Enabling the access to archived data

To enable access to documents that were archived by IBM® Content Collector, you must configure your system accordingly. Search in Content Collector is available for email documents archived in both IBM FileNet® P8 and IBM Content Manager repositories. Viewing and restoring in Content Collector is available for all documents that were archived from a mailbox, a personal storage file (PST file), a local Notes archive (NSF file), a file system, or from Microsoft SharePoint into FileNet P8 or IBM Content Manager repositories.

To be able to search for the content of documents archived with IBM Content Collector, you must have set up full-text indexing for your repositories. How to do this is described in the section about configuring indexing.

In IBM Content Collector, you can then search email documents that were archived from your mailbox, a personal storage file (PST file), or the local database into a central repository. Using the email search function of Content Collector's web client, you can search documents by date, sender, recipients, subject, contents, attachment contents, or any combination of these. You can also customize the search function to make other attributes available for search. You can then preview the documents that met your search criteria and restore them to your mailbox. Although it is not possible in Content Collector to search documents that were archived from other sources, for example, Lotus Notes applications, a file system, IBM Connections, or Microsoft SharePoint, it is possible to view those documents. However, you can search these documents with the means provided by the respective content server or by using IBM eDiscovery Manager. Before you can search, view, or restore archived documents with Content Collector, you have to check the configuration settings for accessing archived data and, if necessary, adapt them.
Important: You can use the Document Viewer to view archived IBM Connections documents in applications like IBM FileNet Workplace XT. Usually the Document Viewer retrieves repository information for archived data from the Content Collector configuration store. However, if you install IBM Content Collector with IBM Connections as the only source system, no configuration files for archived data access are created during the initial configuration. In this case, you must adapt the Document Viewer configuration files.

A document that was archived in its encrypted format is not fully text searchable and cannot be previewed, but it can still be restored. Even though IBM Content Collector might not be able to decrypt the email, it can ingest and restore the encrypted content.

For searching, previewing, or restoring email that was archived with IBM CommonStore for Exchange Server or IBM CommonStore for Lotus® Domino®, however, there are several restrictions:
  • If you configure Content Collector to use both IBM Content Manager and FileNet P8, search, preview, and restore of archive documents using Content Collector can only be carried out on one of the content management systems, not on both. However, you can configure to use more than one repository on a content management system, and search, preview, and restore across these repositories simultaneously.
  • You cannot search for email that was archived to an IBM Content Manager OnDemand repository.
  • You cannot search for email that was archived to an IBM Tivoli® Storage Manager repository.
  • To be able to search for email that was archived to an IBM Content Manager 8 repository you must create a specific collection as described in Moving from IBM CommonStore to IBM Content Collector.
  • You can preview and restore email in the search result only if the item type was created with the CommonStore archiving model BUNDLED. For the archiving model BUNDLED, there are additional restrictions if the CommonStore archiving type was not Entire. If the archiving type was Attachment or Component, you can search for the email but you cannot preview or restore the email.
Remember: The number of users running the IBM Content Collector email search application at the same time cannot be higher than the value of DB2_APP_CONNECTION.