This chapter provides information on some of the on-going maintenance and administration tasks that are specific to IBM InfoSphere Enterprise Records. Refer to the following FileNet P8 Administration Help systems for additional administration information:
There are a number of tasks that an administrator can perform using Enterprise Manager (EM). These tasks (such as configuring auditing) are documented in this online help system. However, there are other actions that should not be performed using EM as data corruption and other serious problems could result. Specifically, you should not perform the following actions using EM:
CAUTION This list is not exhaustive. Perform only the tasks that are documented in the online help. Performing other actions via EM can cause data corruption or other serious problems.
Note, however, that the IBM InfoSphere Enterprise Records Installation and Upgrade Guide might include instructions for using EM to perform operations that an administrator should only perform during an install/upgrade. Examples include:
You should configure separate object stores for the file plan and documents that are declared as records. Thus, one object store (file plan object store or FPOS) contains the file plan structure, while the other (records enabled object store, or ROS) contains documents, some of which are declared as records. Typically, there would be many users with access to the ROS who should 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.
Once you have configured the file plan and started declaring records, there should be minimal changes to a production object store. If it becomes necessary to delete an object store after record declaration has started, there is a specific procedure you must use to avoid problems declaring records on a new object store. This 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, a message is presented to a user attempting to access the object store that explains which FPOS has been selected and why. There is also a link to configure the desired FPOS. The system will select 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 will be rebuilt automatically.
The following IBM InfoSphere Enterprise Records system maintenance tasks are typical of those 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 InfoSphere Enterprise Records.
Daily |
Weekly |
Monthly |
As Needed |
---|---|---|---|
Monitor Sweep log
|
Archive/delete Sweep log |
Configure and enable trace logging
|
The Content Engine (CE) server can be enabled to use an Image Services (IS) server as a fixed-content storage device or as a high-volume capture device. (In practical terms, this means that a CE document's content can be stored on an IS server as an IS document.) The optional feature that enables this capability is called Content Federation Services for Image Services (CFS-IS).
When using a CFS-IS system with IBM InfoSphere Enterprise Records, don't set an expiration date on documents that are stored on an Image Services system, There is no automated way for the CFS-IS administrative user on the IS system to differentiate between IBM InfoSphere Enterprise Records documents that are placed on hold and cannot be deleted and those that can be deleted.
In some cases, the operations you can perform on these documents (or the expected output of these operations) depend on how the IS document was entered into the system and whether IS document properties are propagated to the CE server. Where the IS server is used as a fixed-content storage device, document content is added to the IS server via CE applications. For brevity, we'll refer to these types of documents as CE-IS Type A documents in the text below. Where the IS server is used as a high-volume capture device, document content is added to the IS server via IS applications; we'll refer to these types of documents as CE-IS Type B documents.
Using IBM InfoSphere 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 InfoSphere Enterprise Records behavioral differences when working with these types of documents, and includes other information that you should be aware of when managing these types of documents.
You can define a subscription such that when IS documents are migrated to the object store, they will automatically be declared as records. To accomplish this, make sure that the document class for the migrated documents subscribes to the event action for autodeclaration of records, and that the event action triggers on the Checkin event.
If an IS 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, you should work with the IS system administrator to assure that IS security is set up appropriately for IS document modification and deletion.
IS document classes include retention parameters that specify when documents should be deleted. IBM InfoSphere Enterprise Records does not interact with these IS retention settings. Therefore, you should work with the IS system administrator to assure that these retention settings are set up appropriately such that IS documents that have been declared as records are not deleted because of IS retention settings.
You can declare IS documents cataloged in CE using any of the available declaration mechanisms (for example, from Workplace, MS Office, MS Outlook, event actions, workflows, and the IBM InfoSphere Enterprise Records Java™ API). Note, however, that 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.
NOTE A non-Record user, who has access to a document, cannot access the document's information page 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 IS server, then IS document properties that are mapped to CE document properties are stored on both the IS and CE servers, and any IS document property updates are automatically propagated to the associated CE document. However, CE document property updates will 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 will find the record associated with the document, provided 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 will not find the document.
When you delete a record, the record's corresponding CE document is also deleted. If the CE document's content is stored in the IS server's permanent cache rather than on storage media, deleting removes the IS document from cache. However, if the CE document's content is stored on the IS server's storage media, then deleting a record does not remove the content from the media. For more information on how document data is deleted from an IS server, including information on erasing IS storage media (assuming you use erasable media), see "Expired Documents and Folders" in the Database Maintenance Overview section of the Image Services System Administrator's Handbook.
When you copy a record, then the record as well as its associated CE document (and its associated IS document) will be copied. In all cases, the record copy operation will result 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 imported record's associated document will always be a CE-IS Type A document, even if it was a CE-IS Type B document when you exported it.
During the development cycle, you will want to monitor system performance to make sure your implementation runs as efficiently as possible. We suggest that you make use of the FileNet System Manager tool, which provides a centralized mechanism for collecting and distributing performance data on installed FileNet software products, independent of the operating system. The gathered performance data may be made available to the out-of-the-box System Manager functions for use at sites which have not standardized on a management console. For information about using System Manager, refer to FileNet System Manager.
The FileNet P8 Platform Troubleshooting Guide contains information about troubleshooting problems with P8 platform components, including IBM InfoSphere Enterprise Records, the Content Engine, Application Engine, Process Engine, and Workplace. You can download this guide from the IBM FileNet P8 Platform publication library.