The IBM® Content Manager OnDemand Enhanced
Retention Management feature helps you manage and enforce retention
of documents in a Content Manager OnDemand system.
In a Content Manager OnDemand system,
you retain documents for a specific amount of time. Retaining documents
for a certain amount of time is commonly referred to as retention
management.
Records management describes the process of retaining and deleting
documents under a set of circumstances that are not necessarily bounded
by time, for example, until the end of litigation. Without the Enhanced
Retention Management feature, Content Manager OnDemand cannot
implement records management for the following reasons:
- Records management requires that you have control over individual
documents. However, Content Manager OnDemand manages application
groups, not individual documents, and it works with a storage manager
to delete (expire) documents.
- Records management requires flexibility in defining when to delete
documents. However, Content Manager OnDemand defines the
time to delete application groups with fixed time ranges, for example,
five years after Content Manager OnDemand loads
documents.
To overcome these limitations, you can purchase and install the
Enhanced Retention Management feature. With the Enhanced Retention
Management feature, you can control individual documents by introducing
holds,
a way to identify the documents 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 delete documents because you
control when to remove a hold. Therefore, you control when to delete
a document. You can manage holds through any of the following interfaces:
- OnDemand Windows™ clients, IBM Content Navigator, ARSDOC command,
or ODWEK Java™ APIs provided
by Content Manager OnDemand.
- 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 helps you federate Content Manager OnDemand repositories, which connects
your Content 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
the expiration processes that your storage manager has on the documents
that you want to hold. Disabling the expiration process prevents the
storage manager from deleting these documents.
Do not enable Enhanced Retention Management if your documents are stored
exclusively in a cache-only storage node. Documents that are stored in cache
could be expired even if there is a hold placed on a document and the Life
of Data and Indexes value has been reached. On IBM i servers, this means
that the migration policy specified in the application group definition
to which the documents belong must have at least one migration policy
level with a media type other than Expire, so that the Archived Storage
Manager (ASM) manages the data.
You
can create the following types of holds:
- Holds
- You indicate, through the use of searches, the specific documents
that you want to hold. You can apply holds to documents in any application
group. Use this type of hold if you are using Content Manager OnDemand as your retention management
tool.
- Implied holds
- When Content Manager OnDemand loads
documents, it applies a hold to all the documents in that load. You
can apply this type of hold only to documents in new application groups.
Use this type of hold if you are using another solution as your retention
management tool.
Holds provide the following flexibility:
- You can create multiple holds.
- You can apply multiple holds to a single document or documents.
- You can apply a single hold to an unlimited number of documents.
- You can place a hold on a document that is currently stored in
your OnDemand system.
- You can place a hold on a document when it is loaded into your
OnDemand system.
For example, you create the following holds:
- A hold called A to apply it to documents that are part
of a litigation.
- 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 this regulation.
- 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 be expired until you remove all holds. You can
apply hold
A to documents in different application groups.
You can apply implied hold
B to documents you are loading to
your OnDemand system. A week later, when you search for more documents
for the litigation, you can apply hold
A to documents that
also have implied hold
B. The documents will not be expired
until you remove all holds.
After
you install the Enhanced Retention Management feature, evaluate your Content Manager OnDemand maintenance procedures.
During Content Manager OnDemand maintenance
cycles, loads are deleted per your expiration policy. However, if
a document in that load has a hold, Content Manager OnDemand will not delete that load.
Keeping the document can have the following consequences:
- Your OnDemand Storage Manager might consume space
faster than you initially planned.
- Keeping the other documents
that do not have a hold in that load makes them potentially discoverable.
- 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:
- ARSMAINT and ARSADMIN
UNLOAD, specifying the -D parameter
- STRDSMOND command,
specifying the HLDTHLD parameter
With these commands, you specify how full a load must be before
it can be reloaded, at which point Content Manager OnDemand deletes the documents that
do not have holds and reloads the load.