[sims] Document Management Server - Archive

[Marlborough1]

Does anyone know if it is possible to archive or delete old docs form the document management server. The server that sims sits on is almost full and most of the space is documents. There are hundreds of thousands of documents, some going back to before 2010 and for students that left the schools years ago.

 

Many thanks.

[Esteban_Child_of_the_Sun]

If you are a secondary school then I would highly recommend that you should be running the orphaned document housekeeping routine (SIMS.net | Tools | Housekeeping | Document Management Server | Maintain Orphaned Documents) on at least a termly basis, and if you use Profiles or Individual Assessment reports then I'd make that half termly. If you haven't run this routine in more than a year then you'll want to leave it running on the computer where the DMS is installed overnight, make your choices the next day and click save the next evening and leave it running again overnight (make sure you have a high commandtimout value in the connect.ini of that machine before you start).

 

As for management of linked documents (i.e. those that aren't orphaned) then as you use the bulk student data deletion routine and delete areas/student, their documents will become orphaned and will then be picked up by the regular DMS housekeeping above. There are 3rd party programs you can purchase to give you more granular control over your linked documents but most schools I've spoken to aren't willing to spend money on managing this and seem to be more inclined to just keep everything and buy more storage.

Edited February 15, 2019 by Esteban_Child_of_the_Sun

[p858snake]

Although, Don't forget to make sure about any retention periods and requirements before you hit the big old delete button.