About preliminary planning

System Requirements / Licensing

Review system requirements and licensing options

Network Directory Setup

Ensure CaseMap users have full network access to case network folders where local cases are stored, or have SQL cases assigned to them in the CaseMap Admin Console

* CaseMap does not support/encourage VPN access to network files, which can cause user access issues unless it is installed on CITRIX. Remote users need a replica copy of the case installed on their hard drive.

Have preset folders for each client/matter

Server Setup and Security

Implement server firewalls

Set up CaseMap security in CaseMap and the CaseMap Admin Console using Windows or simple authentication

*We recommend that you use Windows authentication for SQL cases

Enable security and require logons for all CaseMap cases

Implement password policies

Use private IP via VPN access

Receiving Data and Images

Have a data collection and processing plan in place

Verify that file formats are recognized in CaseMap

Have a directory location with subdirectories in a structure that prepares you for optimal organization of the various cases, image source files, templates, reports, and backups for each

Case File Design

Create local case templates for different types of cases or to retain specific spreadsheet fields and views

* For information on creating SQL case templates, refer to the CaseMap Server documentation.

Implement field name conventions for consistency

Implement short name conventions for consistency

Customize the Intake Interview Jumpstart Form for your organization's needs

Managing Clients/Users

Inform users of training options, immediately

Identify any remote staff that may need access to cases on your network or require replicas of cases

Install native viewer applications for users who need to view documents and files that are linked to case records in CaseMap

Create email templates for clients to use the Intake Interview Jumpstart Form

Create emails for users that include their logon information and pertinent case or software instructions to get them started

Roles and Responsibilities

Ensure users understand the case design and know how they will specifically use CaseMap for analysis

Ensure users understand timelines and processes required for managing CaseMap cases

Clearly define roles and responsibilities among attorneys, paralegals, legal secretaries, litigation support staff, and IT staff, etc.

Implement policies for who can and cannot create/modify case databases, add/delete users/roles, or conduct other sensitive tasks

Reporting

Have a production plan in place for delivering reports and information to third parties

Know what types of reports will be generated by users and how to print them

Security

Apply security to the network folders that contain cases and images to prevent others from viewing privileged content or revealing case strategy

Apply read-only rights to spreadsheet fields to restrict users from adding or changing content

Ongoing Maintenance/Management

Have a dedicated admin machine for the sole purpose of managing CaseMap cases on the CaseMap Server

Schedule maintenance windows to ensure that all users are out of cases

Have a quality control plan in place for administrative tasks like importing/exporting data, synchronizing cases, and performing global edits

Migrating cases

Have a migration path for importing cases from previous CaseMap versions

You should only migrate a case to a CaseMap Server once

* If you experience an issue during the import, you can try migrating the case again.

Each SQL case requires its own SQL database

* For more information, refer to the CaseMap Server documentation.

Backup/Data Recovery

Have a backup schedule in place

Always back up .cmX local cases

Always back up .MDF & .LDF for SQL files

Always back up SQL case databases

Ensure your internal guidelines are in place for backup and data retrieval

Implement archiving and data destruction policies

Updating Considerations

A best practice is to always have the most recent version of CaseMap, and CaseMap Server/CaseMap Admin Console, and the CaseMap SQL Import Utility installed

Ensure that you can update all users accessing a specific case at the same time

Quality Control

Have well-defined checklists/procedures in centrally available location

Ensure that hand-off processes are well-defined