Archiving Scenarios

Archiving Scenario with Centralized Governance

In this scenario, content administrators govern the entire life cycle of the archiving object.

The figure below illustrates the life cycle of the KMC archiving object in a scenario with centralized governance.

The initial status of all archiving objects is Allowed for archiving . At this point, the owner of the archiving object can forbid its archiving. The system sets the status of such objects to Forbidden for archiving and they are not archived after the system administrator has triggered the archiving process. To define the objects that need to be archived, content administrators mark them for archiving. Only objects in status Allowed for archiving can be marked. The system sets the status of these objects to Marked for archiving . System administrators trigger the archiving of the objects by running the Trigger Archiving report and the system archives all objects in status Marked for archiving to the archiving repository.

In this scenario, notification sending is not mandatory. When marking the objects for archiving, the content administrator decides whether or not to enable the system to send notifications to the archiving object owners. Subscribed users receive notifications when the object is marked for archiving and when it is archived.

Archiving Scenario with Decentralized Governance

In this scenario, content administrators are responsible for defining the content relevant for archiving but they need the approval of the archiving object owner to mark the objects for archiving.

The figure below illustrates the life cycle of the KMC archiving object in an archiving scenario with decentralized governance.

The initial status of all archiving objects is Allowed for archiving . At this point, the owner of the archiving object can forbid its archiving. The system sets the status of such objects to Forbidden for archiving and they are not archived after the system administrator has triggered the archiving. In this scenario, after the content administrator has triggered the marking process, the archiving object is set to status Waiting for approval and the archiving approval process is initiated. The archiving object owner needs to approve or reject the archiving of the relevant object. At this point, content administrators may decide to cancel the approval process or force the approval, thus setting the status of the object to Allowed for archiving or Marked for archiving respectively.

If the archiving object owner approves the archiving, the status of the object becomes Marked for archiving and the object is archived after the next run of the Trigger Archiving report. If the archiving object owner rejects the archiving, the status of the object becomes Rejected , and the object is not archived after the next run of the Trigger Archiving report.

System administrators trigger the archiving of objects in status Marked for archiving by running the Trigger Archiving report.

In this scenario, the system automatically sends notifications in the Universal Worklist (UWL) and by e-mail as follows:

• Archiving object owners receive notifications when content administrators initiate the marking process and the status of the object becomes Waiting for approval .

• Archiving object owners and subscribed users receive notifications when the status of the object becomes Marked for archiving .

• Archiving object owners receive notifications if content administrators cancel the approval process and the status of the object is set back to Allowed for archiving .

• Archiving object owners and subscribed users receive notifications if content administrators force the approval process and the status of the object is set to Marked for archiving .

• Archiving object owners and subscribed users receive notifications when the object is archived.