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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
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Welcome to Session 607!
■ What does ‘Archiving’ really mean
■ Common problems
■ Tools and techniques available with WebCenter Content
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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■ Delete outdated content?
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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
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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
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‘Soft Delete’ features
■ Removes content from view
■ Content is still available via search
■ Think Gmail – File vs. Delete
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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■ Multiple (inc outdated) versions of technical specs are not helpful▪ Think of these out of control SharePoint repositories
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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
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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
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Archiving tools
in WebCenter Content
Practical insights and Observations
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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
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Using Archiver
■ Start by defining your query...
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Using Archiver (contd.)
■ Defining content transformations
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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!
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Finding Expired Content
■ Use Expired Content Page:
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RETENTION QUERIES IN FRAMEWORK FOLDERS
■ Framework Folders replace Contribution Folders (Folders_g)■ Retention Query Folder is one of new features:
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Using Retention Query Folders
■ You can control:▪ Number of revisions to keep
▪ How long to keep them for
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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
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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
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WebCenter Records Adapters:Federated Search
■ Search across multiple repositories:
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Common Problem Areas
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Common Problem Areas with Archiving
■ Physical Assets (paper)
■ Collaboration Tools
■ Content Expiry
■ Performance issues
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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
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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
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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
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Sample benchmarks
■ Dual Xeon 2.33 and 16Gb RAM - running a single node Content Server:
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Improving Performance of WebCenter Content
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Conclusion
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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
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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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