Description

Design Purpose

This feature solves an issue in which keyword searches were not accurate for content known to be present in
the dataset for PDF, PPT, and Word files, where these files were first level attachments or loose files.
Version 8.2 contains a fix for the issue itself, so cases created in 8.2 or greater do not have the problem.

However, the ability to reindex files for a case that already had work in progress, or “reindexing in
place”, was required for cases set up and worked in previous versions of the eDiscovery platform. Once
such a case is restored, the Repair Index feature allows a user with System Manager or Group Manager
role to select Repair Index under System > Support Features for that case (See Figure 1).

Figure 1



Index Repair Prerequisites (all conditions must be met)

1. The case must have been created in an eDiscovery Platform version prior to 8.2. Cases created
in version 8.2 or later do not need repair.

2. During case creation Save & Setup Processing step: under "Configure processing parameters
and features" > "Hidden, Inserted and Embedded Content" must have any of the check boxes
selected. Case Setup default setting is " Identify and Extract" > "Identify All Hidden
Content" and "Extract all documents" (See Figure 2).
If the default values were used during case setup and there are problems with saved searches, the case is a candidate
for Index Repair.
Note: Word and PPT files affected, are from Office97 or later.

Figure 2



3. Original case data must be available.

4. User must have the System Manager or Group Admin role to access the System page with the
support features.
 
5. The saved search path containing the data needing to repair is required to run Generate Report
and Repair. (To identify a saved search path, see FAQs.)
 
6. The saved search path will not work if it contains a forward slash, so if it does, the saved search path 
needs to be edited before the Report and Repair operations will work.

From the Analysis and Review > Searches > Actions > Edit Saved Search Folders > Saved Searches Tab > Select Edit (See Figure 3) and then Save... the search to a different Parent Folder (without a forward slash) or Name of New Fol der (See Figure 4).

Figure 3


Figure 4




Workflow

 Restore the case from the previously generated case backup into version 8.2. and validate that the
data is intact.

 Prepare Appliances to enable the Repair Index feature.
(Preparation of the appliance  is mandatory and needs to be done once per appliance )

1. Go to System > Support Feature> “Property Browser” .

2. Choose the appliance

3. Check if the two properties exist otherwise add them with the values mentioned below:
esa.support.indexrepair.class = com.teneo.esa.system.support.processing.IndexRepairSupportFeature
esa.support.indexrepair.restricted = false

4. Restart eDP services

Note: Repeat steps 1-4 for all appliances in the cluster





 Prepare Case

 During this phase, all case items are analyzed for whether they need repair. This step is mandatory
and needs to be done once per case. It is not required to run Repair Index immediately afterward.
This step does not require the user to enter the path for the saved search.

1. From the case, go to System > Support Features and choose Repair Index. Select the restored
case from the Within Case field.

2. Select Prepare_Case , then Click the Submit button. Wait for Prepare_Case to complete.

3. Look for the job in the case pick-up window.  The job log will show the total number of items
needing repair, as well as the unique items needing repair.

Note: It is not required to move to the next step in the repair process. Select Generate Report or
Repair Index to resume the workflow for a prepared case.




Generate Report

 Generate Report creates a report that will list the number of items needing repair. Prepare Report
must run before it. This step requires the path for the saved search.

1. From Support Features > Repair Index feature , select the case from Within Case.

2. Enter / (if used) / for the Saved Search Path.

3. Select Generate Report and click the Submit button.

Note: Do not navigate away from the Support Features page while the report is running. The
report will take about the same time that the search takes to execute, plus a few seconds more.
When complete, the numbers of the individual and unique items to repair will display.


Repair Index

Repair must be run after Prepare Case, though it is not necessary to do it immediately. This step
also requires the path for the saved search.

1. From Support Features > Repair Index feature , select the case from Within Case.

2. Enter the same Saved Search Path used for Generate Report.

3. Select Repair Index from the dropdown and click Submit . The job progress can be viewed in
the case area under Processing Status .

4. When complete, the job log will appear in the case area. The log will report the number of
repaired items.
Note: Observe whether all items have been repaired, or if items to repair still remain.

5. Rerun Generate Report for the same Saved Search Path to see the number of repaired items
and if there are any remaining to repair.

6. If there are failures, look for specific information for files that failed repair and are flagged on
the Processing > Exceptions page, File Notices tab for the case.




Unrepaired items versus Exceptions

There are two scenarios where running the Repair operation may not fix an item:

1. The item is eligible for retry. For example, the job log may say that ten items are repaired, and
two are not. Address the remaining two items by rerunning Repair. If the items failed to repair
on the original run due to a transient issue such as memory allocation, they may succeed when
Repair is run again. In this case, run Generate Report again to see if rerunning Repair has
succeeded.

Figure 5



2. The item is not repaired, and is also flagged as an exception in the Processing Exceptions page,
File Notices tab. These items may need to be manually reviewed.



FAQs

Q: Where can I find the saved search path to use for Generate Report and Repair?
A: Saved searches are under Analysis and Review for the case under the Searches pane. Select Actions >
Edit Saved Search Folders , then the Saved Searches Tab . / (if
applicable) / displays in the Folder column.

Figure 6



Q: What if the case I want to repair does not appear in the Within Case dropdown?
A: Note: if the case is not listed under the Case dropdown, it means even though the case may be restored, the appropriate
Extraction option was not selected at the time of case creation (see Index Repair Prerequisites above.)
Note: No cases created in 8.2 will appear because they do not need repair.
Note: Once a case has been repaired, it will still appear in the dropdown, but the user will not be permitted to repair it.

Q: Can Prepare_Case run during processing?
A: To prevent inaccuracy of results, it is not permitted to run Prepare_Case during processing or post-processing.

Q: Can the system run more than one repair job at the same time?
A: It is not permitted to run two repair jobs concurrently. If a repair job is stopped, the users can run
post processing at that point to finish what has been saved so far, or start a new Repair jobs later to
repair all the data.

Q: Is it required to repair the case before I process any more data?
A: You can do it at any time for cases on a legacy version of the eDiscovery platform. Newly indexed
data processed in 8.2 will not need repair.

Q: How to figure out if all items in a case have been repaired?
A: Create and Save an entire corpus search, then run generate report on the saved search.

How to Enable and Run the Index Repair Feature