KVS Enterprise Vault for FileSurf Functional Specification Prepared: November 2004 ‘Author: RitaSafanova MDY Advanced Technologies, Inc. Summary This document describes the methodologies used by the FileSurf Records Management System Version 7.5 Service Release 3 Hot Fix 1 (FS75SR3HF1) and the KVS Enterprise Vault 5.0 in providing repository services to FileSurf by the KVS Enterprise Vault. The KVS Enterprise Vault provides a scalable repository storage resource and full-text searching facility for all documents of records stored by FileSurf within the KVS Vault for FileSurf. GEORGE W. BUSH PRESIDENTIAL RECORD OAP000438341. Functional Specification 1.1. Introduction FileSurf controls electronic records stored within all of its registered Repositories. A FileSurf Repository can be as simple as a network share, or as complex as an integrated Document Management System. Such integrated solutions allow utilizing the best features of both systems, at the same time avoiding storage redundancy. KVS Enterprise Vault (EV) has traditionally been known as an email archiving system. KVS ‘Vaults now allow archiving of electronic documents other than email. KVS supports many different types of storage architectures: NTFS, NAS-based network shares, EMC Centera and NetApp SnapLock. ‘Some key benefits of the KVS system are a highly scalable storage infrastructure and a native abilty to maintain single instance storage for Outlook email messages (in MSG format). KVS stores documents in logical collections called Vault Stores. Each Vault Store is subdivided into multiple Archives. FileSurf can be configured to use a KVS Archive as its own Repository. Itis transparent to the FileSurf what type of physical storage is actually used to save documents of record. It can be any of the storage types supported by KVS. With the FileSurt- KVS integrated solution, when a record is stored to KVS-based FileSurf Repository, it can be accessed from both systems’ interfaces, FileSurf and KVS. However, FileSurt solely controls. record life cycle. ‘An Enterprise Vault Archive can be optionally configured to hold a limited number of items. Prior to v5.0 it was the only option available. I tis is the case, when the archive designated {as a FileSurf repository reaches its limit, it stops accepting records from FileSurt. At this time ‘naw archive needs to be created as a FileSurf repository. The FileSurt repository ‘corresponding to the old archive must be reconfigured to do no longer allow placing documents. KVS Enterprise Vault consists of multiple services. Each service is responsible for a certain functionality provided by Enterprise Vault. Enterprise Vauit can be installed in a distributed environment and services can reside on multiple computers. FileSurf utilizes the functionality of two services provided by EV, specifically Enterprise Vault Storage Service and Enterprise Vault Indexing Service. FileSurt interacts with EV Storage Service to place and retrieve documents to the EV Archive. FileSut interacts with EV Indexing Service to perform contents search in the EV Archive. 1.2 Functionality The followit + Declare a record to FileSurf and store itn the KVS Repository. One can dectare both Exchange email messages and any other types of electronic files. When saving Exchange email messages, KVS automatically extracts message attributes values and stores them as document properties similar to what FileSurf does. In addition, when filing the same email message a second time, KVS identifies it as a duplicate land does not create a second instance of the same document. It appends additional profile pointers to the same document. It means that KVS provides single instance storage with respect to email messages. This is not applicable to non-emall documents ‘operations are available for the FileSurf user: GEORGE W. BUSH PRESIDENTIAL RECORD OAP00043835Retrieve a record stored in the KVS Repository. When retrieved, the record can be opened in the native application, viewed in HTML format, or downloaded, A copy of the record can be created both in KVS repository and in the repository of any other supported type, Delete a record from the KVS Repository. Records can be deleted both individually 1 the authorized user and during destruction processing. When deleted from FileSur, the underlying KVS document is immediately deleted from the archive after the last reference to its removed. Eull Text search for records located in the KVS Repository. FileSurf does not Perform full-text indexing of documents located in KVS repositories. It utilizes the Alta Vista based search capabilities provided by KVS. FileSurt record objects are visible to appropriately privileged Enterprise Vault users. The following operations are available to them: ‘Search for documents in FileSurf Vault. The search can be based on both document profile attributes and document content. What profile attrbutes are searchable depends on the level of indexing in KVS (configurable option). There are three available levels (Brief, Medium and Ful). Medium or Full Indexing is required to be able to search by FileSurf document ID. Documents found as a result of search can be viewed in HTML format or opened in ‘their native application. The option to open in the native application for FileSu thick client users is only available if Enterprise Vault client is installed on the workstation. Enterprise Vault provides a Web search interface. The URL for an Enterprise Vault search is: hitou/\\ | This is a standard FileSurf View Location designator. The View Location is a designated UNC share that provides a cache location for HTML-rendered views of repository content. The portion of this reference identifies the FileSurf Server that will be used as the FileSurt Electronic Records Service instance in support of this repository. Figure 2.1 GEORGE W. BUSH PRESIDENTIAL RECORD OAP00043838