If an environment is set up on one computer (including a retention schedule, security scheme, and so on), you may want to copy this configuration information to another computer, for example, from a development system to a production system or a mirrored site. This can be done using built-in archive import and export features.
You can also import and export records, folders, and metadata in XML format by creating a XML Standard Definition (XSD). XSD is a an XML schema language used to define the structure of an XML document. The XSD file is created to make the file usable in the Records system. This allows the content from the system to be imported into a third-party system using a different archive file format or to export data from another system and import it into the system.
This functionality is compliant with the DoD 5015.2 specification that requires the ability to create different XSD schemas.
This chapter discusses exporting archives and importing them into other instances to duplicate the retention schedule and a variety of other configuration settings. It also discusses importing and exporting XSD schema to transfer content.
Important:
When using the import/export process, make sure the instance to which you are importing has the same metadata fields, security groups, and accounts as the instance where the export is originating from. Errors can result if there are mismatches.This chapter covers the following topics:
The archive process is used to back up or restore a retention schedule and other configuration settings. It is not used to archive copies of content. For details about archiving content, see the Oracle WebCenter Content System Administrator's Guide for Content Server.
Note that if you import an archive from a 10g version of the software to the 11g version that includes a Related Content table, the import must be done in two steps. First import the content items in an archive. Then import the Related Content table.
The export feature copies a variety of configuration settings to a separate .hda file that can be imported into another instance or stored in a safe location for backup purposes. The .hda file is a plain text, serialized data file that can be opened in any text editor.
Retention Schedule objects should be imported before importing other content. Content Server content should be imported before importing the content-related objects.
Permissions:
For details, see Section 13.1.3, "Archive Import/Export Rights and Permissions."The archive export and import features enable exporting and importing of the following items:
Supplemental markings
Security classifications, also known as Classified Markings
Custom categories metadata and custom folder metadata
Custom security fields, also known as Custom Supplemental Markings
Periods
Triggers
Retention schedules
Dispositions history: a log of all actions that have been performed
Custom disposition actions
Freezes
Recurring scheduled tasks
Classification guides and classification topics. These are only available if the ClassifiedEnhancements component is enabled.
PCM location types
PCM storage space definitions
Custom PCM metadata
Reservations
Note the following considerations when using imports and exports:
When using PCM, the export feature copies the space management definitions (the setup and hierarchy of warehouses, rooms, and so on) but none of the metadata of the items stored at those locations is archived.
When importing an archive, existing items can be overwritten or can be left unchanged.
Set the default archive metadata format by choosing Records then Configure then Settings from the Top menu. The Configure Retention Settings Page opens. Expand the General section and select the metadata format from the list.
When custom category metadata fields or custom folder metadata fields are imported, the order of the fields is not updated. Restart Content Server after importing custom fields.
The disposition history is not updated. Only new dispositions are imported.
The export feature copies the retention schedule definition (that is, the defined hierarchy) and disposition instructions, not the items within the retention schedule.
If an add-on is enabled, there may be additional items available for export.
Important:
If your organization uses additional security (ACLs) on your retention schedule, the import and export only includes items that can be accessed by the user performing the import or export. For example, if the person does not have ACL access to a particular category, that category is not imported or exported. A message is displayed during the import or export process if any objects are not processed due to ACL access. Make sure you have ACL access to all items to export and import.Permissions:
You must have administrative privileges to add tables to the list of schema tables used.When exporting an auxiliary metadata set, add the AuxiliaryMetadataSets and AuxiliaryMetadataSetDefs table to the list of schema tables used. Follow this procedure to add those tables:
Choose Administration then Admin Applets from the Main menu.
Click Configuration Manager. The Configuration Manager applet opens.
Click the Tables tab. A Table List opens. Click Add Table.
Highlight AuxiliaryMetadataSets and click OK. The Table list opens again.
Highlight AuxiliaryMetadataSetDefs and click OK. The Table list opens again.
Close the Configuration Manager.
After adding the MetadataSet tables to the list of tables, they become available in the list of tables that can be added from the Archiver.
The process of importing and exporting content consists of three distinct parts.
First import or export a retention schedule and any of the objects in that schedule. This corresponds to the Include Retention Schedules Plan portion of the Export and Import pages.
Then import or export the content using the Oracle WebCenter Content Archiver. See the Oracle WebCenter Content Application Administrator's Guide for Content Server for details about using the Archiver.
After content has been imported or exported using the Archiver, import or export the Disposition History of related objects. This corresponds to the Include Dispositions History portion of the Export and Import pages.
The following export rights are needed for specific objects. These rights are included by default with the Records Administrator role:
Admin.RetentionSchedulesArchive right: to export a Retention Schedule.
Admin.Triggers right: to export triggers.
Admin.PerformActions right: to export Disposition Histories.
Admin.RecordManager right: to export objects other than those mentioned previously.
The following import rights are needed for specific objects:
Category.Edit, Folder.Edit, and Record.Edit rights: to import a Retention Schedule (because these objects are part of a Retention Schedule).
Admin.Triggers right: to import triggers.
Admin.PerformActions right: to import Disposition Histories.
Admin.CustomDispositionActions right: to import Disposition Actions.
Admin.RecordManager right: to import objects other than those mentioned previously.
If ACL security is enabled, make sure you have access to all retention schedule components and objects to import.
The following tasks are performed when importing or exporting archives:
Use this procedure to export an archive that can be imported into another instance (located on the same or a separate system) or for backup purposes. Choose which items should be exported.
Permissions:
For details, see Section 13.1.3, "Archive Import/Export Rights and Permissions."Choose Records then Import/Export then Archives from the Top menu.
The Import/Export Archive Page opens.
Select all items to be included in the export.
Click Export. A download dialog is displayed.
To save the archive, click Save. Navigate to the location to save the file, and enter a filename.
Click Save.
The file is saved to the specified location, and the Import/Export Archive Page opens.
Important:
When using the import/export process, make sure the instance to which you are importing has the same metadata fields, security groups, and accounts as the instance where the export is originating from. Errors can result if there are mismatches.Use this procedure to import an archive that was exported on another instance (located on the same or a separate system). Choose which items in the archive should be imported. The items to import must have been included in the export of the archive.
Permissions:
For details, see Section 13.1.3, "Archive Import/Export Rights and Permissions."Choose Records then Import/Export then Archives from the Top menu.
The Import/Export Archive Page opens.
Select all items to be included in the import. Click Attempt Update to specify whether to update existing items or leave them untouched. If you do not have update checked and the imported item(s) already exist, an error may occur. Read the error message to determine the best course of action to pursue.
Click Browse next to Archive File to select the archive file (.hda) to import.
After selecting the file, click Import. The import adds all new items and updates any existing ones, if applicable. The results of the imported archive are tracked in the audit trail for the enabled actions.
If an error occurs, the error message indicates the number of items that failed, not necessarily the number of individual errors for all retention schedule components. If classified markings are imported, they should be reordered after importation.
Permissions:
For details, see Section 13.1.3, "Archive Import/Export Rights and Permissions."Use this procedure to import a storage hierarchy definition file (StorageImport.hda) that was created using the batch storage creation feature.
Choose Records then Import/Export then Archives from the Top menu.
The Import/Export Archive Page opens.
Make sure the Include Storage checkbox is selected. You do not have to unselect all the other items. They are ignored if none of them are included in the StorageImport.hda file.
Click Browse next to Archive File to select the StorageImport.hda archive file that was created when you batch-created the storage hierarchy.
After selecting the file, click Import. The import adds the storage hierarchy contained in the StorageImport.hda file to the existing storage space at the location specified in the hda file.
XSD schemas can be used to manage records, folders, and content to comply with the DoD 5015.2 specification. Exporting and importing data using a format defined as XSD format (XML Schema Definition) conforms with standard transfer schema defaults.
The information must be mapped before proceeding with exporting or importing. After the correct mapping is in place, data can be imported and used. It can then later be transferred as needed to NARA or another system using the XSD schema for that site.
Two considerations should be evaluated before beginning the import and export process:
The <choice> element type allows only one of the elements contained in the selected group to be present within a containing element. This differs from an option list where one field can have multiple possible values.
A document whose data is being exported can only contain a value in one of the fields contained in the <xs:choice> group. This restriction determines which field to use when the XML file is generated for output. If more than one of the fields in the choice group contain a value, an error occurs and the export cannot finish because of ambiguity as to which field should be used.
The following example shows this type of <choice> list. In this example, an employee can be only one of the three types of employees (full-time, part-time, or contractor). So only one of the three corresponding fields can be contained in the <choice> element.
<xs:complexType name="employee">
<xs:choice>
<xs:element ref="full-time" />
<xs:element ref="part-time" />
<xs:element ref="contractor" />
</xs:choice>
</xs:complexType>
If your server has required fields, all of those fields must have a value set in order to perform an import. Mapping the required fields to an XML node provides the value. However, if any of the required fields are not mapped, a profile must be created that sets these values on import. If this is not done, the import fails.
Explicitly declare a target namespace in the .xsd file and also specify that locally defined elements and locally defined attributes are qualified. The target namespace is specified by the targetNamespace attribute.
Local elements and attributes can be qualified globally by using the elementFormDefault and attributeFormDefault attributes on the schema element. They can be specified separately for each local declaration using the form attribute. Attribute values can be set to unqualified or qualified, to indicate if locally declared elements and attributes must be unqualified.
Use this procedure to configure the schema definition for the export.
Choose Records then Import/Export from the Top menu. Choose Configure then Import/Export Schema.
The Configure Import/Export Schema Page opens. Click Add to create a schema definition to use for the export. The Create Import/Export Schema Page opens.
Enter the necessary information and click Browse to find an archive file for use. When done, click Create. The Upload Confirmation Page opens. Choose Configure Top Level Nodes from the Page menu.
The Configure Top Level Schema Nodes Page opens. Top level nodes are those that represent an entire object, such as a record or a folder. Highlight the nodes to include in the list, using the left or right arrows to move or remove the node. Choose mapping options in the mapping section, choosing the appropriate type from the menu lists. Click Save when done.
Choose Map Fields from the Page menu to map folder and content fields. The Configure Mappings Page opens. Use this page to map XSD fields to the Records system metadata fields for both records and folders. These mappings will be used for both exporting and importing. The custom mapping at the bottom of the page is used to resolve ambiguity when two different objects that are defined in the same XSD reference a common sub-object that must be mapped to different fields. To add fields, click Add at the bottom of the page and enter the new custom field. To delete custom fields, click the delete icon (a red X). Click Save when done.
After configuring the data to be exported, you can proceed with the import or export process.
Choose Records then Import/Export from the Top menu. Choose Export with Schema.
The Export with Schema Page opens.
Choose a schema name from the list and assign an archive batch name by expanding the existing archive batch names and selecting one.
Click Export.
Follow a similar procedure to import an archive using XSD mapping by choosing Import with Schema from the menu.
Choose Records then Import/Export from the Top menu. Choose Import with Schema.
The Import with Schema Page opens.
Choose a schema name from the list. Select an archive file by clicking Browse and navigating to the location where archives are located.
Click Import.