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After the preliminary steps have been completed you may proceed to setting up and configuring DSM. The administrative tasks you might need to perform while implementing DSM throughout your enterprise fall into five major groups:
Configuring the end user workspace
Setting up and monitoring the InterSync services
Managing DSM databases and performing basic administrative tasks (i.e. backing up and restoring) and monitoring SQL jobs
Managing the MetaCommunications Application Server
Configuring the DSM Image Portal Web Server
Configuring the End User Workspace
Configuring the end user workspace is performed by using the administrative utilities located in the Administration menu of the DSM client application. Using the administrative utilities you may complete the following tasks:
Set up users/user groups to provide useful access privileges to users of the DSM system. Each user/user group can be assigned specific access privileges for different areas of DSM. DSM ships with the following predefined users and groups: “Administrator” (the DSM System Administrator), “Archivists”, and “Users”. For details, see “Setting Up Users & User Groups” on page 305.
Set up file types. DSM is equipped to manage a large number of file types including: graphics files (EPS, TIFF, PICT, CT, BMP, etc.), page layout files (QuarkXPress, PageMaker, etc.), and business-related files (text documents, spreadsheets, slide presentations, etc.). You may also create additional file types beyond those predefined in the system. When setting up both predefined and user defined file types, you define which method DSM should use to generate thumbnails and extended previews for files of a particular type. For details, refer to “Setting Up File Types”.
Customize the DSM database structure (particularly Digital Resources and Retrieval Request record types) to store as much metadata as needed to support the production and archiving workflow of your company. For more information, refer to “Customizing the Database Structure”.
Set up forms to provide users with a graphical user interface to interact with database records for Digital Resources and Retrieval Requests. Designing a form involves placing user interface elements such as radio buttons, text boxes, pop-ups, etc. on the form and associating them with particular database fields. For more details, refer to “Formatting & Designing Forms”.
Create Global Finds to provide common Finds for all users of DSM. DSM ships with several predefined Global Finds, such as “Digital Resource Search”, “Archiving Queue”, “Retrieval Requests Queue”, etc. For more information, refer to “Setting Up Global Finds”.
Set up notifications used to alert DSM users to events that occur within the DSM system. DSM ships with several predefined notifications, such as “Retrieval Request Created” and “Retrieval Request Processed”. By default, the internal mechanism of the DSM system is used to send notifications, but it is also possible to set up notifications to be distributed via email. For details, refer to “Setting Up Notifications”.
Setting Up and Monitoring the InterSync Services
A major function of InterSync is to assist in cataloging files and folders by adding digital resource records to the DSM database. InterSync also is responsible for generating thumbnail and previews of all files.
Important! Although manual cataloging of files and folders can be performed (by dragging-and-dropping folders/files into DSM windows), it is strongly recommended that you rely on InterSync to add digital resource records and keep them up-to-date.
DSM uses the MetaCommunications Management Console administrative tool to set up InterSync and monitor various aspects of its activity.
InterSync is comprised of two Windows service programs: the File System Service and the MetaData Service. These are configured individually by means of the MetaCommunications Management Console, particularly its File System Service and MetaData Service snap-ins. The setup process involves connecting DSM databases to the service snap-ins and defining the scope of production and archive folders to be processed by InterSync for each database. Additionally, you can instruct InterSync to extract metadata such as job numbers, customer names, etc. associated with files and folders by means of file properties (i.e. file names, locations, etc.).
You can also monitor InterSync activity while it performs additions, deletions and modifications of digital resource records in the DSM database. The InterSync activity information is available for each DSM database connected to the Database Monitoring and Maintenance snap-in of the MetaCommunications Management Console.
For detailed information on managing InterSync, refer to “Managing and Monitoring the InterSync Services”.
The following are common database management tasks:
Backing up and restoring DSM databases manually.
Setting up database maintenance plans to ensure that the backups occur at regular intervals.
Managing SQL Server Agent jobs associated with DSM databases.
Monitoring processes that logged themselves into DSM databases.
Performing miscellaneous tasks such as managing SQL Server memory usage and changing SQL Server user passwords.
The MetaCommunications Management Console administrative tool can be used to perform all the tasks listed above.
For detailed information on managing DSM databases, refer to “Managing DSM Databases and Monitoring Processes”.
Managing the MetaCommunications Application Server
The Application Server is managed by means of the Application Server Shell utility installed on the same computer. The tasks implemented through this utility include (but are not limited to):
Starting/stopping the Application Server
Starting up/shutting down database links
Adding/deleting server module and client application licenses
Viewing the Application Server log
For detailed information on managing the Application Server, refer to “Managing the Application Server”.
For detailed information on managing the Image Portal web server, refer to the Image Portal documentation.