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Consolidated Activity Log Information

We at NetDocuments continue to improve the information and delivery of data provided in the Consolidated Activity log. We are reaching out to you to get additional information about how you use the data, how you store it, and how you report on it so we can make further improvements. Also, other enhancements that we could add to the feature.

Any information that you would like to provide us and other customers via this forum, would be appreciated as we continue the improvements in this area.

Thank you,

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Hi Lee -

We download a copy of the Consolidated Activity Log nightly and save the data into an on site SQL database.  The saved NetDocuments document activity is used for Information Governance compliance and security reporting.  We leverage the Consolidated Activity Log data using both Intapp's Activity Tracker application and some internally developed SQL Server Reporting Services for reporting.

Paul

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Hi Lee, thank you for reaching out to the community about this.  We don't make much use of the activity log right now because it is too much effort to get it into a usable form.  Or at least it used to be - I'll be honest and say that I have not put much effort into working with it since shortly after we started using NetDocs six years ago.  But I can tell you how I used to use activity data in iManage and DOCSOpen back in the day, and perhaps how I would like to use NetDocuments data today if I could.  The locally stored DOCSOpen and iManage databases allowed me to easily create SQL scripts that gave me insight into overall activity across the firm.  I mainly used this to watch for documents that were stuck checked out and to have fore-warning of someone preparing to leave the firm, taking out copies of lots of documents. 

I would like to be able to use the NetDocs data to see which documents are highly active, and therefor probably extra important to a matter or to the firm - perhaps they should be used as exemplar documents for knowledge management.  I would like to be able to see an overall view of the activity of a particular user, especially an external user.  When troubleshooting document issues, I would like to see data such as the client IP address and name, the software and version they were using, etc.  This helps if a document version is lost, if we are looking for clues when troubleshooting issues, or trying to figure out what a person was doing in a certain time period.

Right now the process of requesting an email or download of a certain time period of activity is not sustainable - there are too many manual steps and no one will remember to do it or want to take the time.  Even the process of downloading history data for a particular document is burdensome because you have to view the history, download it, open it in Excel, format and filter the data, etc.  Again, too many manual steps, and I don't have a way to use pre-canned queries to get views of the data. 

I would like to see the process be completely automated.  Perhaps this can be built into the local document server, which already has connection established to NetDocuments and already has a local database of NetDocuments data.  An ideal situation would be for there to be an automated synchronization of activity data to a local database, perhaps nightly.  Then I can create my own views, stored procedures, or whatever I want to mine the data for information.

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Hi Lee, 

Ideally,  We would like to see you have the logs indexed on your side and enhance the REST service to provide an enriched query interface.    I understand that you do not currently index these logs and cannot provide this type of service at this time. 

My  #1 need is for the REST service to filter by user,  this presents a nice tickler for the lawyers when doing time entry.  Currently to do this we need to pull the entire log in chunks and index and aggregate on our platform. 

-Tom

 

 

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Hi Lee,

There's some pretty fundamental issues with the current system.

The consolidated report does not include all information and cannot be relied upon as a single source of truth, the proffered solution is to check each document manually....workable only if the document count is low

Secondly the reporting isn't realistic, if someone comes to the team and requests the following how do you meet it "I need to know who has viewed all the documents relating to matter X since it was opened 3 year ago"

We like many firms use IntApp products to do Ethical walls and monitor activity but it's not a replacement for the document management system tracking this information, managing it's retention and archiving and providing reports.

Granted these questions don't arise very often but we need to be able to provide a quick and comprehensive answer, one that can stand up in a court of law if required.

Paul.

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As part of Information Governance clients ask us to monitor who has access to matters/workspaces and documents.  The  Consolidated Activity log only tells us that the access list was changed, but it doesn't tell us how it was changed.  Also it would be helpful to know if the access list was changed as part of creating the workspace/folder/document or if it was changed subsequent to that.  Could those items be added to the Consolidated Activity Log?

Thank you,

Chuck Gilker

 

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