I have a customer requirement to move documents older than 2 years from one disk group to a cheaper disk group. How can this be achieved?

[Harry_Siemer]

We are storing bank statements with 2 copies to a high speed disk group. When the statements are older than 2 years (based on Statement date), we want to move them to another disk group. Can this be done as a workflow step or scripted with timers?

[AdamShaneHyland · Accepted solution]

Hi Harry!

Thanks for the post.

I suppose that you could do it via a script or Workflow, though I would recommend using Workflow and Document Retention to accomplish this.  The easiest solution I can think of would be to have an archived document type for these documents.  The archived document type would be assigned to the "non-high speed" disk group.  You could use Workflow to re-index the documents to a new document type.  As for the date trigger, you could use Document Retention to evaluate the documents based on 2 years from storage date and then put them into Workflow.

Hope this helps.

[AdamShaneHyland · Accepted solution]

Hi Harry!

Thanks for the post.

I suppose that you could do it via a script or Workflow, though I would recommend using Workflow and Document Retention to accomplish this.  The easiest solution I can think of would be to have an archived document type for these documents.  The archived document type would be assigned to the "non-high speed" disk group.  You could use Workflow to re-index the documents to a new document type.  As for the date trigger, you could use Document Retention to evaluate the documents based on 2 years from storage date and then put them into Workflow.

Hope this helps.

[Harry_Siemer]

Thanks Adam. I thought that I would have to do a workflow / reindex, and you have confirmed.

Thanks for your assistance.

[MichaelBertrand · Accepted solution]

You should not have to lean as much on workflow to do this. Setting up and re-assigning to new document types just sounds like a bit of a nightmare, especially if those document types are in custom queries, cross-references, folders, workflow related documents etc.

How about setting up a second copy of the diskgroup(s) and periodically promoting the diskgroup then deleting copy 1 of older volumes. At best this would be semi-automatic but it would avoid having to duplicate document types. All the document types in that diskgroup would be affected, so some re-working of the document type to disk group might be required. 

The back-of-the-napkin solution I would propose is:

- Create a new e-form (unity form) with 2 new keywords: Interval (num 9) and date last run (date). Interval is how often (days) you want to close the disk group, this will depend on the DG configuration (CD-DVD-BR) and how fast it fills up. 

- Create a WF queue with timer work that checks the above form to evaluate if today is at or past the interval since date last run (is today = date last run + interval) If true run a SYS - PROMOTE DISK GROUP on the DG and to be cute send a notification to the OnBase admin to remind them that the action has run and that some copy 1 may need to be deleted.

- In the Thick Client go to Platter Management and the Disk Group, then evaluate which Volumes are old enough. Run a DG analysis on them to ensure that copy 1 and 2 have the same files, then delete the copy 1 of older volumes.

Another solution is to invest in a hierarchical storage management solution that will abstract from OnBase the high-cost vs. low-cost / fast vs. slow storage. It is the right tool for the job.

[Carl_Vincent]

You can do something else too, Promote your DG each years or as you which Like Michael said, but instead of deleting diskgroup and keep 2 copies, you only need to "Move" platter to another location (UNC path) that is based on Archival type Harddrive.

After that each year you take all the promoted volumes after 2 years, you have always promote once a year your DG.

My two cents.