URM 11g Implementation Tips, Tricks & Gotchas ALAN MACKENTHUN FISHBOWL SOLUTIONS, INC.

Transcription

1 URM 11g Implementatin Tips, Tricks & Gtchas ALAN MACKENTHUN FISHBOWL SOLUTIONS, INC. i

2 Fishbwl Slutins Ntice The infrmatin cntained in this dcument represents the current view f Fishbwl Slutins, Inc. n the issues discussed as f the date f publicatin. Because Fishbwl Slutins must respnd t changing market cnditins, it shuld nt be interpreted t be a cmmitment n the part f Fishbwl Slutins, and Fishbwl Slutins cannt guarantee the accuracy f any infrmatin presented after the date f publicatin. This Whitepaper is fr infrmatinal purpses nly. FISHBOWL SOLUTIONS MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Cmplying with all applicable cpyright laws is the respnsibility f the user. Withut limiting the rights under cpyright, n part f this dcument may be reprduced, stred in r intrduced int a retrieval system, r transmitted in any frm r by any means (electrnic, mechanical, phtcpying, recrding, r therwise), r fr any purpse, withut the express written permissin f Fishbwl Slutins Inc. Fishbwl Slutins Inc. may have patents, patent applicatins, trademarks, cpyrights, r ther intellectual prperty rights cvering subject matter in this dcument. Except as expressly prvided in any written license agreement frm Fishbwl Slutins, the furnishing f this dcument des nt give yu any license t these patents, trademarks, cpyrights, r ther intellectual prperty Fishbwl Slutins Crpratin. All rights reserved. Fishbwl Slutins is a registered trademarks r trademarks f Fishbwl Slutins Inc. in the United States and/r ther cuntries. The names f actual cmpanies and prducts mentined herein may be the trademarks f their respective wners Fishbwl Slutins Crpratin. All rights reserved.

3 Cntents 1 Intrductin Executive Overview 1 2 What is URM 11g? URM Architecture g Enhancements 1 3 DD v3 Supprt What Des This Mean? 2 4 Recmmendatins fr all 11g Cntent Server Deplyments 3 5 Physical Cntent Management 3 6 Other Adapters 4 7 Perfrmance Audit Lg Maintenance RM Persistent Cache Other Perfrmance Ntes 5 8 Cnclusin 5 9 Ntes 6

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5 1 Intrductin Executive Overview Oracle recrd management augments Oracle Cntent Server with retentin management, security, and ther features that can add value t mst cntent management slutins. Universal Recrds Management 11g is als available bundled as part f Oracle Enterprise Cntent Management and adds supprt t physical recrds management, the deplyment f adapters t ther external applicatins and repsitries s that cntent in these external surces can be managed in place and full DD 5015 v3 cmpliance. This white paper highlights sme f the advantages f 11g recrds management and sme best practices fr deplyment f these slutins. 2 What is URM 11g? 2.1 URM Architecture Recrds Management in is a set f cmpnents that are installed with 11g Cntent Server ut f the bx. Mst f these cmpnents can be used with Cntent Server with r withut a URM license. URM licensing adds rights t the full DD, Classified r FOIA deplyment ptins, physical recrds management and the architecture and supprt fr federated recrds management, where adapters can be installed n external repsitries and these adapters then cnnect with yur recrds management repsitry and facilitate the retentin management f this external cntent. URM includes the defintin f an API fr these adapters allwing custm adapters t be built. Outside f the adapters, the architecture f a URM system is the same as that f any ther Cntent Server deplyment. Mre tables are created in the database and the database generally faces higher lads fr screening, ther reprting and dispsitin prcessing, but fundamentally, the architecture desn t change g Enhancements The fllwing enhancements were added t Oracle recrds management fr 11g. New Recrds Management Installatin Checklist Auxiliary Metadata Sets Auxiliary metadata sets are sets f metadata that are saved in custm tables rather than the standard DcMeta table as regular custm metadata fields are. The recrds management system itself uses these t save infrmatin abut retentin categries, recrd flders, and physical recrds. Custm metadata sets can be created and the fields defined in these custm metadata sets bacn be added t prfiles using Simple Prfiles. Fr instance, yu culd create metadata sets t manage infrmatin abut calendar events fr fields that yu wuld rather nt add t the standard Cntent Server metadata mdel. My Categries allws yu t designate specific parts f yur retentin plan as persnal favrites fr easier assignment t cntent being checked in and easier navigatin int thse sectins f the file plan.

6 Dashbard hme page views allw access t the infrmatin yu need and the tasks yu need t wrk n mre quickly New Recrds Management menu allws fast access t all RM features and administratin pages. Oracle BI Publisher integratin is available fr advanced reprting Multiple levels f Recrds Management feature deplyment ptins Minimal Typical DD Baseline DD Classified Custm Allws custmers t enable and disable RM features as needed. Fr example, yu culd chse the minimal r typical ptins plus Fields if yu expect t manage recrds r yu can just chse Related Cntent t enable this ptin. The Deplyment ptins shuld be tested in a sandbx envirnment that yu can restre quickly as disabling features wn t clean up assciated tables r metadata fields that are added t Cntent Server. 3 DD v3 Supprt What Des This Mean? The DD 5015 specificatin was updated and changed pretty significantly in Oracle URM was the 1 st prduct certified fr all parts f the updated specificatin including: Baseline recrds management Classified recrds management FOIA-PA (Freedm f Infrmatin Act and Privacy Act) recrds management Significant changes were included thrughut this versin f the spec. In general, the distinctin betweeen recrds and nn-recrds was minimized. The fcus nw is the apprpriate life cycle management f all cntent.

7 4 Recmmendatins fr all 11g Cntent Server Deplyments Even if yu aren t ready t use recrds management fr retentin management, yu may want t enable the Minimal recrds management deplyment. This will expse the base recrds management feature set and allw fr Simple Prfiles t be used t cnfigure prfiles using the native UI which mst peple find t be easier t use and mre understandable. Yu can always cnvert them t be standard prfiles and rules later, but yu cannt autmatically cnvert standard rules and prfiles t simple prfiles at a later time. Management f the life cycle f cntent isn t just recrds. All businesses that expend the effrt t use cntent management shuld cnsider the full life cycle f cntent. After 5 years r s, many cmpanies find that their repsitry becmes s cluttered with utdated cntent that users becme frustrated with dated r duplicate items. Recrds Management features can be used t implement regular reviews f certain types f cntent and t delete r exprt cntent that is n lnger necessary. The fllwing are sme specific suggestins: Enable minimal, typical settings, r custm settings as needed Categrize all cntent and use Subject t Review t keep cntent up t date Expire r delete cntent that s dated Cnsider usage f Auxiliary Metadata Sets t define metadata abut specific types f cntent fr fields that yu dn t want t add t the standard cntent server metadata mdel Cnsider the usage f recrds management security settings Supplemental Markings Custm Classificatin schemes fr hierarchical security requirements ALCs (Users, Aliases, r Rles) 5 Physical Cntent Management Physical cntent management is enabled with full URM and is included in the ECM license. The physical cntent management features allw fr the definitin f strage lcatins such as warehuses, rms, rws, bays, shelves, and psitins. Physical items can then be managed including things like bxes, flders, papers, CDs, DVDs, Tapes, etc. A reservatin system, such as wuld be used at a library, is available allwing peple t submit a reservatin fr any physical item. The reservatin can then be wrkflwed t supprt the prcess f getting the item t that persn. Finally, bth the permanent and the current lcatin f an item is tracked. When an item is checked ut t smene, the current lcatin is updated t indicate wh has it. When an item is transferred permanently, bth lcatins wuld be updated. Belw are a few suggestins t enhance experiences with physical recrds management:

8 Use the Batch Strage Definitin feature t define rms r warehuses very quickly Cnsider bar cding it can save a lt f running arund and keybarding Creating a text index fr physical recrds will allw fr case insensitive search f them. Cntact Oracle supprt fr details. 6 Other Adapters Each f the adapters that have been develped have different features and functinality, a different implementatin, and each shuld be deplyed and tested thrughly prir t deplyment in prductin. This includes the SharePint adapters fr different versins f SharePint. The adapters have been develped by different grups, at different times and fr different applicatins. The features available thrugh each adapter depend at least t sme extend n the applicatin it is being attached t. Adapters fr applicatins that can enfrce cntent freezes such a Symantec Enterprise Vault and SharePint 2010 manage cntent in place rather putting cpies f the cntent in Cntent Server. 7 Perfrmance 7.1 Audit Lg Maintenance Perfrmance needs t be cnsidered when deplying recrds management. By default, audit lgging is enabled at a high level and the audit lgs are nt maintained autmatically. If yu dn t cnsider this, system perfrmance will degrade ver time and at sme pint, yu will run ut f space and yur system will g dwm. At that pint, yu may r may nt be able t recver the audit lg in a useable fashin. T avid this, first be sure t schedule audit lg archiving s that it is dne autmatically. Audit lg archiving cuts ff the audit lg and archives the data int a file which is checked int the cntent server. This item can have a retentin categry assigned t it s it will be managed apprpriately. Secnd, the audit lgging shuld be cnfigured s that it is minimized as much as pssible. It can always be turned up later if additinal infrmatin wuld like t be lked at, but system perfrmacnce will be ptimized with less lgging. 7.2 RM Persistent Cache The persistent recrds management cache can be disabled and sme systems may actually perfrm better with cache disabled such as when using an Oracle RAC (clustered database). The cache can be disabled by adding the envirnment cnfig variable belw: PersistRmaQueryCache=false The persistent RM cache caches parts f the file plan and physical strage in memry and n the file system and this chache is used preferentially. Perfrmance testing has schwn this cache t actually perfrm wrse that the database queries when using clustered databases.

9 7.3 Other Perfrmance Ntes ACL security can impact search perfrmance detrimentally Supplemental Marking security is applied as a pst filter n search results. This als can impact search perfrmance. If yur retentin schedule cntains 10,000 r mre series, categries, and flders, then yur database administratr shuld build database indexes n the tables t enhance perfrmance. Screening can be perfrmance intensive. It is best t schedule screening reprts t be dne during ff hurs as much as pssible. If system perfrmance is imprtant and much cntent is being managed, it is recmmended that the Only allw scheduled screeing ptin be set t disable n demand screening. 8 Cnclusin Oracle s recrds management slutin cntains a number f features that can add value t almst any cntent management deplyment. URM adds t this full cmpliance with the DD 5015 v3 specificatin including baseline recrds management, classified cntent management and FOIA and PA cmpliance; the ability t cnnect with external repsitries t manage the retentin f cntent in place in these ther repsitries as well as physical cntent management. This paper discussed sme f the imprvement in 11g URM, sme perfrmance tuning tips and cnsideratins, and recmmendatins fr use f recrds management features in cntent management slutins that aren t fcused n retentin management.

10 9 Ntes Setup Guide fr Universal Recrds Management, 11g Release 1 (11.1.1), E , Octber 2010 Administratr s Guide fr Universal Recrds Management, 11g Release 1 (11.1.1), E , May 2010 User s Guide fr Universal Recrds Management, 11g Release 1 (11.1.1), E , May 2010