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HP TRIM
Software Version: 6.2.5
Upgrading from TRIM Captura and TopDrawer
Configuration, Data Conversion and Limitations
Document Release Date: September 2010
Software Release Date: September 2010
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Legal Notices
Warranty
The only warranties for HP products and services are set forth in the express warranty statementsaccompanying such products and services. Nothing herein should be construed as constituting an additionalwarranty. HP shall not be liable for technical or editorial errors or omissions contained herein.
The information contained herein is subject to change without notice.
Restricted Rights Legend
Confidential computer software. Valid license from HP required for possession, use or copying. Consistentwith FAR 12.211 and 12.212, Commercial Computer Software, Computer Software Documentation, andTechnical Data for Commercial Items are licensed to the U.S. Government under vendor's standardcommercial license.
Copyright Notices
Copyright © 2008-2010 Hewlett-Packard Development Company, L.P.
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Documentation Updates
The title page of this document contains the following identifying information:
Software Version number, which indicates the software version.
Document Release Date, which changes each time the document is updated.
Software Release Date, which indicates the release date of this version of the software.
To check for recent updates or to verify that you are using the most recent edition of a document, go to:
http://h20230.www2.hp.com/selfsolve/manuals
This site requires that you register for a HP Passport and sign-in. To register for a HP Passport ID, go to:
http://h20229.www2.hp.com/passport-registration.html
Or click the New users - please register link on the HP Passport login page.
You will also receive updated or new editions if you subscribe to the appropriate product support service.Contact your HP sales representative for details.
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Support
Visit the HP Software Support web site at:
http://www.hp.com/go/hpsoftwaresupport
This Web site provides contact information and details about the products, services, and support that HPSoftware offers.
HP Software online support provides customer self-solve capabilities. It provides a fast and efficient way toaccess interactive technical support tools needed to manage your business. As a valued support customer,you can benefit by using the support web site to:
Search for knowledge documents of interest
Submit and track support cases and enhancement requests
Download software patches
Manage support contracts
Look up HP support contacts
Review information about available services
Enter into discussions with other software customers
Research and register for software training
Most of the support areas require that you register as a HP Passport user and sign in. Many also require asupport contract. To register for a HP Passport ID, go to:
http://h20229.www2.hp.com/passport-registration.html
To find more information about access levels, go to:
http://h20230.www2.hp.com/new_access_levels.jsp
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Contents
1 Upgrade considerations ............................................................................7
Introduction ........................................................................................................................................................7
Managing your conversion from TRIM Captura........................................................................................8
Upgrade strategy..........................................................................................................................................9
Client and server upgrades .........................................................................................................................9
Managing users and stakeholders...................................................................................................................10
Managing your management.....................................................................................................................10Managing your Information Technology Managers ..........................................................................10
Managing your end users ..........................................................................................................................11
Conversion or upgrade overview .....................................................................................................................12
2 Configuration.........................................................................................13
HP TRIM 6.2 configuration..............................................................................................................................13
Introduction................................................................................................................................................13
Interfaces ....................................................................................................................................................13
Functionality ..............................................................................................................................................13
Upgrade process checklist .........................................................................................................................14
Upgrade process resources ........................................................................................................................14
Client configuration..........................................................................................................................................15
Architecture................................................................................................................................................15
Desktop integration ...................................................................................................................................15
Users ...........................................................................................................................................................15
Converting user data .................................................................................................................................16
TopDrawer to Offline Records conversion ................................................................................................16The conversion steps ...........................................................................................................................17
Client upgrade checklist ............................................................................................................................17
Client upgrade resources ...........................................................................................................................18
Server and network configuration...................................................................................................................18
Architecture................................................................................................................................................18
Server tier...................................................................................................................................................18
Data tier......................................................................................................................................................19
Server and network upgrade checklist .....................................................................................................19
Server and network upgrade resources ....................................................................................................20
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3 Data conversion .....................................................................................21
Introduction ......................................................................................................................................................21
Objects conversion ............................................................................................................................................22
TRIM Captura objects that are converted................................................................................................22
TRIM Captura objects that are not converted .........................................................................................22
About the data conversion................................................................................................................................23
Data conversion checklist ..........................................................................................................................24
Data conversion resources .........................................................................................................................25
Storage requirements ................................................................................................................................25TRIM Captura cross-grade .................................................................................................................25Log space and log management..........................................................................................................25
API Integration Conversion ......................................................................................................................25API/SDK Conversion Resources .........................................................................................................26
Upgrade checklists ...........................................................................................................................................26
Environment ........................................................................................................................................26Servers..................................................................................................................................................26Data conversion ...................................................................................................................................27Users.....................................................................................................................................................27
Upgrade and conversion limitations ...............................................................................................................27
4 Upgrading to HP TRIM 6.2 ......................................................................30
Assumptions......................................................................................................................................................30
Prerequisites .....................................................................................................................................................30
Upgrading the dataset......................................................................................................................................30
Dataset Work in Progress dialog...............................................................................................................35Pause after ............................................................................................................................................35Dataset upgrade steps ..........................................................................................................................35
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1 Upgrade considerations
Introduction
HP TRIM is supplied to existing customers as part of the ongoing software upgrade clause inthe maintenance agreement.This should not distract from the fact that HP TRIM 6.2 heralds a new era for HP TRIM andthat changes from TRIM Captura 4.3 are considerable.HP TRIM not only provides a newly designed user interface and some new and improvedfunctionality, it is also based on a completely re-designed n-tier (multi-tier) architecture.
The changes in HP TRIM make it impossible for a TRIM Captura client to interface to a HPTRIM dataset; therefore has to be a single changeover point for all clients and the dataset.This may sound like a difficult task, but it can be managed through careful planning andpreparation.
HP Software and Services make the task easier by providing a comprehensive set of upgradedocumentation, utilities and wizards.
This document will point out the considerations for an upgrade and provide a list ofresources that can be used to make the planning of the upgrade easier. It is intended to helpyou think through and plan for your upgrade from TRIM Captura to HP TRIM 6.2.
Depending on the size of an organization, different people look after different aspects of a HPTRIM implementation. This document is structured into areas that typically fall intoseparate spheres of responsibility.It provides:
Suggestions for the management of your conversion
Introductions to the tools used to convert elements of HP TRIM, for example, TopDrawer
Data conversion overview – what goes where
Checklists and resource lists for each upgrade or conversion stage
Lists of behavior and limitations in a conversion or upgrade.
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Managing your conversion from TRIM Captura
Knowing HP TRIM 6.2 well is the best thing you can do to prepare for your upgrade.Please be aware that much of HP TRIM may appear to be the same as in TRIM Captura, butis subtly different.
It is advisable to test the upgrade process including your operating environment and HPTRIM configuration:
1 Get a spare computer
2 Install TRIM Captura and the demonstration database
3 Install HP TRIM 6.2 and its demonstration database
4 You may now use these to compare the functionality differences in both applications.
5 Read this document.Also read the following documents:
6 TRIMSpec.pdf - HP TRIM technical specifications and known limitations,
7 TRIMInstall.pdf or TRIMEnterpriseStudio.chm - detailed notes about installing HP TRIMin a networked environment
8 TRIMReleaseNotes.pdf - the new features in HP TRIM 6.2.
9 Write down any unanswered questions as you go - you will be surprised how manyanswers come from this process alone - and send them to the HP Software and ServicesTRIM Helpdesk.
10 When you think you are getting to know HP TRIM, demonstrate it to your fellowworkers. This is both the acid test of how much you know and will help you consolidatewhat you know.
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Upgrade strategy
Multi-tier architecture computing introduces additional requirements in hardware resources,staff skill levels, management, planning and use.Such a change in architecture may at first seem like significant effort, but the use of provenchange-management techniques will ensure a smooth implementation.
The key to a smooth transition is to ensure management support and involvement at allappropriate levels to:
get an accurate reading of the impact of adoption across the enterprise
isolate potential trouble spots
take pre-emptive remedial action as necessary.
The following areas should form the core of such change management planning:
End-user involvement, training and acceptance
Appropriate financial commitment
Coordination with IS/IT department or outsourced service provider
Provision and testing of technical infrastructure requirements
HP strongly advises a structured approach to upgrades and cannot highlight the need fortesting in the target environment enough.
A rollback strategy must be in place to be implemented if any unforeseen failure should occurduring the system upgrade or data conversion.
Client and server upgrades
The recommended upgrade process is to upgrade all client computers before upgrading theserver computers.
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Managing users and stakeholders
This section provides advice on how to manage staff and users who have an interest orresponsibility in the upgrade or conversion process.
Managing your management
Ensure that you have the complete backing of senior management before you commence theupgrade.
Don’t downplay the effort involved in order to hurry your management into letting youupgrade. Upgrades are always resource intensive processes, and failure, i.e. a roll-back, isalways costly both financially and in terms of reputation.
Market to your management the advantages that a more configurable and capable HP TRIMwill bring.
Take the opportunity to “re-invent” yourselves and your implementation if needed.
If your TRIM Captura implementation is seen as being record ‘centric’, then the upgrade isan ideal time to recast yourselves and your role in the organization from the ‘manager ofrecords’ to the ‘professionals providing an information management service’ for end users.
Managing your Information Technology Managers
Your information technology people, be they internal or outsourced, are key to thesuccess of your upgrade.
Consult with your IT people from the outset – HP TRIM is different and requires thoughtand planning to deploy well. They are your deployment experts and only they reallyunderstand your operating environment.
Market to your IT people to get them involved and interested. HP TRIM is leading edgetechnology – technological stuff that they may not have played with before. Newtechnology “toys” are usually attractive for IT people. But beware that new “toy” statuswears off very quickly; so keep the momentum going.
Communicate the technology involved.
Highlight the advantages in terms of increased performance and decreased networkimpact.
Should you need assistance, set the scene with your IT management, and then involveHP Software and Services or business partners to help communicate these benefits.
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Managing your end users
Probably the most important people to manage, and possibly the hardest, are your end users,the people who need and use daily the service you provide.
These folks are very important, and the challenging part is that:
Many users find change difficult or threatening
Some will regard computers, and their associated software, as a hindrance or moretrouble than they're worth.
There are no easy answers here, but a few suggestions are:
Consult. If there remains anybody that can complain “why wasn’t I consulted”, then thejob is not yet done.
Recruit end-users in selected serviced areas to be “heroes” of the implementation.Consult with them regards their needs, demonstrate HP TRIM to them and provide atthe very least basic trainingfor them.
Provide a “hotline” for end users frustrated or even frightened by the change of system.
Emphasize the “fun features”: skins, user configurable menus, etc.
Emphasize the “power user” features: Outlook add-in, Favorites, Offline Records, etc.
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Conversion or upgrade overview
Your database is the complete set of your records and documents.There are many things for you to do to prior to converting:
Test your configuration in the demonstration database - particularly the areas where youbelieve your configuration differs from the norm.
Set up your current version of TRIM Captura 4.3 demonstration database with afacsimile of your configuration and upgrade that database to HP TRIM 6.2. Thedemonstration database is small and the upgrade will be fast, thus allowing easyexperimentation.
Do not rush to try a trial upgrade on your 'production' database – it is imperative thatyou appreciate the pros and cons of the upgrade process first.
Plan a trial upgrade of a COPY of your production database
Document management technology systems are one of the most complicated systems interms of its dataset.A dataset is the set of data that makes up your HP TRIM system. Depending onconfiguration and licensing options, your dataset may consist of up to three different, butvery closely related collections of data:
— The relational database containing your document and record metadata
— The electronic document stores with their individual documents
— The indexes to the content of the documents.
Involve your IT people
Ensure that your document stores are either copied or disabled
Ensure that your document content indexes are either copied or disabled
Undertake your trial conversion, ideally in a test environment that is physically isolatedfrom your production network
Now may be the time to consider employing a HP TRIM partner to assist with yourupgrade.
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2 Configuration
HP TRIM 6.2 configuration
Introduction
This section covers the configuration of HP TRIM 6.2 as an electronic document or recordsmanagement system within the information management policies of your organization.
Interfaces
Changes have been made to the user interfaces. Whereas all the underlying paradigms andfunctionality, such as list panes, view panes, HP TRIM viewer, toolbars, status bar etc. stillapply, you need to consider what is necessary to bring the end users up-to-date.
Personalized user items, for example, saved searches, are not upgraded and will need to berecreated in HP TRIM 6.2 by each user.
HP TRIM ice is the new Internet browser interface to HP TRIM 6.2 that you may want toconsider as an alternative client.
Functionality
The functionality and concepts of TRIM Captura have been carried forward into HP TRIM6.2; however, with the interface update, you can access many functions more easily.
Some of the existing functionality has been improved and some new functionality added.Although the new functionality cannot be applied until after the upgrade, it makes sense tolook at what is available and plan any changes.
Familiarize yourself with the changes to existing functionality and assessing their impact onyour system.
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Upgrade process checklist
Step Level
1 We are familiar with the changes made to existingfunctionality and with new functionality
2 We have tested all our current business processes inHP TRIM and documented any changes
3 We have assessed the impact of the changes on ourusers and put training/communication programs inplace
4 We have notified users of the need to recreate savedsearches and personalized details
5 We have recreated all report layouts in HP TRIM
6 Each HP TRIM user login is using the same loginname as their Windows network login
Upgrade process resources
The TRIMReleaseNotes.pdf document outlines the main functional and interfacechanges for each version.
The HP TRIM 6.2 Help files TRIM.chm and TRIMEnterpriseStudio.chm list allfunctionality in detail.
The TRIMSPEC.pdf document lists known functional behavior, limitations and fieldlengths.
HP Software and Services or its partners provide an IT training course, which is aimedat giving the HP TRIM Data Administrators a head start in exploring the new andchanged functionality in their trial implementation.
Contact your local HP TRIM Helpdesk to assist with any issues or problems encounteredduring the upgrade process.
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Client configuration
This section covers the software installation on the HP TRIM 6.2 client computers from atechnical point of view.
Architecture
HP TRIM’s multi-tier architecture means that all data services to the client are provided bythe HP TRIM Server tier:
HP TRIM Workgroup Server(s)
HP TRIM Event Server(s).
For the client installation, this means that no database client, access to the electronicdocument store or access to the document content indexes need to be configured. The onlyaccess needed is to the HP TRIM Workgroup Server tier.
HP TRIM does not use a HP TRIM startup directory and stores the Offline Records structurein the user profile and most of its settings in the registry.Access rights to this part of the registry need to be granted and the impact on the localcopying of roaming profiles needs to be considered.
The new architecture brings with it new minimum specifications for client computers, whichneed to be considered before an upgrade.For more information, see TRIMInstall.pdf or TRIMEnterpriseStudio.chm.
The new architecture allows documents to be cached on the local server, for which disk spaceneeds to be considered.
Desktop integration
Desktop integration - ODMA, Macro for non-ODMA applications and e-mail - has beenupdated.
The e-mail integration in HP TRIM has been reworked and requires later versions of the e-mail clients than TRIM Captura supported.
The upgrade to HP TRIM may be affected by the timing of the upgrade to the supportedversions of desktop applications and e-mail clients.
Users
HP TRIM 6.2 makes full use of Windows 2000 or later authentication and does not allow themaintenance of separate logins any more.If your HP TRIM users are currently set up with a separate HP TRIM login name, they needto be changed to their Windows network login.
Personalized settings - the user settings stored in the TRIM.ini file and in the TRIM1024.cfgfile will not be upgraded to HP TRIM 6.2. This means that common user interface settingswill be rolled out across the organization. The users can then re-configure their interfacewith a lot more options than were available in TRIM Captura 4.3.
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Converting user data
User data consists of end user personalized settings and, most importantly, end userTopDrawer databases and documents.
Our focus on end user data conversion is to ensure that what’s difficult to manage or recreateis done well and, wherever possible, automatically.
The more cosmetic of end user configuration detail is not converted.For example:
Search preferences
View pane layouts
Recent documents
Barcode reader setup
The most important and difficult to manage component of end user data is the TopDrawerdatabase and documents. A transparent and automatic conversion of each user’s TopDrawerto Offline Records database and documents occur when they first execute HP TRIM or HPTRIM Desktop and they attempt to access Offline Records.
This is particularly valuable where staff may have been away during the main upgradeprocess and were unable to check in all their documents prior to the upgrade.
TopDrawer to Offline Records conversion
HP Software and Services was mindful that enforcing a mandatory “All items must bechecked in from TopDrawer” policy was unworkable in many circumstances, so instead,where users have a TRIM Captura TopDrawer with checked out and draft items, aconversion utility is provided for migrating this environment to the HP TRIM 6.2 OfflineRecords format.
As with all data conversion processes, testing is considered mandatory.Given the potential number of TopDrawer clients that may need such migration, it isstrongly encouraged that the person(s) performing the changes familiarize themselves fullywith its method and capabilities.
HP TRIM 6.2 includes a silent conversion to convert an existing TRIM Captura 4.3TopDrawer into Offline Records when the user accesses the Offline Records area for the firsttime. It does not provide a separate batch program for TRIM Captura 4.3 TopDrawerconversions like earlier versions of HP TRIM did. If you are planning a large TRIM Captura4.3 to HP TRIM 6.2 upgrade, please discuss the TopDrawer conversion with the HP Softwareand Services representative responsible for your organization.
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The conversion steps
The Captura 4.3 TopDrawer database file is copied to a backup trimdms.bakin the same location as the old TopDrawer database file.
The Offline Records database is created as trimtd.mbd under C:\Documents andSettings\Userid\Application Data\HP Software and Services\TRIM5\dbid.
A directory called Offline Records (dbid) is created in the My Documents folder to storethe Offline Records documents.
The items in the Captura 4.3 TopDrawer database with the same database identifier andall the draft documents are copied to the Offline Records database.
For each document, the document is copied to a new more meaningful name, in the newMy Documents\Offline Records (dbid) location. Note that this data is copied; theoriginals remain in their old location.
The conversion process is non destructive and thus may be re-run in the event of system ornetwork failure during conversion by renaming trimdms.cfg.bak to trimdms.cfg. If there aremultiple datasets, then the trimdms.cfg file will remain in place until all documents from alldatabases have been converted. Once all of the databases have been converted, the HP TRIM4.3 TopDrawer structure can be removed.
Note
Each HP TRIM 6.2 dataset needs to access the Offline Records area for allthe users' Captura 4.3 TopDrawer datasets to be upgraded to OfflineRecords.
If the user's TRIM Captura TopDrawer contains draft documents frommultiple HP TRIM databases, then all the draft documents will be placed asdrafts in the Offline Records folder of the first TopDrawer datasetconverted. It will then be up to the user to move the draft documents to thecorrect Offline Records folder after all the TopDrawer upgrades arecomplete.
Client upgrade checklist
Step Item
1 All computer hardware and operating systems comply with the minimumspecifications for HP TRIM
2 Our desktop applications are sufficiently supported by HP TRIM 6.2
3 Our e-mail client is supported by HP TRIM 6.2
4 We tested the impact on our environment of Offline Records residing in theuser profile
5 We tested and are familiar with the TopDrawer to Offline Recordsconversion program
6 We planned and tested the client rollout
7 We planned and tested a client rollback in case of unforeseen problems
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Client upgrade resources
The TRIMSpec.pdf document lists the minimum requirements for a HP TRIM clientcomputer and lists the supported e-mail and desktop applications.
The TRIMInstall.pdf document and TRIMEnterpriseStudio.chm explain the installation ofa HP TRIM client and the architecture in detail.
HP or its partners provide a HP TRIM IT training course, which covers some aspects ofthe client installation.
Contact your local HP TRIM Helpdesk to assist you with any issues or problemsencountered during the client upgrade process.
Server and network configuration
This area covers the introduction of the new HP TRIM server tier and what considerationsneed to be given to hardware and network configurations.
Architecture
HP TRIM’s multi-tier architecture means that all data services to the client are provided bya HP TRIM server tier.
The HP TRIM server tier requires a Windows environment to run and will not execute oneither Novell or UNIX Servers.
The data tier as described later remains platform independent as in earlier versions of HPTRIM.
The various HP TRIM 6.2 components in the architecture communicate to each other viaRemote Call Framework (RCF).
Server tier
The HP TRIM multi-tier server architecture:
HP TRIM Workgroup Server
— uses messaging to keep the HP TRIM Event Server(s) and other HP TRIMWorkgroup Server(s) up to date with the latest events and changes to the data.
— generates all unique identifiers in the HP TRIM database and thus no data updatesare possible if the HP TRIM Workgroup Server is not available.Where the client in previous versions of HP TRIM accessed the RDBMS, theelectronic document store and the document content indexes itself, these services arenow provided by HP TRIM Workgroup Server(s).
— provides caching facilities to help the clients overcome network bandwidth andlatency restrictions.The deployment of Workgroup Servers needs to be considered with the organization’snetwork topography and client numbers in mind.
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HP TRIM Event Server
— processes events and takes over from the Event processor in earlier versions.Different Event Servers can process different types of events.The deployment and configuration of Event Servers should be planned with a view tothe processing load and network topography.
Data tier
The new architecture does not require end users to have access to the electronic documentstore themselves. This means greatly enhanced security, as the only account that needsaccess to the document store is the account that runs theHP TRIM Servers.
Similarly , the directory that houses the document content indexes does not need to beshared any more.
The connection from the HP TRIM Server tier to the RDBMS is via OLEDB and you need toensure the appropriate driver is installed on the HP TRIM Server computer(s).
For sites currently using the ISAM database, this has been replaced with Microsoft’s Jetdatabase technology. Whether this supports your system depends on the number of users aswell as the size of the database. You may need to consider an upgrade to one of the RDBMSthat HP TRIM supports.
Server and network upgrade checklist
Step Item
1 HP TRIM Server hardware conforms with the technical specifications andthe expected load
2 HP TRIM Workgroup Server location(s) have been identified
3 HP TRIM Event Server location(s) have been identified
4 The HP TRIM Servers are in place and all communications have been tested:
4a Workgroup Server(s) to the database
4b Workgroup Server(s) to the electronic document store
4c Workgroup Server(s) to document content indexes
4d Event Server(s) to the Workgroup Server(s)
4e Event Server(s) to document content indexes
4f Clients to the Workgroup Server(s)
5 Permissions for users to connect to the Workgroup Server(s) have beengranted
6 We planned for unforeseen problems and a rollback strategy is in place
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Server and network upgrade resources
The TRIMSPEC.pdf document lists the minimum requirements for all HP TRIM Serverhardware and lists the supported operating systems and settings. It also lists the variousRDBMS that are supported by HP TRIM 6.2.
The TRIMInstall.pdf document and TRIMEnterpriseStudio.chm explains the installationof all HP TRIM servers.
The HP TRIM Installation and Setup Guide within TRIMEnterpriseStudio.chm explainsthe functionality of HP TRIM Enterprise Studio, the replacement for TRIM CapturaDBTools, in detail.
HP Software and Services or its partners provide a 1-day HP TRIM IT training course,which covers the installation and configuration of all HP TRIM 6.2 Servers.
Contact your local HP TRIM Helpdesk to assist you with any issues or problemsencountered during the server upgrade process.
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3 Data conversion
Introduction
This section covers the upgrade of the data tier from TRIM Captura 4.3 to HP TRIM 6.2.
Document management technology systems are some of the most complicated systems interms of their datasets.A dataset is the set of data that makes up your HP TRIM system. Depending onconfiguration and licensing options, your dataset may consist of up to three different, butvery closely related collections of data.
The HP TRIM 6.2 architecture maintains the division of HP TRIM data in three spheres:
RDBMS - the relational database containing your document and record metadata.The design of the RDBMS structures for metadata has evolved significantly from TRIMCaptura to HP TRIM 6.2, extending existing capabilities and introducing support for themany new features and modules of the new product.
As such, existing TRIM Captura metadata must undergo an upgrade process to enableits use in a HP TRIM 6.2 environment.HP TRIM Enterprise Studio includes a wizard to perform this upgrade, a fullyautomated method with many management options.
Not all RDBMS versions that were supported in TRIM Captura are still supported in HPTRIM 6.2 and you need to assess the work and cost involved in a possible change toanother database system or version.
Planning for a move to HP TRIM 6.2 must include provision for testing this metadataupgrade before proceeding with a “production” change. The varied nature of a givenenvironment – hardware, software, networks, size of data, etc. – means that testing isvital to highlight any possible problems.
Electronic document stores - the electronic document stores with their individualdocuments remain the same and do not require any upgrading other than the decisionthat may be made to change from an FTP store to a directory store, based on the newsecurity provided by the multi-tier architecture
Document content indexes - the content of documents are not indexed during theconversion process and will need to be re-indexed after the conversion process is complete
The conversion functionality from TRIM Captura to HP TRIM 6.2 includes the upgradeto the latest document content indexing engine.
We recognize that the additional work and processing load of re-indexing the documentswould be an added distraction to the task of converting from TRIM Captura to HP TRIM6.2. Therefore, this task can be performed using HP TRIM Enterprise Studio at yourleisure after the conversion date.
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Objects conversion
We have invested very heavily to ensure that the most valuable and difficult tasks of yourdatabase are converted automatically. But there are circumstances where this was notpossible.
TRIM Captura objects that are converted
Record Types
Electronic document stores
Security levels and caveats
TRIM Captura Record Type security groups are converted toHP TRIM 6.2 groups
Thesaurus terms and relationships
Classification system (Record Plan) terms and numbering patterns
Archive Retention Schedules
TRIM Captura Contacts, Organizations, Units, Positions and Staffare converted to HP TRIM 6.2 Locations (Organizations, Positionsand Persons)
User Defined Fields to Additional Fields
Space management system layout
Most Web publishing layouts
TopDrawer database and documents
Main spelling checker dictionaries.
TRIM Captura objects that are not converted
Due to a complete redesign of the way they are implemented, the following items cannot beupgraded and need to be re-created in HP TRIM.
Report layouts
Public and private saved searches
Personalized interface configurations - toolbars, tray contents, etc.
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About the data conversion
Client and server upgrades - the recommended upgrade process is to upgrade all clientcomputers before upgrading the server computers.
Database (RDBMS) upgrades - there are no specific HP TRIM requirements to considerwhen upgrading your RDBMS software, other than to ensure the new RDBMS softwareversion is included as a validated and supported version for HP TRIM 6.2. Refer toTRIMEnterpriseStudio.chm under Relational Database (RDBMS) Client and ServerRequirements. Follow the requirements specified by the upgrade documentationprovided by your RDBMS vendor.
SQL Server database upgrades - for upgrades of SQL Server databases from TRIMCaptura to HP TRIM 6.2, the SQL Server compatibility level must be set to 80.
Document content index conversion Issues - TRIM Captura databases which use themain document store when converted will point to the directory specified in the Path forDefault Electronic Store field.If this is not the same folder, the documents held in the store will need to be copied ormoved to the new store OR the store path changed to the new folder. Move thedocuments manually or use the Electronic Document Stores - Transfer Documentsfunction in HP TRIM 6.2.Alternatively, use the %db% path statement for the global path.
Document Final Flag - in an upgrade from TRIM Captura to HP TRIM 6.2, the 'final'flag’s Date Finalized field is set to the date registered.
Space Management System Captions - when upgrading a TRIM Captura Spacemanagement system to HP TRIM 6.2, the level descriptions are maintained duringconversion. This will result in all levels being regarded as captioned. For moreinformation about Space management captions, see the HP TRIM Help file topic SpaceSystem Caption Editor.
Record Types - if a Record Type is set to use an electronic document storein TRIM Captura, it will be converted to a document Record Type inHP TRIM 6.2.
If a Record Type is set to level 4 or above in TRIM Captura, it will be converted to afolder Record Type in HP TRIM 6.2.
Record Type Security Groups - during a TRIM Captura to HP TRIM 6.2 upgrade, allRecord Type security groups are converted to groups. The use of TRIM Captura RecordType security groups and Access Controls will require reviewing in HP TRIM 6.2 afterthe conversion process is complete, because these functions have been significantlyenhanced.
Record Type security groups are created as new Locations called Converted Group ##.These converted groups can be found in Locations using the Groups filter.
The converted group will display the TRIM Captura 4.3 security group name in theNotes field of the converted group Location to help determine which TRIM CapturaRecord Type security group it was created from. A number of converted groups maybecreated for each Record Type security group, as a converted group is required for eachTRIM Captura access permission set.
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For example, if a Record Type security group has access of Create/Remove for one RecordType, then Read access for another Record Type, then two converted groups will becreated.
The conversion process will automatically associate the converted group tothe Record Type access permission, however it is recommended that these convertedgroups be renamed.
An upgrade from TRIM Captura creates a new Converted Group for every combinationof Access Controls on records.
Groups, for example, Converted Group #nn, are not created for record Access Controlsand Classification Plan Access Controls. Instead, the conversion will place the Locationsdirectly against a record or Classification Plan.
The value for the Contribute Contents Access Control will be set toEveryone as part of the conversion.
Word indexing - if users wish to search for indexed words that are part of an e-mailaddress or Web address, then the Administrator should re-index the words in theupgraded HP TRIM 6.2 dataset, otherwise words that are preceded by special characterssuch as the @ symbol and forward slash (/) will not be indexed. This is because thealgorithm for indexing words is different between HP TRIM 6.2 and TRIM Captura 4.3.For information on how to reindex the words in a dataset, see the HP TRIM EnterpriseStudio Help file, topic How to Reindex Words.For information on the word indexing algorithm, see the HP TRIM Help file topic WordIndexing Rules and Behavior.
Data conversion checklist
Step Item
1 We decided to upgrade to the latest document content index engine afterthe conversion process
2 We are assured that our version and RDBMS is validated withHP TRIM 6.2
3 We tested the database upgrade and devised our strategy and are awareof the timing
4 We allowed for unforeseen problems and tested a rollback strategy isin place
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Data conversion resources
The TRIMSPEC.pdf document lists all the supported RDBMS versions.
The HP TRIM Help file TRIM.chm and also the Installation and Setup Guide inTRIMEnterpriseStudio.chm describes in detail how to re-index the documents in theelectronic document store.
The HP TRIM Help file describes in detail how to set up a HP TRIM 6.2 directory storeand how to maintain document content indexes and the RDBMS.It details the steps that the database conversion wizard works through.
Contact your local HP TRIM Helpdesk to assist you with any issues or problemsencountered during the data conversion process.
Storage requirements
TRIM Captura cross-grade
If you are upgrading (cross-grading) an existing TRIM Captura database, you will need toallow working space within the database for the various data manipulation tasks involved.
For DB2 - 10% of used storage plus the size of the largest existing table
For ISAM - 10% of used storage
For Microsoft SQL Server - 10% of used storage plus the size of the largest existing table
For Oracle - 10% of used storage plus the size of the largest existing table
Log space and log management
The upgrade of a TRIM Captura database to a HP TRIM 6.2 dataset involves significant datamanipulation, recreation of tables, and other work. As such, significant transaction logactivity should be expected, and close monitoring and management of the transaction log forthe database is required.
Some indicative log space requirements for a 500MB TRIM Captura database are as follows:
For DB2 - up to 1.5GB depending on data profile
For Microsoft SQL Server - up to 1.5GB depending on data profile
For Oracle - up to 1.5GB depending on data profile
The upgrade process is broken down into 21 stages. The process is designed to allow forrestarting at each of the 21 starting points associated with these stages. This approach canassist in reducing the total log space required for an upgrade, but needs additional manualcontrol of the process to achieve this aim.
API Integration Conversion
HP TRIM 6.2 introduces a range of programming APIs, ActiveX controls, and supplementaryitems, which collectively are known as the SDK (Software Development Kit). Existingapplications and software written by the organization to utilize the TRIM Captura API will
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need to have its API calls modified to conform to the new APIs provided within the HP TRIMSDK.
Even though this means some programming work, it does not require the same effort as theinitial design and programming of the integration. The business rules and logic of theintegration stay the same and only the calls to HP TRIM need to be adapted in most cases.
API/SDK Conversion Resources
The HP TRIM SDK Help file provides details of how to best convert TRIM Capturaintegration to HP TRIM 6.2. It also describes in detail the new methods and properties of theHP TRIM APIs and gives code samples.
Upgrade checklists
Environment
Step Item
1 Network infrastructure has been checked against HP TRIM 6.2requirements, ensuring that location of HP TRIM Server tiers isappropriate for the network topology, bandwidth, latency, etc
2 Environmental privileges for HP TRIM’s application server tiers havebeen configured as per specification
3 Method of installation of HP TRIM client components has been chosen,and tested successfully
4 All communications between the client, server and data tiers have beentested successfully
5 Other applications that have used the TRIM Captura API have beenidentified, and the required changes to use the new HP TRIM SDK havebeen undertaken
Servers
Step Item
1 Servers for use as HP TRIM Workgroup Server(s), Event Server(s) andpossibly the HP TRIM ice and WebDrawer Server(s) have beenidentified, and their specifications checked against the hardware andsoftware requirements
2 The RDBMS server has been checked against the validated list ofrelational databases for HP TRIM 6.2
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Data conversion
Step Item
1 A trial dataset upgrade has been performed successfully
2 The electronic document store is in place and is accessible to users
3 The document content index has been re-indexed
4 User TopDrawers requiring conversion have been identified, and theschedule for the conversion to Offline Records has been set
5 A rollback strategy exists as a contingency for any unforeseen failures
Users
Step Item
1 User and Administration training has been planned to familiarize staffwith the new and improved functionality of HP TRIM 6.2
2 Key users have been identified to ensure post-implementation “sanitychecks” are satisfied
3 Management, IT services, other staff and HP TRIM users have all beenbriefed on the scope of the change that is about to happen, and havecommitted the required support to achieve a successful change
Upgrade and conversion limitations
Alternative database IDs - when you upgrade from TRIM Captura to HP TRIM 6.2, youmust go through the process of setting up your database before you can select theupgrade option.Part of this process involves you specifying a database ID.
If you set up a database with a different database ID than is set in the database to beconverted, then a message will display advising of the consequences.
You should take care when setting alternative database IDs as these are used data itemsin HP TRIM, for example, barcodes, electronic document stores and TopDrawer/OfflineRecords.
If you set an alternative ID during the conversion process, the new dataset will have itsdatabase ID set to the one provided in the wizard, explicitly overwriting the "copied" one,and ensuring uniqueness.
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Note
Electronic document stores and content indexes must be copied and configuredmanually.
Events - you must ensure that all events are processed prior to upgrading TRIM Capturato HP TRIM 6.2.
This is due to the changed directory structure between the different versions – anyunprocessed events after the upgrade will not be found and therefore will not beprocessed.
Duplicate Thesaurus terms - duplicate Thesaurus term creation is not supported in HPTRIM 6.2, for example, an ordinary term called “Project” and a prompt term “Project”.
TRIM Captura allowed the creation of duplicate terms with different attributes. Existingduplicate terms are converted from TRIM Captura to HP TRIM 6.2 and can be usednormally.
Location barcodes – all Location barcodes are converted across from TRIM Captura toHP TRIM 6.2.
Foreign barcodes attached to Locations are converted from TRIM Captura to HP TRIM6.2 during the database conversion. If a Location in TRIM Captura has a foreign barcodeassigned to it, then the Location in HP TRIM 6.2 will also have that foreign barcodeassigned to it.
Unit and Position barcodes – there is an option in the Upgrade from Captura wizardwhich allows the user to convert their Unit and Position barcodes. These will be placed inthe Location's Foreign Barcode field. If the Foreign Barcode field contains a barcode,the Unit or Position barcodes will not be entered and will be reported in the conversionlog file.
Retention Schedules - date conversion issues - the TRIM Captura to HP TRIM 6.2conversion process is unable to convert Retention Schedules that use Date 1 triggers.
The conversion process will list the Retention Schedules that have not been converted.The Administrator will then have to review each Retention Schedule and assign anappropriate user defined date to the Schedule which is appropriate to the Record Type(s)which use those Retention triggers.
Dates without times - conversions of dates without times will result in dates based on avalue of midday rather than midnight. This means for a conversion carried out in theAustralian Eastern Standard time zone, that date created fields will have a value thatends in 0200000 instead of 1400000, and the date part will be same day rather than daybefore.North American time zones - assuming a zone of GMT minus 5 hours, the dates will havea value of 1700000 and same day instead of the 0200000.
Personal settings - all user personal settings are not upgraded to HP TRIM 6.2, forexample, toolbar, tray and interface settings.
— Work tray contents - the process of upgrading from TRIM Captura to HP TRIM 6.2does not convert the user's Work tray.Each user will need to note down the record numbers or other metadata details theyuse to retrieve these records in searches, and then search for them again after theupgrade is complete and then add them to their HP TRIM 6.2 Work tray.
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Saved searches - saved searches will be lost in the TRIM Captura upgrade process andwill need to be manually recreated. Please note down the search criteria details of yoursearch in TRIM Captura so they can be recreated once the conversion process hascompleted.
Document stores - TRIM Captura databases that use the main document store, whenconverted will point to the folder specified in the Path for Default Electronic Store field.If this is not the same folder, the documents held in the store will need to be copied ormoved to the new store OR the store path changed to the new folder. You may move thedocuments manually or you may use the Electronic Document Stores TransferDocuments function in HP TRIM 6.2.Alternatively, you can use the %db% path statement for the global path.
Series orphans - a series orphan is a record that has been created from a Record Typethat belongs to a series, but where the series object has NOT been specified for thatrecord. Series orphans are not allowed, but in previous versions of HP TRIM they couldbe created if care was not taken.Upgrading a database or performing an import that has series orphan records will createthem in HP TRIM 6.2.You may search for any series orphan files that may have inadvertently been created byusing the Navigate Series Contents search method and leaving the field blank. Youcan then perform a common task against the records, for example: move them to thesame Location or even attach them to the series record to make them no longer orphans.
Inactive fields - if a field has been marked as inactive, it will not come across during theupgrade procedure. The field will need to be made active for the data to come across.
Once the field is made inactive, HP TRIM does not store the historical information of thecaption or abbreviation.
If a custom field - User Defined Field - has been used for some time with a customcaption and abbreviation, but has been made inactive at some point, then the captionand abbreviation will essentially be lost, but not the data against the field. If the field ismade active again, the data will still be available against the field and can be viewed,however the field will need to have the caption and abbreviation re-entered.
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4 Upgrading to HP TRIM 6.2
Assumptions
The following upgrade process is based on the example of a TRIM Captura 4.3 SQLdatabase and requires basic knowledge of using HP TRIM Enterprise Studio.
It is assumed the login is the current TRIM Captura schema/owner.
Prerequisites
The following prerequisites must be met before proceeding with the upgrade of a TRIMCaptura database.
SQL Server including OLE DB provider has been installed on this computer
The TRIM Captura database is on this computer
Connectivity between the RDBMS client and server is operating correctly
You are performing this process on the computer that will become the first WorkgroupServer
HP TRIM Enterprise Studio is installed
Directories for the default electronic store and document content index files have beencreated
You must be on latest build of TRIM Captura before upgrading to HP TRIM 6.2
Upgrading the dataset
The following section details the steps required to upgrade an existing TRIM Capturadatabase to a HP TRIM 6.2 dataset.
The entire upgrade process is managed from within HP TRIM Enterprise Studio.
The New TRIM Dataset wizard will guide you through the upgrading steps.
1 In HP TRIM Enterprise Studio, right-click the TRIM Datasets icon and then select NewTRIM DatasetThe Identification dialog appears
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The purpose of the Identification dialog is to recognize the TRIM Captura database priorto upgrading.
2 Dataset Name - type the TRIM Captura database name
3 Dataset Identifier - type the TRIM Captura database identifier
4 Click Next.The Connection dialog appears.
The Connection dialog is where the OLE DB provider for the TRIM Captura database isestablished.
5 Click the KwikSelect button to display the Data Link Properties dialog box, which allowsyou to select database connection properties such as the server name, log on to the serverand database on the server.
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6 After you have filled in the required fields, click the Test Connection button to test yourconnection to the database.
7 If successful, click OK to continue.The Options dialog appears.
The Options dialog is used to configure options such as the path for the default electronicstore.
8 Make sure that the path for the default document store is the same as what TRIMCaptura was using. If it is not, the documents held in the store will need to be copied ormoved to the new location.
9 Click the Next button to continue.The Initialization dialog appears.
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The Initialization dialog is where you choose to upgrade a TRIM Captura SQL database.
10 Select Upgrade TRIM Captura SQL Dataset and then click Next to continue.
The Indexes and Sizing dialog appears.
11 Fill in the fields, if required:
— Number of Records - where an upgrade is being performed, this field will alreadycontain the count of records from the source dataset.
— Table Location - by default, the wizard will use the login ID’s default location.
For Microsoft SQL Server - this will be the file group used by the wizard for placingthe tables created.
— Index Location - by default, the wizard will use the login ID’s default location.
For Microsoft SQL Server - this will be the file group used by the wizard for placingthe indexes created.
12 Click Next to continue.
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The Run Parameters dialog appears.
13 Fill in the fields, if required:
— Working Directory - specify a directory for the wizard to use for the restart and logfiles. These files will typically consume no more than a few megabytes of disk space.
— Write SQL Commands to a log file - check this option to have all SQL commandslogged to a file. This option is recommended so remedial action can be taken if anydataset errors occur. If a log file exists with the same name, HP TRIM will displaythe following warning message: This tool creates a log file called ‘C:\ProgramFiles\TRIM Context\SQLCommands**.txt’. This file already exists. Do you wish tooverwrite it?
— If you are performing a TRIM Captura database upgrade, this dialog will also includethe option Convert TRIM Captura Unit and Position Barcodes.Enable this option to ensure that all Unit and Position barcodes are updated.
14 Click Run Now to continue - this will not start the process immediately.
The Dataset Work In Progress dialog appears.
The Dataset Work In Progress dialog controls the actual work of upgrading aTRIM Captura database to a HP TRIM 6.2 dataset.
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The Pause After option controls which restart files, if any, are created, and allows you tobreak out of the upgrade process and restart a step.
The available options are:
— Each Step – pause after each step is completed
— Major Steps – pause after each major step is completed
— Complete All Steps – complete the process - all steps - without pausing.
Dataset Work in Progress dialog
The Dataset Work In Progress dialog controls the actual work of upgrading a TRIM Capturadatabase to a HP TRIM 6.2 dataset.
Pause after
The main purpose of the Pause After option is to control the creation of restart files whichallow you to leave the upgrade process and restart a step. The restart files are created in theworking directory you have specified.These files names follow the format Restart_DBIDStep_1.bin .
The options are:
Each Step – pause after each step is completed
— You may want to create incremental backups for each step that is completed
— You may also like to check table spaces prior to continue to the next step
Major Steps – pause after each major step is completed
— You may want to truncate rollback segments before going to the next major step
— You may also like to run your own scripts to clean up some SQL statements
Complete All Steps – complete all steps of the process without pausing
Dataset upgrade steps
Step Name Description
0 Initialization Initializes the dataset tool
1 Removing identity constraints (major) Drops TRIM Captura table constraints
2 Update database table structures(major)
The structure of 18 existing tables isadjusted and 68 new tables are created.
3 Convert system parameters (minor) System parameters such asDBVERSION is converted in theTSTWRSYS table
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4 Convert miscellaneous date and timefields (major)
Dates and times fields are converted inthe following tables:
TSARCHIVEE
TSCENSUS
TSERECVSN
TSRECACTST
TSRECELEC
TSSCHEDEVE
5 Convert electronic store definitions(minor)
The TSELECSTOR table is adjusted
6 Convert values in the record table(major)
The TSRECORD table is adjusted
7 Convert Record Type definitions (minor) The TSRECTYPE table is adjusted
8 Convert Classifications (minor) The TSFILEPLAN table is adjusted
9 Convert last numbers (minor) The TSNUMBERS table is adjusted
10 Convert Thesaurus terms (minor) The TSTHESAURU table is modified
11 Convert Location control data (major) Converted Locations data is inserted intables:
TSLOCATION
TSLOCUSAGE
TSLOCREL
TSLOCADDRE.
12 Convert Space Management data(major)
Converted Space Management data isinserted in the TSSPACE table
13 Convert linked Location data (major) Converted linked Location data such asHome Location is inserted in tables:
TSACTDEF
TSACTSTEP
TSARCHIVEE
TSFILEPLAN
TSRECACTST
TSRECTYPE
TSBARCODE
14 Convert record Locations (major) Converted record Locations data such asrecord's Location history is inserted intables:
TSRECLOCHI
TSRECLOCAT
TSRECLOC
TSRECREQUE
15 Convert Access Controls (major) Converted Access Controls data isinserted in the TSACCESSCO table
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16 Convert user defined fields and forms(minor)
Converted user defined fields and formsare inserted in tables:
TSEXFIELDV
TSRTYFORM
TSRTYFORMF
17 Updating incremental database changes(major)
The sysLastUpdated column is updatedfor all tables
18 Converting Schedule notes (minor) Converted Schedule notes are inserted inTSSCHEDUL table
19 Converting archive events (major) Converted archive events have an effecton tables:
TSRECLOC
TSARCHIVEE
20 Converting Web Publisher Layouts(minor)
The table affected by this conversion isthe TSWWWLAYOU table
21 Completing conversion (major) All TRIM Captura tables such asTLACTNAME, TLNAME, TLRECORDare dropped.
HP TRIM store procedures are created:
- ConstructManyRecord
- ConstructManyLocations
- ConstructManySchedules
- AddManyNotes
- AddManyAccessControls
- AddManyExtraValues
15 After completing the above steps, you must run the tool Schema Repair under OtherTasks.Some indexes were dropped as part of the upgrade and these need to be recreated. It isalso highly recommended that you turn on Referential Integrity under Other Tasks.Some constraints may have been removed as part of the upgrade process and need to berecreated.The dataset upgrade is complete.
