In this Tech Tip, we will explore new features in Laserfiche 8.1 that provide administrators with more flexibility and security in archiving and backing up volumes. If you are unfamiliar with volumes in general, see the following videos before continuing:

• Overview of Volumes – Part I
• Overview of Volumes – Part 2
  

Real-Life Scenario

The Blue Company has a volume that should no longer accept new data, but whose documents should still be available in the Laserfiche Client. If possible, they would also like to reduce the amount of space the volume uses on the hard drive. Finally, they want to back up the volume to DVD and ensure the files on the disc are secure, in case it’s lost. They complete the steps below.

Step 1: Compress the Volume

Compressing a volume renders it as read-only and reduces the amount of hard drive space it uses. The volume’s documents will still be available via Laserfiche applications, and the volume can always be decompressed later.

To compress a volume:

1. Using the Laserfiche Administration Console, log into a repository as a user with the “Manage Volumes” privilege.
2. Expand the “Volumes” node.
3. Right-click a volume, point to “All Tasks,” and select “Compress Volume.”

Step 2: Create a Compressed and Encrypted Backup Volume

One way to back up a volume is to export it, which creates a copy of the volume in a specified location. In Laserfiche 8.1, you can encrypt and/or compress the volume during the export process. Encrypted volume files are inaccessible to anyone who tries to view them outside Laserfiche (e.g., if someone tries to open an encrypted image file from the Windows file structure, they will be unable to). If someone attaches the encrypted volume to a Laserfiche repository, they must provide the encryption password to access the documents.

To export a compressed and encrypted volume:

1. Using the Laserfiche Administration Console, log into a repository as a user with the “Manage Volumes” privilege.
2. Expand the “Volumes” node.
3. Right-click a volume, point to “All Tasks,” and select “Export.”
4. In the “Export Volume” dialog box, choose the following:
   • Where to export the volume to.
   • The version of Laserfiche you want the volume to be exported in. You must select “Version 8″ to use the compression and encryption features.
   • To encrypt the volume with a password.
   • To compress the volume.

   

   Note: Volume encryption is not limited to exported volumes, as you can also encrypt a volume that is attached to your repository (for more information, search for “encrypted volumes” in the Laserfiche Administration Guide). Also, keep in mind that the only way to decrypt a volume is with the encryption password, which cannot be recovered if lost.

   Note: You can compress or encrypt a physical volume inside a logical volume once it is no longer active.

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Tags: laserfiche 8

Posted on Monday, November 9th, 2009 at 2:41 pm under Support. You can comment on this post.