HP StorageWorks Reference Information Storage System V1.5 User Guide (T3559-96045, November 2008)

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 manag er or supervisor m ay have access to

your repository.

Understanding searching and document indexing

You c an search for any documents archived in your repository (or any other repositories to which you

have access),

whether the documents are ema il m essages 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 doc ument wor ds 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 or search results depending on the system’s c onﬁguration.

You can search the co ntents 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 messages, the following ﬁles are indexed :

• Plain text ﬁles

• Rich text ﬁles (.r tf)

• HTML (HyperText Markup Language) ﬁles

• Files used by the following Microsoft O fﬁce programs: Word, Excel, PowerPoint, and Access

• PDF (P ortable Document Format) ﬁles viewed with Adobe Acrobat Reader

• Zip ﬁles

• Embedded messages (RFC 822 messages)

NOTE:

Email m essage formatting has no bearing on indexing. Only the words you see in your email client are

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

NOTE:

For zip ﬁles and embedded messages, the content inside the ﬁles is expanded and indexed.

Message MIME types (advanced users)

An email message can contain message p arts 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 t ypes:

• text/plain

• text/html

• application/rtf

• application/msword

• application/vnd.ms-excel

• application/vnd.ms-powerpoint

• application/msaccess

• application/pdf

• application/ms-tnef

12 RISS overview