Frequently Asked Questions

NetDocuments

NetDocuments has experienced 99.995% service availability, excluding scheduled down times, during the past many years. There are two world-class data centers for NetDocuments, one managed by LexisNexis, and one in the West managed by a federally-regulated commercial bank. These centers are managed 365x24x7 by a combined staff of 700 IT experts and equipped with fully redundant ISPs, networks, servers, storage power & cooling, and security infrastructure. Data is replicated automatically between the two data centers, with the ability of each facility to service 100% of the processing loads. In addition to recommending that firms acquire two independent Internet connections for high availability to greatly reduce the eventuality of Internet downtime, users can continue editing existing documents or create new documents offline through the NetDocuments Echoing technology.

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NetDocuments has also developed the “Check-in List” technology, ensuring that multiple documents edited in the workstation simultaneously will always be accounted for, even during power failures or Internet-service interruption. If the Internet is down, users can continue creating new documents or edit existing ones, and the service will automatically auto-synchronize them into the repository when the Internet is restored and when the user logs back into NetDocuments. NetDocuments also provides “concurrency control,” avoiding a second user from inadvertently changing the contents of a document while it is being edited by someone else, and ensures upload integrity via “check-sum” technology.

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No, you will never lose documents. Unlike other document systems, while editing documents, the NetDocuments service will always automatically save a document locally to your computer first, then upload it the global data center, and finally obtain confirmation that the information has positively and definitively arrived in the repository before closing the transaction. Once in the data center, NetDocuments has a sophisticated world-class mechanism to maintain the integrity of the document via non-repudiation technologies. NetDocuments has also developed the “Check-in List” technology, ensuring that multiple documents edited in the workstation simultaneously will always be accounted for, even during power failures or Internet-service interruption. If the Internet is down, users can continue creating new documents or edit existing ones, and the service will automatically auto-synchronize them into the repository when the Internet is restored and when the user logs back into NetDocuments. NetDocuments also provides “concurrency control,” avoiding a second user from inadvertently changing the contents of a document while it is being edited by someone else, and ensures upload integrity via “check-sum” technology.
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Your firm owns the files saved into NetDocuments. NetDocs are simply custodians of your documents. Only your firm and authorized users have access to your documents.

The information you store in NetDocuments, referred to in the NetDocuments Service Level Agreement as Customer Digital Files (CDF), are owned by your firm, the organization as identified in the NetDocuments repository administration screens. NetDocuments and the data center operations employees do not view, disclose, divulge, release, e-mail, copy, duplicate, reproduce, send or transfer a CDF in whole or in part to any third party without the express permission of the data owner. On rare occasions data owners will request and authorize NetDocuments personnel to access CDF content for support, validation, data upload, debugging and other reasons. Each workstation is capable of echoing any and all documents opened in the last few months (time length determined by the firm administrator), making the documents available for business continuity.

While it is understood that for support purposes certain CDFs may be accessible by NetDocuments employees, it is a NetDocuments policy that employees are forbidden to view, read, discuss or expose the document contents, unless the nature of the support requirement is such that reading the contents is absolutely mandatory. In such a situation, the employee must have prior written permission to read the CDF contents from the information owner via a formal access grant in the NetDocuments service and from an express authorization by a NetDocuments Officer. NetDocuments has achieved SAS 70 Type II and Truste EU Safe Harbor Certifications, acknowledging that NetDocuments delivers its SaaS content management service and its web site in accordance with these standards and rigorous audits. SAS 70 has evolved to a new standard named SSAE 16.

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You will continue to manage and administer your own data. The creation of users, user groups, document profile data, mass changes, cabinet and workspace creation, policies for security and record retention, and all other administration tasks will be controlled by your staff. The NetDocuments service relieves you from managing and maintaining servers, updating operating systems, updating application software, capacity planning, security enforcement, and other trivial tasks.

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