Archiving History to Reduce Library Size

Using the Edit History function impacts on the size of your library. If you are using a JET database, this can mean you quickly reach the 2GB JET limit.

JET databases have a 2GB limit. SQL Server on the other hand can hold up to 1 terabyte of data.

Archiving history records frees up valuable database space, and can also lead to improved performance.

Before we go further, it's important to understand that there are two types of events that determine when a history record is created:

1. System events which are triggered automatically on indirect actions that cause an object to be modified.
   • History Revert - saves a revision when an object reverts to a previous history
   • Offline Check-In - saves a revision when an object is checked in that already existed in the library (i.e. not new offline content)
   • XML Import - saves a revision when an object is changed by setting properties using XML:
     • by localization update
     • by importing a translation job
     • by importing an XML file
   • Import from another Library - saves a revision when an object is changed by being overwritten during an import from another library

   -and-

2. User events which are triggered by the optional Save Points as defined in Author-it Administrator.
   • Object Close - saves a revision when an object is closed and has been modified.
   • Change of Release State - saves a revision when an object has its Release State modified
   • Change of Author - saves a revision when an object is modified and the author is not the last author who modified it
   • Change of Template - saves a revision when an object is modified and the template it is based on is changed
   • Publish - saves a revision when an object is published and the last modified record doesn't have an XML history attached

So while you may have no Save Points defined for the User events, Author-it still creates History Records for the System events. If you're using Localization Manager, be aware that every time an object is updated via a localization update or a translation job, the object is updated using XML so thereby creates a history record.

Where are History Records Stored?

History records can be stored inside the Author-it library, or archived in XML format to an external location. Archiving is optional, however it will help prevent the size of your library from quickly ballooning out of control.

You can choose from auto settings (where all records are archived as they are created) or manual settings where you define when records should be archived.

Important: Archiving history does not mean you can't compare and revert. As long as the XML files are kept and the path to these remains valid, you can compare and revert just like normal...

We're dealing with manually archiving history here.

To Manually Archive History

1. Open the Library using Author-it Administrator.
2. Choose Settings > History Settings from the main menu.

   The Edit History Options appears.

3. Select the Archive tab.

   

4. Define the manual archive settings you want to use. For optimal results, set the Keep a minimum history to 0, and the Archive before to the current date.

   Manual Archive Settings

   • Archive Folder - defines the location where the XML history files are created. This path should always be relative to the location of the library so all users will be able to see it.

     Edit History can still be accessed for comparison and revert even when archived, provided the users can access the archive folder. If you are using auto archive, then all users will need read and write permissions. If you are using manual archive, then the user performing the archive will need read and write, while all other users will only need read permissions to the archive folder.

     Note: If working with multiple libraries (including Target libraries, we recommend you define a separate archive folder for each library.

   • Keep a minimum history for each object of - defines how many histories are retained in the library before being archived. For example, if the minimum is set to 3, the three most recent histories for each object are still stored internally, and only the fourth and earlier records are archived.
   • Archive before - determines a date to archive prior to. Defaults to today, so only records from yesterday and earlier would be archived. To include histories created today, set this to a later date.
   • Archive Now - when using manual settings, history is only archived when you tell Author-it to do so. This must be selected each time you want to archive manually.

   Important: Once history records have been archived they are stored externally and cannot be brought back into the library. If you move your library, you will need to take care to ensure the path to the archived files remains valid. If the files cannot be found, you will be unable to compare or revert to a previous revision.

5. Choose Archive Now. A prompt appears to confirm the action.
6. Choose Yes and go and make a cup of coffee.

   Progress is shown as the history is archived. This process can take a while depending on the amount of history to archive and the speed of your computer. Go and make a cup of coffee while the archive is running. If there's a lot of history to archive, you may even need to make several cups...

OK - What's Next?

Once the history is archived, run a Repair and Compact to free up space. Note that if you're using a SQL library, this step is unnecessary as the functionality is built into SQL.

You should then set the Auto Archive Settings to archive all objects so all further records are archived immediately. Otherwise you'll need to repeat a manual archive on a regular basis.

To Automatically Archive History as Records are Created

1. Open the Library using Author-it Administrator.
2. Choose Settings > History Settings from the main menu.
3. Select the Archive tab.
4. Select the Archive all objects checkbox and choose OK.