HP Structured Records Management Solution Tutorial, August 2011
HP Structured Records Management Solution
Tutorial 13
NOTE The extraction process also can create an MD5 hash of each exported
file and includes this in the summary file. These hashes can be used to
validate that the files loaded into HP TRIM are identical to the files generated
by HP Database Archiving.
TIP You have the option to remove the data from the source system
immediately upon its extraction or at some later time (deferred deletion). In
deferred deletion, the administrator defines a point in time after extraction
when the record is removed from the source system. Deferred deletion allows
records to be extracted as soon as they become static but while they are still
used in day-to-day queries in the source system. If a record is ever deleted
prematurely from the source system, a reload option allows the data to be
extracted from HP TRIM and loaded back into the original source in an
automated process.
4 Ingest
The ingest step creates a folder inside the records management system to
group all the files created by the extract. The folder is placed in the
classification that was selected during the classify step and uses the metadata
attributes contained in the tab delimited file created by the extract step.
Once the folder is created the importer loads all the XML, XSD, and the log
files for the ingest step into the folder. As for the folder, it uses the predefined
metadata attributes from the classify step to create profiles for each of the
files. Once the import concludes, the import step can perform a validation of
the records’ contents against the MD5 values generated by the extract step
and store the details of this validation. The hash validation can also be
invoked manually at a later stage.
5 Manage
The manage step is the same for structured records as it is for unstructured
information. The same HP TRIM structures, rules, and features are used for
both, including metadata and content searching, addition and removal of
holds, and security and auditing features.
In the case of SRMS, since the records are structured, you typically will want
to run SQL queries against them rather than a standard search. To address this
requirement, you can extract batches of records from HP TRIM and
automatically register them with the Records Query Server (RQS). Using
RQS (also known as the Archive Query Server), you can query the archive
XML files using any ODBC, JDBC, or OLEDB compliant SQL query tool.
6 Dispose
The disposal of records in the records management system uses the same
features that are applied to unstructured records. A retention period can be
defined for the record and, when that period is up, the record is marked as
destroyed. Once a record is marked as destroyed, a check is run to confirm
whether the original record in the source system was destroyed as well. If not,
the user will be prompted to execute a deferred deletion from the source
system at that point.