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Epiq Relativity User Management Guidelines

The document outlines the user administration protocols for Epiq and DTI, specifying that all employee emails should be internal, and DRS users must have non-epiqsystems.com addresses. It emphasizes the need for PM permission for any modifications, the proper handling of user credentials, and guidelines for password resets and user disabling. Additionally, it mentions tools for bulk user creation and the importance of following procedures to ensure security and compliance.

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24 views1 page

Epiq Relativity User Management Guidelines

The document outlines the user administration protocols for Epiq and DTI, specifying that all employee emails should be internal, and DRS users must have non-epiqsystems.com addresses. It emphasizes the need for PM permission for any modifications, the proper handling of user credentials, and guidelines for password resets and user disabling. Additionally, it mentions tools for bulk user creation and the importance of following procedures to ensure security and compliance.

Uploaded by

KamleshMeer
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd

Epiq Relativity User Administration

1.) All Epiq & DTI employee email id’s to be configured as Internal.
2.) All DRS users are external Users.
3.) All DRS email ids are Dummy so password to be sent to requester in excel format.
a. If the user is a DRS user, ensure the email address used in Relativity is not
@[Link]
4.) Group should be exact as mentioned in User request form
5.) No Creation / Modification to be done without PM permission. URF to be provided by PM, PM
to be requested URF if it’s missing in incident.
6.) Never create Test / Demo Accounts ( rather use existing test accounts with 5 days validity)
7.) System Administrators and PM groups can only be modified during US off hours.
8.) Username to be sent in First email & Password to be sent in Second email to Users
a. Do not send both in the same email
b. Be mindful during ticket processing to not put both pieces of information in the same
email chain
9.) After completion of Incidents, Acknowledgement to be sent to Requester, PM, DL or any Email
ID associated in Request Incident.
10.) Before sending credentials, please read carefully to whom it is requested to be sent.
11.) If you don’t have all information for password reset, before contacting user for more
information, try to find out user either manually or using the Search tools for each software.
12.) Never Reset Password for Disabled users without PM permission. As Reassigning of group will be
required.
a. Exception - Deutsche Bank users we re-enable user directly on request and assign the
removed group (Find in Audit) if user is deactivated less than 30days, be sure to
Acknowledgement to be sent to PM & DL for their review.)
13.) During a disable request, if user is only a member of the group “EVERYONE”, that user is to be
disabled from Relativity.
14.) For Bulk User creation we have tools for Relativity A & B environments.
a. Remaining need manual setups
b. Bulk Notification Tools for sending credentials also available.
15.) PM team and DL’s can be found in Lync.
16.) Default Password expiry should be 45 Days.
17.) For any Permissions changes don’t process until you are sure that you have all the information
needed to perform the request.
a. For New Groups - Copy permissions from default templates and inform the requester.
b. Do not overwrite or modify the dTemplate groups

Common questions

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Epiq Relativity enforces several safeguards to maintain the security of user credentials. Usernames and passwords must be sent in separate emails to prevent them from being disclosed together . Additionally, the password reset protocol requires careful verification and searching for user details before contacting the user . Measures are also taken to ensure acknowledgments are sent to the requester and relevant parties after completion of incidents, which helps track actions and maintain transparency .

Epiq Relativity provides tools for bulk user creation specific to environments A and B, along with bulk notification tools for sending credentials. These are essential for efficient user account management, especially when handling large numbers of users. The tools streamline the process, reduce manual efforts, and ensure consistency and accuracy in account creation and credential distribution .

The protocol for handling disabled users at Deutsche Bank allows reactivation directly upon request, assigning previously removed groups if the deactivation was within the last 30 days. This is an exception to the standard procedure where password reset for disabled users needs PM approval . This deviation facilitates quicker reactivation processes for these users, possibly due to specific client requirements .

DRS users in Epiq Relativity have a distinct configuration process as they are considered external users, and their email IDs are 'dummy', requiring password delivery to be managed distinctly via an Excel format sent to the requester . Unlike regular users, DRS users cannot have 'epiqsystems.com' as their email domain, reinforcing the separation between internal and external users and ensuring proper group membership and security measures .

Setting password expiry at 45 days in Epiq Relativity helps enhance security by ensuring that credentials are updated regularly, thereby reducing the risk of unauthorized access through compromised passwords . The primary benefit is the reduced window of vulnerability for password exploitation. However, frequent changes can be a drawback by causing inconvenience to users and potentially increasing support requests due to forgotten passwords .

In the Epiq Relativity system, 'PM' likely refers to Project Managers, while 'DL' stands for Distribution List. These roles play critical parts in system administration by approving modifications and being recipients of acknowledgments related to user issues and requests . This ensures proper oversight and communication in managing changes and incidents, thus helping maintain an organized and secure environment .

In Epiq Relativity, modifications to System Administrators and PM groups are to be made only during US off hours. This measure likely minimizes disruptions to users during peak usage times and ensures that any required changes are implemented when system demand is lower . By restricting modifications to specific times, the system reduces the risk of operational conflicts and potential data breaches during peak hours .

Designating all Epiq and DTI employee email IDs as internal in the system is crucial for security and administrative management. It helps differentiate internal employees from external users, such as DRS users, whose identities and access levels might differ . This designation prevents unauthorized access and ensures proper permission settings are applied, thereby enhancing data security and compliance with organizational policies .

Disabling a user who is only a member of the 'EVERYONE' group in Epiq Relativity implies that they have no other group-specific interactions or permissions, simplifying their suspension process . This strategy helps streamline management by reducing unnecessary access for users with minimal group engagement, thus tightening security and operational efficiency by ensuring that only necessary user accounts are active within the system .

The reluctance to create test/demo accounts frequently in Epiq Relativity aims to minimize clutter and security risks associated with maintaining numerous temporary accounts . The guideline suggests using existing test accounts limited to a 5-day validity, indicating a focus on efficiency and the management of resources within the system. By limiting the creation of these accounts, the integrity of the system's user database is maintained .

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