HP Integrated Archive Platform User Manual

HP Integrated Archive Platform User Guide

Version 2.0

Includes information about using the Integrated Archive Platform (IAP) Web UI.

For additional user information on Email Archiving software for Microsoft Exchange and IBM Domino, see the

Email Archiving software for Microsoft Exchange User Guide

contained in those products.

Guide

and

HP Email Archiving software for IBM Domino User

PDF

Par t number: PDF

econd edition: November 2008

Legal and notice information

Conﬁdential computer software. Valid license from HP required for possession, use or copying. Consistent with FAR 12.211 and

12.212, Commercial Computer Software, Computer Software Documentation, and Technical Data for Commercial Items are licensed to the U.S. Government under vendor’s standard commercial license.

The information contained herein is subject to change without notice. The only warranties for HP products and ser vices are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.

Microsoft, Windows, Windows XP, and Windows NT are U.S. registered trademarks of Microsoft Corporation.

Adobe and Acrobat are trademarks of Adobe Systems Incorporated.

Contents

Aboutthisguide .......................... 7

Intendedaudience...................................... 7

Prerequisites ........................................ 7

Relateddocumentation.................................... 7

Documentconventionsandsymbols .............................. 7

HPtechnicalsupport..................................... 8

Subscriptionservice ..................................... 8

Otherwebsites....................................... 8

1IAPoverview.......................... 11

Understandingdocumentarchiving.............................. 11

Understandingsearchinganddocumentindexing ....................... 12

Indexeddocumenttypes ................................ 12

MessageMIMEtypes(advancedusers).......................... 12

2IAPWebInterface........................ 17

Logginginandout..................................... 17

Understandingtheuserinterface............................... 17

Usingthetoolbar ................................... 17

Searchbasics..................................... 18

Common tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Completingsimplesearches............................... 19

Completingadvancedsearches ............................. 20

Displayingqueryorsearchresults ............................ 24

Savingqueryorsearchcriteria.............................. 26

Savingqueryorsearchresults.............................. 27

Sendingqueryorsearchresults ............................. 28

Exportingqueryorsearchresults............................. 29

Accessingsavedcriteria ................................ 29

Accessingsavedresults................................. 29

Copyingsavedresultstoaquarantinerepository...................... 30

Deletingquarantinerepositories ............................. 30

Searchingauditlogrepositories ............................. 31

Changingyourpassword................................ 34

Changingyourlanguage................................ 34

Troubleshooting...................................... 34

Unabletodisplaysavedresults ............................. 35

Problemsexportingresults................................ 35

3Queryexpressionsyntaxandmatching............... 37

Queryexpressions..................................... 37

Wordcharacters...................................... 37

Wordcharactersandseparators............................. 38

Regular expression deﬁnitionofEnglishwordcharacters................... 38

Lettersanddigitsindifferentcharactersets .......................... 38

Letters and digits deﬁned................................ 38

Letters and digits in ﬁles ................................ 38

Matchingwords...................................... 39

Matchingsimilarwords................................... 40

User Guide

Fuzzywords ..................................... 40

Measuringwordsimilarity................................ 40

Matchingwordsequences ................................. 40

Simplewordsequences................................. 40

Proximitywordsequences................................ 41

Matchingwordsequencesinattachments......................... 41

Booleanqueryexpressions ................................. 43

NestedBooleanqueryexpressions.............................. 44

Queryexpressionexamples................................. 44

Index .............................. 47

Figures

1 2

IAPWebInterfacetoolbar............................ 17

SimpleSearchpage .............................. 20

AdvancedSearchpage(emailcontenttype) .................... 21

Query Result

Queryresultsnavigationbar........................... 25

6 SaveCriteriapage ............................... 27

SaveResultspage ............................... 28

SavedCriteriaview,QueryManagerpage..................... 29

SavedResultsview,QueryManagerpage ..................... 30

Simple Sea

AdvancedSearchpage(documentcontenttype) .................. 32

Auditlogdetails ................................ 34

spage(emailcontenttype) ...................... 24

rchpage(documentcontenttype).................... 31

User Guide

Tables

1 Documentconventions............................... 7

EAs applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Ofﬁce 2007 supported ﬁleextensionsandMIMEtypes................ 13

Ofﬁce 2007 sup

Ofﬁce2007supportedproperties......................... 14

Toolbarbuttons,IAPWebInterface ........................ 18

IAPWebInterfacetasks............................. 19

Additional advanced search query ﬁelds...................... 22

Queryresultsnavigationbar........................... 26

Loggedactionsanddescriptions ......................... 33

Additional advanced search query ﬁelds (for audit log repository searches) . . . . . . . 33

Supportedcharactersets............................. 39

Excelspreadsheet................................ 42

Boolean

Queryexpressionexamples ........................... 45

queryexpressions............................ 43

portedfeatures.......................... 14

About this guide

This guide provides information about using the IAP Web Interface.

For additional information on using and conﬁguring Email Archiving software for Microsoft Exchange and IBM Domino, see the HP Email Archiving software for Microsoft Exchange User Guide and HP Email Archiving software for IBM Domino User Guide contained in those products.

Intended aud

This guide is intended for users of the IAP Web UI.

ience

Prerequisites

Prerequisitesforusingthisproductinclude:Knowledgeofusingwebbrowsers

Related docu

In addition to this guide, HP provides the following on the IAP documentation CD:

• HP Integrated Archive Platform Administrator Guide

• HP Integrat

In addition The IAP Web Interface online help is a subset of this guide. The IAP PCC online help is a subset of the HP Integrated Archive Platform Administrator Guide.

mentation

ed Archive Platform System Release Notes

, online help i s available for the IAP Platform Control Center (PCC) and IAP Web Interface.

Document conventions and symbols

Table 1 Document conventions

Conven

Blue text: Table 1

tion

Elemen

Cross-reference links and email addresses

Blue, underlined text: http://

www.hp.com

Bold text

Italic text Text emphasis

Monospace text

Monospace, italic text

Monospace, bold text

Web site addresses

• Keys t

• Text t

• GUI e

• File and directory names

• System output

• Code

• Commands, their arguments, and argument

• Code variables

• Command variables

Emphasized monospac e text

hat are pressed

yped into a GUI element, such as a box

lements that are clicked or selected,

as menu and list items, buttons, tabs,

such

heck boxes

and c

values

User Guide

WARNING!

Indicates that failure to follow directions could result in bodily harm or death.

CAUTION:

Indicates that failure to follow directions could result in damage to equipment or data.

IMPORTANT:

Provides clarifying information or speciﬁc instructions.

NOTE:

Provides additional information.

TIP:

Provides helpful hints and shortcuts.

HP technical support

Telephone numbers for worldwide technical support are listed on the HP support web site:

ttp://www.hp.com/support/.

Collect the following information before calling:

• Technical support registration number (if applicable)

• Product serial numbers

• Product model names and numbers

• Applicable error messages

• Operating system type and revision level

• Detailed, speciﬁcquestions

For continuous quality improvement, calls may be recorded or monitored.

Subscription service

HP strongly recommends that customers register online using the Subscriber’s choice web site:

ttp://www.hp.com/go/e-updates.

Subscribing to this service provides you with email updates on the latest product enhancem ents, newest driver versions, and ﬁrmware documentation updates as well as instant access to numerous other product resources.

After subscribing, locate your products by selecting Storage and then Storage Archiving under Product Category.

Other web sites

For other product information, see the following HP web sites:

About this guide

•http://www.hp.com

•http://www.hp.com/go/storage

•http://www.hp.com/service_locator

•http://www.hp.com/support/manuals

User Guide

About this guide

1IAPoverview

This section introduces HP Integ rated Archive Platform from a user perspective.

IAP is a fault-tolerant, secure system of hardware and software that archives ﬁles and email m essages for your organization, and lets you search for archived documents. IAP provides the following main functions:

• Automatic, active data archiving (email and speciﬁc types of documents) that helps your

organization m eet regulatory requirements.

• Interactive data querying to search for and retrieve archived data according to various criteria.

The IAP Web Interface allows you to use your web browser to search for documents archived on the system, andsaveandreuseyoursearch-querydeﬁnitions and results. See “IAP Web Interface” on page 17 and “Query expression syntax and matching”onpage37.

To interact with the system, you can use the following EAs applications:

Table 2 EAs applications

Application What You Can Do

EAs for Microsoft Exchange (customer option)

EAs for Domino (customer option)

The IAP We custome to you.

b Interface is available to all users. EAs for Exchange and for Domino are independent

r options. Depending on the conﬁguration of your system, each may or may not be available

Search for email messages using Microsoft Outlook with an Exchange mail server. Viewandworkwitharchivedemailmessages. SeetheHP EAs for Microsoft Exchange User Guide which is included on the HP EAs for Exchange option documentation CD — it is also available on h

Search for andworkwitharchivedemailmessages. SeetheHP EAs for IBM Domino User Guide whi is also av

email messages using IBM Lotus Notes with a Domino mail server. View

ch is included on the HP EAs for Domino option documentation CD — it

ailable on h

ttp://www.hp.com.

Understanding document archiving

IAP archives ﬁles and email messages associated with registered users. With EAs, you can ﬁnd and retrieve archived documents to which you have ac cess.

Archiving involves physically storing copies of a document (ﬁle or email message ), but also virtually storing it in one or more repositories. A repository is an abstract data store, which is a virtual collection of documents associated with routing rules (for storing) and user access control lists (for retrieving):

• Documents associated with a given user are archived to a given set of repositories. User-repository

associations are deﬁned by routing rules.

• A user has quer y and retrieval access to a given set of repositories. This is controlled by access

control lists associated with each repository.

Most users have query and retrieval access to only their own documents, which are archived in their individual repositories. The system automatically archives, in your individual repository, all email messages associated with your email account; that is, all messages you send or receive.

In addition to being automatically routed to your individual repository, your email is probably also routed to one or more other repositories established by your company or organization. For example, a company audit repository may be used to keep track of all company email. Some users have access to other repositories, besides their own. For example, your manager or supervisor may have access to your repository .

ttp://www.hp.com.

User Guide

Understanding searching and document indexing

You can search for any documents archived in your repository (or any other repositories to which you have access), w your query is ch

hether the documents are email messages or ﬁles. When you search for a document, ecked against an index of words that is updated each time a document is archived.

Indexing the co searching. Separators (such as punctuation) between words are ignored during indexing. Note that there is a time delay from when ﬁles are archived to when they are indexed. Documents archived less than an hour ago may or may not appear in quer y or search results dep ending on the system’s conﬁguration.

You can search the contents of a document only if the contents h ave been indexed. You can search for other kinds o

ntents of a document involves cataloging the document words to prepare them for later

f ﬁles only by using external identifying information.

Indexed document types

In addition to email messages, the following ﬁles are indexed:

• Plain text ﬁles

• Rich text ﬁles (.rtf)

• HTML (HyperText Markup Language) ﬁles

• Files used by the following Microsoft Ofﬁce programs: Word, Excel, PowerPoint, and Access

• PDF (Portable Document Format) ﬁles viewed with Adobe Acrobat Reader

• Zip ﬁles

• Embedded messages (RFC 822 messages)

NOTE:

Email message formatting has no bearing on indexing. Only the words you see in your email client are indexing candidates. Invisible source-code words, such as HTML markup tags, are ignored.

NOTE:

For zip ﬁles and embedded messages, the content inside the ﬁles is expanded and indexed. We support indexing of MS Ofﬁce ﬁles for MS Ofﬁce 2007 and prior releases.

Message MIME types (advanced users)

An email message can contain message parts of possibly different MIME (Multipurpose Internet Mail Extensions) Content-Types. The following Content-Types are indexed and each corresponds to one of the indexed document types:

• text/xml

• text/plain

• text/html

• application/rtf

• application/msword

• application/vnd.ms-excel

• application/vnd.ms-powerpoint

• application/msaccess

• application/pdf

• application/zip

IAP overview

An email message that is entirely plain text, not MIME, is indexed. Also, if an email message has been attached to another email message, the attached email message is not indexed.

IAP 2.0 provides document indexing support for Microsoft Ofﬁce 2007. The supported MIME types and extensions are shown in Table 3. Support for features is shown in Table 4. Support for properties is showninTable5.

Ofﬁce 2007 documents archived prior to installing IAP 1.6.1 or 2.0 will not be indexed or content searchable.

Table 3 Ofﬁce 2007 sup ported ﬁle extensions and MIME types

File extension

.docx

.docm

.dotx

.dotm

.xlsx

.xlsm

.xltx Ofﬁce Excel 2007 template

.xltm

.xlam

.pptx

File type

Microsoft Ofﬁce Word 2007 document

Ofﬁce Word 20 document

Ofﬁce Word 2007 template

Ofﬁce Word 2007 macro-enabled document template

Microsoft O workbook

Ofﬁce Excel 2007 macro-enabled workbook

Ofﬁce Exce workbook t

Ofﬁce Excel 2007 add-in application/vnd.ms-excel.addin.macroEnabled.12

Microsoft Ofﬁce PowerPoint 2007 presentation

07 macro-enabled

fﬁce Excel 2007

l 2007 macro-enabled

emplate

MIME type

application/vnd.openxmlformats-ofﬁcedocument.wordprocessingml.document

application/vnd.ms-word.document.macroEnabled.12

application/vnd.openxmlformats-ofﬁcedocument.wordprocessingml.template

application/vnd.ms-word.template.macroEnabled.12

applicatio ment.sprea

application/vnd.ms-excel.sheet.macroEnabled.12

application/vnd.openxmlformats-ofﬁcedocu- ment.spreadsheetml.template

application/vnd.ms-excel.template.macroEnabled.12

application/vnd.openxmlformats-ofﬁcedocument.presentationml.presentation

n/vnd.openxmlformats-ofﬁcedocu-

dsheetml.sheet

.pptm

.ppsx

.ppsm

.potx

.potm

Ofﬁce Pow macro-en

Ofﬁce PowerPoint 2007 slide show

Ofﬁce PowerPoint 2007 macro-enabled slide show

Ofﬁce PowerPoint 2007 template

Ofﬁce PowerPoint 2007 macro-enabled presentation template

erPoint 2007

abled presentation

applicat abled.12

application/vnd.openxmlformats-ofﬁcedocument.presentationml.slideshow

application/vnd.ms-powerpoint.slideshow.macroEnabled.12

applica sentati

application/vnd.ms-powerpoint.template.macroEnabled.12

ion/vnd.ms-powerpoint.presentation.macroEn-

tion/vnd.openxmlformats-ofﬁcedocument.pre-

onml.template

User Guide

NOTE:

The following items are not yet supported:

• Notes within PowerPoint slides

• Spread sheet names within Excel

• Some embedded OLE objects

• Certain text within Excel charts

Also, some documents converted to Microsoft Of ﬁce version 2007 by the Ofﬁce File converter may not be properly indexed.

Table 4 Ofﬁce 2007 supported features

Feature

Contents

Table

Textbox

Header/Footer

Comment No No No

FootNote/EndNote

Signature

Chart

Object (Microsoft Ofﬁce,

WordPad …)

Embedded Objects

Notes

WordArt

SmartArt No No No

Sheet’s nam e

Microsoft Word Microsoft PowerPoint Microsoft Excel

Yes Yes Yes

Yes Yes

No No No

Yes

No No No

N/A

No No No

N/A N/A

Table 5 Ofﬁce 2007 suppor ted properties

N/A N/A

No No

N/A

Type Property

Document Properties

14 IAP overview

Author

Title

Subject

Keywords