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Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
Archiving In Content Management - A Deeper Look
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Archiving In Content Management - A Deeper Look

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This session develops understanding of practical meaning of the word 'Archiving' as it applies to Content Management in general, practical business applications and ROI of your specific Web Center …

This session develops understanding of practical meaning of the word 'Archiving' as it applies to Content Management in general, practical business applications and ROI of your specific Web Center implementation. Participants will review different aspects of archiving - obsolete, hidden, cut off, deleted, information architecture and physical design of archiving systems as they consider a compromise between the cost of storage and speed of retrieval

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  • 1. REMINDER Check in on the COLLABORATE mobile app ARCHIVING IN CONTENT MANAGEMENT Dmitri Khanine Sr. Architect ECM Solutions http://ECMSolutions.ca A deeper look at archiving and real life applications with Oracle WebCenter
  • 2. Welcome to Session 607! ■ What does „Archiving‟ really mean ■ Common problems ■ Tools and techniques available with WebCenter Content
  • 3. 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?
  • 4. 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
  • 5. 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
  • 6. ‘Soft Delete’ features ■ Removes content from view ■ Content is still available via search ■ Think Gmail – File vs. Delete
  • 7. 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
  • 8. 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
  • 9. 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
  • 10. Archiving tools in WebCenter Content Practical insights and Observations
  • 11. 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
  • 12. Using Archiver ■ Start by defining your query...
  • 13. Using Archiver (contd.) ■ Defining content transformations
  • 14. 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!
  • 15. Finding Expired Content ■ Use Expired Content Page:
  • 16. RETENTION QUERIES IN FRAMEWORK FOLDERS ■ Framework Folders replace Contribution Folders (Folders_g) ■ Retention Query Folder is one of new features:
  • 17. Using Retention Query Folders ■ You can control: ▪ Number of revisions to keep ▪ How long to keep them for
  • 18. 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
  • 19. 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
  • 20. WebCenter Records Adapters: Federated Search ■ Search across multiple repositories:
  • 21. Common Problem Areas
  • 22. Common Problem Areas with Archiving ■ Physical Assets (paper) ■ Collaboration Tools ■ Content Expiry ■ Performance issues
  • 23. 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
  • 24. 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
  • 25. 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
  • 26. Sample benchmarks ■ Dual Xeon 2.33 and 16Gb RAM - running a single node Content Server:
  • 27. Improving Performance of WebCenter Content
  • 28. Conclusion
  • 29. 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
  • 30. 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
  • 31. Please complete the session evaluation on the mobile app We appreciate your feedback and insight This box will have simplified instructions about how to complete the session evaluation online
  • 32. THANK YOU! info@ECMSolutions.ca

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