Novell GROUPWISE 7 - LIBRARIES AND DOCUMENTS User manual

Libraries and Documents
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VII
Libraries and Documents
Chapter 21, “Document Management Services Overview,” on page 293
Chapter 22, “Creating and Managing Libraries,” on page 299
Chapter 23, “Creating and Managing Documents,” on page 335
Chapter 24, “Integrations,” on page 363

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Document Management Services Overview
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Document Management Services
Overview
GroupWise®Document Management Services (DMS) lets users create documents with integrated
applications, save them, then easily locate a specific document later without knowing the
application, a specific document name, or the document’s physical location. Users can create, share,
locate, edit, view, and check out documents that are created under the management of GroupWise
DMS.
A GroupWise DMS system consists of the following components:
Section 21.1, “Libraries,” on page 293
Section 21.2, “Document Storage Areas,” on page 295
Section 21.3, “Documents,” on page 295
Section 21.4, “Integrations,” on page 298
21.1 Libraries
A library is a set of documents and a database that allows the documents to be managed as a unit. A
library must belong to a specific post office but can be accessed by users in other post offices. The
GroupWise client enables users to store and manage their documents in the library. The GroupWise
Post Office Agent (POA) transfers documents between the GroupWise client and the library.
Figure 21-1 Relationship between the Library and the Clients, Applications, and Users Who Use It
In ConsoleOne®, a library can be viewed where it resides in the Novell®eDirectoryTM tree.
GroupWise
Client
GroupWise
Client
Post OfficeLibrary
POA
User UserUser
GroupWise
Client
Integrated
Application
Integrated
A
pplication
Integrated
Application

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Figure 21-2 ConsoleOne View Showing its Location in the eDirectory Tree
A library can also be viewed in relationship to the post office that owns it.
Figure 21-3 ConsoleOne View Showing the Library in Relationship to Its Post Office
In the GroupWise Windows client, users can view a list of all the libraries to which they have access
by clicking Tools > Options > Documents.
Figure 21-4 GroupWise Documents Setup Dialog Box

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NOTE: This feature is not available in the Cross-Platform client.
Physically, a library consists of a set of directories and databases stored in the gwdms subdirectory
of the post office, as illustrated in “Post Office Directory” in GroupWise 7 Troubleshooting 3:
Message Flow and Directory Structure.
For complete information on libraries, see Chapter 22, “Creating and Managing Libraries,” on
page 299.
21.2 Document Storage Areas
Documents can be stored at the post office, as illustrated in “Post Office Directory” in GroupWise 7
Troubleshooting 3: Message Flow and Directory Structure. This is the simplest configuration, but it
is not recommended for libraries where substantial growth is anticipated because documents stored
at the post office cannot easily be moved to a different location where additional storage space is
available.
Preferably, documents should be stored outside the post office, in document storage areas.
Document storage areas are physical locations, such as drive volumes, optical devices, hard drives
on other servers, and so on. Document storage areas can be located anywhere that the POA can
access them locally or using direct network access (mapped drive or mounted file system).
A document storage area has the same internal directory structure that is used to store documents at
the post office. The only difference is that a document storage area can be located anywhere in your
system. Therefore, a document storage area can be moved easily, so it is easy to expand your
document storage capacity if you store documents in a document storage area rather than at the post
office.
For complete information on document storage areas, see Section 22.6.2, “Managing Document
Storage Areas,” on page 321.
21.3 Documents
Documents created using GroupWise DMS are not stored as individual files. Instead, documents are
stored in database structures called binary large objects (BLOBs). A document and all of its versions
are stored in the separate BLOB files. BLOBs are compressed (50% or more) to conserve storage
space. BLOBs are encrypted to provide security.
Because documents are stored in a database structure, information can be associated with each
document that is not part of the document itself, such as:
Section 21.3.1, “Document Properties,” on page 295
Section 21.3.2, “Document Types,” on page 296
For complete information on documents, see Chapter 23, “Creating and Managing Documents,” on
page 335.
21.3.1 Document Properties
Document properties are attributes that determine what users see on the document property sheets
when they create DMS documents. In the GroupWise Windows client, the default document
properties for a new document appear like this:

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Figure 21-5 GroupWise Client New Document Dialog Box
NOTE: In the Cross-Platform client, you cannot create new documents in GroupWise.
In ConsoleOne, the default document properties for a library are defined like this:
Figure 21-6 ConsoleOne Document Properties Maintenance Window
The default document properties are often adequate, but for some libraries, additional customized
document properties can be very useful. For example, the legal department might want Client and
Matter fields to be required for most documents created by anyone in that department.
NOTE: Document properties cannot be set in ConsoleOne on Linux. However, you can use
ConsoleOne on Windows to set document properties for libraries that are located on Linux.
21.3.2 Document Types
The Document Type property defines how a document is disposed of when its “life” in the system
has expired. It is a required field. Users select a document type each time they create a new
document.

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Figure 21-7 Lookup Dialog Box
A number of default document types are provided, as shown above. If needed, you can set up
additional document types. For example, you could set up Pleading for the legal department,
Spreadsheet for accounting, Correspondence for administration, RFP for marketing, White Paper for
R&D, and so on.
The document type establishes the following document characteristics:
“Maximum Versions” on page 297
“Expiration Actions” on page 298
“Document Life” on page 298
The following table lists some of the default document types and their default characteristics:
Table 21-1 Document Types
Maximum Versions
Users can create new versions of their documents when they revise them. Version numbers are
automatically incremented.
Any version of a document can be designated as the official version by the user. The official version,
which is not necessarily the most recently edited version, is the one located in searches. GroupWise
users have the right to designate an official version if they have Edit rights to the document.
Document Type Maximum Versions Expiration Action Document Life
Agenda 100 Archive 99 days
Document 100 Archive 365 days
Memo 1 Delete 99 days
Minutes 100 Archive 99 days
Misc 10 Archive 30 days
Proposal 100 Archive 99 days
Report 100 Archive 99 days
Template 100 Archive 365 days

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Each document type property has a maximum number of versions (up to 50,000 per document).
Most types have a default of 99 versions. A maximum of 0 (zero) versions means that documents of
that type cannot have versions.
Document Life
Document life is the number of days that must pass between the time when a document is last
accessed and when it is ready for archival or deletion. A document life value of 0 (zero) indicates
that the document will never be available for archival or deletion.
Expiration Actions
When a document’s life expires, its associated expiration action takes place:
Archive: The document is archived when it reaches its document life date. This is useful for
important documents because archived documents can be unarchived.
Delete: The document is automatically deleted when its document life date is reached. This is useful
for documents that are temporary in nature.
Retain: The document is not deleted or archived, and remains in the system indefinitely. This option
is practical for documents that have a recurring use, such as template documents.
21.4 Integrations
Integrations serve as the “glue” between document-producing applications and your GroupWise
DMS system. Integrations provide code specifically designed to allow function calls, such as Open
or Save, to be redirected to the GroupWise Windows client. This allows GroupWise dialog boxes to
be displayed instead of the application’s normal dialog boxes for the integrated functions.
Integrations also allow GroupWise to pull documents from a library and deliver them to applications
for modification. Then, integrations enable GroupWise to return modified documents to the library
so that other users can access them.
NOTE: The Cross-Platform client does not include integrations, which is why you cannot create
and edit documents from the Cross-Platform client.
For complete information on the integrations available for the Windows client, see Chapter 24,
“Integrations,” on page 363.

Creating and Managing Libraries
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22
Creating and Managing Libraries
When you first set up a new GroupWise®system, a basic library is automatically created for the first
post office. A basic library is adequate when:
Document management is not a primary activity of your GroupWise users.
The library will store documents created and used by members of the post office that owns the
library, or, if you do not need one basic library per post office, by all users within a domain.
All documents will be stored at the post office or in a single document storage area external to
the post office that owns the library.
If your anticipated document management needs are more demanding than those listed above, you
can set up one or more full-service libraries, where you can implement the full range of document
management capabilities offered by GroupWise Document Management Services (DMS).
NOTE: The Linux version of ConsoleOne®allows you to create libraries, but it does not allow you
to set document properties as described in Section 23.2, “Organizing Documents,” on page 338. As
you plan for libraries on Linux, keep in mind that the Cross-Platform client has only basic document
management capabilities when compared with the Windows client, as described in “Working with
Documents” in the GroupWise 7 Cross-Platform Client User Guide.
To use one or more libraries as part of your GroupWise system, perform the following tasks as
needed:
Section 22.1, “Planning a Basic Library,” on page 299
Section 22.2, “Setting Up a Basic Library,” on page 302
Section 22.3, “Planning Full-Service Libraries,” on page 303
Section 22.4, “Setting Up a Full-Service Library,” on page 315
Section 22.5, “Viewing a New Library in Your GroupWise System,” on page 318
Section 22.6, “Managing Libraries,” on page 319
Section 22.7, “Library Worksheets,” on page 331
IMPORTANT: If you are creating a new library in a clustered GroupWise system, see the
GroupWise 7 Interoperability Guide before you create the library.
22.1 Planning a Basic Library
An initial basic library was created along with the first post office when you set up your GroupWise
system. That initial basic library is available for immediate use. However, you might want to change
the location where documents are stored, as described in Section 22.1.4, “Deciding Where to Store
Documents,” on page 301. You can also create additional basic libraries as needed.

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This section provides the information you need in order to set up a new basic library. Section 22.7.1,
“Basic Library Worksheet,” on page 331 lists all the information you need as you set up a basic
library. You should print the worksheet and fill it out as you complete the tasks listed below:
Section 22.1.1, “Selecting the Post Office That the Library Will Belong To,” on page 300
Section 22.1.2, “Determining the Context for the Library Object,” on page 300
Section 22.1.3, “Choosing the Library Name,” on page 300
Section 22.1.4, “Deciding Where to Store Documents,” on page 301
After you have completed the tasks and filled out the worksheet, you are ready to continue with
Section 22.2, “Setting Up a Basic Library,” on page 302.
22.1.1 Selecting the Post Office That the Library Will Belong To
If you are creating a basic library for each post office in your GroupWise system, print a copy of
Section 22.7.1, “Basic Library Worksheet,” on page 331 for each post office.
If users in several post offices will store documents in the same basic library, you must decide which
post office should own the library. A library can never be reassigned to a different post office, so you
should choose the owning post office carefully. You should consider which users will use the library
most frequently and where you might want to create additional libraries in the future.
22.1.2 Determining the Context for the Library Object
Generally, you should create the Library object in the same context as its post office. You cannot
move a Library object after you have created it.
22.1.3 Choosing the Library Name
When you create the Library object, you must give the library a name. This is the name that is
displayed in ConsoleOne.
After you have specified the library’s name and created the Library object, the name cannot be
changed. Therefore, if you have or will have other libraries, you should pick a name that uniquely
identifies the library. For example, use the name to identify the post office it is assigned to.
Do not use any of the following characters in the library’s name:
BASIC LIBRARY WORKSHEET
Under Item 3: Post Office, specify the name of the post office that will own the new basic library.
BASIC LIBRARY WORKSHEET
Under Item 1: eDirectory Container, specify the container for the Library object.
ASCII characters 0-13 Comma ,
Asterisk * Double quote "

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By default, the library name that users see in the GroupWise client is the same as the Library object
name. However, you can change the display name if you want it to be different from the Library
object name.
22.1.4 Deciding Where to Store Documents
You can store documents at the post office in the post_office\gwdms\library\docs
subdirectory of the post office. You can later add document storage areas outside the post office if
DMS usage grows. However, the documents stored at the post office can never be moved.
A document storage area has the same internal directory structure that is used to store documents at
the post office, but it can be located anywhere in your system. Document storage areas can be
moved easily, so it is easy to expand your document storage capacity when you store documents in
document storage areas rather than at the post office.
You might want to set up a document storage area on the same server where the POA runs so as not
to increase network traffic. The POA can index and serve documents to users most efficiently if the
document storage area is located locally.
To define a document storage area, you must know its direct access path. For example, a UNC path
specifies the absolute location of the document storage directory.
Syntax:
\\NetWare_server\volume\storage_directory
\\Windows_server\sharename\storage_directory
Example:
\\nw65\gwdocs\docs
\\winxp\c$\docs
NOTE: On Linux, ConsoleOne interprets a UNC path so that the first item in the UNC path is the
Linux server hostname, followed by a Linux path to the document storage area.
At sign @ Extended ASCII characters that are graphical or typographical
symbols; accented characters in the extended range can be used
Braces { } Parentheses ( )
Colon : Period .
BASIC LIBRARY WORKSHEET
Under Item 2: Library Name, specify the Library object name.
Under Item 7: Library Description, provide a brief description of the planned use for the library.
Under Item 8: Display Name, specify the library name you want users to see in the GroupWise client, if it
is different from the Library object name.
BASIC LIBRARY WORKSHEET
Under Item 4: Store Documents at the Post Office?, mark Yes or No. (No is recommended for permanent
document storage).

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If you need to add a document storage area to the initial library that was created with the first post
office in your GroupWise system, use the Storage Areas properties page of the Library object in
ConsoleOne to provide the direct access path, as described in “Adding a Document Storage Area”
on page 321.
22.2 Setting Up a Basic Library
You should already have reviewed Section 22.1, “Planning a Basic Library,” on page 299 and filled
out Section 22.7.1, “Basic Library Worksheet,” on page 331. Complete the following tasks to set up
a new basic library:
Section 22.2.1, “Creating the Basic Library,” on page 302
Section 22.5, “Viewing a New Library in Your GroupWise System,” on page 318
22.2.1 Creating the Basic Library
To create a new library:
1Make sure the POA is running for the post office that will own the new basic library.
2In ConsoleOne, browse to and right-click the Novell®eDirectoryTM container where you want
to create the library (worksheet item 1), then click New > Object.
3Double-click GroupWise Library, then fill in the fields in the Create GroupWise Library dialog
box (worksheet items 2 through 6).
BASIC LIBRARY WORKSHEET
If you entered No for Item 4, specify the direct access path under Item 6: Document Storage Area Path.
Under Item 5: Document Storage Area Description, enter a useful description of the document storage
area. (This description is displayed only in ConsoleOne.)

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4Click Define Additional Properties, then click OK to create the Library object and display the
library Identification page.
5Fill in the Description field (worksheet item 7).
6If necessary, edit the Display Name field (worksheet item 8).
7Click OK to save the library information.
8Test the new library. See Section 22.5, “Viewing a New Library in Your GroupWise System,”
on page 318.
Although there are many configuration options for libraries and documents, as described in
Section 22.3, “Planning Full-Service Libraries,” on page 303, no additional setup is required for a
basic library. GroupWise client users can begin to store documents in the new library at once.
22.3 Planning Full-Service Libraries
If your document management requirements go beyond basic libraries, you can create one or more
full-service libraries. You might or might not need to make use of all document management
features in order to meet your DMS users’ needs.

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This section covers everything you should consider when you set up full-service libraries. The “Full-
Service Library Worksheet” on page 332 lists all the information you need as you set up a full-
service library. You should print a copy of the worksheet for each library you plan to create. Fill out
the worksheet for each library as you complete the tasks listed below.
Section 22.3.1, “Deciding Which Libraries to Create,” on page 304
Section 22.3.2, “Selecting the Post Offices To Own Libraries,” on page 308
Section 22.3.3, “Determining the Contexts for Library Objects,” on page 308
Section 22.3.4, “Choosing Library Names,” on page 308
Section 22.3.5, “Deciding Where to Store Documents,” on page 309
Section 22.3.6, “Setting Document Version Options,” on page 311
Section 22.3.7, “Figuring Maximum Archive Directory Size,” on page 312
Section 22.3.8, “Designating Initial Librarians,” on page 312
Section 22.3.9, “Restricting Initial Public Library Rights,” on page 313
Section 22.3.10, “Determining Your Indexing Needs,” on page 314
Section 22.3.11, “Determining If You Need to Set Up Integrations for DMS Users,” on
page 314
After you have completed the above tasks and filled out the worksheets, you are ready to continue
with Section 22.4, “Setting Up a Full-Service Library,” on page 315.
22.3.1 Deciding Which Libraries to Create
When designing a system of libraries for your GroupWise system, you should review the following
considerations:
“Library Access for DMS Users” on page 304
“Centralized vs. Decentralized Library Configurations” on page 304
“Library Specialization” on page 307
Library Access for DMS Users
Client/server access is the preferred access mode for GroupWise client users. It is the best access
mode for DMS users because it enables them to access libraries outside their own post offices.
For information about access modes, see Section 35.4, “Post Office Access Mode,” on page 468.
Centralized vs. Decentralized Library Configurations
Reorganizing existing libraries is not a simple process. Therefore, you should determine whether
you want a centralized or decentralized library configuration before you start creating libraries.
“Centralized Libraries” on page 305
“Decentralized Libraries” on page 306
“Comparative Scenarios” on page 307

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Centralized Libraries
Centralized libraries are located in a post office that is dedicated to libraries (no users). Centralized
libraries are serviced by the POA in the dedicated DMS post office, as shown in the following
illustration:
Figure 22-1 Centralized Libraries
In the illustration, notice that all libraries belong to the DMS post office, which has no users. All
GroupWise client users are using client/server access mode, which is required because there are no
libraries in their local post offices. Each user has access to all four libraries through TCP/IP links to
the DMS POA.
The following table lists some advantages and disadvantages of centralized libraries:
GroupWise
Clients
Accounting
Post Office
POA
Accounting
Users
Integrated
Applications
GroupWise
Clients
Development
Post Office
POA
Development
Users
Integrated
Applications
GroupWise
Clients
Manufacturing
Post Office
POA
Manufacturing
Users
Integrated
Applications
GroupWise
Clients
Sales
Post Office
POA
Sales
Users
Integrated
Applications
DMS
Post Office
POA
Accounting Library
Development Library
Manufacturing Library
Sales Library

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Table 22-1 Centralized Libraries
Decentralized Libraries
Decentralized libraries are located along with users in different post offices. Decentralized libraries
are serviced by their own local POAs as shown in the following illustration:
Figure 22-2 Decentralized Libraries
In the illustration, notice that each post office has its own library. Users can see each others’ libraries
as well as their own because of client/server access mode.
The following table lists some advantages and disadvantages of decentralized libraries
Advantages Disadvantages
Administration can be consolidated, allowing
one administrator to specialize in document
management.
Backup can be easier with hardware
dedicated to one DMS post office, such as
optical drives, RAID, fast backup units, and so
on.
If a post office server other than the one
dedicated to libraries goes down, DMS access
is unaffected for users in the remaining post
offices.
You must create and maintain a post office
that is dedicated to libraries only (no users).
This configuration guarantees that all
document searching and accessing is back
and forth between users’ post offices and the
libraries’ post office, possibly degrading
network performance.
If the post office server dedicated to libraries
goes down, DMS is unusable for the whole
GroupWise system.
GroupWise
Clients
Accounting
Post Office
Accounting
Library
POA
Accounting
Users
Integrated
Applications
GroupWise
Clients
Development
Post Office
Development
Library
POA
Development
Users
Integrated
Applications
GroupWise
Clients
Manufacturing
Post Office
Manufacturing
Library
POA
Manufacturing
Users
Integrated
Applications
GroupWise
Clients
Sales
Post Office
Sales
Library
POA
Sales
Users
Integrated
Applications

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Table 22-2 Decentralized Libraries
Comparative Scenarios
The following scenarios further illustrate the differences between centralized and decentralized
libraries:
Assume that you assigned your first library to the same post office your users have membership
in. By initially assigning a library to the same post office as your users, you establish a
decentralized configuration for future libraries. You now want a centralized library
configuration. However, because you cannot reassign the library to another post office, you
must do one of the following:
Create one or more new libraries under a DMS post office, export all of the documents
from the first library and import them to the new libraries, delete the first library, and then
ensure that users can locate their documents.
Create one or more new libraries under a DMS post office and have your librarian use
mass document operations to move the documents from the first library to the other
libraries, delete the first library, and then ensure that users can locate their documents.
Assume that you assigned your first library to a DMS post office that is used only for libraries.
Now you can use either the centralized or decentralized library configuration for your
additional libraries. The DMS post office can be used for all future libraries to create a
centralized configuration, or you could assign future libraries to other post offices and leave
that first one where it is, giving you a decentralized configuration. Setting up your first library
on a post office server dedicated to only libraries allows you to use either configuration option.
However, this method initially requires additional hardware and administration.
Library Specialization
You can create libraries for such user specialties as administration, accounting, development, human
resources, legal, marketing, manufacturing, payroll, R&D, sales, shipping, and so on. You can also
specialize libraries by such functions as general (for all users), administration (including legal and
payroll), engineering and documentation development (R&D), marketing and sales, manufacturing
and shipping, and so on.
You can also use specialization to provide security for sensitive libraries. You do this by setting up
access restrictions for the libraries. The default is for all DMS users to have access to all libraries in
the GroupWise system. For more information about restricting library access, see Section 22.6.3,
“Managing Library Access,” on page 324.
Restricting library access can also improve users’ search time. When users install the GroupWise
client on their workstations, they are either automatically assigned a default library (if there is one
on their post office), or they are asked to select one from the libraries they have access to. By
Advantages Disadvantages
Network traffic is minimized because most
document accessing are in users’ local post
offices.
You do not need to maintain an extra DMS
post office dedicated to libraries only.
Users in a post office where a library resides
can use direct access mode if necessary.
Libraries and their documents are scattered
over different servers, adding to your
administrative workload (such as doing
backups).

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default, DMS searches are performed only on the user’s default library. To search other libraries
(“global” search), users can select other libraries using the Look In list in the Find dialog box. If you
limit users’ access to libraries (perhaps by department), their global searches would also be faster.
Another reason for creating specialized libraries could be for different library configuration needs.
For example, each library could have specialized document types and document properties that
would not be needed in other libraries. For a review of document types and properties, see
Section 21.3, “Documents,” on page 295. For more detailed information, see “Customizing the
Default Document Type Property” on page 339 and Section 23.2.1, “Customizing Document
Properties,” on page 338.
Specialization can also facilitate library management activities, such as controlling library
accessibility for individual users or groups of users, or managing different uses of document types,
document properties, or field label naming schemes.
22.3.2 Selecting the Post Offices To Own Libraries
As a result of deciding whether you want to use a centralized or decentralized configuration for your
libraries and whether or not you need specialized libraries, you should have a good idea of what post
offices you want to create libraries in.
If you are using a centralized configuration, create the DMS post office by following the instructions
in Chapter 11, “Creating a New Post Office,” on page 155, then return to this point.
22.3.3 Determining the Contexts for Library Objects
You can create a Library object in any container in the eDirectory tree. For example, you could
create the Library object in the same container as its Post Office object. Or you could create it in a
special container just for Library objects:
The containers in which you place the Library objects have no bearing on whether your libraries are
centralized or decentralized. Library objects can be located anywhere in the tree, no matter which
post offices the libraries belong to.
22.3.4 Choosing Library Names
A library’s name must be unique within the post office; it also must be unique within its container.
You should devise a naming scheme that helps to identify all libraries in the GroupWise system. It
can be useful to include within the library name an indication of which post office it belongs to.
After you have specified the library’s name and created the Library object, the name cannot be
changed.
FULL-SERVICE LIBRARY WORKSHEET
Under Item 3: Post Office, specify the name of the post office that will own the new library.
FULL-SERVICE LIBRARY WORKSHEET
Under Item 1: eDirectory Container, specify the name of the eDirectory container where you want to
create the new library.

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Do not use any of the following characters in the library’s name:
By default, the library name that users see in the GroupWise client is the same as the Library object
name. However, you can change the display name if you want it to be different from the Library
object name.
22.3.5 Deciding Where to Store Documents
When deciding where to store documents, you should review the following considerations:
“Document Storage Location” on page 309
“Disk Space Requirements” on page 309
“Direct Access Paths to Document Storage Areas” on page 310
Document Storage Location
Documents belonging to full-service libraries should not be stored at the post office. Instead, they
should be stored in document storage areas. For a review, see Section 21.2, “Document Storage
Areas,” on page 295.
A library can have more than one document storage area. The only requirement is that the POA that
services the library must have direct network access (mapped drive or mounted file system) to each
storage area.
You can set up one document storage area for each library as you create the Library object.
Additional document storage areas can be set up using the Storage Areas properties page of the
Library object, as described in “Adding a Document Storage Area” on page 321.
Disk Space Requirements
You need to know the disk space requirements for your libraries in order to choose appropriate
locations for document storage areas.
ASCII characters 0-13 Comma ,
Asterisk * Double quote "
At sign @ Extended ASCII characters that are graphical or typographical symbols;
accented characters in the extended range can be used
Braces { } Parentheses ( )
Colon : Period .
FULL-SERVICE LIBRARY WORKSHEET
Under Item 2: Library Name, specify the Library object name.
Under Item 7: Library Description, provide a brief description of the planned use for the library.
Under Item 10: Display Name, specify the library name you want users to see in the GroupWise client, if
it is different from the Library object name.

310 GroupWise 7 Administration Guide
novdocx (en) 11 December 2007
If you have chosen a centralized library configuration, your document storage areas are all serviced
by the POA of the DMS post office. Therefore, you can calculate the disk space requirements for
your GroupWise system as a whole. If you have chosen a decentralized configuration, document
storage areas are located throughout your GroupWise system. Therefore, disk space requirements
must be calculated separately for each library.
If your current document storage statistics are an accurate indicator for a given library or for your
system, use them for calculating your disk space requirements. Otherwise, use the following formula
for determining DMS storage needs:
Formula:
Number of Users
x Average Number of Documents per User
x Average Document Size
x Average Number of Versions per Document
-------------------------------------------
Disk Space Required for Library
Example:
250 Users
x 200 Documents per User
x 50 KB per Document
x 10 Versions per Document
-----------------------
25 GB of Disk Space
Users might create a new version of a document any time they revise it. Because all versions of a
document are saved in BLOB storage with the original document, disk space can be used up
quickly! If you know how many versions per document your users average, use that value in the
formula; otherwise, allow for an average of at least ten versions per document.
If your Average Document Size value for the formula is based on non-GroupWise documents, they
will be compressed by about 50% after they have been imported into GroupWise and stored in
BLOBs.
You should research your current or expected document usage before deciding where to store
documents.
Direct Access Paths to Document Storage Areas
To define a document storage area, you need to know its direct access path. For example, a UNC
path specifies the absolute location of the document storage directory.
Syntax:
\\NetWare_server\volume\storage_directory
\\Windows_server\sharename\storage_directory
FULL-SERVICE LIBRARY WORKSHEET
Under Item 7: Document Usage Estimate, enter the requested values and calculate the resulting disk
space requirements.
If your values are calculated for the system (rather than per library), enter this information on only one of
the worksheets.