Yes, we are going to be bring all the FileBound docs into OnBase. The reason they have two FileBound systems is so that the 'active' system is not impacted by having to search through several million records from inception when it is queried - it only has to search through records from within the last x years. Documents older than the specified archival time are moved to a second "archive" system, and can be accessed there without impacting the "active" system performance.
While you can specify parameters in the OnBase retrieval dialog and in custom queries, what we want to do is limit the number of records that are searched at the dB level to those that are newer than the archival date. If you have 5 million records in the dB from inception until now and specify in the retrieval or custom query, say, an Invoice Date of “02/28/2018”, all 5 million records still have to be searched for the invoice date supplied to see if they match before the results come back. What we are looking to do is find a way to actually exclude any records older than x number of years from being queried at the database level during the search. Querying 2 million records is going to be faster than querying 5 million records in the dB.
I'm thinking that we might be able to use a workflow to automatically re-index the older records as a new Document Type / Disk Group, but I'm not sure of the effort and possible hurdles associated with that approach. Or would it be easier to mimic their current way of doing things and have an entirely separate system? Of course, this would require separate licensing, which could be cost-prohibitive.
Any other possible solutions are much appreciated 🙂
