DocLink System Maintenance

NOTE: Not applicable to DocLink Cloud, with exception of Import Manager.

To keep your DocLink system in optimal condition, the following tasks are recommended:

1. Maintenance Plan – Have your database administrator create a maintenance plan for the doclink2 database with the following recommendations in mind:
   1. Full backup of doclink2 daily (at a minimum).
   2. Update Indexes and Statistics weekly

   There is a SQL account named doclink20 that is used by the DocLink database. This account is also used for Read Access on the ERP database for auto-index purposes. Please DO NOT delete this account on any SQL server.

   See also: Database Best Practices

2. Backups – Regular, frequent backups are important safeguards for protecting critical data stored in DocLink. With a current backup and recovery plan, you can recover from many failures with minimum impact, including:
   1. Media failure
   2. User error
   3. Permanent loss of server

   The critical data you should backup should include

   1. DocLink database
   2. IMStore – file system where document images are stored
   3. IMTemp – network share where scanned batches are stored prior to indexing
   4. ERM Archive folder
   5. ERM Reject folder
   6. ERM Archive folder
   7. Your Import Archive (If using Import Manager)
3. Review DocLink Log Files – All significant events and errors the application encounters get recorded in the Service Monitor. It is recommended that you review the Service Monitor frequently. See section below for additional information regarding DocLink error log locations.
4. Review Server Log Files – Microsoft® SQL Server® logs events to the SQL Server error log and the Microsoft Windows® application log. It is highly recommended that you check both logs daily to forestall any potential problem that may occur.

   By default, the SQL Server error log is located at %Program Files%\Microsoft SQL Server\MSQL.1\MSSQL\Log\Errorlog.

5. Manage ERM Source Files – Both the ERM Archive and Reject folders can potentially get quite large if left unattended. The location of both folders is assigned during ERM Service Configuration in Service Monitor (Service Monitor > DocLink ERM Service > Management > Service Configuration > Advanced tab).

   You can also manage the number of days files in the archive are to be retained from the Advanced tab. ERM Errors in the Service Monitor should be manually checked and files deleted on a daily, weekly or monthly schedule (depends on the volume of documents ERM captured).

6. Manage Import Source Files – The Import Manager can potentially get quite large if left unattended. The location of this folder is assigned during Import Configuration. See Import Manager for more information.