archiving in content management - a deeper look

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ARCHIVING IN CONTENT MANAGEMENT

Dmitri Khanine

Sr. ArchitectECM Solutionshttp://ECMSolutions.ca

A deeper look at archiving and real life applications with Oracle WebCenter

Welcome to Session 607!

■ What does ‘Archiving’ really mean

■ Common problems

■ Tools and techniques available with WebCenter Content

What does ‘Archiving’ mean for you?

■ Move content to another section?

■ Change permissions to hide from public?

■ Move to a non-public location?

■ Remove from the system?

■ Delete outdated content?

Removing content to address system limitations

■ Back in the 1990s – archived content to prevent from showing on the site

■ 1000 content items per folder limit in Folders_g

■ Archiving to improve performance

■ Archiving to reduce storage costs

Removing content to address system limitations

■ Back in the 1990s – archived content to prevent from showing on the site▪ Solved by natural system evolution

■ 1000 content items per folder limit in Folders_g▪ Solved by Framework Folders

■ Archiving to improve performance▪ Can be solved by performance tuning and adding hardware

■ Archiving to reduce storage costs▪ Costs of storage going down every year

‘Soft Delete’ features

■ Removes content from view

■ Content is still available via search

■ Think Gmail – File vs. Delete

Relevant vs. Irrelevant content

■ Ability to find or restore anything is great

but

■ Multiple (inc outdated) versions of technical specs are not helpful▪ Think of these out of control SharePoint repositories

Reducing irrelevant content

■ Tag or move less relevant content to archive location

■ Dispose of irrelevant content to keep search results clean

■ Potential litigation could be an argument for systematic disposition

Defining your governance

■ Define the lifecycle of your content

■ Use your organization’s decision making process

■ Define what ‘archive’ and ‘delete’means for each type of content

■ Define how these actions are carried out

Archiving tools

in WebCenter Content

Practical insights and Observations

Archiver

■ Remove large amounts of content from repository and compress it for backup storage or manual deletion

■ Transfer content to another Content Server instance in manual or automated fashion

■ Perform mass updates of metadata values▪ May come handy for tagging and re-categorizing

Using Archiver

■ Start by defining your query...

Using Archiver (contd.)

■ Defining content transformations

Expired Content

■ Automatically takes content out repository on a specific date▪ If Expiration Date value is specified

■ Expired Content no longer shows in search results■ Website links pointing to Expired documents will break!

Finding Expired Content

■ Use Expired Content Page:

RETENTION QUERIES IN FRAMEWORK FOLDERS

■ Framework Folders replace Contribution Folders (Folders_g)■ Retention Query Folder is one of new features:

Using Retention Query Folders

■ You can control:▪ Number of revisions to keep

▪ How long to keep them for

WebCenter Records

■ Ultimate retention management tool

■ Define your file plan and assign complex rules to each retention category

■ Track physical and electronic assets

■ Perform audits, freezes and other record-related functionality

WebCenter Records Adapters

■ Allow to extend retention policies over content stored outside of WebCenter Records

▪ File System

▪ Documentum

▪ FileNet

▪ SharePoint

■ Control retention without having to migrate content

WebCenter Records Adapters:Federated Search

■ Search across multiple repositories:

Common Problem Areas

Common Problem Areas with Archiving

■ Physical Assets (paper)

■ Collaboration Tools

■ Content Expiry

■ Performance issues

Physical Assets

■ Paper and other physical assets

■ Harder to access and manage then electronic

■ Organizations rely on manual cataloging of physical items so they can be tracked

▪ Items may end up stored longer then needed

▪ Items go missing

■ Review and eliminate assets that approached their end of life■ Consider scanning

Content Expiry

■ Using Content Expiry on web content may create broken links

▪ Run ‘Expiring Content’ query regularly

▪ Run Broken Links report often

▪ Consider using other way of archiving

Performance Issues

■ “We have too much content” complaint▪ Many times system slows down for other reasons then

approaching capacity

■ Look into improving performance before moving the content out because...

▪ Content Server can routinely check in over 10 million content items a day on a commodity hardware

Sample benchmarks

■ Dual Xeon 2.33 and 16Gb RAM - running a single node Content Server:

Improving Performance of WebCenter Content

Conclusion

Conclusion

■ ‘Archiving’ means different things in different organizations

■ Understanding your content life cycle brings many benefits

■ You may no longer be forced to delete content...

■ But eliminating irrelevant content may be needed

About Us

■ ECM Solutions does▪ Oracle WebCenter Implementation, Support and Training

■ We also▪ Help you “Awe Your Business Users” with Dynamic User

Interfaces

■ Check www.ecmsolutions.ca for real life user stories

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