HP Structured Records Management Solution Tutorial, August 2011

12 Chapter 1: Structured records management concepts
Used together, HP Database Archiving and HP TRIM provide just such a solution
with its many associated benefits.
Figure 1 Structured records management workflow
1 Define
This step defines the data model and the rules for the data to be extracted.
Unlike unstructured information, which is stored in relatively well defined
containers in the shape of files, structured data is stored in a set of tables,
some of which are active data tables and some of which serve as lookup
tables. The modeling allows an administrator to define what data and links
make up the records so that the extracted data has integrity and usability.
Criteria and rules can be defined for the selection of the data, as well as for
exceptions that will exclude data from extraction. Once the model and rules
are defined they can be used and re-used many times over.
2 Classify
Not all data required to manage the records may be inherent in the source data
itself. Records management relies on descriptive data to manage the context
in which the data was created and used. The classify step allows the
administrator to select a target in the records management classification
scheme, as well as to assign additional metadata properties that will be used to
describe and manage the extracted data in the records management system.
Like the definition step, the classification step is part of the preparatory design
and serves many extracts of a certain type of data from that point onward.
3 Extract
The result of the define and classify steps is a combination of data model,
rules, and attributes that you use to extract data unattended from the source
system. It is common practice to run the extract as a scheduled process,
although you can also run it manually. Once the extract is initiated it selects
the eligible data based on the model and rules, and exports it along with the
associated attributes to an XML file. The resulting extract consists of a
descriptive summary file and the individual data files containing the records.
For each file type, an XSD schema description is exported. The descriptive
metadata for the records management system is created in a tab delimited text
file. Once all the files are exported, the extraction script calls the HP TRIM
loader to ingest the data into the records management system.