1. Requirements and Pre-install Check Server Requirements NET Framework Check Installation Process...

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2 Contents 1. Requirements and Pre-install Check Server Requirements NET Framework Check Installation Process Installer Download Installation Long-Term Docs Settings Running the Long-term Docs Interface Account Login Account Management Folder Management Service Installation Long-Term Docs Folder Settings Long-Term Docs folder location Monitoring Conversion into PDF/A Electronic Signature settings Long-Term Maintenance Rights Settings How the Documents Are Stored

3 1. Requirements and Pre-install Check 1.1. Server Requirements The installation wizard will guide you through the application interface installation process. To ensure correct application performance, the following requirements must be fulfilled: Windows Server 2008 x64 SP1 Windows Server 2012 x64 Processor at least 2 cores, 3GHz or higher RAM 8GB 4GB disk space (Microsoft SQL Server 2012 is a part of the installation).net 2.0.NET 3.5 for communication with ISDS, Google Disk, Google Apps and SharePoint 2010 / 2013.NET 4.5 for communication with OneDrive and Office365 SharePoint Server2013 Client Components for Office365 folders access In case you have limited outgoing communication from your server, eg. A firewall, it is necessary for the proper functioning of Long-Term Docs Server to permit the following addresses: and You also need to have a permit addresses to check server certificate revocation. Currently these are certificates issued by thawte SSL CA - G2: tj.symcd.com:80 t1.symcb.com:80 t2.symcb.com: NET Framework Check Availability of the individual.net Framework versions can be verified by the presence of keys in the registry. Open the registry by running the command regedit..net Versions Registry Path 1.0 HKLM\Software\Microsoft\.NETFramework\Policy\v1.0\ HKLM\Software\Microsoft\NET Framework Setup\NDP\v \Install 2.0 HKLM\Software\Microsoft\NET Framework Setup\NDP\v \Install 3.0 HKLM\Software\Microsoft\NET Framework Setup\NDP\v3.0\Setup\InstallSuccess 3.5 HKLM\Software\Microsoft\NET Framework Setup\NDP\v3.5\Install 4.0 (Client) Client Profile HKLM\Software\Microsoft\NET Framework 3

4 Setup\NDP\v4\Client\Install 4.0 (Full) HKLM\Software\Microsoft\NET Framework Setup\NDP\v4\Full\Install 4.5 (Client) HKLM\Software\Microsoft\NET Framework Setup\NDP\v4\Client\Release 4.5 (Full) HKLM\Software\Microsoft\NET Framework Setup\NDP\v4\Full\Release 2. Installation Process 2.1. Installer Download The installer is available for download directly on the Long-Term Docs portal (longtermdocs.eu), or from the following link: Installation After downloading, click the installation wizard icon: The installation process runs to display a simple installation wizard. On the first tab, read the license agreement of Long-Term Docs Server, check the "I agree to the license terms and conditions", if you agree with the license terms and conditions and click Next. Otherwise, it is possible to terminate the installation by clicking Close. 4

5 In case you want to change the installation path of Long-Term Docs Server, click "Options" and click "Browse" to select the location where Long-Term Docs will be installed. The default settings are recommended. Confirm the settings by clicking OK. (If you need to, you can always use the Back button to return to the previous tab.) After clicking the Install button, installation will be started. Installation process may take a few minutes due to the fact that Microsoft SQL Server 2012 database is a part of the full installation. If application was successfully installed, the confirmation screen appears. Note: To finish the installation, you might be required to restart the server. If you are asked to restart it, confirm the dialog. Make sure that the versions of.net Framework required for the installation are installed. 5

6 3. Long-Term Docs Settings 3.1. Running the Long-term Docs Interface After a successful installation, the Long-Term Docs Server icon is available on the desktop. Double-click the icon to open the Long-Term Docs Server interface Account Login Long-Term Docs Server features can be tried within a Trial account which is automatically created after first start or log on your own account that you created at longtermdocs.eu. To use your own account, click Change account... 6

7 Enter your username ( ) and password. The license type available on your account will be automatically checked. Long-Term Docs Server can then provide services according to the licence available, within the conditions of either the Trial mode, or one of the paid distribution plans. When the license is successfully verified, the application displays a confirmation of license certificate installation for this service type Account Management When logged in, you can manage and edit your account (through the Account Management link) or to change it that is, log in as a different user (through the Change Account link) Folder Management Service Installation For the Long-Term Docs application server to function correctly, a service running at a local server must be installed to allow monitoring and management of Long-Term Docs folders. This service can be installed directly from the Long-Term Docs Server manager by clicking Install 7

8 In the dialog that follows, select a local user's account under whose permissions the service will be installed and run, and enter the access password. Then install and start the service by clicking Start. Note: If the required versions of.net Framework and SharePoint Server 2013 client components are not installed, this fact is displayed. To install a missing component, click the corresponding link Long-Term Docs Folder Settings Settings for the individual Long-Term Docs folder profiles are described in detail in the Admin Guide. To help with orientation and understanding the basics, an example default profile for one Long-Term Docs folder has been prepared. This Long-Term Docs folder is created on a local disk. Along with it, a monitored folder is prepared. Files inserted there are taken for processing and long-term archiving in the Long-Term Docs folder. 8

9 Click on the highlighted line to open a tab with controls for detailed Long-Term Docs folder profile settings. The default profile provides the scenario described in the following chapters. 9

10 Long-Term Docs folder location The location of the Long-Term Docs folder should be set up to the local folder or cloud storages Microsoft, Google and DropBox. The change of the Storage and list of the folders is available under Select button Monitoring When a file is inserted into the monitored folder, now set to C:\Users\Administrator\Documents\Long-Term Docs\Input Folder the document or file is analyzed Conversion into PDF/A Conversion into PDF/A is possible, if the document meets the requirements for PDF/A conversion and the application for the document's correct visualization is available at the server. Then the document can be converted into the PDF/A format. The level of PDF/A standard compliance will be set to the 10

11 best option available for the current document. If it is a scanned document, OCR (Optical Character Recognition) is performed. Installation and settings of applications necessary to convert Office documents and other file types is described in the Admin Guide. Natively, the following types can be converted: jpg, png, bmp, gif, pdf, txt and html Electronic Signature settings Certificates used by Long-Term Docs Server must be installed in the computer certificate store, not in user certificate store. To do this, follow these instructions: Installation must be done using MMC console. 1. Start -> Run -> mmc 11

12 2. In the new opened window, click on the item File -> Add/Remove Snap-in -> Certifkáty -> Click on Add -> select Computer account -> Next -> Finish -> OK 3. In the newly added section Cerfiticates (Local Computer) continue : Open Certificates (Local Computer) -> Right click Personal -> All Tasks -> Import 12

13 4. Continue as in any other certificate installation process select the certificate file, enter password and private key protection level and add certificate to the store. By adding certificate to Computer store, any user on the computer can see the certificate. If you don t want user to be able to see / use the certificate, you must set up the permissions. Right click the certificate -> All Tasks -> Manage Private Keys... -> set the read or Full Control permissions to account you want to use this certificate. The account which is used for Long-Term Docs service must have Full control permission to this certificate Long-Term Maintenance The converted documents and documents that do not meet requirements for long-term legibility treatment (for example multimedia files) are processed and ready for long-term maintenance. The period length is set to 10 years. As the detailed settings state, only the documents with all signatures and time stamps valid will be maintained. If a document or file does not contain any elements of digital security, it will be provided with a stand-alone time stamp, or a signature with a time stamp. 13

14 To allow the option of signing these documents, select a digital signature/time stamp that will be used in these cases. The maintained documents are stored in the Long-Term Maintenance folder and their long-term validity is ensured by a regular check of their signature certificates and time stamp certificates and by attaching a new time stamp before the document's validity expires. If one of a document's signatures or time stamps is violated or invalid or another problem occurs which does not comply with settings and the requirements for documents' trustworthiness and archiving, it will not be included in the long-term maintenance process. These documents are saved in the Problem Documents folder Rights Settings The Long-Term Docs folder contains documents that have been treated according to the set up processing method. These documents will be kept in the state of long-term authenticity and legibility. It is strongly recommended to provide appropriate file access permission settings to authorized users with READ rights only for each Long-Term Docs folder. Because the documents are kept in the Long-Term Docs folder and the Long-Term Docs service only registers the documents' and signatures' metadata and the document cannot be determined or restored from the metadata, minimize the risk of unauthorized access or document deletion, which cannot be restored using the Long-Term Docs service How the Documents Are Stored The documents are stored ONLY in your preset storage. The Long-Term Docs service only registers metadata related to the documents and signatures. It is not possible to determine or restore the registered document again from these metadata. We identify a file that have been prepared for long-term treatment, if contains valid signature and a time stamp, or whether file is within the so-called Grace period, in which it waits to make sure its signature certificate will not be revoked in the next 24 hours. After that a time stamp is attached to the document, identifying the time of entering the file into the long-term treatment and the file s state at the time. This moment marks the beginning of the Grace period. 14

15 The file has been registered in the Long-Term Docs folder for the long-term treatment process. According to the folder settings, it will be kept in a validable state by regular checks. File is registered to your Long-Term Docs account and checked for upcoming expiry every 24 hours. The file name and its unique identification are tied to your Long-Term Docs account, under which it has been entered for registration and long-term treatment. If renamed, it will not be possible anymore to run the validity expiry checks and long-term treatment! All information about the file is stored in a Microsoft SQL Server database. 15