best Practices: The Server Backups Incremental secure backups Data Mirroring/Clustering Disaster Recovery Plan 2
Best Practices: The Support Required Staff Concordance Certified Software Administrator Concordance Certified Software Trainer Concordance Certified FYI Administrator Network Administrator Technical Support 24/7 Technical Support Paralegals Print Job Clerks Project Managers Database Administrators Best Practices: The Support Project Managers Law Firm experience Previous Vendor experience EDD/Processing experience Database Administrators Certified DBAs Very Technically savvy Detail oriented Network Administration experience Best Practices: The Setup FYI Server Be sure to have the recommended minimum hardware resources Create a separate windows account for FYI that has network rights Use the ActiveX at fyi.lexisnexis.com Make sure your FYI server is not on a web server. 3
Best Practices: The Setup FYI Reviewer On the Client Allow ActiveX Controls Add the trusted site Always have the user reinstall the ActiveX when there s an update Best Practices: The Setup Concordance FYI Provide the.fyi file to the client to allow them to have greater control over their data Make sure they are using the latest version of Concordance and Concordance Image Do not allow the following menu items: Begin/Edit Program Administration Pack Reindex/Index Zap Best Practices: The Process Directory Structure Have a preset folder template used for each Matter Have a clear separation between billable and nonbillable data Database Structure Have default DB structure templates for different types of discovery Include in every template fields for administration: I.e. TagHistory, Edittrail, LoadDate, CreationDate, BegProdNo, EndProdNo, Temp fields Create an Admin Tag Folder Use UNC paths always in edit validation or with hyperlinks 4
Best Practices: The Process Receiving Data Concordance Default load files Concordance Database Export as a Concordance Database Export Security to CSV In new DB, import Security QC Users, Field and Menu access In Edit->Validation fix UNC paths for Authority Lists Add Admin Tag Folder Go to File->Modify QC field types and attributes are correct Add Administration fields Delete the DIR and VOL and reload Fix hyperlinks Best Practices: The Process Security Users: Concordance or Active Directory? Always have login required and security enabled in Concordance regardless Password Policies Issuing passwords Username conventions Admin Console Use Private IP via VPN Setup Administrative User alert Emails Best Practices: The Process Template Emails Send out emails to your users with their login info and pertinent project or software instructions to get them started Inform them of training options immediately Managing client expectations Keep them informed Always communicate TATs as they change Educate rather than dictate 5
Best Practices: The Process Reindexing Schedule a task to run a reindexing CPL Load balance reindexing across several machines Always take database offline when doing any loading of data or admin work!!! QC Well defined checklists/procedures in centrally available location Have handoff process well defined Best Practices: Troubleshooting Connectivity Firewall Issues Port open to both inbound and outbound? In use by another Service? Client Firewall? Administrative Issues Account Enabled? Client Enabled? Hierarchy In Place? Network Access Issues FYI Server using Administrative windows Account? Best Practices: Troubleshooting Hyperlink doesn t work Check UNC path on Server Images Check UNC Paths in the imagebase Software versions Reinstalling ActiveX Concordance 2007/Concordance Image to Produce when using.fyi files 6
Best Practices: Troubleshooting Tagging Backup tags regularly If Tags are disappearing or acting strange 1. Inform client 2. Take DB offline immediately 3. Backup database 4. Export Database 5. Run Tools-> Manage Tag/Issues->Validation 6. Run Tag2Field.cpl 7. Close DB 8. Delete Tag and TRK 9. Run Field2Tag.cpl Best Practices: Troubleshooting Latency Issues Client Is it just this client? Network connection speed too slow? Network losing packets? Firewall Issues? Are they using multi-page TIFs? Are they doing a native file review? Server Is it every client? Network losing packets? Need more hardware power Firewall Issues? QUESTIONS? 7