enhanced retention management guide

Content Manager OnDemandVersion 9 Release 5

Enhanced Retention ManagementGuide

SC19-3362-01

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NoteBefore using this information and the product it supports, read the information in “Notices” on page 25.

This edition applies to the following products and to all subsequent releases and modifications until otherwiseindicated in new editions:v Version 9 Release 5 of IBM Content Manager OnDemand for Multiplatforms (product number 5724-J33)

v Version 9 Release 5 of IBM Content Manager OnDemand for z/OS (product number 5697-CMD)

v Version 7 Release 2 of IBM Content Manager OnDemand for i (product number 5770-RD1)

© Copyright IBM Corporation 2012, 2014.US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contractwith IBM Corp.

Contents

ibm.com and related resources. . . . . vContacting IBM . . . . . . . . . . . . . v

Enhanced Retention Management . . . 1

Preparing your system . . . . . . . . 3Reviewing your existing hardware capacity andsoftware capabilities . . . . . . . . . . . . 3Installing Enhanced Retention Management . . . . 3

Implementing your enhanced retentionmanagement system . . . . . . . . . 5Identifying application groups . . . . . . . . 5Disabling existing storage manager's ability to expiredata . . . . . . . . . . . . . . . . . 5Converting application groups to type LOAD . . . 5Configuring existing application groups to use holds 6Configuring new application groups to use holds orimplied holds . . . . . . . . . . . . . . 6Configuring application group permissions . . . . 7Configure user permissions . . . . . . . . . 7Configuring folders . . . . . . . . . . . . 8Defining holds through the OnDemandAdministrator client . . . . . . . . . . . . 8Defining a new hold through the OnDemandWindows client . . . . . . . . . . . . . 9

Managing your holds . . . . . . . . 11Applying holds by using the Windows client . . . 11Applying holds with the ARSDOC command . . . 11Releasing holds using the Windows client . . . . 12Releasing holds using the ARSDOC command. . . 13Searching based on hold name . . . . . . . . 14

Viewing holds applied to a document . . . . . 14

Uninstalling Enhanced RetentionManagement . . . . . . . . . . . . 17

Appendix. Content Manager OnDemandintegration with FileNet P8 . . . . . . 19Preparing your system. . . . . . . . . . . 20

Prepare to monitor your system . . . . . . 20Enabling the Content Federation Services forContent Manager OnDemand feature . . . . . 20

Configuring Content Manager OnDemand to workwith IBM Enterprise Records . . . . . . . . 20

Identifying application groups . . . . . . . 21Disabling existing storage manager's ability toexpire data . . . . . . . . . . . . . 21Converting application groups to type LOAD . . 21Configuring existing application groups to workwith FileNet P8 . . . . . . . . . . . . 21Configuring new application groups to workwith FileNet P8 . . . . . . . . . . . . 22Configuring application group fields . . . . . 22Configuring application group permissions . . . 23Configuring folders. . . . . . . . . . . 23

Notices . . . . . . . . . . . . . . 25Trademarks . . . . . . . . . . . . . . 27

Privacy policy considerations . . . . . 29

Index . . . . . . . . . . . . . . . 31

© Copyright IBM Corp. 2012, 2014 iii

iv Enhanced Retention Management Guide

ibm.com and related resources

Product support and documentation are available from ibm.com®.

Support and assistance

From ibm.com, click Support & downloads and select the type of support that youneed. From the Support Portal, you can search for product information, downloadfixes, open service requests, and access other tools and resources.

IBM® Knowledge Center

See your online product information in IBM Knowledge Center at one of thefollowing locations:v For IBM Content Manager OnDemand for Multiplatforms, see

http://www.ibm.com/support/knowledgecenter/SSEPCD_9.5.0/KC_ditamaps/ondemandmp_9.5.0.htm

v For IBM Content Manager OnDemand for z/OS®, see http://www.ibm.com/support/knowledgecenter/SSQHWE_9.5.0/KC_ditamaps/ondemandz_9.5.0.htm

PDF publications

See the following web sites for PDF publications for your product:v For IBM Content Manager OnDemand for Multiplatforms, see

http://www.ibm.com/support/docview.wss?uid=swg27041745.v For IBM Content Manager OnDemand for z/OS, see http://www.ibm.com/

support/docview.wss?uid=swg27041744.“Contacting IBM”

Contacting IBMFor general inquiries, call 800-IBM-4YOU (800-426-4968). To contact IBM customerservice in the United States or Canada, call 1-800-IBM-SERV (1-800-426-7378).

For more information about how to contact IBM, including TTY service, see theContact IBM website at http://www.ibm.com/contact/us/.

© Copyright IBM Corp. 2012, 2014 v

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vi Enhanced Retention Management Guide

Enhanced Retention Management

The IBM Content Manager OnDemand Enhanced Retention Management featurehelps you manage and enforce retention of documents in a Content ManagerOnDemand system.

In a Content Manager OnDemand system, you retain documents for a specificamount of time. Retaining documents for a certain amount of time is commonlyreferred to as retention management.

Records management describes the process of retaining and deleting documentsunder a set of circumstances that are not necessarily bounded by time, forexample, until the end of litigation. Without the Enhanced Retention Managementfeature, Content Manager OnDemand cannot implement records management forthe following reasons:v Records management requires that you have control over individual documents.

However, Content Manager OnDemand manages application groups, notindividual documents, and it works with a storage manager to delete (expire)documents.

v Records management requires flexibility in defining when to delete documents.However, Content Manager OnDemand defines the time to delete applicationgroups with fixed time ranges, for example, five years after Content ManagerOnDemand loads documents.

To overcome these limitations, you can purchase and install the EnhancedRetention Management feature. With the Enhanced Retention Management feature,you can control individual documents by introducing holds, a way to identify thedocuments that you want to keep for some period of time. To expire the document,you need to remove the hold. Holds give you flexibility to choose when to deletedocuments because you control when to remove a hold. Therefore, you controlwhen to delete a document. You can manage holds through any of the followinginterfaces:v OnDemand Windows clients, IBM Content Navigator, ARSDOC command, or

ODWEK Java™ APIs provided by Content Manager OnDemand.v FileNet® P8 when you integrate it with Content Manager OnDemand by

enabling the Content Federation Services-Content Manager OnDemand(CFS-CMOD) integration feature. The CFS-CMOD integration feature also helpsyou federate Content Manager OnDemand repositories, which connects yourContent Manager OnDemand content to business process management (BPM)and records management features of FileNet P8.)

The Enhanced Retention Management feature also requires that you disable theexpiration processes that your storage manager has on the documents that youwant to hold. Disabling the expiration process prevents the storage manager fromdeleting these documents.

You can create the following types of holds:

Holds You indicate, through the use of searches, the specific documents that youwant to hold. You can apply holds to documents in any application group.Use this type of hold if you are using Content Manager OnDemand asyour retention management tool.

© Copyright IBM Corp. 2012, 2014 1

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Implied holdsWhen Content Manager OnDemand loads documents, it applies a hold toall the documents in that load. You can apply this type of hold only todocuments in new application groups. Use this type of hold if you areusing another solution as your retention management tool.

Holds provide the following flexibility:v You can create multiple holds.v You can apply multiple holds to a single document or documents.v You can apply a single hold to an unlimited number of documents.v You can place a hold on a document that is currently stored in your OnDemand

system.v You can place a hold on a document when it is loaded into your OnDemand

system.

For example, you create the following holds:v A hold called A to apply it to documents that are part of a litigation.v An implied hold called B to apply it to documents to comply with a government

regulation and you use another solution to manage all documents subject to thisregulation.

v A hold called C to apply it to documents that are part of an internal policy.

You can place holds A and C on a single document. The document will not beexpired until you remove all holds. You can apply hold A to documents indifferent application groups. You can apply implied hold B to documents you areloading to your OnDemand system. A week later, when you search for moredocuments for the litigation, you can apply hold A to documents that also haveimplied hold B. The documents will not be expired until you remove all holds.

After you install the Enhanced Retention Management feature, evaluate yourContent Manager OnDemand maintenance procedures. During Content ManagerOnDemand maintenance cycles, loads are deleted per your expiration policy.However, if a document in that load has a hold, Content Manager OnDemand willnot delete that load. Keeping the document can have the following consequences:v Your OnDemand Storage Manager might consume space faster than you initially

planned.v Keeping the other documents that do not have a hold in that load makes them

potentially discoverable.v When you run arsmaint or Disk Storage Manager, Content Manager OnDemand

might repeatedly reload these loads, causing unnecessary strain on your system.

The following commands can help you manage some of these consequences:

v z/OS Multiplatform ARSMAINT and ARSADMIN UNLOAD, specifying the -Dparameter

v IBM i STRDSMOND command, specifying the HLDTHLD parameter

With these commands, you specify how full a load must be before it can bereloaded, at which point Content Manager OnDemand deletes the documents thatdo not have holds and reloads the load.

2 Enhanced Retention Management Guide

Preparing your system

Review your infrastructure and the prerequisites for the Enhanced RetentionManagement feature to ensure your system is ready.1. “Reviewing your existing hardware capacity and software capabilities”2. “Installing Enhanced Retention Management”

Reviewing your existing hardware capacity and software capabilitiesYou must use a version Content Manager OnDemand that supports the EnhancedRetention Management feature. You must monitor your OnDemand StorageManager and processing that used by Content Manager OnDemand to determinewhether you need to increase your storage capacity.

About this task

After you complete this task, you will know whether your existing systems meetthe hardware and software requirements and you will understand why you needto monitor your system to determine whether you need to add more storagecapacity.

Procedure

To prepare your system:1. Verify that you installed a version of Content Manager OnDemand that

supports the Enhanced Retention Management feature.2. Prepare to monitor your OnDemand Storage Manager and processing that is

used by Content Manager OnDemand and make the appropriate changes.Holds might create the following consequences:v OnDemand Storage Manager might use storage faster than before you

started using holds because of the longer retention periods for somedocuments.

v When you run arsmaint or Disk Storage Manager, Content ManagerOnDemand might repeatedly reload loads; therefore, it might use moresystem processing.

Installing Enhanced Retention ManagementThe Enhanced Retention Management feature is a feature you order separately.

Procedure

To install Enhanced Retention Management:1. Install the Enhanced Retention Management feature by reviewing one of the

following documents that corresponds to the Content Manager OnDemandproduct that you use:v For Content Manager OnDemand for Multiplatforms, see the Content

Manager OnDemand Enhanced Retention Management for MultiplatformsDVD. The following list describes the command to start the installationprogram for the corresponding platform:


– For AIX®, Linux, and Solaris, enter one of the following commands:./oderm or ./oderm -i console

– For Windows, enter the following command: x:\windows\odermwin.exev For Content Manager OnDemand for z/OS, see Program Directory for IBM

Content Management OnDemand Enhanced Retention Manager for z/OS.v For Content Manager OnDemand for i, see Common Server Planning and

Installation Guide.2. Configure the Enhanced Retention Management feature by doing one of the

following steps:v For all platforms other than Windows, add ARS_SUPPORT_HOLD=1 to the

ars.cfg file.v For Windows, use the OnDemand Configurator V9.5 to configure:

a. Start the OnDemand Configurator V9.5 by clicking Start > All Programs> IBM OnDemand Server V9.5 > OnDemand Configurator V9.5.

b. Right-click an instance.c. Select Properties/Server.d. Click Advanced Options and select Enable Enhanced Retention

Management.e. Click OK.


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Implementing your enhanced retention management system

Configure Content Manager OnDemand to identify documents in applicationgroups that you want to retain (hold) and identify the users who can manageholds. You must disable expiration processes by the storage manager so that itcannot expire data. You must also convert application groups with an expirationtype of DOCUMENT, SEGMENT, or STORAGE MANAGER to an expiration typeof LOAD.1. “Identifying application groups”2. “Disabling existing storage manager's ability to expire data”3. “Converting application groups to type LOAD”4. “Configuring existing application groups to use holds” on page 65. “Configuring new application groups to use holds or implied holds” on page

66. “Configuring application group permissions” on page 77. “Configure user permissions” on page 78. “Configuring folders” on page 89. “Defining holds through the OnDemand Administrator client” on page 8

10. “Defining a new hold through the OnDemand Windows client” on page 9

Identifying application groupsFor holds, identify the application groups that contain the documents that youwant to save. You need to modify these application groups to apply holds on thosedocuments. For implied holds, which you can apply to documents only as they arebeing loaded into OnDemand, plan on how you will identify these applicationgroups so that when you create them, you configure them correctly.

Disabling existing storage manager's ability to expire dataIf there are holds on your document, you must disable your storage manager'sability to delete the documents. The specific instructions on how to disable yourstorage manager depend on the storage manager that you are using.

Content Manager OnDemand supports the following storage managers. See thedocumentation for each product for instructions on disabling that storagemanager's ability to delete documents:v Tivoli® Storage Managerv Object Access Method (OAM) and Virtual Storage Access Method (VSAM)v Archived Storage Manager (ASM)

Converting application groups to type LOADIf application groups do not have an expiration type of LOAD, plan for time toconvert those application groups from expiration types of DOCUMENT,SEGMENT, or STORAGE MANAGER to LOAD. Contact your IBM representativeabout engaging IBM ECM services to assist with this conversion.


Configuring existing application groups to use holdsBy default, application groups do not use Enhanced Retention Management. Forany application groups that contain documents you want to hold, you must changethat application group to use Enhanced Retention Management. Remember thatimplied holds can be applied only to documents in new application groups, notexisting application groups.

Procedure

Do the following steps:1. Start the OnDemand Administrator V9.5 by clicking Start > All Programs >

IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Click Application Groups.3. Right-click the application group you want to modify, then select Update.4. Click the Field Definition tab.5. In the Database Field Name field, type in a name that helps you identify

documents that have holds, for example, LockDown. Click Add.6. Click the Field Information tab.7. From the Name list, select the field that you created in step 5.8. From the Data Type list, select Small Int (2).9. Select the Lockdown check box.

10. Click the General tab, then click Advanced.11. In the Enhanced Retention Management area, click Yes. Click OK twice.Related tasks:“Configuring new application groups to use holds or implied holds”

Configuring new application groups to use holds or implied holdsBy default, application groups do not use Enhanced Retention Management. Whenyou create an application group, you can configure the application group to useEnhanced Retention Management and indicate which type of hold you want touse.

Procedure


IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Right-click Application Groups and select New Application Group.3. Type in a name and short description, then click the Field Definition tab.4. In the Database Field Name field, type in a name that helps you identify

documents that have holds, for example, LockDown. Click Add.5. Click Add, then click the Field Information tab.6. From the Name list, select the field you created in step 4.7. From the Data Type list, select Small Int (2).8. Select the Lockdown check box.9. Click the General tab, then click Advanced.

10. In the Enhanced Retention Management area, click Yes. If you want to useimplied holds, select the Implied hold check box. Click OK.


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11. Optional: Configure the application group with other options, then click OK.Related tasks:“Configuring existing application groups to use holds” on page 6

Configuring application group permissionsIndicate that holds can be applied to documents in an application group by addingthe Hold permission.

Procedure


IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Click Application Groups.3. Right-click the application group you want to modify.4. Select Update.5. Click the Permissions tab.6. Select the user or user groups to have permission to apply holds.

v If you want to select a user or user group that already has application grouppermissions, select the name of the user or user group from the Defined list.

v If you want to select a user or user group that does not have applicationgroup permissions, select the name of the user or user group from theUsers/Groups list.

7. In the Document area, select the Hold check box.8. If you selected a user or user group that does not have application group

permissions, click Add. ClickOK.

Configure user permissionsGive selected users the authority to manage holds by either creating a user type ofHold Administrator or giving the user Create Holds authority.

Procedure


IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Click Users.3. Provide users the authority to manage holds by either designating them as

Hold Administrators or giving them Create Holds authority. You can providethe authority by updating an existing user or creating a user.v If you want to designate a user as the Hold Administrator, in the User Type

area, select Application Group/Folder/Cabinet Administrator and the HoldAdministrator check box.

v If you want to give users the Create Holds authority, select the Create Holdscheck box in the Authority area.

Implementing your enhanced retention management system 7

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Configuring foldersIf you want the Windows clients to display a lock icon next to a document, modifythe folder.

Procedure

To configure folders:1. Start the OnDemand Administrator V9.5 by clicking Start > All Programs >

IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Click Folders.3. Right-click the folder that you want to modify and select Update.4. In the General tab, select the Display Document Hold check box.5. To enable users to search for documents with holds, do the following steps:

a. Click the Field Definition tab.b. Type in the name of the field and a short description.c. Select Hold from the Field Type list, then click Add.

6. Click OK.

Defining holds through the OnDemand Administrator clientTo define a hold, you create the hold and identify who can access, update, ordelete that hold.

Before you begin

To define a hold, you must be a System Administrator, a Hold Administrator, or auser with Create Holds authority.

About this task

The following table describes how defining holds through the OnDemandAdministrator V9.5 differs from defining holds through the OnDemand Windowsclient:

OnDemand Administrator V9.5 OnDemand Windows client

When you define the hold, you create thefollowing effects:

v You give a user or user group permissionto access, update, or delete the hold.

v You are not applying the hold to anydocuments.

When you define the hold, you are alsoapplying it to documents you selected.

Procedure


IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Right click Holds and select New Hold.3. Type in a name for the hold in the Name field and enter a brief description in

the Description field.


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4. Click the Permissions tab.5. Select the user or group from the Users/Groups list.6. Specify who can view, update, or delete the hold.

v To provide a user or group the ability to view the hold, select the Accesscheck box in the Authority area.

v To provide a user or group the authority to update or delete the hold, selectthe Administrator check box in the Authority area.

7. Click Add, then click OK.8. If you want to define another hold, return to step 2 on page 8.Related tasks:“Defining a new hold through the OnDemand Windows client”

Defining a new hold through the OnDemand Windows clientTo define a new hold, you create a name to identify the hold from a list ofdocuments.

About this task

The following table describes how defining holds through the OnDemandAdministrator V9.5 differs from defining holds through the OnDemand Windowsclient:

OnDemand Administrator V9.5 OnDemand Windows client

When you define the hold, you create thefollowing effects:

v You give a user or user group permissionto access, update, or delete the hold.

v You are not applying the hold to anydocuments.

When you define the hold, you are alsoapplying it to documents you selected.

Procedure

Do the following steps1. Start the OnDemand client by clicking Start > All Programs > IBM

OnDemand Clients V9.5 > OnDemand Client V9.5.2. Log in to your OnDemand server.3. Search for the documents you want to hold.4. In the Search Criteria and Document List window, select all the documents

you want to hold.5. Right click the highlighted documents.6. Click Apply Hold for All Selected.7. In the Apply a Hold to a Document(s) window, click Create New Hold.8. In the Create New Hold window, type in the name of the hold in the Name

field and type in a description of the hold in the Description field.9. Click Create.

10. Click Apply.Related tasks:“Defining holds through the OnDemand Administrator client” on page 8

Implementing your enhanced retention management system 9

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Managing your holds

Holds can be applied and released with the Windows client, IBM ContentNavigator, ODWEK Java APIs, and ARSDOC. You can also search for holds.

“Applying holds by using the Windows client”“Applying holds with the ARSDOC command”“Releasing holds using the Windows client” on page 12“Releasing holds using the ARSDOC command” on page 13“Searching based on hold name” on page 14“Viewing holds applied to a document” on page 14

Applying holds by using the Windows clientWhile viewing a list of documents in the Windows client, you can select some orall the documents and apply holds to the selected documents.

Procedure

To apply holds by using the Windows client:1. Start the OnDemand client by clicking Start > All Programs > IBM

OnDemand Clients V9.5 > OnDemand Client V9.5.2. Log in to your OnDemand server.3. Search for the documents you want to hold.4. In the Search Criteria and Document List, select all the documents that you

want to hold.5. Right-click the highlighted documents.6. Click Apply Hold for All Selected.7. In the Apply a Hold to a Document(s), select the hold you want to apply to the

selected documents.8. Click Apply.

Applying holds with the ARSDOC commandApply holds by using the ARSDOC hold_add command. You can specify theparameters at the command line or through a parameter file.

About this task

If a duplicate attempt is made to add the same documents to a hold, no erroroccurs, and the ARSDOC command displays a success message. However, thesystem log might contain messages that indicate that the documents were alreadyadded.

Procedure

To apply holds by using the ARSDOC hold_add command:1. If you want to store the options for the ARSDOC command in a parameter file,

specify the options by using the following syntax:


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�� [ -f folder ][ -G applGroup ]

[ -i sqlQuery ][ -q namedQuery ]

�

� [ -l hold_name ][ -S startdate,enddate ]

, format

��

2. Run the arsdoc hold_add command. IBM i If you are running thiscommand on i, run the command in Qshell.v If you are using a parameter file, enter the arsdoc hold_add command by

using the following syntax:

�� arsdoc hold_add -F parmfile -h instance-p password

�

�-u userid -v

��

v If you are not using a parameter file, enter the arsdoc hold_add commandby using the following syntax:

�� arsdoc hold_add-f folder -G applGroup

-h instance �

� -i sqlQuery-q namedQuery

-l holdname-p password

�

�-S startdate,enddate

, format-u userid

�

�-U user_alias -v

loadId-X

��

Results

You can verify the results by doing any of the following tasks:v Review the system log.v Start the Windows client, search for the hold, and verify that the documents are

held.

Releasing holds using the Windows clientWhen you no longer want to retain a document, you must release the hold on thatdocument.

Procedure

Release holds by doing the following steps:1. Start the OnDemand client by clicking Start > All Programs > IBM

OnDemand Clients V9.5 > OnDemand Client V9.5.2. Log in to your OnDemand server.3. Search for the documents you want to release.


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4. In the Search Criteria and Document List, select all the documents you wantto release.

5. Right-click the highlighted documents.6. Click Release Hold for All Selected.7. In the Release Document(s) from a Hold, select the hold that you want to

release.8. Click Release.

Releasing holds using the ARSDOC commandWhen you no longer want to retain a document, you must release the hold on thatdocument.

About this task

If a duplicate attempt is made to remove the same documents from a hold, noerror occurs, and the ARSDOC command displays a success message. However,the system log might contain messages that indicate that the documents werealready released.

Procedure

To release holds by using the ARSDOC command:1. If you want to store the options for the ARSDOC command in a parameter file,

specify the options by using the following syntax:

�� [ -f folder ][ -G applGroup ]

[ -i sqlQuery ][ -q namedQuery ]

�

� [ -l hold_name ][ -S startdate,enddate ]

, format

��

2. Run the arsdoc hold_release command. IBM i If you are running thiscommand on i, run the command in Qshell.v If you are using a parameter file, enter the arsdoc hold_release command by

using the following syntax:

�� arsdoc hold_release -F parmfile -h instance-p password

�

�-u userid -v

loadId-X

��

v If you are not using a parameter file, enter the arsdoc hold_releasecommand by using the following syntax:

�� arsdoc hold_release-f folder -G applGroup

-h instance �

� -i sqlQuery-q namedQuery

-l holdname-p password

�

Managing your holds 13

�-S startdate,enddate

, format-u userid

�

�-U user_alias -v

loadId-X

��

Results

You can verify the results by doing any of the following tasks:v Review the system log.v Start the Windows client, search for the hold, and verify that the documents

were released.

Searching based on hold nameYou can create a folder that is dedicated to displaying documents that have holdsapplied to them. This folder can help you quickly find those documents. The foldermust contain the application groups that contain those documents.

Procedure

To create a folder that displays documents with holds:1. Start the OnDemand Administrator V9.5 by clicking Start > All Programs >

IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Right-click Folders and select New Folder.3. Type in a name for the folder in the Name field and a brief description of the

folder in the Description field.4. Select all the application groups you want to include in this folder by

highlighting them in the Application Groups list.5. Click Add. The OnDemand Administrator V9.5 displays your selections in the

Selected list.6. Select the Field Definition tab.7. Type in the name of a field to identify the holds field; for example, Holds.8. Select Hold in the Field Type list.9. Select any other options you want for this folder in the other tabs, then click

OK.

Viewing holds applied to a documentWhile viewing a list of documents in the OnDemand Windows client, you cancheck which holds are applied to a document.

Procedure

Do the following steps:1. Start the OnDemand client by clicking Start > All Programs > IBM

OnDemand Clients V9.5 > OnDemand Client V9.5.2. Double-click a folder you want to review.3. Enter the search criteria and click Search.


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4. In the Document List box, for any document that displays the lock icon,right-click on the document and select Show Holds.

5. Close the folder when you are done reviewing.

Managing your holds 15

Uninstalling Enhanced Retention Management

Uninstalling Enhanced Retention Management does not release holds or deletedocuments. Holds remain until you release them.

To uninstall the Content Manager OnDemand Enhanced Retention Managementfeature on AIX, Solaris, Linux, or Linux on System z®, enter one of the followingcommands:v CMOD_server_directory/_uninst950erm/uninstalloderm

v CMOD_server_directory/_uninst950erm/uninstalloderm -i -console

To uninstall the Content Manager OnDemand Enhanced Retention Managementfeature on Windows, use the Windows Add/Remove programs feature.

To uninstall the Content Manager OnDemand Enhanced Retention Managementfeature on i, enter the following command: DLTLICPGM LICPGM(5770RD1) OPTION(14)


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Appendix. Content Manager OnDemand integration withFileNet P8

You can integrate Content Manager OnDemand with IBM Enterprise Records orIBM Case Foundation to do records management initiative or business processmanagement. You can integrate your Content Manager OnDemand content byinstalling Content Federation Services for Content Manager OnDemand(CFS-CMOD).

Table 1 describes the differences in prerequisites and operation between EnhancedRetention Management, IBM Enterprise Records, and IBM Case Foundation.

Table 1. Comparing prerequisites and behavior between Enhanced Retention Management, IBM Enterprise Records,and IBM Case Foundation

Enhanced RetentionManagement IBM Enterprise Records IBM Case Foundation

Requires that you purchaseand install EnhancedRetention Managementfeature of Content ManagerOnDemand

Yes No No

Requires that you enableContent Federation Servicesfor Content ManagerOnDemand

No Yes Yes

How do you delete adocument stored in ContentManager OnDemand?

By removing a holdthrough one of severalinterfaces provided byContent ManagerOnDemand

By destroying a recordthrough the IBM EnterpriseRecords interface

Not supported. You canonly view documents.

If you are using more than one of these solutions, Content Manager OnDemandmanages the number of holds and locks that are applied to a document.OnDemand does not delete documents until all holds and locks are removed.

If you are not familiar with IBM Enterprise Records, IBM Case Foundation, orContent Federation Services for Content Manager OnDemand, review thefollowing sources of information:v To learn more about IBM Enterprise Records and how you can use it to manage

Content Manager OnDemand documents, see Records Management in the FileNetP8 information center.

v To learn more about IBM Case Foundation (BPM) and how it can access ContentManager OnDemand documents, see Workplace XT and Workplace in the FileNetP8 information center.

v To understand how Content Federation Services federates documents fromContent Manager OnDemand and other sources, see Content Federation Servicesoverview in the FileNet P8 information center.“Preparing your system” on page 20“Configuring Content Manager OnDemand to work with IBM EnterpriseRecords” on page 20


Preparing your systemMonitor your system for increases in storage consumption and system processing.If you are not familiar with FileNet P8 software, review the FileNet P8 informationcenter.1. “Prepare to monitor your system”2. “Enabling the Content Federation Services for Content Manager OnDemand

feature”

Prepare to monitor your systemAdding holds or locks to your documents might require an increase in storagecapacity.

Plan to monitor OnDemand Storage Manager and processing used by ContentManager OnDemand and prepare to make appropriate changes. Holds and locksmight create the following consequences:v OnDemand Storage Manager might use storage faster than before you started

using holds or locks due to the longer retention periods for some documents.v When you run arsmaint or Disk Storage Manager, Content Manager OnDemand

might repeatedly reload loads. Therefore, it might use more system processing.

Enabling the Content Federation Services for ContentManager OnDemand feature

Content Federation Services for Content Manager OnDemand enablescommunication between Content Manager OnDemand and FileNet P8. By default,support for Content Federation Services for Content Manager OnDemand is notenabled.

Procedure

To enable the Content Federation Services for Content Manager OnDemandfeature:1. For all platforms other than Windows, add ARS_SUPPORT_HOLD=1 to the

ars.cfg file.2. For Windows, use the Windows Configurator.

a. Start the Windows configurator by clicking Start > All Programs > IBMOnDemand Server V9.5 > OnDemand Configurator V9.5.

b. Right-click an instance.c. Select Properties/Server.d. Click Advanced Options, select Enable CFS-CMOD, then click OK..

3. Restart the OnDemand instance.

Configuring Content Manager OnDemand to work with IBM EnterpriseRecords

The tasks you do to configure Content Manager OnDemand to work with IBMEnterprise Records are similar to the tasks to enable Enhanced RetentionManagement. Additional steps include specifying options when you configureapplication groups that enable integration with FileNet P8.1. “Identifying application groups” on page 212. “Disabling existing storage manager's ability to expire data” on page 21


||

|

3. “Converting application groups to type LOAD”4. “Configuring existing application groups to work with FileNet P8”5. “Configuring new application groups to work with FileNet P8” on page 226. “Configuring application group fields” on page 227. “Configuring application group permissions” on page 238. “Configuring folders” on page 23

Identifying application groupsYou must modify any existing application groups that contain documents youwant to retain. Plan on how to identify new application groups that containdocuments you want to save and configure those application groups correctlywhen you create them.

Disabling existing storage manager's ability to expire dataIf there are holds on your document, you must disable your storage manager'sability to delete the documents. The specific instructions on how to disable yourstorage manager depend on the storage manager that you are using.

Content Manager OnDemand supports the following storage managers. See thedocumentation for each product for instructions on disabling that storagemanager's ability to delete documents:v Tivoli Storage Managerv Object Access Method (OAM) and Virtual Storage Access Method (VSAM)v Archived Storage Manager (ASM)

Converting application groups to type LOADIf application groups do not have an expiration type of LOAD, plan for time toconvert those application groups from expiration types of DOCUMENT,SEGMENT, or STORAGE MANAGER to LOAD. Contact your IBM representativeabout engaging IBM ECM services to assist with this conversion.

Configuring existing application groups to work with FileNetP8

By default, application groups do not work with FileNet P8. For any existingapplication groups that contain documents that you want FileNet P8 to manage,you must change that application group to work with FileNet P8.

Procedure

To configure existing application groups to work with FileNet P8:1. Start the OnDemand Administrator V9.5 by clicking Start > All Programs >

IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Click Application Groups.3. Right-click the application group you want to modify, then select Update.4. Select Update, then click Advanced.5. Click Yes in the Interoperate with FileNet P8 Platform check box.6. Select whether you want metadata sent to FileNet P8 automatically and

whether Content Manager OnDemand should assume that FileNet P8 controlsthe expiration process. The following list describes each option:

Appendix. Content Manager OnDemand integration with FileNet P8 21

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v Select the Federate documents automatically check box when you wantContent Manager OnDemand to send metadata to FileNet P8 when it loadsdata into this application group.

v Select the Enable Records Manager to declare records automatically checkbox when you want Content Manager OnDemand to assume that FileNet P8controls the expiration process. Select this option if you want to improveperformance between FileNet P8 and Content Manager OnDemand. If youdo not select this option, every time FileNet P8 locks a document that isstored in Content Manager OnDemand, FileNet P8 sends a notification toContent Manager OnDemand. Many requests might be sent, which increasesconsumption of system resources.

7. Click OK twice.

Configuring new application groups to work with FileNet P8By default, application groups do not work with FileNet P8. When you create anew application group, you can configure the application group to work withFileNet P8.

Procedure

To configure new application groups to work with FileNet P81. Start the OnDemand Administrator V9.5 by clicking Start > All Programs >

IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Right-click Application Groups and select New Application Group.3. Click the General tab, then click Advanced.4. Click Yes in the Interoperate with FileNet P8 Platform check box.5. Select whether you want metadata sent to FileNet P8 automatically and

whether Content Manager OnDemand should assume that FileNet P8 controlsthe expiration process. The following list describes each option:v Select the Federate documents automatically check box when you want

Content Manager OnDemand to send metadata to FileNet P8 when it loadsdata into this application group.

v Select the Enable Records Manager to declare records automatically checkbox when you want Content Manager OnDemand to assume that FileNet P8controls the expiration process. Select this option if you want to improveperformance between FileNet P8 and Content Manager OnDemand. If youdo not select this option, every time FileNet P8 locks a document that isstored in Content Manager OnDemand, FileNet P8 sends a notification toContent Manager OnDemand. Many requests might be sent, which increasesconsumption of system resources.

6. Click OK.7. Optional: Configure the application group with other options, then click OK.8. Click OK.

Configuring application group fieldsCreate a field that identifies the documents being federated. If a lock or hold isapplied to a document, Content Manager OnDemand adjusts the value of the fieldto indicate how many holds or locks are applied.

Procedure

To configure application group fields:


||

1. Start the OnDemand Administrator V9.5 by clicking Start > All Programs >IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.

2. Click Application Groups.3. Right-click the application group you want to modify, then select Update.4. Select Update.5. Click the Field Definition tab.6. Type in the name of a field that helps you identify documents being held, for

example RMLockDown, then click Add.7. Click the Field Information tab.8. Select the field you created in step 6 from the Name list.9. In the Type list, select Filter.

10. From the Data Type list, select Small Int (2).11. Select the CFS-CMOD check box, then click OK.

Configuring application group permissionsIndicate that documents in an application group can be federated by adding theCFS-CMOD permission and who can federate the documents in the applicationgroup.

Procedure

To configure application group permissions:1. Start the OnDemand Administrator V9.5 by clicking Start > All Programs >

IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Click Application Groups.3. Right-click the application group you want to modify, then select Update.4. Select Update.5. Click the Permissions tab.6. Select the user or user groups to have permission to federate documents.

v If you want to select a user or user group that already has application grouppermissions, select the name of the user or user group from the Defined list.

v If you want to select a user or user group that does not have applicationgroup permissions, select the name of the user or user group from theUsers/Groups list.

7. In the Document area, select the CFS-CMOD check box.8. If you selected a user or user group that does not have application group

permissions, click Add. Click OK.

Configuring foldersIf you want the Windows clients to display a lock icon next to a document, modifythe folder.

Procedure

To configure folders:1. Start the OnDemand Administrator V9.5 by clicking Start > All Programs >

IBM OnDemand Clients V9.5 > OnDemand Administrator V9.5.2. Click Folders.3. Right-click the folder that you want to modify and select Update.

Appendix. Content Manager OnDemand integration with FileNet P8 23

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4. In the General tab, select the Display Document Hold check box.5. To enable users to search for documents with holds, do the following steps:

a. Click the Field Definition tab.b. Type in the name of the field and a short description.c. Select Hold from the Field Type list, then click Add.

6. Click OK.


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Index

Special characters-D parameter of ARSMAINT 2

AARS_SUPPORT_HOLD 3ars.cfg

what to add to 3arsdoc hold_add, syntax of the 11arsdoc hold_release, syntax of the 13

Ccache storage 2

Ddiscoverable 2DOCUMENT

expiration type of 6, 21

EECM services 6, 21enhanced retention management 1Enhanced Retention Management check

box 6working with FileNet P8 21

enhanced retention managementoverview

about 1description 1

Ffederation 19FileNet P8

how to configure an application groupto work with 22

HHLDTHLD parameter 2holds

applying through Windows client 11configure existing application

groups 6working with FileNet P8 21

creating with the OnDemandAdministrator V9.5 client 8

creating with the OnDemandWindows client 9

difference between implied holdsand 1

different ways to create 8, 9removing with the ARSDOC

command 13

holds (continued)removing with the Windows

client 12searching for 14viewing documents with 14

Iimplied holds

difference between holds and 1how to configure an application group

to use 6only for new application groups 5

interoperate 19

LLOAD

expiration type of 6, 21

OOnDemand Storage Manager 2

Pperformance

monitoring OnDemand 2performance considerations 3permissions

configuring application group 7configuring user 7

prerequisites for Enhanced RetentionManagement 3

Rremove Enhanced Retention

Management 17

Ssearch

enable end users to 8, 23SEGMENT

expiration type of 6, 21storage manager

why disable the 1STORAGE MANAGER

expiration type of 6, 21storage managers supported by

OnDemand 5, 21

UUsers/Groups list 7

WWindows Configurator 3


��

Product Number: 5724-J335697-CMD5770-RD1

SC19-3362-01

enhanced retention management guide

Documents