Applies To Product(s): eB Insight Version(s): 15.x.x Environment: N/A Area: Documentation & Instruction Subarea: N/A Original Author: Manav Bhardwaj, Bentley Technical Support Group Storage and Maintenance for Document Copies Setting Up Storage Rules: A document [record] contains Document Copies. A Document Copy is stored in a location. Storage Rules resolves the storage location for a Document Copy based on a criterion . **Note that in the case of electronic files this [logical] location is a Repository Group. The file can physically be located in a repository or repositories depending on definition of the Repository Group. Storage Rules are defined globally. A Storage Rule consists of two main things: a query criteria that can result in a list of documents and a destination repository group or other location. A Storage Rule may be attached to zero or many File Plan components. Once attached [to a component], the query’s outcome becomes the intersect between its criteria and the set of records [documents] belonging to that component. There are three different types of Storage Rules: Add Rules, Move Rules and Dispose Rules. Add Rules resolve the initial location for an incoming file. Since a document [record] may exist in more than one folder [1] and since a folder may have many Storage Rules it could happen that two add rules compete for the same file. The system will simply pick the first one [rule] whose criteria match; the others will be added to the ‘Opposing Add Rule’ exception report. The Document Copy [that will contain the file] will have its repository group supplied by this winning rule. [1] Folder and File Plan component will be used interchangeably Move Rules are different from the Add Rule in the sense that all Move Rules gets evaluated and the result put on a ‘Pending Move’ list. Like in the case of all rules, there might be a record, say A that, based on a rule needs to move to location L1 and another rule that wants the record in location L2. When this happens we call it an opposing rule. It might also happen that a third rule wants it in L1 (so A contains move instruction L1- L2- L1). This will be called superfluous moves. If there are superfluous or opposing moves the move will not take place. Again the result will be available in an exception report. Dispose Rules (aka Delete Rules) differ from the others in that all of them have the same ‘destination’ – the NULL device. So the only exception that we could expect is conflicting criteria, typically the destruction schedule. Worth noting is that schedule is part of criteria. E.g. ‘All superseded document’, ‘All document that are older than a year’ and ‘All superseded documents older than a year’ are examples of [in the words of the DoD spec] Event, Time and Event-Time driven criteria. Storage Rule Example : Type Storage Rule Location Add Store Word [.doc] files to optical Repository Group Optical XYZ Add Move all small file to magnetic Repository Group Magnetic ABC Delete Destroy/delete when superseded N/A Move Move to optical at end of Financial Year Repository Group Optical XYZ File Plan Maintenance: Changing the Structure Must move records to a lower lever if child component gets created Opening and Closing components Records may only be associated to ‘Open’ components. Components may be opened and closed at any time (security restrictions permitting). Enabling and disabling components Only enabled components will be evaluated, disabling a component allows a temporary suspension of affecting any records. Hold components A component may be marked as a Hold Folder , this flag ensures no records are destroyed. An example might be pending litigation that requires records to be kept for a longer period than the original File Plan required. Changing Storage Rules Storage rules, like any other eB object, may only be changed by users with the appropriate permissions to do so. In addition to security, audit can be configured to capture delta-change information recording who and what changes were made.
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