HP StorageWorks Reference Information Storage System V1.1 User Guide (February 2005)

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Chapter 1: RISS overview Understanding searching and document indexing
1-4 HP StorageWorks Reference Information Storage System User Guide, February 2005
Understanding searching and document
indexing
You can search for any documents archived in your repository (or any other
repositories to which you have access), whether the documents are email
messages or files. When you search for a document, your query is checked
against an index of words that is updated each time a document is archived.
You can use the Document Manager customer option to archive files
manually. For an archived file, the index always includes at least the external
identifying information of the file, such as the file name and last modification
date. This is true for all files, regardless of file type.
With Document Manager, you can archive any type of file. However, the
system only indexes the contents of email messages and certain types of files.
For non-indexed files, only their external identifying information is indexed.
Indexing the contents 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. Documents archived
less than an hour ago may or may not appear in query 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 of files only by using external identi-
fying information.
Indexed document types
In addition to email messages, the following files are indexed:
• Plain text files
• Rich text files (.rtf)
• HTML (HyperText Markup Language) files
• Files used by the following Microsoft Office programs: Word, Excel,
PowerPoint, and Access
• PDF (Portable Document Format) files viewed with Adobe Acrobat
Reader