The Basic Archive System provides a low-cost web service based archive solution for small and medium businesses. It allows storing documents and metadata, retrieving and updating records, and version control. The system is built in Java to run on any server, uses a database for storage, and provides RESTful web services for administration and access. It is designed to be easy to install, configure and set up new archive instances through a web service call. The software is available under an open source license at no cost to users.

1. Basic Archive System (BAS)
WEB Service based archive – Your private cloud

2. Basic Archive System – The idea behind
Many small and medium sized businesses often want to
restrict the use and archiving of paper documents. The
reason they often do not implement such a process is
often high costs or so large and complex changes that they
can not afford it or lack the capacity.

3. Basic Archive System – The idea visualized
Archive Service Cloud
General
WEB Services
Version ctrl.
WEB Services
Admin.
WEB Services
Remote
Web service
access
Customer
Service
systems
Billing and
accounting
systems
Marketing
and sales
systems
Existing batch
Computer
systems
General
Office
systems
System admin
systems

4. Basic Archive System – A solution ?
To give opportunity to ease this situation, it developed an Web Service based
"archive cloud" that allows for:
Storing documents and other objects along with the necessary metadata.
Retrieval of documents or other objects and metadata.
Maintenance (update / delete / purge) of documents or other objects and
metadata (update only on metadata).
Version control of documents or other objects.
User administration per archive.
Archive maintenance and documentation of individual archives.
Storing metadata without documents or other objects in separate tables.
Multiple archives / repositories per installation
And it’s (shareware under Apache version 2 license)

5. Basic Archive System - specification
The Basic Archive System are build i JAVA and are accessing a database and
a standard disk system. Since the system are build in JAVA it can run on any
server that can support JAVA runtime. The current version of Basic Archive
System can be installed with:
JAVA 7 runtime
Oracle database or MySql database (JDBC connected)
Standard accessable disk system
Jetty version 6.1.22
The WEB services is standard REST based web services using:
Jersey version 1.8
The documentation WEB service returning PDF are using:
Itext version 5.1.2

6. Basic Archive System - Overview and capacity
The various parts of the Basic Archive has the following capacities:
Up to 9999 types of objects definition. *₃
Unlimited number of table definition (theoretical). *₂
Up to 9999 repository groups *₃
Archive (per definition):
Up to 10 repositories per repository group. *₁
Up to 256⁶ number of stored objects in a repository group. *₂
Repository group (per definition):
*₁ The number of repositories will be limited by disc space, a large number of repositories will also slow down the system.
*₂ The number of stored objects will be limited by disc space and the used database system.
*₃ The number can be limited by max space in the used database system.
Multiple archives inside a installation. *₃
Basic Archive System (total installation):

7. Basic Archive System – Easy setup
The goal when the system was designed was :
Easy to install and easy to configure
The system it self are made so it’s easy to install both on a standalone server and a
server where it share computer power with other systems. When the system are
installed and configured (access to a database etc.) on a server, setting up an
archive instance should be easy. Just call a web service with the wanted archive
definition in a XML file and the archive system will set up the archive. The archive
instance will inherit the default configuration file, so in some cases this maybe has
to be modified (probably by the system administrator).

8. Basic Archive System - installation
Purchase
Server
(if needed)
Install
software
Configure
Basic Archive System
Sales system
Invoice system
WEBServicecall
Modify
existing systems
(add REST client)

9. Basic Archive System - How to build an archive
<?xml version="1.0" ?>
<archive>
<system name="archive1">
<dbuser>TEST</dbuser>
<password>test000</password>
<password_encryption>true</password_encryption>
</system>
<repository name="online" group="document">
<retention>4015</retention>
<storage>/data/online</storage>
<level>1</level>
</repository>
<repository name="offline" group="document">
<retention>4015</retention>
<storage>/data/offline</storage>
<level>2</level>
</repository>
<object name="document" repository="document">
<retention>4015</retention>
<metadata required="no" modifiable="yes" searchable="yes" unique="no">documentDate</metadata>
<metadata required="no" modifiable="yes" searchable="no" unique="no">documentType</metadata>
<metadata required="no" modifiable="yes" searchable="no" unique="no">description</metadata>
</object>
<table name="caseData">
<retention>4015</retention>
<metadata required="no" modifiable="yes" searchable="yes" unique="no">caseNumber</metadata>
<metadata required="no" modifiable="yes" searchable="yes" unique="no">caseDate</metadata>
<metadata required="yes" modifiable="no" searchable="yes" unique="no">documentRef</metadata>
</table>
<field name="documentDate">
<min>8</min>
<max>8</max>
<type>date</type>
</field>
<field name="documentType">
<min>6</min>
<max>6</max>
<type>integer</type>
</field>
<field name="caseNumber">
<min>6</min>
<max>6</max>
<type>integer</type>
</field>
<field name="caseDate">
<min>8</min>
<max>8</max>
<type>date</type>
</field>
<field name="description">
<min>1</min>
<max>80</max>
<type>string</type>
</field>
<field name="documentRef">
<min>32</min>
<max>32</max>
<type>string</type>
</field>
</archive>
documentDate
documentType
Description
+ archive defaults
documents
caseNumber
caseDate
documentRef
+ archive defaults
caseData
Archive
Import
Web
service = ONLINE
repository
OFFLINE
repository
”Archive1”

10. Basic Archive System – License / Usage
Basic Archive System project is an idealistic project that is based on the need
many have to build up an electronic archive, but they can’t afford it because of
high costs. Because of this, the following principles apply to the "product“:
• The Basic Archive System software is freeware (under Apache 2.0 license).
• Errors or defects at Basic Archive System is the user's responsibility.
• Costs of hardware or other software (eg. Database) is the user's
responsibility.
• In those cases the applicable license fees in connection with BAS is this
user's responsibility.
If a user uses Basic Archive System (BAS) is the user's responsibility that the following
rules are followed (in addition to the license requirement):
• All implementations of national / international standards or industry standards that
are implemented in the archive should be published and available for other users of BAS.
• Any use of BAS shall be in accordance with local and international law (e.g. Human
Rights Act or the Privacy Act in the country to whom the information applies).

11. Basic Archive System – When, where ?
The Basic Archive System development and testing.
All unit test are completed.
System test for access and error handling are completed.
Performance test store / access / retrieve are completed.
System administration testing ready to start (early September).
Total system test on remote server will start after system admin. testing.
Where to get Basic Archive System.
This is still not settled, but will be decided at a later date.

12. Basic Archive System – contact information
For further information, please contact:
Jan-Ivar Bøyum
EMail .: jib@boyum.priv.no