There is plenty of information available to you on some of the on-going maintenance and administration tasks that are specific to IBM® Enterprise Records.
See the following FileNet® P8 Administration Help systems for additional administration information:
There are a number of tasks that an administrator can perform using IBM Administration Console for Content Platform Engine. These tasks (such as configuring auditing) are documented in this online help system. However, You cannot use IBM Administration Console for Content Platform Engine for other actions because data corruption and other serious problems might result. Specifically, do not perform the following actions using IBM Administration Console for Content Platform Engine:
This list is not exhaustive. Perform only the tasks that are documented in the online help. Performing other actions using IBM Administration Console for Content Platform Engine can cause data corruption or other serious problems.
The IBM Enterprise Records Installation and Upgrade Guide might include instructions for using IBM Administration Console for Content Platform Engine to perform operations that an administrator performs during an installation or upgrade. Examples include:
Configure separate object stores for the file plan and documents that are declared as records. One file plan object store contains the file plan structure, while the records enabled object store contains documents, some of which are declared as records. There are many users with access to the ROS who do not have access to the entities that make up your file plan in the FPOS. You can have more than one ROS associated with one FPOS.
After you configure the file plan and start declaring records, there are minimal changes to a production object store. If it becomes necessary to delete an object store after record declaration, there is a specific procedure to avoid problems declaring records on a new object store. This procedure consists of clearing Workplace preferences before deleting the object store.
If an object store is deleted before resetting site and user preferences to another object store, you see a message when accessing the object store. This message explains which FPOS is selected and why. There is also a link to configure the required FPOS. The system selects an object store according to the following guidelines.
If you delete the object store before clearing the preferences, you must purge all preferences. Delete, rename, or move the bootstrap.properties file. It is rebuilt automatically.
The following IBM Enterprise Records system maintenance tasks are typical of the tasks performed at most sites. Use the checklist in the following chart as a guide to determining when you might need to perform specific system maintenance tasks for IBM Enterprise Records.
Daily | Weekly | Monthly | As Needed |
---|---|---|---|
Monitor Sweep log | Exporting audit logs | Archive/delete Sweep log | Troubleshooting Configuring logging |
The Content Platform Engine server can be enabled to use an FileNet Image Services server as a fixed-content storage device or as a high-volume capture device. This means that the content of a Content Platform Engine document can be stored on an FileNet Image Services server as a FileNet Image Services document. The optional feature that enables this capability is called Content Federation Servicesfor Image Services (CFS-IS).
When using a CFS-IS system with IBM Enterprise Records, do not set an expiration date on documents that are stored on an FileNet Image Services system. There is no automated way for the CFS-IS administrative user on the FileNet Image Services system to differentiate between IBM Enterprise Records documents that are placed on hold and cannot be deleted and the documents that can be deleted.
In some cases, the operations you can perform on these documents depend on how the FileNet Image Services document was entered into the system and whether FileNet Image Services document properties are propagated to the Content Platform Engine server. Where the FileNet Image Services server is used as a fixed-content storage device, document content is added to the FileNet Image Services server using CE applications. These documents are called as CE-IS Type A documents in this topic. Where the FileNet Image Services server is used as a high-volume capture device, document content is added to the FileNet Image Services server using FileNet Image Services applications. These documents are called CE-IS Type B documents.
Using IBM Enterprise Records, you can manage these documents as records in much the same way you manage other CE documents as records. This section describes some IBM Enterprise Records behavioral differences when working with these types of documents. This section also includes other information that you must be aware of when managing these types of documents.
You can define a subscription such that when FileNet Image Services documents are migrated to the object store, they are automatically declared as records. To accomplish this automatic declaration, make sure that the document class for the migrated documents subscribes to the event action and that the event action triggers on the Checkin event. For more information see the Configuring autodeclaration of records help topic.
If an FileNet Image Services document is accessible through Image Services applications or APIs, there are no CE mechanisms to prevent the document from being changed or deleted. Even if it is declared to be a record. Therefore, work with the FileNet Image Services system administrator to assure that FileNet Image Services security is set up appropriately for IS document modification and deletion.
FileNet Image Services document classes include retention parameters that specify when documents can be deleted. IBM Enterprise Records does not interact with these IS retention settings. Therefore, work with the FileNet Image Services system administrator to assure that these retention settings are set up appropriately soFileNet Image Services documents that are declared as records are not deleted because of retention settings.
You can declare FileNet Image Services documents cataloged in CE using any of the available declaration mechanisms. For example, this declaration can be from Workplace, MS Office, MS Outlook, event actions, workflows, and the IBM Enterprise Records Java API. You cannot select a single element of a multiple-element document to be a record. If a multiple-element document is declared as a record, then all elements are considered to be part of the record.
A non-Record user, who has access to a document, cannot access the information page of the document after a Record user declares that document as a Record. This limitation upon a non-Record user's access is by design.
If cataloging is enabled on the FileNet Image Services server, then FileNet Image Services document properties that are mapped to CE document properties are stored on both the FileNet Image Services and CE servers. Any FileNet Image Services document property updates are automatically propagated to the associated CE document. However, CE document property updates do not affect the properties of the record associated with the document.
If a document is a CE-IS Type A document, a content-based search finds the record associated with the document. This capability is true if CBR is configured on the object store in which the document exists. However, if the document is a CE-IS Type B document, a content-based search does not find the document.
When you delete a record, the corresponding CE document is also deleted. If the content of the CE document is stored in the permanent cache of the FileNet Image Services server rather than on storage media, deleting removes the FileNet Image Services document from cache. However, if the content of the CE document is stored on the storage media of theFileNet Image Services server, then deleting a record does not remove the content from the media. For more information about how document data is deleted from an FileNet Image Services server, including information about erasing FileNet Image Services storage media, see Expired Documents and Folders in the Database Maintenance Overview section of the IBM FileNet Image Services System Administrator's Handbook.
When you copy a record, then the record, its associated CE document, and its associated IS document) are copied. In all cases, the record copy operation results in a CE-IS Type A document, even if the original document was a CE-IS Type B document.
The same is true when you import a record. The associated document of the imported record is always a CE-IS Type A document, even if it was a CE-IS Type B document when you exported it.
During the development cycle, monitor system performance to make sure that your implementation runs as efficiently as possible. Use the IBM System Dashboard for Enterprise Content Management, which provides a centralized mechanism for collecting and distributing performance data on installed IBM FileNet software products, independent of the operating system. The gathered performance data might be made available to the default IBM System Dashboard for Enterprise Content Management functions for use at sites which have not standardized on a management console. For information about using IBM System Dashboard for Enterprise Content Management, see Using the IBM System Dashboard for Enterprise Content Management.
The IBM FileNet P8 Troubleshooting Guide contains information about troubleshooting problems with FileNet P8 platform components, including IBM Enterprise Records, the Content Platform Engine, Application Engine, and Workplace. To download documentation from the IBM support page, see the external link at the end of this topic.