Codex VAULT 2 Use and care manual

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CODEX VAULT 2 - ADMINISTRATOR GUIDE REV 06.08.13
USER GUIDE
VAULT 2
ADMINISTRATOR GUIDE
REVISION 06.08.2013

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CODEX VAULT 2 - ADMINISTRATOR GUIDE REV 06.08.13
Safety Warnings
Please observe any warnings and follow all instructions.
Do not use this equipment near water and clean only with a dry cloth.
Do not block any ventilation openings. Install in accordance with the manufacturer’s instructions.
Do not install near any heat sources such as radiators, heat registers, stoves, or other equipment (including ampliers)
that produce heat.
Do not expose to excessive vibration, or drop this product.
Do not defeat the safety purpose of the polarised or grounding-type plug. A polarised plug has two blades with one wider
than the other. A grounding-type plug has two blades and a third grounding prong. The wide blade, or the third prong, is
provided for your safety.
If the provided plug does not t into your outlet, consult an electrician for replacement of the obsolete outlet.
Protect the power cord from being walked on or pinched, particularly at plug ends, convenience receptacles, and the point
where they exit from the equipment.
Only use attachments/accessories specied by the manufacturer.
Use only with the cart, stand, tripod, bracket, or table specied by the manufacturer, or sold with the equipment.
Unplug this equipment during lightning storms or when not in operation for long periods of time.
Refer all servicing to qualied service personnel. Servicing is required when the equipment has been damaged in any way,
such as power-supply cord or plug is damaged, liquid has been spilled or objects have fallen into the equipment,
has been exposed to rain or moisture, does not operate normally, or has been dropped.
To reduce the risk of re or electric shock, do not expose equipment to rain or moisture.
To avoid electrical shock, do not attempt to open this equipment. Refer servicing to qualied personnel only.
Caution: Media may become hot during normal use.
Disclaimer
Codex products are continually developed to remain at the forefront of the industry, and as such the information in this guide
is subject to change without notice. Whilst Codex endeavour to ensure that all documentation provided is correct at the time of
writing, this document is not guaranteed to be error-free.
Codex does not assume responsibility for issues or losses due to misinterpretation of the information in this document, errors in
this document, or incorrect conguration or installation of the equipment described herein.
Please report any errors found in this document to [email protected]
Support and Servicing
For assistance with your Codex Vault 2 please contact [email protected]
For servicing please contact [email protected]

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Contents
Safety Warnings .........................................................................................................................................................................................2
Disclaimer ....................................................................................................................................................................................................2
1. Introduction........................................................................................................................................................................................4
2. Glossary..............................................................................................................................................................................................4
3. Product Elevations............................................................................................................................................................................5
4. Modules ..............................................................................................................................................................................................7
5. Power...................................................................................................................................................................................................7
6. Starting Up.........................................................................................................................................................................................8
7. Logging In ..........................................................................................................................................................................................8
8. Loading and unloading media.......................................................................................................................................................9
9. The Main Menu.............................................................................................................................................................................. 12
10. Preparing the Vault for a new project...................................................................................................................................... 13
11. During a project - Clearing space on the Internal Storage..................................................................................................16
12. Work Templates ..............................................................................................................................................................................18
13. From and To Expressions............................................................................................................................................................. 22
14. Task Types........................................................................................................................................................................................27
15. Task Scheduler............................................................................................................................................................................... 48
16. Library.............................................................................................................................................................................................. 51
17. Audio Sync and on-screen proxy playback .............................................................................................................................57
18. Filter in the Library ....................................................................................................................................................................... 63
20. Storage..............................................................................................................................................................................................67
21. Settings............................................................................................................................................................................................ 68
22. Info.....................................................................................................................................................................................................74
23. Using media with a clashing name ...........................................................................................................................................75
24. Using a keyboard and mouse with the Vault software .........................................................................................................75
25. Supported media types and file formats..................................................................................................................................76
26. Cleaning the Process Module Air Filter.....................................................................................................................................77
27. Setting up the Vault for a single tape Archive........................................................................................................................79

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1. Introduction
Welcome to this guide for the Codex Vault, a next-generation modular solution for backup, archive, and dailies production that supports a
range of digital camera systems.
Software version - this guide assumes the Vault is running software version 2013.r1.3204 or higher.
An Administrator will set up the Vault and create User accounts for a specic project. The Administrator could be a data workow specialist,
and the Users could be members of the camera team.
The workow for the project may involve several Tasks (e.g. copying, backing up, making reports) and the Administrator can design “Work
Templates” which run the Tasks in a given order – when these Tasks are running they are grouped together as a Job. The User(s) operate the
Vault and complete the Tasks guided by a series of on-screen prompts.
Depending on the size of the production, the Administrator may also be a User who interacts with the system on a daily basis. On larger
productions the Administrator may congure the Vault initially, and then other Users will operate the system.
This guide will detail how to congure and operate the Vault as an Administrator.
2. Glossary
AXSM Memory card - a type of solid state media, used in the AXS-R5 recorder for the Sony F55 camera
Capture Drive – a type of Codex Storage device, used with a Codex Onboard S Recorder and then brought to the Vault for checking, backup,
and archive.
Clip – a clip represents a take, normally from “Roll Camera!” to “Cut!”. The term Shot rather than Clip is used in Codex software, but they are
essentially interchangeable. A Shot/Clip will contain image data, metadata, and possibly audio.
Clone (Task) – this process makes an exact copy of all the data from one media to another.
Codex Intermediate Format - les are recorded to a Capture Drive (or Datapack) in this format and can then be transcoded to other le
formats using the Vault. (ProRes les recorded on the Alexa XT are in their native format)
CRC32 – this is a type of checksum used in the software to verify the integrity of les as they are copied from one media to another
Datapack – a type of Codex storage device, used with a Codex Onboard M Recorder and then brought to the Vault for checking, backup, and
archive.
Ethernet – a type of network connection between computers
Generate (Task) – this process copies les from the source media, containing as much metadata as possible.
Job – an active set of Tasks, as congured by the Administrator
LTFS – Linear Tape File System, a type of formatting for LTO digital archive tape
LTO – a digital tape media used for data backup
Media – any type of removable data storage, disk or tape
Media Clear (Task) – this process deletes data from a specied media
Media Check (Task) – this process checks media for number and length of clips, and also valid timecode and roll information. It produces a
report for the user, including a summary of any issues that have occurred.
Media Sign Off (Task) – this process should be run on media once all other required tasks are complete, and marks that all required tasks are
completed with media so it can be cleared.
Media Verify (Task) – this process checks that disks in media are readable, and that CRC32 checksums are correct.
Metadata – information that relates to the image data such as timecode, roll, Exposure Index, White Balance, Comments, etc. Metadata is
always carried through the system where possible into different le formats.
MUL – when media is formatted it is given a MUL (Media User Label). Shots recorded to the media then belong to this MUL, which can be
though of as a group of shots. The Vault then processes shots in these groups, for operations such as cloning and archiving.
Network – a connection between computer systems, the most common type of which is Ethernet.
Reel – a metadata property of shots, with multiple shots being recorded to the same reel.
Roll – equivalent to Reel.
Shot – equivalent to Clip.
SR Memory card - a type of solid state media, used in the Sony F65 camera.
SxS card – a type of solid state media, used in the ARRI Alexa camera.
Task – one of several possible processes that can be performed on media, such as a Clone or Archive.
Transfer Drive – a type of Codex Storage device, generally used on the Vault to clone from a Datapack or Capture Drive
Work Template – a set of Tasks that form (part of) the workow

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3. Product Elevations
Top Elevation Showing touchscreen interface and LED Status ring.
Right Elevation
Sony AXSM Capture/Transfer Drive REDMAG
Process Module ____
Storage Module ____
Archive Module ____
Base ____

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Left Elevation
Rear Elevation

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Front Elevation
4. Modules
There are several modules that can be used to build a Vault system. These are:
• Process module – depending on the conguration this allows loading of various media such as Codex Datapacks, Capture/Transfer
Drives, SxS cards, AXSM cards, RED mags and SSDs.
• Storage module – this contains 8TB of xed RAID storage that is used as intermediate storage for data prior to archiving
and/or le generation.
• SR module - this allows loading of two SR Memory cards from the Sony F65 camera.
• Archive module – this contains two LTO5 drives that can be used to make backups.
The Process module can function alone, but other modules can only be used with the Process module.
IMPORTANT – only disconnect and reconnect the modules of the Vault when the system is not powered on.
5. Power
The Vault requires an input voltage of between 20V and 34V. The power required will vary depending on the modules being used.
The maximum required is 500W.
Only the included Codex power supply should be used for the Vault when running off mains electricity.
Anton VCLX batteries are suitable for powering the Vault when mains electricity is not available.

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6. Starting Up
With a power source connected press the Power Button on the side of the Vault. The Vault takes around 1 minute to start up during which time
you will see the Initialising screen:
When it has nished initialising you will be presented with the Logon screen.
7. Logging In
When the Vault is started you will need to log in, with details provided by the owner of the Vault. Once logged in with an Administrator account
you can set up accounts for other Users as detailed in the later section ‘Settings’ in this guide.

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8. Loading and unloading media
Following the correct procedures for loading and unloading media is very important. Failure to do so may result in damage to the media and/or
compromise data integrity.
WARNING: Do not unload media when it is reading or writing.

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8.1 Onboard Datapack
Loading – gently insert the Datapack fully into the port. The loading process will begin, and during this time the LED on the Datapack will ash
orange. When the Datapack has loaded the LED will ash green.
Reading/Writing – the LED will be solid green when reading/writing.
Unloading – go to the Storage screen of the Vault User Interface, select the Onboard Datapack, and press Eject. While the Datapack is
unloading the LED on it will ash red. When it becomes constantly red the unloading process has completed. Now pull the lever next to the
Datapack fully to eject it from the port.
8.2 Capture Drive / Transfer Drive
Loading – gently insert the Capture Drive fully into one of the Codex ports. The loading process will begin, and during this time the LED on the
Capture Drive will ash blue. When the Capture Drive has loaded the LED will ash green.
Reading/Writing – the LED will be solid green when reading/writing.
Unloading – go to the Storage screen of the Vault User Interface, select the Capture Drive, and press Eject. While the Capture Drive is
unloading the LED on it will ash blue. When it becomes constantly blue the unloading process has completed. Now pull the Capture Drive to
remove it from the port.
8.3 REDMAG 1.8”
Loading – gently insert the REDMAG fully into one of the RED ports. The loading process will begin, and during this time the LED next to the
port will ash blue. When the REDMAG has loaded the LED will ash green.
Reading/Writing – the LED will be solid green when reading/writing.
Unloading – go to the Storage screen of the Vault User Interface, select the REDMAG, and press Eject. While the REDMAG is unloading the
LED next to the port will ash blue. When it becomes constantly blue the unloading process has completed. Now pull the REDMAGto remove it
from the port.
8.4 SxS cards
Loading – push the SxS card into one of the two SxS card slots until there is a small click. It will load automatically and a green light will be
shown next to the slot to indicate it is loaded.

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Unloading - push the SxS card into the slot to trigger the spring release.
8.5 SR Memory cards
Loading – open one of the doors on the SR module and push the SR Memory card into the drive. The loading process will begin, and during
this time the lights next to the card slot will ash blue. When the SR Memory card has loaded the lights will be constant blue.
Reading/Writing – the lights next to the SR Memory card will ash green when reading/writing.
Unloading - press the Unlock button next to the card slot, then pull the SR Memory card to remove it from the drive. Do not push the Unlock
button while the card is reading/writing.
8.6 AXSM Memory cards
Loading – gently insert the AXSM memory card fully into one of the AXSM ports. The loading process will begin, and when the AXSM memory
card has loaded the LED will become solid green.
Reading/Writing – the LED will be solid red when reading/writing.
Unloading – go to the Storage screen of the Vault User Interface, select the AXSM memory card, and press Eject. Now pull the AXSM memory
card to remove it from the port.
8.7 External drives and SSDs
The Vault allows general purpose hard drives and SSDs to be loaded via a range of connections: SAS/eSATA. USB3.0, and the 2.5 SSD and 1.8
SSD ports. The drives must be formatted with one of the following lesystems before it can be used with the Vault:
• FAT
• Ext3
• HFS
• HFS+
• NTFS
• XFS
• ExFAT
• UDF
Loading – connect the external drive or gently insert the SSD fully into one of the SSD ports. The loading process will begin, and when the
drive has loaded it will be shown on the Storage screen.
Unloading – go to the Storage screen of the Vault User Interface, select the drive, and press Eject. Now disconnect the drive or pull to remove
it from the SSD port.

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9. The Main Menu
After logging in you will be shown the Task Scheduler screen. This is where you can monitor the progress of any Tasks that are running, so the
screen is initially empty.
Select the blue Codex ring at the bottom of the screen to bring up the Main Menu (the blue Codex ring is available from any of the main
screens of the user interface):
The Main Menu provides access to the following:
Task Scheduler – to monitor the status of Tasks
Library – to edit metadata, play a preview of loaded shots and sync audio
Storage – to view details of the loaded media
Work Package Templates – for setting up the project “Work Templates”
Settings – for creating/deleting user accounts and other system settings (only accessible to Administrator accounts)
Lock Vault – to prevent unauthorised people from using the Vault
Log Out – as above, but also to allow a different user to log in
Power Down Vault – to initiate the shutdown process. Alternatively, press the Power Button on the side of the Vault which will bring up the
option to power down the system. The system cannot be powered down if there are active Tasks.

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10. Preparing the Vault for a new project
There are some important steps that should normally be done before the start of a new project:
10.1 Saving Logs
The rst step is to save the system log les, which includes the media history - a record of all the media from a project. Log in with an
Administrator account, open the Main Menu and go to the Settings screen. Select the System tab.
The logs can either be saved onto the Vault itself, or onto a USB stick. If you are saving the logs to a USB stick connect it now.
There is a toggle button for either ‘Default level’ or ‘Full level’. Set this to ‘Full level’, then press Save...
The le browser screen will be shown. If you are saving the logs to the Vault system drive, choose the /tmp directory. Alternatively select your
USB stick.
There will be two les saved, e.g.
vaults1048_20130308_142631_logs.tgz
vaults1048_20130308_142631_settings.tgz
The naming of these les uses this information:
vaults<SerialNumber>_<Date>_<Time>_logs.tgz
The _logs.tgz includes a le called localdb that contains the history of all media that has been processed on the Vault in the most recent project
(i.e. since it was last cleared). It is therefore important to keep a copy of this le for future reference.
The _settings.tgz contains the Work Package Templates and other more general settings les.

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10.2 Clear Media History
Now you have a backup of the history and settings from the last project, these can be cleared from the Vault. From the Settings screen select
the Project tab.
Press the Clear Media History button, which will delete the localdb le. Doing this will prevent the Vault from reporting clashing media names
during the new project if a name matches media from the previous project.
10.3 Setting up the Storage module
The Storage module can be formatted in two ways, and this determines what type of material can be stored:
Type Supported material
Codex (RAID-3 Internal) When formatted in this way, the Internal storage can contain material recorded in the Codex Intermediate Format
using a Codex Onboard M, Onboard S, or ALEXA XT camera (ARRIRAW).
It cannot contain material from other types of recording system, such as ARRI ALEXA XT or SxS (ProRes), Sony
SR Memory, AXSM, RED drives, etc.
XFS (RAID-5 XFS) When formatted in this way, the Internal storage can contain material recorded to other types of recording system
such as ARRI ALEXA XT or SxS (ProRes), Sony SR Memory, AXSM, RED drives, etc.
It cannot contain material recorded in the Codex Intermediate Format using a Codex Onboard M, Onboard S, or
ALEXA XT camera (ARRIRAW).
Open the Main Menu and go to the Storage screen.

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10.4 Reformatting the Storage module
The Storage module may contain shots from the previous project, which will be indicated in the Free Space area by the coloured bar and the
remaining capacity. You will probably want to reformat the storage to delete these shots, which should only be done if there is conrmation that
the data has been securely backed up to another storage location.
This can be done by reformatting the Storage module with the following steps:
1. Open the Main Menu and go to the Storage screen. Press the Devices button
2. Press to highlight the Internal storage, and then press the Create button.
3. Set the Name of the Internal storage (this is limited to 8 characters).
4. Set the Type as either ‘RAID-3 Codex Internal’ or ‘RAID-5 XFS Internal’ depending on the requirement for your workow.
5. Press OK and a progress bar will be shown as the drives are formatted as the selected type. Once complete the message “Volume created
successfully” will be shown.

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11. During a project - Clearing space on the Internal Storage
The Storage Module has a capacity of 8TB, and during a project it can become full and you will need to clear off older material (that you know
has been backed up securely, of course!).
1. For safety, go to the Storage screen and eject all other media from the Vault, so that only the Internal storage is loaded:
2. Open the Main Menu and go to the Library. Press the + icon and then set Filter on Media to the Internal storage:

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3. Press Filter on Source MUL and then highlight the groups that you want to delete.
4. Press the Filter button to apply this lter, and then press + to return to the main Library view.
5. Press Select All and then press Manage.
6. Press Delete Selected. You will be shown a list of the shots that will be deleted. Press the Delete button to proceed, or if you are not sure
press Cancel.
Note: the Delete Selected function in the Library is only available to Administrator accounts.

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12. Work Templates
Select ‘Work Package Templates’. This is where the Administrator can create and view the different Work Templates on the Vault system. The
Work Templates dene the workow for the Vault on a project, and therefore setting up the Work Template(s) is an important responsibility of the
Administrator.
Note: only Administrator accounts can edit the Work Templates.
The Work Templates screen may initially be empty:
12.1 Creating a Work Template
Select ‘Create a New Template’ and the Template Builder screen is shown:

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At the top of the screen you can edit the name of the Work Template, normally to something self explanatory, e.g. Check and Archive Capture
Drive.
The Work Template can be set to start Automatically, Manually, or both. Simply highlight the setting in blue that is required.
When set to start Automatically the Work Template will begin when media is loaded in the specied port - this could be any port or a specic
port depending on how the Work Template is set up. When set to start Manually the Work Template will be accessible from the Manual Jobs
screen (available from the Task Scheduler screen).
12.2 Adding a Task to the Work Template
A range of possible tasks are shown at the bottom of the screen:
Click a task type to add it. After adding a task, click Add Task again to add further tasks to the Work Template.
The table below gives a brief description of these Tasks:
Task Name Description
Archive Copies data to LTO5 tape and then performs verication.
Clone Makes an identical copy of data from one media to another.
Generate Generates les for post-production to an external drive.
Media Check Provides an overview on the contents of media and reports any issues found.
Media Verify Performs a checksum-based verication of media.
Media Clear Deletes the data from specied media.
Media Sign Off Marks that all required tasks are completed with media so it can be cleared.
Import Imports les from an external disk or LTFS tape
The next image shows the Template builder screen with Media Check and Archive Tasks that have been added:

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Important Note: a Task is considered complete when it nishes - for any reason. For example rather than completing as expected, a Generate
task could stop due to an error with the external disk (e.g. power loss). If this happened the Vault would still proceed with subsequent tasks in
the template (because you may still want an Archive to LTFS despite the disk issue). It is therefore important to conrm on the Task Scheduler
that tasks have completed as expected