HP StorageWorks Reference Information Storage System V1.4 User Guide (T3559-96028, December 2005)
In addition to being automatically routed to your individual repository, your email is probably also
routed to one or more other repositories established by your company or organization. For example, a
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 may have access to
your repository .
Understandin
g searching and document indexing
You can search
for any d ocuments 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 quer y 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 modific ation 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 cer tain 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 d
elay from when files are archived to when they are indexed. Do cuments a rchived less than an
hour ago may or may not app ear in query or search results depending on the system's configuration.
You c an search the co ntents of a document only if the contents have been indexed. You can search for
other kinds of 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 (.rtf)
• HTML (HyperText Markup Language) files
• Files used by the following Microsoft Office p rograms: Word, Excel, PowerPoint, and Access
• PDF (P ortable Document Format) files viewed with Adobe Acrobat Reader
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.
Message MIME types (adva nced 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 types:
• text/plain
• text/html
• application/rtf
• application/msword
• application/vnd.ms-excel
• application/vnd.ms-powerpoint
• application/msaccess
• application/pdf
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RISS overview