Archiving
You can configure audit-proof archiving as an automatic action in enaio®. After configuration, automatic actions can automatically be run at regular intervals. This will reduce the administrative effort required after configuration.
The interplay of all relevant factors is essential in order to guarantee that archiving duly meets the legal requirements. This includes the procedures to be applied as well as to the hardware deployed and the various software components.
It is recommended that all relevant aspects be regulated and documented in process documentation to be prepared by the liable operator. If required, OPTIMAL SYSTEMS employees can provide project support in this matter.
For all compliance storage solutions certified by OPTIMAL SYSTEMS enaio® provides archiving processes that fulfill legal requirements. Correct archiving of documents and physical retention times are subject to restrictions imposed by the storage system in use. If, for example, a compliance storage system is only able to manage retention times up to 2038, such a restriction cannot be overridden using an archiving software solution like enaio®.
To guarantee easy configuration and secure operation, enaio® provides tools and means for different certified archive storage systems. Nevertheless, keep in mind to follow the configuration steps described in the respective interface manuals.
It is therefore advisable to coordinate, implement, document, and test the planning of retention periods, the selection of an archive storage system and its configuration, the configuration of retention times as well as necessary archive storage system settings in enaio®, and the correct configuration and execution of archiving processes in enaio® within the project with our consulting department.
Setting Up Archiving
Audit-proof archiving is configured as an automatic action. The 'Archiving' action accesses the settings that you have made in enaio® enterprise-manager. During configuration you have to specify which enaio® server archives which documents on which media.
Perform the following settings before configuring the 'Archive' automatic action:
- Register the axacarch.dll library in the system (see ''Additions' Tab').
- Open the media management in enaio® enterprise-manager and indicate the paths to the media, set up media sets, assign media to media sets, and assign media sets to document types.
- Define archiving options and configure the integrity checks in enaio® enterprise-manager.
Changes to media and archiving settings in enaio® enterprise-manager will usually apply after the server is restarted.
All archiving processes will be logged. This log can be used to verify if archiving processes were successful.
If an e-mail server is available, the administrator can automatically be notified about completed archiving processes by e-mail.
Before archiving, the integrity of the documents to be archived can be verified by performing a hash check.
Integration of Virtual Archives Using the 32-Bit Server’s Native Drivers
An iCas or Centera system available in the network can also be used for archiving.
To do so, create a virtual archive for the connection, set up a media set, and assign document types to this media set for the available solution.
Media and paths to the media are not configured.
Just like when archiving via enaio® server, the archiving process itself is carried out as an automatic action.
The following constraints apply:
- The archiving options concerning the administration of media and storage volume set in enaio® enterprise-manager are not taken into account. enaio® server simply transfers the documents to the integrated system.
For file-based archives such as NetApp ONTAP, GRAU DATA FileLock, FAST LTA Silent Cube and Silent Brick, HCP or Dell EMC Unity, you set up media and media sets just as you would for internal media management.
Retention Times
For documents, enaio® manages two types of retention time information: the retention time and the scheduled retention time. If this information is available for a document, it can be viewed in the Object information in enaio® client.
The retention time is set in the course of archiving via the external archives. In doing so, the scheduled retention time is entered as the retention period. If no scheduled retention time is specified, the retention time is determined based on the specified retention days. Retention days are specified in iCas and Centera when configuring the virtual archive drivers and when using file-based archives such as NetApp ONTAP, GRAU DATA File Lock, FAST LTA Silent Cube, and Silent Brick when configuring the media paths.
The planned retention time is assigned via scripts in enaio®. It can be specified and changed for archived as well as not yet archived documents. An evaluation is also possible via scripts and the COM interface.
The retention time for documents in Centera archives and its successor ECS cannot be changed, while the retention time for documents that are filed in a NetApp, GRAU DATA, iCAS, Fast LTA Silent Bricks/ Silent Cube, Dell EMC Unity, or HCP archive can be changed by using the 'Edit retention time' automatic action.
Please note that if retention times extend beyond 2038, NetApp archives may be prone to the Year 2038 problem. To avoid this, select the relevant option in enaio® enterprise-manager.
Virtual Archives for the 'archive' Microservice
Virtual archives can be included via the 'archive' microservice. The microservice supports the following archives:
iCAS / HCP-Archive / Cloudian HyperStore / Dell EMC ECS / S3 (AWS)
The configuration specifies the address and port of the microservices and a profile.
The profile contains the parameters of the virtual archives and is part of the application-storage.yml configuration file of the microservice.
Configurations within the media management – media sets and the assignment of object types – are also required.
Timeouts
To transfer large files, it may be necessary to increase values for timeouts using two registry entries in enaio® server. The necessary values depend on the maximum file size and the transmission speed and must be determined in the project:
HKEY_LOCAL_MACHINE\SOFTWARE\OPTIMAL SYSTEMS\<servicename>\Schemata\4.0\Winhttp
String: RECEIVE_TIMEOUT, value in milliseconds
String: RECEIVE_RESPONSE_TIMEOUT, value in milliseconds