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

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■ Delete outdated content?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■ Multiple (inc outdated) versions of technical specs are not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