GCI Power Tools for Archiving

Archiving and records management from ECM systems are an integral part of best practices and compliance for regulated industries. Archiving data from the OpenText Content Server (OTCS) is possible with many existing solutions. However, archiving OTCS items such as completed workflows, audit trails and projects, authenticating them and removing them from the OTCS database has not been possible -- until now. GCI Power Tools for Archiving (PTXA) addresses these needs and more.

With PTXA you can archive OTCS content such as completed or stopped Workflows, Audit Logs, and Projects as XML files that are then added back into OTCS. PTXA then removes the original data from the OTCS tables, which can result in significant improvements in the performance of active workflows and the OTCS instance in general.

For example, if you have a completed OTCS Project containing 100 items in the database, that equates to approximately 2,500 database rows for documents with 5 versions. Archiving that project will reduce the number of db rows to fewer than 10 (depending upon permissions).

A complete record of the OTCS item is stored within the XML document, including all attachments, attributes, forms, comments, audit trails and user information, or items stored in that container. These XML documents are then associated with our supplied XSLT files (or you can create your own custom XSLTs) for displaying the data in a web friendly format.

Once your critical OTCS items are stored as XML documents in the OTCS you have the complete set of OTCS document management functionality available to apply to them. These 'documents' can be organized in a folder hierarchy with your desired permission sets. Also, PTXA supports the ability to create multiple archive volumes to store different node types and index that data for searching, which is an enormous benefit to any large OTCS installation.

In addition, PTXA archived items are protected with AbsoluteProof from Surety, ensuring the integrity of this content by cryptographically “sealing” them using an AbsoluteProof Seal. An AbsoluteProof Seal binds a “digital fingerprint” of the PTXA archived item to a reliable timestamp representing the current time. This fingerprint is unique to the item so that any change in the item will cause its fingerprint to change. Once you have a valid Seal, you can use it to prove that the item existed at the stated time and hasn’t changed since. This is a simple matter of recreating the fingerprint and comparing it to the fingerprint in a Seal. If they match, you have definitive proof that the item hasn’t changed since it was sealed. Built on the ISO/IEC 18014-3 and ANSI X9.95 Trusted Time Stamp standards, the AbsoluteProof Service from Surety ensures the integrity of electronic records, files or any digital content by establishing that they were created on a specific date and have not been changed or tampered with since. It is the only long-lived, cryptographically verifiable data integrity service in the world.

GCI Power Tools for Archiving is a cost-effective solution for all OTCS customers who need a complete archival system with no additional server to maintain.

Please download the GCI Power Tools for Archiving info sheet , and for more information or to arrange a demo please contact us at info@globalcents.com.

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