Security Andy Kass. Now, Security:

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Concordance Tip Sheet June 2011 Security Andy Kass As I ll discuss in next month s installment, you can export the settings from a database to a comma separated value (CSV) file that may be opened

1 Concordance Tip Sheet June 2011 Security Andy Kass As I ll discuss in next month s installment, you can export the settings from a database to a comma separated value (CSV) file that may be opened and edited in Microsoft Excel, and may be imported to a new database with a similar structure and user list. That foreshadowing, or coming attraction, finished up last month s discussion on Templates, which are shells of Concordance databases used to create new databases. Before we move on to configuring case security, I want to add one further bit of business regarding templates: If you have imported or exported fielded data before you export the structure to a template, the selected fields will also appear as the initial choices in the Document / Import and Document / Export utilities. Now, Security: Concordance databases are secured by individual database, on a user-by-user basis. The settings are very granular, covering Read, Write, Read/Write or No Access for each field in the database, and enabling or disabling each menu item and its associated task pane tools. So there s good news and bad news about Concordance case security: Good: Bad: It is very granular It is highly configurable Users have only the access required and no more It offers a choice of Windows logon-based or second-tier access control It is very granular It must be done for each case database to be secured In most secure mode, it must be configured for every individual user.

2 Concordance Tip Sheet June These attributes are mitigated by the fact that menu access pre-sets are available; default rights may be set at the simplest security setting, and security settings may be exported to CSV files (comma-separated value text, readable by Microsoft Exchange or a text editor) for examination, editing, and re-import. Let s take a closer look at how Concordance Case Security works. Security Clearance Security is carefully tucked beneath FILE / Administration. Bear in mind that FILE / Administration is one of the things your will want to secure from random access. Upon selecting Security you will be presented with an administrator logon prompt featuring your Windows logon name. If you enter a password or even leave the Password field blank, you will be asked to re-enter the password (or the blank) before you are admitted to the Security screen. There is a good reason for this: if you forget the password, only LexisNexis escalated support may be able to help you gain access. (If you are locked out of Security, the best solution is to export to a new database; that s why the security settings are not preserved on export.) The password may be reset later by following the original password with a / and the new password. Field Rights The first thing you see connected with security is the Field Rights tab, and it starts as a blank slate all the non-system fields in the database are listed, no rights granted, no security enabled, only your Windows logon name and default listed as users. Since I am the administrator (and who is to gainsay me, I ask), I want to grant myself full access to all fields. I therefore click the Select All button beneath the field list and click the Full Access checkbox, followed by the APPLY button. For everyone else not specifically listed, I want to remove some rights. I don t want general reviewers to change BEGNO or ENDNO, for example, and I don t want them proofreading and correcting the OCR fields, so I want to make them read-only. I again select the fields I want (also using CTRL+Click to select a group of noncontiguous fields), select the Read only checkbox, then click APPLY:

Concordance Tip Sheet June 2011 3 If I want to add another user having the same rights as me, I would select my name from the user list on the left, then type the new user s Windows logon name in the

3 Concordance Tip Sheet June If I want to add another user having the same rights as me, I would select my name from the user list on the left, then type the new user s Windows logon name in the field above and click Add user. That person will inherit my Field Rights settings once I click APPLY. If I want to set up a class of users with more limited access to certain fields say, I want to remove SUMMARY and ATTYNOTE for a user expert1 I would start with default selected, Add user expert1, then select each of SUMMARY and ATTYNOTE and check No rights, followed by APPLY. User expert1 would not be able to see or search those two fields in any mode. Note that no security has been turned on yet. If I click OK, the settings as prepared above will remain, but not be put into effect until I check Enable security. But

Concordance Tip Sheet June 2011 4 there s a bit more to do before we get to that point. Menu Access The same cast of characters now needs to be assigned menu access rights.

4 Concordance Tip Sheet June there s a bit more to do before we get to that point. Menu Access The same cast of characters now needs to be assigned menu access rights. Fortunately, there are several presets available at the push of a button at the right of this screen to help this process along. As administrator, I of course deserve no less than full menu access, so I retain the Supervisor rights that are turned on by default. I will extend the same courtesy to my colleague Dave Manber (dmanber). It is with the default user and with expert1 that we get more involved. Before we go deeper, here s a brief overview of the Menu Access presets: Supervisor Administrator All menus on Turns off Modify, Security, Zap, TRK Maintenance Tool and Bulk Field Format Reset under the FILE menu (the last four are under the Administration sub-menu).

5 Concordance Tip Sheet June Editor Confines management to a single database with no Delete / Undelete rights. Researcher No Access Can view, search, edit, concatenate and print. Limited to opening, closing and viewing tables and setting table layouts. Interestingly, also can convert a single database; this could be for an IT person tasked with simple conversion. These pre-sets are not locked, so they can provide the basis for better focused rights. For example, if I want my default users anyone whom I do not want to either explicity empower or especially restrict to be able to reindex when necessary or update the Synonym definitions, I may start with the Administrator default and add those two checkmarks: Note that a submenu having items turned off, such as Dictionaries in the figure above, will have a checkmark in a gray box. Let s turn now to our expert1 user. We ll start with the No Access preset. This account will have right to Open a database, but we ll set the Auto Restore feature under Snapshot so that the proper database, once opened, reopens exactly where it was left (which would give us the ability to turn off Open).

Concordance Tip Sheet June 2011 6 A little further down, note that this

6 Concordance Tip Sheet June A little further down, note that this expert can see the Table view, but not change the layout (once we set it):

Concordance Tip Sheet June 2011 7 Click APPLY, and your security it set. Now all you have to do is turn it on. Database Enable Security vs.

specifically named is granted default rights. Rights are automatically assigned based on Windows logon. Logon required turns on the settings selected for named individuals only.

7 Concordance Tip Sheet June Click APPLY, and your security it set. Now all you have to do is turn it on. Database Enable Security vs. Logon Required Once you have set your desired rights, you have a choice of two methods of enforcing your settings: Enable security turns on the settings selected for named individuals; any user not specifically named is granted default rights. Rights are automatically assigned based on Windows logon. Logon required turns on the settings selected for named individuals only. Users face a logon prompt to open the database. Any user not listed under Case Security is not granted access at all. Logon required constitutes a parallel security tier to Windows access. It thus requires a lot more attention from the administrator. It also provides a way for a sneaky administrator to grab exclusive control of the database for maintenance, by temporarily turning on Logon Required. A Logon required user may have a password or not, but if a password is forgotten, the easiest solution is to remove and re-add the user account under Case Security. Given the amount of work involved in configuring Case Security, it is good to be able to back it up, and even reuse the settings on a database having the same structure and, potentially, the same users. Import and Export write out and read in CSV (comma separated value) text files easily opened and edited as spreadsheets in Microsoft Excel. Here is a sample export, first showing: (a) the list of fields with corresponding R (Read only), W (Write only), RW (Full access) or N (No access) settings for each user, and

Concordance Tip Sheet June 2011 8 (b) the list of rights deleted for each user. Oh, and Security Log, the last tab in the Case Security window allows you to dump a security log into CSV format.

8 Concordance Tip Sheet June (b) the list of rights deleted for each user. Oh, and Security Log, the last tab in the Case Security window allows you to dump a security log into CSV format. This journal-level log tracks all changes and saves over all sessions, with a time, date, and user, the Windows logon and computer used by the admin user, and the changes made in detail. Now you can truly audit the security of a Concordance case. The views expressed in this Concordance Tip Sheet are solely the views of the author, and do not necessarily represent the opinion of U.S. Legal Support, Inc. NEWS YOU CAN USE LexisNexis is holding a series of webinar demonstrations of Concordance Evolution (a/k/a EV) in preparation for its trumpeted Summer 2011 release; to find out more (flash demo, product sheet, or links to webinar dates, visit Also coming soon is Concordance Native Viewer, one of the most requested additions to Concordance. This viewer will support Near-Native Review, Native Document Production, Bulk Printing, Color Production, with redaction all stuff we could have used yesterday, right? For more info or to sign up for a demo webinar, go to The Concordance Tip Archives (all the way back to October 2005!) has a new home on a new FTP server. You can (or will shortly be able to) go to ftp:// /akass/concordance Tips Archive. In the meantime, if you need an old archive, just call or write to ask! -- Andy Kass akass@uslegalsupport.com

9 Concordance Tip Sheet June U.S. LEGAL SUPPORT, INC. Array Technology Group ESI & Litigation Services PROVIDING EXPERT SOLUTIONS FROM DISCOVERY TO VERDICT e-discovery Document Collection & Review Litigation Management Litigation Software Training Meet & Confer Advice Court Reporting Services Record Retrieval At Trial Electronic Evidence Presentation Trial Consulting Demonstrative Graphics Courtroom & War Room Equipment Worldox Document Management Deposition & Case Management Services Document Review & Contract Staffing Copyright 2011 U.S. Legal Support, Inc., 425 Park Avenue, New York NY (800) All rights reserved. To update your address or unsubscribe from these mailings, please reply to this with CANCEL in the subject line.

Concordance Native Viewer Andy Kass

Concordance Tip Sheet August 2011 Concordance Native Viewer Andy Kass Remember how we ve said, here and elsewhere, that what Concordance really needed most desperately was an electronic document viewer?