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Search Solutions

Table of Contents

Search Install

Search Components

Access

Use Cases

Search Install

Step by step instructions for search installations can be found in Books Online, and it is your best resource for the most current system requirements.

Search Components

The search solution consists of several components.

Search Engine

The Search Engine creates a content index from electronically stored data to allow end users and compliance officers the ability to search for specific documents using keywords and other search criteria. Search Engines consist of one or more search nodes, which allow the search solution to be scaled to meet demanding needs.

Search Node

A Search Node has two states of operation

Index and Search node

In this state, the node will create an index and add new data to the index until it reaches its designed threshold. It may also be referred to as the primary node or active indexing node.

Search Only node.

In this state, the node is used for search only and no new data is added to the index. It may be referenced to as a read-only or secondary node.

An indexing node requires additional free space on the disk where the index is maintained. This free space is used during the index optimization process. Only the active indexing node requires this free space, as search only nodes do not perform optimization in their read only state.

Web Search Server

The recommended configuration is to install the Web Search Server and the Compliance Search Interface on the same server. When you install the Web Search Server, a SQL database will be installed to maintain certain aspects of the search environment. In some cases, additional web servers can be added to mitigate heavy search loads or to place a web server closer to the location/office that is performing the searches.

Access

There are several interfaces to access the search solution.

Compliance Search Interface

The Compliance search interface provides features and advanced functionality used by Compliance Officers. These advanced features include the ability to create Review Sets and place data on Legal Hold. By default, the Compliance Search Interface will perform a federated search across all Search Engines.

Web Console

The Web Console is where end users will go to search for their data that has been collected through data protection or archive jobs. Data can be previewed or downloaded as needed.

Microsoft Outlook

A customer using ContentStore Email Viewer would use the native Microsoft Outlook search. With ContentStore Email Viewer, the returned emails are HTML representations that can be replied to or forwarded the same as any other email. Attachments can also be viewed within the Microsoft Outlook application.

Access Details

It is recommended that each data type feed a search engine to facilitate the flow of data. By separating email data from file system data and further dividing file system data into end user and machine data, you can create purpose-built engines that are capable of dynamic tuning for maximum performance. These Search Engines also deliver search results catered to your needs. Examples of end user data are Word .doc files and PDFs, while machine data consists of logs, text, and XML files, which are primarily created by an application.

These are the two main configurations:

Compliance Search

The Compliance Archiver agent is installed and runs on a regular schedule. In the case of Journal Archive, all emails are read from the Journal mailboxes. A one-time pass to collect all data in the ContentStore can also be executed to backfill the search engine with existing emails.

End User Search

This data is collected via supported agents. Once indexed, this data will be available for end users to search and access via the WebConsole, or from Microsoft Outlook with ContentStore Mail.

A complete list of agents that support Search can be at Content Indexing - Support

Use Cases

The following sections describe how the search solution can be employed to remedy common search scenarios.

Compliance Journal Archiver

Scenario:

  • Capture all inbound and outbound emails from all mailboxes.
  • Provide 7 year retention for management and 3 year retention for staff.

 A Search Engine can only be fed by one storage policy; in this instance we will need two Search Engines to manage the different retentions. The Compliance Search interface can perform a federated search across multiple Search Engines.

Space Management - OnePass

Scenario:

  • Retain end user data for three years.
  • Retain machine data for one year.
  • Reduce storage footprint.
  • Provide end users with a robust method of locating and viewing archived data.

In this use case, there are both end user data and machine data. The application logs are searched for keywords that assist the application in DTD management. The search interface will be the Web Console.

Last modified: 1/9/2018 7:34:59 PM