IBM FileNet Content Manager Implementation Best Practices ...

1 Front cover IBM FileNet Content Manager Implementation best Practices and Recommendations System architecture, business continuity, and capacity planning Repository, security, application design, and solution building Deployment, system administration, and maintenance Wei-Dong Zhu Bert Bukvarevic Bill Carpenter Axel Dreher Chuck Fay Ruth Hildebrand-Lund Elizabeth Koumpan Sridhar Satuloori Michael Seaman Dimitris Tzouvelis International Technical Support Organization IBM FileNet Content Manager Implementation best Practices and Recommendations June 2013. SG24-7547-01. Note: Before using this information and the product it supports, read the information in Notices on page xiii. Second Edition (June 2013). This edition applies to Version 5, Release 2 IBM FileNet Content Manager (product number 5724-R81). Copyright International Business Machines Corporation 2008, 2013. All rights reserved. Note to Government Users Restricted Rights -- Use, duplication or disclosure restricted by GSA ADP.

2 Schedule Contract with IBM Corp. Contents Notices .. xiii Trademarks .. xiv Preface .. xv Authors .. xvi Now you can become a published author, too! .. xix Comments welcome.. xix Stay connected to IBM Redbooks .. xix Summary of changes .. xxi June 2013, Second Edition .. xxi Chapter 1. Introduction to IBM FileNet Content Manager .. 1. Industry challenges and IBM solutions benefits .. 2. Industry challenges .. 2. Information lifecycle governance.. 4. Benefits of IBM ECM solutions .. 4. IBM FileNet P8 Platform .. 5. Platform components .. 5. Enterprise capabilities .. 7. IBM FileNet Content Manager .. 7. Basic capabilities.. 8. Enterprise foundation .. 9. IBM FileNet P8 and related products .. 11. Content products.. 12. Ingestion products.. 13. Process products .. 14. Compliance products .. 14. Collaboration products .. 16. Conclusion.. 16. Chapter 2. Solution examples and design methodology.. 17. P8 Content Manager sample solutions .. 18. Policy document creation.

3 18. Processing insurance claims.. 20. Archiving SAP invoices .. 23. Email capture for compliance .. 25. Knowledge management through collaboration .. 27. Copyright IBM Corp. 2008, 2013. All rights reserved. iii Design methodology .. 28. Defining ECM strategy .. 29. Requirements analysis .. 30. Functional design .. 33. System architecture design .. 33. Repository design .. 34. Security model design .. 34. Application design .. 35. Test planning.. 35. Deployment .. 35. Maintenance planning .. 36. Conclusion.. 36. Chapter 3. System architecture .. 37. Basic components .. 38. Additional components .. 39. Data organization .. 40. Object stores .. 42. Storage considerations .. 43. Workflow systems .. 46. Management tools.. 46. Bulk Import Tool .. 48. Hardware layout .. 49. Setting up a sandbox or demo environment .. 49. Using Information Center and other product documentation .. 50. Scalability .. 52. Horizontal scalability .. 54. Vertical scalability .. 54. Clustering.

4 54. P8 domain and object store scaling .. 56. Scaling Content Search Services .. 57. Virtualization .. 57. A virtualized IBM FileNet Content Manager system .. 60. Shared infrastructure.. 62. Communication between the engines .. 62. Data segregation.. 65. Levels of data segregation .. 66. Degree of sharing .. 68. Cloud deployments .. 69. Geographically distributed systems.. 69. Site, virtual server, and server configuration .. 69. Distributed Content caching model .. 73. Request forwarding .. 74. iv IBM FileNet Content Manager Implementation best Practices and Recommendations Distributed workflow systems .. 77. Use cases for distributed systems .. 77. Conclusion.. 79. Chapter 4. Repository design .. 81. Repository design goals .. 82. Object-oriented design .. 82. Design approaches .. 83. Design processes .. 85. Repository naming standards .. 87. Display name .. 87. Symbolic name .. 87. Uniqueness .. 88. Taxonomy .. 88. Consistency.. 89. Object stores .. 89.

5 Storage areas .. 89. Document, custom object, and folder classes.. 90. Property templates .. 90. Choice lists .. 91. Populating a repository .. 91. Generic object system properties .. 93. Creating design elements .. 95. Repository organizational objects .. 95. Global configuration database (GCD) .. 97. Repository design objects .. 98. Object stores .. 98. Storage areas .. 100. Document classes .. 102. Folder classes .. 106. Custom object classes .. 109. Custom root classes .. 110. Property templates .. 111. Choice lists .. 112. Annotations .. 113. Document lifecycles .. 113. Events and subscriptions .. 115. Marking sets .. 116. Repository Content objects .. 117. Folder objects .. 117. Other objects .. 125. Storage media .. 125. Catalog .. 126. Contents v Database stores .. 127. File stores .. 127. About storage policies.. 131. Using fixed storage devices .. 133. Considerations for multiple object stores .. 133. Retention management and automatic disposal.

6 137. Retention management.. 137. Automatic disposition .. 139. Retention update.. 139. P8 Content Manager searches .. 140. User-invoked searches .. 141. Content -based search.. 141. Searches for repository maintenance .. 146. CBR query optimization .. 148. Conclusion.. 149. Chapter 5. Security .. 151. Access control .. 152. Authentication .. 152. Use of JAAS .. 152. Directory service users and groups.. 153. Security context.. 155. Authorization .. 156. Access rights .. 156. Security descriptor .. 158. Default security descriptor.. 161. Security templates.. 161. Proxies .. 163. Markings .. 167. The access check .. 169. Auditing .. 178. Security best Practices .. 179. Physical security measures.. 180. Directory service configuration .. 181. Defining the security approach .. 182. Planning for evolution .. 184. Role-based access control using inheritance .. 186. Using markings .. 187. Effective use of auditing .. 188. Cache management .. 188. vi IBM FileNet Content Manager Implementation best Practices and Recommendations Chapter 6.

7 Application design .. 191. IBM FileNet P8 applications .. 192. IBM Administration Console for Content Platform Engine .. 192. IBM Content Navigator .. 192. Application technologies .. 193. Traditional Java thick clients .. 193. Java applets .. 194. Java EE web applications and other components .. 194..NET components .. 195. Principles for application design .. 195. Available P8 Content Manager APIs .. 196. Transports available with the APIs .. 200. Minimizing round-trips .. 204. Parallel processing .. 206. Client-side transactions.. 207. Creating a custom AddOn .. 208. Using the JDBC interface for reporting .. 209. Exploiting the active Content event model.. 210. Logging .. 211. Creating a data model.. 212. Chapter 7. Business continuity .. 217. Defining business continuity .. 218. Defining high availability (HA) .. 218. Implementing a high availability solution .. 221. Load-balanced server farms .. 221. Active-passive server clusters.. 226. Geographically dispersed server clusters and server farms.

8 230. Server cluster products .. 231. Comparing and contrasting farms to clusters .. 232. Inconsistent industry terminology .. 233. Server virtualization and high availability .. 234. Defining disaster recovery (DR) .. 234. Disaster recovery concepts .. 235. Implementing a disaster recovery solution .. 236. Replication .. 236. Automated site failover .. 241. Disaster recovery approaches .. 242. Contents vii best Practices .. 245. Reference documentation .. 250. Chapter 8. Capacity planning with IBM Content Capacity Planner .. 253. IBM Content Capacity Planner .. 254. Example use cases for IBM Content Capacity Planner .. 255. Capacity planning for new systems.. 256. IBM Content Capacity Planner output.. 260. Predictions from a baseline .. 261. best Practices .. 263. IBM FileNet Disksizing Tool spreadsheet .. 266. Performance-related reference documentation.. 267. Standard product documentation .. 268. Benchmark papers .. 268. Conclusion.. 268. Chapter 9. Deployment.

9 271. Overview .. 272. Deployment environments.. 273. Single stage development environment .. 273. Multi-stage deployment environments .. 274. Deployment by using a formal methodology .. 275. Release management .. 278. Change management .. 281. Configuration management.. 286. Testing .. 287. Deployment approaches .. 291. Cloning .. 292. Custom-scripted export, transform, and import .. 293. Scripted generation .. 294. Deployment based on cloning .. 295. Cloning an object store .. 297. Topology .. 298. Access to the environment .. 299. Post-cloning activities .. 299. Backup changes .. 299. Deployment by export, transform, and import .. 299. Incremental deployment compared to full deployment .. 299. Reducing the complexity of inter-object relationships .. 301. Deployment automation .. 303. FileNet Content Manager deployment.. 303. FileNet Content Manager export .. 305. CE-objects transformation.. 307. viii IBM FileNet Content Manager Implementation best Practices and Recommendations Content Platform Engine import best practice.

10 309. IBM FileNet Deployment Manager .. 309. Exporting and importing other components .. 311. Conclusion.. 313. Chapter 10. System administration and maintenance.. 315. IBM FileNet Content Manager administrative roles .. 316. Online help and existing documentation .. 317. Tips for working with the information center .. 320. Other useful documentation .. 321. Monitoring the environment.. 321. Capacity monitoring and growth prediction .. 326. IBM System Dashboard for ECM .. 327. Dashboard.. 328. IBM ECM System Monitor .. 334. Tracing .. 336. Auditing .. 337. Managing the logs .. 338. Log location .. 338. Log file size .. 339. Trace logs .. 340. Audit logs .. 340. System administration tools .. 340. Configuration Manager .. 340. IBM Administration Console for Content Platform Engine .. 341. Consistency checker .. 351. Database tools .. 351. Application server administration tools .. 353. Workflow system tools .. 353. IBM Content Navigator tools .. 353. Reducing storage costs.