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Title Page

IS1200SharePoint Connector

User and Configuration Guide

Version 4.3.4

Last updated April 30, 2010

EMC Part Number 300-010-777 A02

EMC SourceOne eDiscovery - Kazeon IS1200 Microsoft SharePoint Connector User GuideVersion 4.3.4, 2010Copyright © 2010 Kazeon Systems, Inc. All Rights Reserved.

This notice is intended as a precaution against inadvertent publication and does not imply any waiver of confidentiality. Information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage or retrieval systems, for any purpose without the express written permission of Kazeon Systems.

The software described in this document is furnished under a license agreement or nondisclosure agreement. It is against the law to copy the software onto any medium except as specifically allowed in the license or nondisclosure agreement.

Kazeon™ is the trademark of Kazeon Systems, Inc. All other trademarks and copyrights referred to are the property of their respective owners.

The text and drawings set forth in this document are the exclusive property of Kazeon Systems. Unless otherwise noted, all names of companies, products, street addresses, and persons contained in the scenarios are designed solely to document the use of Kazeon System products.

The IS1200 software is based in part on software licenses from the following:

Outside In® Content Access © 1991-2010, Chicago, Inc.

The software is based in part on the work of the Independent JPEG Group.

Code from Inxight Software, Inc. Copyright © 1996-2010. All rights reserved. www.inxight.com.

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Last updated February, 2010

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Table of Contents

Title Page .............................................................................................................. i

Preface ................................................................................................................. vAudience....................................................................................................................................................vRelated Documentation .............................................................................................................................vCustomer Support......................................................................................................................................v

Chapter 1: Introduction ...................................................................................... 1About the Kazeon IS1200 .........................................................................................................................1Extending IS1200 Functionality................................................................................................................1SharePoint Background .............................................................................................................................1The Kazeon SharePoint Connector ...........................................................................................................2

The Kazeon SharePoint Agent ...........................................................................................................2SharePoint Connector Implementation Overview.....................................................................................2

Chapter 2: Configuration Requirements and Checklists ................................ 5Deployment Configuration........................................................................................................................5SharePoint Server Supported Versions .....................................................................................................5Deployment checklists...............................................................................................................................6

Software Details .................................................................................................................................6SharePoint Server Topology ..............................................................................................................6Compute Resources............................................................................................................................6SharePoint Site Details.......................................................................................................................6Site Collection Details........................................................................................................................7

Chapter 3: Installing the Kazeon SharePoint Agent ........................................ 9Prerequisites for Installing the Kazeon SharePoint Agent ........................................................................9Installing the Kazeon SharePoint Agent....................................................................................................9

Chapter 4: Registering and Classifying SharePoint Repositories ............... 13Registering SharePoint Servers ...............................................................................................................13Classifying SharePoint Servers. ..............................................................................................................15

Metadata Collected During SharePoint Classifications ...................................................................16

Chapter 5: IS1200 Procedural Changes for SharePoint Repositories ......... 17Applying Actionable Services to Search or Report Results on SharePoint Servers ...............................17

SharePoint Sites as Collection Targets.............................................................................................18ACL Checks Not Supported.............................................................................................................18

New CLI Command ................................................................................................................................18

iiiEMC SourceOne eDiscovery - Kazeon IS1200 Microsoft SharePoint Connector User Guide

Contents

Chapter 6: Mapping SharePoint Metadata to the IS1200................................19Background............................................................................................................................................. 19Creating a Mapping File to Capture SharePoint Custom Attributes ...................................................... 20

Identifying the SharePoint Custom Attributes................................................................................. 20Identifying and Creating the IS1200 Metadata Tags to Map To ..................................................... 20Obtaining the Mapping Template from the IS1200......................................................................... 20Editing and Saving the Mapping File .............................................................................................. 21Mapping File Naming and Syntax................................................................................................... 21

Glossary..............................................................................................................23

Index....................................................................................................................31

iv EMC SourceOne eDiscovery - Kazeon IS1200 Microsoft SharePoint Connector User Guide

Preface

The EMC SourceOne eDiscovery - Kazeon IS1200 Microsoft SharePoint Connector User Guide describes how to configure the IS1200 to use the optional SharePoint Connector module.

To use the SharePoint Connector module the appropriate optional add-on module licence must first be purchased and installed.

AudienceThis guide is intended for Administrators, Business Analysts, and Compliance Auditors.

Related DocumentationIS1200 Installation and Quick Start Guide - describes installing and configuring the IS1200.

IS1200 Web-Admin (ECS, FRM, or SA) User and Configuration Guide- describes how to use Web-Admin to setup and manage IS1200 clusters.

IS1200 Web Search Interface Guide- describes how to use Web-Search to perform basic and advanced searches.

IS1200 Web Reports Interface Guide- describes how to use the Web-Reports to produce basic and advanced reports.

IS1200 eDiscovery Case Manager Administrator’s Guide- for legal representatives, a primer of all the web-based Interfaces above for performing eDiscovery.

IS1200 Command Line Interface Reference Guide - describes the IS1200 Command Line Interface.

Customer SupportYou can contact Kazeon with questions or comments at [email protected] ,or call from the US and Canada toll-free: +1.877.529.3668 (+1.877.kazeon8) and Internationally: +1.650.641.8196.

vEMC SourceOne eDiscovery - Kazeon IS1200 Microsoft SharePoint Connector User Guide

Preface

vi EMC SourceOne eDiscovery - Kazeon IS1200 Microsoft SharePoint Connector User Guide

Chapter 1:

Introduction

This guide is provided as a companion to the Kazeon IS1200 Web-Admin User and Configuration Guide which should be read first as it contains most of the basic IS1200 server setup and maintenance information on which this guide builds.

About the Kazeon IS1200The IS1200 is an integrated hardware and software system that provides information management solutions enabling organizations to efficiently and cost effectively classify, manage, and retrieve data. It provides consistent information visibility and control across distributed files, minimize the risk of un-managed files, integrate seemlessly with existing infrastructure, and scales to support billions of files for searching, reporting, eDiscovery, and file migration and archiving.

Extending IS1200 FunctionalityThe IS1200’s standard functionality can be expanded with optional add-on modules like the SharePoint Connector. The SharePoint Connector requires an additional license for the Kazeon Information Server and allows that server to register, classify, and search and report on Microsoft SharePoint servers.

SharePoint BackgroundMicrosoft Office SharePoint Server offers an integrated suite of server capabilities allowing organizations to collaboratively develop, design, and distribute compelling subject or product oriented content using workflow-enabled applications, internal and external web sites, and reporting tools without having to write or deploy server code. SharePoint utilizes SQL databases and provides web services like Wikis, blogs, and standard web pages to serve the developing content to both the company intranet and the worldwide internet.

The SharePoint server is a multi-faceted application with six major functions: CollaborationWeb PortalSearchBusiness process management

1EMC SourceOne eDiscovery - Kazeon IS1200 Microsoft SharePoint Connector User Guide

Chapter 1: Introduction

Business intelligence

Kazeon's initial SharePoint integration focuses only on the Enterprise Content Management (ECM) functionality.SharePoint server implementation can be as simple as a single server platform hosting all SharePoint services, or a more complex "server farm" with multiple SharePoint servers including separate Front End Web Servers, Index Management Job Servers, and individual SQL servers.

The Kazeon SharePoint ConnectorThe SharePoint Connector allows individual SharePoint “site collections” to be registered as IS1200 data repositories. Once registered, site collections may be:

Classified, for both standard and custom metadata, and by date ranges, or any other standard classification criteria.Searched, using all standard search options including keyword and boolean.Reported on, using all standard, or custom user-defined, reports.

Have Actionable Services applied to search and report results, including:Tagging, Download (from), Copy (from)

Additionally, Single-Step collections may be done from site collectionsSharePoint custom metadata may be extracted as Kazeon custom attributes

Note: Legal hold cannot be applied to documents on SharePoint servers.

The Kazeon SharePoint AgentAn optional Kazeon SharePoint Agent may be installed only on SharePoint 2007 sites. If the optional agent is installed, then SharePoint 2007 repositories may also do the following:

Actionable Services to Copy and Move to SharePoint 2007 ServersCollections may be made to SharePoint 2007 ServersSharePoint versioning history can be extracted from SharePoint 2007 Servers

SharePoint Connector Implementation OverviewIf SharePoint Connector capabilities are purchased with the original Kazeon server, the appropriate SharePoint Connector module license is automatically included in the server master license and is routinely installed along with the server license. If the SharePoint Connector is purchased after the original installation, the SharePoint Connector license key must be manually added to the installation to enable SharePoint Connector options in the various user interfaces.The following basic steps are required to use the IS1200 with SharePoint servers:

2 EMC SourceOne eDiscovery - Kazeon IS1200 Microsoft SharePoint Connector User Guide

SharePoint Connector Implementation Overview

1. If the SharePoint Connector is purchased after the initial IS1200 installation, the SharePoint Connector license key must be added to the IS1200 manually. Use Web-Admin to add the SharePoint Connector license key to the IS1200. See the Installing License Keys chapter of the Kazeon IS1200 Web-Admin User Guide for details on installing optional module licenses.

2. Create “identities” for all site collections that will be registered as data repositories. Identities are usernames and passwords used by the IS1200 to access the site collections when they are crawled or have Actionable Services applied. Identity creation can be done in parallel with repository registration.

3. Optionally, install the Kazeon SharePoint Agent on your SharePoint 2007 Servers, to enable the features described in “The Kazeon SharePoint Agent” on page 2.

4. Register all SharePoint site collections as data repositories.5. Classify all registered SharePoint repositories.6. Search or report on SharePoint repositories and apply Actionable Services Copy

and Move operations to the results.7. Do collections to SharePoint servers.


Chapter 1: Introduction


Chapter 2:

Configuration Requirements and Checklists

This chapter lists site requirements, and physical and network installation and configuration requirements, necessary to install SharePoint Connector on an IS1200.

Deployment ConfigurationThe basic SharePoint Connector is an agent-less connector that requires only a licence key on the IS1200 to be enabled. Optionally, if an agent may be installed on the SharePoint server to enable certain features, some only available for SharePoint 2007, see “The Kazeon SharePoint Agent” on page 2 for details. It requires no new software on the SharePoint server. After the license key is installed, the IS1200 can register and access up to four SharePoint repositories for classification, searching and reporting.

The following options are NOT supported for SharePoint, repository Discovery, repository Import, and Preserve Access Time.

SharePoint Server Supported VersionsThe Kazeon SharePoint Connector requires the SharePoint server to be one of the following:

Microsoft Office SharePoint Server 2007Windows SharePoint Services 3.0SharePoint Portal Server 2003


Chapter 2: Configuration Requirements and Checklists

Deployment checklistsThe following should be collected by the SE prior to deployment.

Software Details

SharePoint Server Topology

Compute Resources

SharePoint Site Details

1 SharePoint Server Version □ Microsoft Office SharePoint Server 2007□ WSS 3.0□ SharePoint Server 2003

2 Windows server version and Service pack

3 Is it a standalone computer or a Server Farm?

4 If Server farm: Number web servers Number of application server Number of database server Network load balancing hardware?

5 Number CPUs in server(s). CPU Speed

6 Memory

7 Typical load on CPU on Web server, App server and Database server during normal operations

8 Does SharePoint Server (Web server/ Application Server/ Database server) have spare CPU capacity to perform crawls?

9 Network interface Speed of web server (Giga Bit Ethernet is recommended.)

10 Number of SharePoint Site Collections

12 List of customer defined properties to be collected and indexed on the IS1200

a:b:c:


Deployment checklists

Site Collection Details

1. List each top level site to be added as an IS1200 repository2. An “identity”, a userID/password the IS1200 can use to access this site-collection.

User account must be a Site Collection Administrator, or must have one of the following permission levels: Full control, Design, Contribute, or Read

URL of top-level siteof site-collection (1)

#subsites

Aprx. #Docs

Docssize

(MBs)

DomainName User-id password (2)


Chapter 2: Configuration Requirements and Checklists


Chapter 3:

Installing the Kazeon SharePoint Agent

This chapter describes how to install the optional Kazeon SharePoint Agent.The Kazeon SharePoint Agent may only be installed on SharePoint 2007 servers, but provides additional functionalities to the IS1200 when accessing those servers. See “The Kazeon SharePoint Agent” on page 2 for more details about the agent.The Kazeon SharePoint Agent is installed on a standard windows server platform. If the SharePoint configuration is a standalone configuration, the agent is installed on the server that hosts SharePoint Server and IIS.If the SharePoint site is a farm configuration, the agent is installed on the Web Front-End server that runs IIS.

Note: The Kazeon SharePoint Agent platform hardware is not provided as part of the Kazeon SharePoint Agent Connector package and must be provided by the user.

Prerequisites for Installing the Kazeon SharePoint AgentThe following conditions must exist before installing the Kazeon SharePoint Agent.

Windows SharePoint Services 3.0 is installedWindows SharePoint Services Administration Service is running Windows SharePoint Services Timer Service is running A user account and password is available to run the following setup procedure that has permission to install and deploy Sharepoint solutions

Installing the Kazeon SharePoint AgentUse the following steps to install the Kazeon SharePoint Agent.1. Open a browser window and enter the following URL:

http://<IS1200>/manager/KazeonAgents.htm where <IS1200> is the web name for your IS1200


Chapter 3: Installing the Kazeon SharePoint Agent

2. From the page shown below, click the SharePoint Agent link:

3. When the following dialog appears:

Click Run,

or click Save and use the standard file dialog that appears to save the installer to your desktop, and then run the installer from there.

4. The installer presents the following dialog:

Click Yes.5. The following dialogs appear on your screen:

Click Next.


Installing the Kazeon SharePoint Agent

Click Next.

Accept the EULA.6. When the following dialog appears:

Check the SharePoint servers you want to install the agent on, and then click Next.7. The following dialogs appear on your screen:


Chapter 3: Installing the Kazeon SharePoint Agent

Click Next.

Click Close8. The installation is done.


Chapter 4:

Registering and Classifying SharePoint Repositories

This chapter describes how to register and classify a SharePoint Server as a Kazeon IS1200 data repository.

Registering SharePoint ServersTo classify—or otherwise access—files on a SharePoint server, you must first register the SharePoint server as a repository on the IS1200. The procedure for registering a SharePoint Server is not much different than registering an NFS or CIFS filer. First, see the Registering and Managing Repositories chapter of the Kazeon IS1200 Web-Admin User Guide for general information on registering file systems as data repositories, then return for specific information on registering SharePoint servers.

As with any repository, a metadata file system must first be registered and available before a SharePoint server can be registered. Before continuing, ensure you have at least one metadata repository registered with the IS1200. See the Registering and Managing Repositories chapter of the Kazeon IS1200 Web-Admin User Guide for information on registering metadata repositories

Use the following procedure to register a SharePoint server.1. From Web-Admin click SharePoint Server under Repositories in the navigation

pane, the Add Repositories tab appears:


Chapter 4: Registering and Classifying SharePoint Repositories

2. Ensure that SharePoint is selected from the Repository Type drop-down menu.3. Fill in the following fields:

Name. Enter a repository reference name (for the IS1200 to use when listing this SharePoint repository in IS1200 menus). Repository names must be unique.Metadata Repository. If you want to specify a specific metadata repository for this SharePoint repository, select it from the list. Otherwise, leave the default and the IS1200 will automatically assign its most under-utilized metadata repository.SharePoint OptionsIdentity. From the drop-down menu, select an identity containing a username and password that can access the SharePoint server, or use the Create Identity button to create a new identity with those privileges. Ideally this identity contains a username and password that has complete access to all the site-collections for this SharePoint server. See “Site Collection Details” on page 7 for more details.If you need help using the Create Identity button, see the The Identity Vault chapter of the Kazeon IS1200 Web-Admin User Guide.SharePoint URL. Enter the url of a top-level site from a SharePoint site collection to register as a repository. Only individual top-level sites may be registered. If a “server farm” contains several top-level sites, they must all be registered as individual repositories.For example, enter “http://mySharePointServer_01”.

Note: Some of the following options are only available when the optional SharePoint Agent is installed, and only for SharePoint 2007 servers.

Enable Versioning. Select this check-box to allow SharePoint versioning history to be retrieved when classifying SharePoint repositories.

Specify Use: Select one of the following:Source Repository: Register this repository as a source, this includes the reference name (specified above) in all dialogs where a repository can be chosen as a source, for example when doing a Collection in either Web-Admin or the eDiscovery Case Manager.Target Repository: Register this repository as a target, this includes the reference name (specified above) in all dialogs where a repository can be chosen as a target.Source and Target Repository: Register this repository as a both a source and a target for dialogs.

4. Submit. Click to register the SharePoint server as a repository.


Classifying SharePoint Servers.

Classifying SharePoint Servers.Before any repository can be searched or reported on, it must be classified.

To deep classify a SharePoint server do the following:1. From any Web-Admin page, click Dashboard under Jobs in the navigation pane,

click New in the tab tool-bar and select Deep Crawl from the drop-down list.

The Deep Crawl tab opens.

Select SharePoint from the Show drop-down menu.2. Description. Optional, enter a description for the deep crawl.3. Repositories. Click-to-select any site-collection in the left-hand scroll list.

Click the plus sign preceding any site-collection listing to expand it. From the expanded list, select any site-collection, sub-site, document repository, or folder, and click the Right Arrow ( ) button to add it to the list to classify (the right-hand scrolling list). Click any selection in the right-hand list, and click the Left Arrow ( ) to remove it from the list to be classified.

4. Fill out all other Deep Crawl options, for example Advanced Options, the same as you would for NFS/CIFS repositories. See the Job Scheduling and Classification Services chapter of the Kazeon IS1200 Web-Admin User Guide for details.


Chapter 4: Registering and Classifying SharePoint Repositories

Metadata Collected During SharePoint ClassificationsClassifications of SharePoint repositories collect all standard file and application metadata. See the Default Metadata Tags appendix of the Kazeon IS1200 Web-Admin User Guide for a list of the standard metadata collected.

The following SharePoint-specific metadata is collected when classifying SharePoint repositories

In addition, following standard fields are collected:FilepathFilesizeMtimeCtime

Additionally, custom SharePoint-defined custom metadata may be extracted, see “Chapter 6: Mapping SharePoint Metadata to the IS1200” on page 19 for details.

Field Properties Description

sharepointURL Text URL of SharePoint document

sharepointVersion Text Version of the document

sharepointCheckoutBy Text User who checked out the document

sharepointModifiedBy Text, Indexed User ID of the form domain\userid

sharepointCreatedBy Text, Indexed User ID of the form domain\userid

sharepointAuthor Text, Indexed Name of the user who created the document in SharePoint

sharepointEditor Text, Indexed Name of the user who modified the document in SharePoint

sharepointMimeType Text Mimetype of the document


Chapter 5:

IS1200 Procedural Changes for SharePoint Repositories

Both searches and reports on SharePoint servers are created and scheduled just as searches and reports on other repositories.

SharePoint servers are searched using the Web-Search interface. See the IS1200 Web-Search Configuration and User Guide for details on using Web-Search.

Reports are prepared for SharePoint servers using the Web-Reports interface. See the IS1200 Web-Reports Configuration and User Guide for details on using Web-Reports.

Applying Actionable Services to Search or Report Results on SharePoint Servers

After using searches or reports on SharePoint servers, some Actionable Services can be performed on the results. For complete information about using Actionable Services see the Actionable Services chapters of the Kazeon IS1200 Web-Search User Guide and the Kazeon IS1200 Web-Reports User Guide.

Generally, SharePoint servers may not be selected as the targets of Actionable Services, unless the Kazeon SharePoint Agent is installed, see “The Kazeon SharePoint Agent” on page 2 for more details about the agent.

When the target for an Actionable Service is not an SharePoint server (for example an NFS or CIFS repository), the following applies:

From the Actionable Services Manage Files menu:Result files can NOT be moved from an SharePoint server to another repositoryResult files can be copied from and SharePoint server to another repositoryResult files can NOT be deleted, restored, or locked on SharePoint serversLegal Hold may not be applied to files on SharePoint servers in any way.

Result files from SharePoint servers can be Re-ClassifiedResult files from SharePoint servers can have new Metadata Tags or Policy Groups added to the appropriate metadata repository


Chapter 5: IS1200 Procedural Changes for SharePoint Repositories

Result listings from SharePoint servers can be exported to XML or CSV filesResult files from SharePoint servers can be downloaded to other repositories as PST files

Note:While some Actionable Services, like delete, cannot be applied to search and report results from SharePoint servers, the services still appear as options in the Actionable services menu. This allows services to be applied across multiple repositories (which may, or may not, be SharePoint servers). If these services are applied to SharePoint repositories, the job will report failures.

SharePoint Sites as Collection TargetsSharePoint sites may not be the target of collections, either Single-Step Collections from Web-Admin, or collections from the eDiscovery Case Manager, unless the site is a SharePoint 2007 server and the Kazeon SharePoint Agent is installed, see “The Kazeon SharePoint Agent” on page 2 for more details.

ACL Checks Not SupportedSharePoint Connector will not perform any access checks or permission checks based on job user-ids in either searching or reporting.

New CLI CommandThe following Command Line Interface command may be used with SharePoint servers.

add sharepoint

<repository-name> Specify a unique name for the SharePoint repository(max 63 chars: alphanumeric)

url Specify URL of the Sharepoint site collection

as This is the user-identity to connect/authenticate with the Sharepoint server

kazfs The kazfs that should be used to hold the metadata after classification of data. If not specified, the system will pick the next available kazfs.

fsid A user specified ID for the Sharepoint repository

mount-options Comma-separated list of the following mount-options: enable_versioning, source-target


Chapter 6:

Mapping SharePoint Metadata to the IS1200

This chapter explains how to set up mapping between SharePoint metadata attributes (SharePoint site columns and column names) and IS1200 metadata tags.

BackgroundSharePoint servers save a pre-defined standard set of metadata for each file they store. The IS1200 automatically captures this metadata by default, see “Metadata Collected During SharePoint Classifications” on page 16 for details.

Additionally, SharePoint servers allow both users and applications to define additional custom metadata, or attributes, for their files. For example, SharePoint users can use site columns or column properties to create new SharePoint metadata or custom properties. See your SharePoint Server User Guide for more details.

This SharePoint custom metadata can be automatically collected during Kazeon classifications and indexed as extracted Kazeon metadata. This allows an IS1200 user to search registered SharePoint repositories, by SharePoint metadata values, using the IS1200’s Web-Search application.

To make this possible, a “mapping” file must be created on the IS1200. A template for this file is provided in all standard IS1200 installations. Once modified and saved with the correct mapping filename, the IS1200 automatically uses the mapping file to extract the SharePoint custom properties.

The mapping file lists the names of all SharePoint custom-defined metadata you want to collect during Kazeon classifications, and associates each with a Kazeon metadata field defined in the Kaz Schema. See the KazSchema and Tag Management chapter of the IS1200 Web-Admin User and Configuration Guide for details on adding custom metadata fields and namespaces to the IS1200 Kaz Schema. Additionally, the mapping file can define how to reverse the process when copying or moving files to a SharePoint repository (i.e. it can specify what IS1200 metadata to copy into what SharePoint custom metadata fields.)

This chapter describes how to create a mapping file. Once a mapping file is created and copied to the IS1200, the SharePoint custom metadata is automatically collected and indexed during subsequent IS1200 classifications.


Chapter 6: Mapping SharePoint Metadata to the IS1200

Creating a Mapping File to Capture SharePoint Custom AttributesThe following general steps are required to create a mapping file:1. Identify the SharePoint metadata attributes or custom properties to be captured

during IS1200 classifications.2. Identify the IS1200 metadata tags each SharePoint metadata attribute will be

mapped to.3. Obtain the Kazeon IS1200 mapping file template from your IS1200 server.4. Edit a copy of the template to add the appropriate mappings and then save it on the

IS1200. When saved with the correct mapping file name, the IS1200 automatically begins using the mapping file.

Identifying the SharePoint Custom AttributesThe list of SharePoint metadata attributes is usually defined when the SharePoint Connector is installed, specifically, when the recommended configuration lists are completed and item #12 of the table “SharePoint Site Details” on page 6 is filled out.

If this list was not made, contact your SharePoint administrator for a list of custom attributes—and their SharePoint names—for your SharePoint server.

Identifying and Creating the IS1200 Metadata Tags to Map ToEach SharePoint metadata attribute must have a specific IS1200 metadata tag to map to. If the IS1200 metadata tags do not already exist, they must be created.

Make a list of the SharePoint metadata attributes you want to extract, and then identify the IS1200 metadata tag to map it to.

If the IS1200 metadata tags do no already exist, create them using the procedures described in the Kaz Schema and Tag Management chapter of the IS1200 User and Configuration Guide.Make sure the field type of each Kazeon metadata tag matches the SharePoint metadata attribute that will be mapped to it.If necessary, create IS1200 namespaces to contain the new IS1200 metadata tags, see the procedures described in the Kaz Schema and Tag Management chapter of the IS1200 User and Configuration Guide for details.

Obtaining the Mapping Template from the IS1200A template for creating a new mapping file is automatically saved to your IS1200 server when the IS1200 software is installed. To access this file:1. Logon to the IS12002. Move a copy of the file:

/opt/openkaz/config/repository_tag_map_template.xmto someplace you can edit it. DO NOT edit the original template file! Edit a copy.


Creating a Mapping File to Capture SharePoint Custom Attributes

Editing and Saving the Mapping FileOpen the template file copy obtained in the step above and edit it to add the mappings. When the edits are finished, save it as: /opt/openkaz/config/sharepoint_custom_map.xml. For multi-node clusters, this file must be saved on all cluster nodes.

Edit your template file as shown in the example below, and keeping in mind the syntax described in the following section.

Example:

To extract Sharepoint custom attributes ‘sharePointProp1’ and ‘sharePointProp2’ during a classification and map them to IS1200 metadata tags ‘tag1’in namespace ‘Kazeon’ and ‘tag2’ in namespace ‘custom’,

And, during copies from an IS1200 registered repository to a SharePoint repository, to copy IS1200 metadata values with the tag ‘KazeonTag1’ and ‘CustomTag4’ to the SharePoint metadata attributes ‘prop3’ and ‘prop4’,

Unless, ‘CustomTag4’ was not applied to a file, then set it to default value of ‘this-is-default’

<MetadataMap> <Maps RepositoryType = "sharepoint" Operation = "crawl"> <Map RepositoryTagName = "sharepointProp1" KazeonTagName = "kazeontag1" RepositoryDataType = "Text" multivalued = "no" /> <Map RepositoryTagName = " sharepointProp2" KazeonTagName = "customtag2" RepositoryDataType = "Text" multivalued = "no" /> </Maps>  <Maps RepositoryType = "sharepoint" Operation = "copy"> <Map RepositoryTagName = "prop3" KazeonTagName = "KazeonTag3" /> <Map RepositoryTagName = "prop4" KazeonTagName = "CustomTag4" RepositoryDataType = "Text" defaultValue = "this-is-default" /> <Map RepositoryTagName = "prop5" KazeonTagName = "kazeontag5" RepositoryDataType = "Integer" multivalued = "no" /> </Maps> </MetadataMap>

Mapping File Naming and SyntaxWhen creating a custom mapping file, the filename should be: For SharePoint: /opt/openkaz/config/sharepoint_custom_map.xml For Documentum: /opt/openkaz/config/documentum_custom_map.xml

The custom mapping file can be validated using: /opt/openkaz/bin/repomdmap <map-file-name>

For example: /opt/openkaz/bin/repomdmap /opt/openkaz/config/sharepoint_custom_map.xml

Chapter 6: Mapping SharePoint Metadata to the IS1200

Use the following syntax, when creating a mapping file.

Description of XML tags and attributes:================================================

Attributes of 'Maps' ================================= 1. RepositoryType : (required) 'sharepoint' - for SharePoint 'documentum' - for Documentum

2. Operation: (required) Possible values: a) crawl b) copy Attributes of 'Map'================================= 1. RepositoryTagName : (required) This is the name of attribute in repository (SharePoint column name, Documentum attribute)

2. KazeonTagName : (required)

3. DefaultValue: (optional) This value will be used in copy operation, if KazeonTag is not available for the object

4. RepositoryDataType: (optional) Valid values: a) Text b) Integer c) DateTime d) Boolean e) Decimal

If not specified, default is 'Text'

5. multivalued: (optional) Indicates that repository tag is multi valued tag Possible values: a) yes : if this is multivalued attribute b) no : if this is single valued attribute

Default: 'no'


Glossary

Active Directory (AD)A technology created by Microsoft that provides a variety of network services, including: LDAP-like directory services, Kerberos-based authentication, and DNS-based naming and other network information.

Actions, Actionable ServicesAre procedures such as copy, move, delete, tagging, etc, that can be applied to search and report results. They allow the IS1200 to be and effective file management tool for registered repositories.

Access Control List (ACL)A file system level data file that specifies how users or groups may access resources on a computer or network, like an application, file or printer, and the rights they have to it, for example read access, write access, and so forth.

Advanced SearchA search made from the Advanced Search link. Allows searching for extracted metadata by tag-value pairs, and allows multiple variable and boolean searches.

Assignment RuleA classification rule that tags files with metadata and assigns files to policy groups.

AuditingA service that allows the IS1200 to record all system events according to who did what, when, and the event result. This data is especially useful to Legal Service Providers when providing an audit trail for responsive data produced during eDiscovery.

Authorization RuleA policy that filters search results to ensure that the assigned files can only be viewed by authorized users.

23

Glossary

AuthenticationThe process of identifying users based on user name and password to ensure that only authorized users can access the Kazeon Information Server.

Basic SearchA search made from the Search page using only the Search field. Searches only the content found in the fullText field populated during classifications.

CAS DeviceEMC’s Content Addressed Storage (CAS) devices are cluster-able archival devices that host archival business file content such as email, office productivity files (like word processing and spreadsheet files), images, and other file documents.

CASIDA unique IS1200 ID for each classified file that the system generates during basic classification.

Centera ServerThe EMC Centera server is a networked storage system specifically designed to store and provide fast, easy access to fixed content (information in its final form). It is a CAS device providing long-term retention and assured integrity designed to store and manage data that require or have legally mandated retention periods, for example medical records and files relevant to legal matters.

Celerra ServerAn EMC server designed to store and manage archival data. The Celerra File Level Retention (FLR) server also allows enforcing enterprise or governmental retention policies.

Classification RuleRules that the system implements during data classification to extract metadata, tag files, and assign files to policy groups. The two types of classification rules are extraction rules and assignment rules.

Classification ServiceAn IS1200 service that accesses registered repositories and extracts and records their metadata. Sometime called a “crawl”.

ClusterA set of appliance nodes working as an Kazeon Information Server unit. A cluster can contain a maximum of four nodes.

CSV, Comma Separated ValuesA file type used to transfer data between applications such as databases and spreadsheets.

24

Glossary

Command Line Interface (CLI)The CLI is a traditional command line interface that allows direct communications with the IS1200 “backend” using a the set of commands defined in the IS1200 Command Line Interface Reference Guide.

Common Internet Filing System (CIFS)A protocol used by Microsoft to access computer systems and directories over the internet.

Container (file/object)A file that contains other files, such as a ZIP, JAR, or PST file.

CustodianA legal term used by Legal Service Providers (LSP) and other legal personnel to describe the owners or responsible parties for electronic documents pertinent (responsive) to a legal matter.

DataA file of any type and size such as a short email, a word processor document, or a large spreadsheet.

Data ClassificationThe process during which the Kazeon Information Server reads data on the data file system. During basic classification, the Kazeon Information Server extracts file system metadata. During deep classification, it extracts custom metadata and assigns files to policy groups.

DatamapA report that lists the electronic storage locations of all possible sources of relevant ESI. This can include standard file servers, groupware servers, email servers—and their backup and archive systems—as well as custodian’s desktop and laptop computers.

Data-MountThe NFS file system that is accessed by the Kazeon Information Server to parse data and extract metadata.

Data ServerThe file server that exports an NFS or CIFS file system so that the Kazeon Information Server can classify data on the file system to create metadata.

Data-ShareThe CIFS file system to be accessed by the Kazeon Information Server to extract metadata.

Data RepositoryA networked file system registered with the IS1200 so it can be classified, search, and reported on.

25

Glossary

Data VerificationBuilds on Auditing and is only available when system auditing is enabled. For job services like Actionable Services Copy or Move, Legal Hold Copy, and Single-Step Collections, Data Verification generates an audit trail proving that files were not altered during these actions. This is especially valuable in eDiscovery situations.

DeduplicationA process that identifies file duplicates based on their digest values. Digests are numerical values that are calculated based on file contents and are unique for all unique file objects. Digest values allow allow file objects to be compared very quickly. Digests are calculated differently for standard files, emails, and container objects. For standard files, a digest is computed for the entire file much like a hash value, for email objects the textual content of the file and certain specific addresses are combined and a digest value is calculated from that, container objects are hashed both as a complete file and as individual sub-objects.

Deduplication may be applied to export processes (Actionable Services like Download, Export, and Copy) and classification and collection processes to move only unique copies of files to a destination. When deduplication is used a “manifest” list or report may be produced to list and identify all the duplicates that were ignored in the export process, allowing all those duplicates to be identified later.

If any object, or sub-object, cannot be properly parsed during classification, no digest is produced for that object preventing duplicates of those objects from being identified.

Reduplication may also be applied to tagging processes to allow a single file copy to be reviewed, but apply metadata tags to all its copies.

Domino Sever (Lotus)A Lotus server providing groupware solutions and storage.

Documentum Sever (EMC)The EMC Documentum server manages business content including documents, photos, video, medical images, e-mail, Web pages, fixed content, XML-tagged documents, etc. The Documentum core is a repository that stores content securely under compliance rules and appears as a unified environment, even though content may reside on multiple servers and physical storage devices within a distributed environment.

eDiscoveryThe process of reviewing electronic files to determine their relevances and responsiveness to a legal matter or case.

eDiscovery Case ManagerA IS1200 web-application that facilitates eDiscovery for Legal Service Providers.

26

Glossary

Enterprise VaultA Symantec networked repository for archived email.

Extended AttributesUser-defined keywords that are extracted during data classification.

Extraction RuleExtracts user-defined keywords (custom metadata) to add to the metadata file.

Exchange Server (Microsoft)A microsoft server designed to store and manage email.

FederationA defined group of member-clusters on a Federation server that can be managed, searched, and reported on as a group. Member-clusters are referred to as Federated clusters.

Federation ServerAn single-node IS1200 server, with a Federation license, that allows consolidated searching and reporting of up to eight Federated member-clusters of its defined Federation.

FilerA file server that exports its file systems using NFS or CIFS protocol.

fullTextThe “content” portion of a file, this is the textual content of word processing files and message content for emails. The extraction fulltext rule is used to save file content to metadata during classifications and saves up to 10 megabytes of content by default. This default may be changed, but it is not recommended. Fulltext extraction is required for the Previewer pane to work and to generate Concepts in the Results Grouping pane.

GroupwareCollaborative software designed to help people involved in common tasks achieve their goals. Incorporates services such as email, calendaring, text chat, wiki, web-sharing, document control, and advanced search.

Hash ValuesHash values are used to compare one file with another for duplicates.

An extremely simplified description of hashing is that the numeric values of all bytes in a file are added into a grand total. The chances of two different files yielding the same result (hash value) are remotely small, so hash values can be used to identify duplicate files, or compare files with the same name to decide if they have been modified.

Computing hash on an entire file is called a full-hash, and computing hash on a portion of the file is called a partial-hash. A “partial hash” may also be used to increase classification speed and “hashing” can be turned on, or off to increase classification speed.

27

Glossary

Identity VaultAn encrypted database of usernames and passwords the IS1200 uses to store the credentials used to access registered data repositories, send email notifications, and work with authentication services.

Kazeon EVAgentA IS1200 service installed on the Enterprise Vault server.

Kaz-mountThe NFS file system that is the IS1200 metadata repository. on which the Kazeon Information Server stores metadata.

Kazeon Query LanguageA programming language used in classification and assignment rules to identify files that should received specified metadata tags.

Kaz-serverThe file server where the metadata repository is located.

Kaz-shareThe CIFS file system on which the Kazeon Information Server stores metadata.

Kaz SchemaDefines the set of metadata fields used to build a Search Index for registered data repositories (file systems).

Legal HoldFiles placed on legal hold are either copied to a secure secondary location where they can preserved for later use, or are locked in their original locations against further change until a legal matter is resolved.

Legal Service Provider (LSP)A lawyer or trained legal professional that provides legal services for a fee.

Logging ruleLogging rules audit user actions on files such as file access, creation, modification, and deletion.

LocalRefers to the local resources (usually the metadata repository) of the Federation server.

Logging ruleLogging rules audit user actions on files such as file access, creation, modification, and deletion.

Member-clusterAny of the clusters registered to a particular Federation.

28

Glossary

MetadataData about data. Metadata is used to search for information and to create reports. Metadata can be file system or custom metadata that the Kazeon Information Server extracts from files during classification. file system metadata includes file type, and file path extracted during basic classification. Custom metadata is generated during deep classification.

Metadata RepositoryA registered respiratory the IS1200 uses exclusively to record the metadata extracted from registered data repositories during classification services.

Network File System (NFS)A protocol used primarily by Unix based computers for accessing computer systems and filers over the internet.

Network Information System (NIS)A network naming, administration, and authentication system for smaller networks that was developed by Sun Microsystems and is used primarily by Unix systems.

NodeA single Kazeon Information Server appliance.

PEA FilesA Pool Entry Authorization (PEA) file is generated by the Centera server administrator. A PEA file defines what applications and users can perform read, write, delete, query, copy, or hold operations for Centera objects.

Policy GroupAssociates one or more authorization rule and logging rule with one or more files to protect information and audit user actions on files.

PST FilesPersonal STorage files are generally used by email programs like Microsoft Outlook to store user email locally. PST files are also called “composite” files, because they are packages meant to efficiently store a number of smaller related files. Another example of a composite file is a ZIP storage file

RetentionThe process of enforcing corporate or legal standards for how long certain kinds of files must be preserved for access. Examples of retained files include files responsive to legal matters and medical records.

RolesAll IS1200 have roles, either admin, auditor, or end-user. If a legal license is installed, there are also legalAdmin, legalSupervisor, legalReviewer, and custodian roles. All users have a role, and the role determines what parts of the IS1200 interface can be seen, and how much of search and report results are viewed.

29

Glossary

Search IndexAn IS1200 database that stores and indexes the file content metadata (including extended attributes, and fullText) for standard and custom user-defined metadata produced by extraction rules during classifications.

SharePoint Sever (Microsoft)A Microsoft server in the groupware category.

SourceOne Server (EMC)The EMC SourceOne server is a comprehensive, policy-based system that automatically collects, organizes, indexes and retains messages and associated attachments and stores them in designated archives connected to shared storage. SourceOne provides indexed searching that works with both EMC storage and other brands such as IBM or NetApp.

TagsThe names of metadata fields. Tags are always associated with a value. For example, the metadata tag “filename” for any given file is always followed by a value (a text string) containing the actual filename.

Web-AdminAn IS1200 web application used by IT personnel to administer the server itself, and when the IS1200 is used to help administer other IT resources. Web-Admin is the preferred interface for administering the server.

Web-ReportsAn IS1200 web application that provides advanced reporting capabilities based on IS1200 metadata.

Web-SearchAn IS1200 web application that provides basic, advanced, and specialized email searches against IS1200 metadata.

XML, eXtensible Markup Language fileA file type that uses the XML language to define and describe data that can be transferred between applications like databases and spreadsheets.

30

Index

AAccess Control List 23ACL 23Actionable Services 23Actions 23Active Directory 23AD 23Advanced Search 23Assignment Rule 23assignment rules 23

definition 23, 24Audience vAuditing 23authentication

definition 24authorization rules 23

BBasic Search 24

CCAS Devices 24CASID 24Celerra 24Centera 24Checklists 5CIFS 25classification rule 24Classification Service 24CLI 25clusters 24Comma Separated Values 24Command Line Interface 25Command Line Interface Reference GuidevCommon Internet Filing System 25Configuration Requirements 5

Container 25CSV 24Custodian 25customer support

support v

DDashboard 15data 25data classification 25Data Repository 25data server 25Data Verification 26Datamap 25data-mount 25data-share 25Deep Crawl 15Deployment Configuration 5Documentation

other vrelated v

Documentum 26Domino 26

EeDiscovery 26eDiscovery Case Manager 26eDiscovery Case Manager Administrator’sGuide vEnable Versioning 14Enterprise Vault 27Exchange 27extended attributes 27eXtensible Markup Language 30extraction rules 27


Index

FFederation 27Federation Server 27filer 27fullText 27

GGroupware 27

HHash Values 27

Iidentity 7, 14Identity Vault 28Implementation Overview 2Installation and Quick Start Guide v

KKaz Schema 28Kazeon EVAgent 28Kazeon Query Language 28Kazeon SharePoint Agent 2kaz-mount 28kaz-server 28kaz-share 28

LLegal Hold 28Legal hold 2, 17Legal Service Provider 28local 28logging rule 28LSP 28

MMember-cluster 28metadata 29metadata file system 13Metadata Repository 14, 29

NNetwork File System 29Network Information System 29NFS 29NIS 29

nodes 29

Ppolicy groups 29PST 29

RRelated Documentation vRetention 29Roles 29

SSearch Index 30SharePoint 30SharePoint Servers

2007 5classifying 15registering 13Supported Versions 5

SharePoint URL 14Single Step collections 2Site Collection Administrator 7site collections 2SourceOne Server 30

TTags 30

WWeb Reports vWeb Search vWeb-Admin v, 13, 15, 30Web-Reports 17, 30Web-Search 17, 30Windows SharePoint Services 3.0 5

XXML 30


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