Tiered storage

The tiered storage feature recognises the need to be able to distinguish between storage options, e.g. as more or less costly, or faster or slower. The Tiered Storage tab is part of the document store properties.

The idea is that records that users access frequently need to be stored in more expensive stores that enable faster access, while items that are not in frequent use, for example older items, can be transferred to inexpensive stores, which may feature slower performance,

  • Storage Tier - choose the storage tier that this store belongs to, from Tier 1 - Tier 3, where Tier 1 represents the fastest and most expensive storage. It is also the default for existing document stores as well as new stores.

    Using the caption editor, you can also set up two additional tiers by changing the captions Custom 1 and Custom 2, if required.

    Apart from the possibility of slower performance, changing the storage tier on an existing store does not affect Content Manager.

  • Track date last accessed for documents in the store - select for Content Manager to track when users access the documents in this store. This is the date the document was last extracted from the store.

    This enables you to search accurately for records that have not been accessed for a period of time, and then transfer them to less expensive storage in bulk.

    If you do not select this option, Content Manager uses the default date from the store instead.

    • Set last accessed date when first adding a document - available when Track date last accessed... is selected - select for Content Manager to consider adding the document to the database a way of access, which updates the date last accessed
    • Default last accessed date for pre-existing and newly added documents - available when Track date last accessed... is selected to set a default date for all items that were created before Track date last accessed... was selected, and items that were created in earlier versions of Content Manager. Finally, when the option Set last accessed date when first adding a document is not selected, this date applies to items that were added to the store, but never accessed subsequently.

The search method accessedOn, which searches by Document Last Accessed Date, is available in the Document Management search category. See Document Management search methods.

One recommended way of transferring items to a different store is to identify them, and then transfer them together to a store with a storage tier that is rather inexpensive.

  1. For example, you could search for all records in store1 that were last accessed over two years ago by using this search syntax: store:[store1] and accessedOn<last 2 years
  2. Then tag all the records that the search returns
  3. Right-click and on the Electronic menu, click Transfer Storage.
    The Transfer document to a new Document Store dialogue appears.
  4. In the field Transfer to Document Store, select the store to transfer the records to.
  5. Select which documents (revisions and renditions) should be transferred to the new store:
    • Transfer the current revision only
    • Transfer the current revision plus renditions and previous revisions within the same Document Store as the current revision
    • Transfer just previous revisions

  6. Select the Delete document in source location (MIP Store) option to delete documents in store folder.

  7. Click OK.
    Content Manager transfers the records.

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