HP Reference Information Storage System Version 1.6 User Guide revision 2 (T3559-90810, August 2007)

company audit repository may be used to keep track of all company email. Some users have access

to other repositories, besides their own. For example, your manager or supervisor m ay have access to

your repository.

Understanding searching and document indexing

You can search for any documents archived in your repository (or any other rep ositories to which you

have access) ,

whether the documents are email messages or ﬁles. When you search for a document,

your query is c

hecked against an index of words that is updated each time a document is archived.

Indexing the c

ontents of a document involves cataloging the document words to prepare them for later

searching. Separators (such as punctuation) between words are ignored during indexing. Note that there

is a time delay from when ﬁles are archived to when they are indexed. Do cuments archived less than an

hour ago may or may not appear in quer y or search results depending on the system’s conﬁguration.

You can search the contents of a document only if the contents have been indexed. You can search for

other kinds o

f ﬁles only by using external identifying information.

Indexed document types

In addition to email m essages, the following ﬁles are i ndexed:

• Plain text ﬁles

• Rich text ﬁles (.rtf)

• HTML (HyperText Markup Language) ﬁles

• Files used by the following Microsoft Ofﬁce p rograms: Word, Excel, PowerPoint, and Access

• PDF (Portable Document F ormat) ﬁ les viewed with Adobe Acrobat Reader

• Zip ﬁles

• Embedded messages (RFC 822 messages)

NOTE:

Email message formatting has no bearing on indexing. On ly the words you see in your email client are

indexing c andidates. Invisible source-code words, such as HTML markup tags, are ignored.

NOTE:

For zip ﬁles a nd embedded m essages, the content inside the ﬁles is expanded and indexed.

Message MIME types (adva nced users)

An email message can contain message parts of possibly different MIME (Multipurpose Internet Mail

Extensions) Content-Types. The following Content-Types are indexed and each corresponds to one of

the indexed document types:

• text/xml

• text/plain

• text/html

• application/rtf

• application/msword

• application/vnd.ms-excel

• application/vnd.ms-powerpoint

• application/msaccess

• application/pdf

12 RISS overview