Practical Lifespan

posted Aug 23, 2017, 2:34 PM by Craig Williams

I saw a car on the road today, a Model A Ford. My son had never seen one running and listening to it purr along was a delight for both of us. It made realize that if we treated our cars as if they were the most important thing in our lives, we would probably still have the first car we ever drove. We do not have our first car as things tend to break down, rubber degrades and the normal things that happen cause failure. We just plain can't afford it. It is too costly to maintain in a way that could make it last a long time.

Our company was called into work on a project involving microfiche jackets which were stored since 1980.  They had chosen microfilm as their long term media because the archive had required them to.  Keeping in mind in the 1980's computer systems would have been cost prohibitive and scanners did not exist. Fast forward to today.  The special file cabinet, once kept in the office in a climate controlled area had been moved to the warehouse, close to the door.  The heat/cold/humidity/pollution and dirt had taken their toll on this collection.

In reviewing the collection the jackets were disintegrating, film images were falling out in the drawer and there was no consistency to the file. Like the model "T" it would be very expensive to try and restore to new. Even if you did the cost to keep storing it properly (65 degrees Farenhite 40% humidity) is costly and difficult.  Archive storage is a common problem everywhere there are films, and documents stored.

 In 1938 when they built the Illinois State Archives it would have been very difficult to reach perfect temperatures.  It would also be nearly impossible to know for certain you had.  Temperature and humidity systems were not sophisticated computer devices. Air-conditioning was invented in 1902, but at the time the archives were built, it would have been impossible to maintain temperature constants. Illinois State Archives acted upon this very serious issue in 1998 but the effort failed. 

According to a publication by Munters, cooling and air conditioning providers:
“There were clear errors in calculations that led to the HVAC system, including the dehumidifier, being undersized,” said GHLN engineer Jim Kreutzmann, who led the project. The critical spaces, the vaults where the microfilm and paper records were stored, were not isolated from the rest of the building. They were receiving the same air as the office area despite the fact that the vaults required 65°F dry bulb and 40% relative humidity to protect the documents and film, much lower than the comfort cooled air supplied to the offices.”  
This meant the wide shifts in temperature and humidity had occurred daily throughout the entire building. The issue was fixed in 2001. 

If we as archivists, continue to argue about the media.  As we focus on what we store on (paper, microfilm, CD or other media) we are focusing on the wrong thing.  We need to focus on the digital images, paper, photos, web pages, videos, CD, DVD's, BluRay and 3d pictures that are being created every day. Arguing about what to store on while it all rots away is like parking the Model T in the driveway until we can figure out what to build a garage out of. We need to learn this and start to realize our world is changing. We need to make plans to store all of these things the best we can. The practical lifespan of anything is only as long as we are willing to maintain it properly.

CD-R Media, lifespan longer than microfilm?

posted Aug 7, 2017, 12:44 PM by Craig Williams   [ updated Aug 7, 2017, 12:53 PM ]

The number 1 question I have been asked this month: 
What else can I store on other than microfilm and have a long lifespan?

This is a very complex question not as simple as Microfilm is good for 50 years and CD is good for 300. 
Well known libraries and archives live on the LOCKSS principal. Lots of Copies Keep Stuff Safe. The idea is if there are two or more of something stored in different places at least one should survive. 

With this in mind I want to explore a few things:
How long has microfilm/CD lasted and based on these results how long is it expected to last?
Will there be a method for duplication and retrieval?
How expensive is it to maintain the archive?

How long has microfilm lasted?
Microfilm at one time was thought to be a 1,000 year media. It has since been reduced to less than 300 years. A study done by Reilly 1993 showed film decay can be as fast as 30 years when not stored properly.  When stored in sealed containers some films decayed even faster. When stored in acid free cardboard boxes all films in the archive were affected as they absorbed the acids and air pollution destroying film in very few years.  The industry has documented microfilm as a practice. Microfilm has commonly only been able to maintain the image for between 30 and 100 years from date of storage. If you ever walk into a film archive and smell a 'vinegar' smell that is the film decaying.  Film is made from emulsion, which is gelatin, which is an animal product often rendered cow bones. According to the Canadian Archives microfilm has an archive life of 300-1,000 years but a practical life of 30-100 years. Film is by nature made from animal product and is by nature biodegradable. If not kept in low temp and low humidity it is like any animal product and degrades very quickly.

How long have CD-R lasted?
CD-R's are made of different materials.  'GOLD on GOLD' cd-r are found to be engineered to last the longest. Gold on Gold was pioneered by Mitsui and Eastman Kodak. Gold on Gold CD's have already last since 1990's and their period of usefulness has not yet been exceeded in 24 years. The material is made from Phthalocyanine dye covered in Gold then lacquered to eliminate oxidation. The life of Phthalocyanine dye is estimated to be over 1,000 years but manufactures of the material are conservative and estimate the useful life at 300 years. Other type of CD media are rated to last 30 to 100 years which is the same as the life of microfilm and non-acid free paper.

Will there be a method for duplicating microfilm in the future?
Microfilm is already suffering for loss of market. At this time there is only 1 manufacture of duplication equipment in the US and no manufactures of analog based readers. Today a duplicator is $70,000. Getting film for that duplicator and processing that film is also an issue. There are fewer and fewer manufactures of film, chemistry and equipment for micro-graphics. Very soon, within my lifetime I suspect, microfilm as an industry will have died off as it is becoming too expensive to continue. 

Will there be a method for duplicating Cd-R in the future?
Duplication of and retrieval of images from CD-R is simple. There have been over 200 billion cd's before 2007.  Although the internet, tablet computers and other personal computer devices are phasing out the inclusion of CD-Rom players, most computers still have Optical Disk Players as a means of playing music, movies etc. Blu Ray, SVS and CD-R all have the same physical size and shape but have a different pattern of creation.  They are backwards compatible so CD-R will NOT go away any time soon. 

Duplication side note:
If in a perfect world there were devices to duplicate everything there is still one issue, degraded copies. Analog images, when duplicated, degrade. Digital images never degrade, the image is exactly the same as it was the day it was created. You may have seen this issue when receiving a fax of a copy or a fax of a fax. The image degrades by as much as 12% for every copied made. 5 - 10 copies later the microfilm image is lost. The digital image is still perfect.

Maintaining an Archive 
The rules about archives are:
2: Masters are ONLY accessed when the working copy is lost

How expensive is it to maintain Microfilm in an archive?
Microfilm is one of the most expensive medias to maintain properly.  It MUST be kept at 65 degrees Fahrenheit and within 3% of 35% humidity at all times. If the temperature or the humidity varies by more than 5 degrees or humidity by more than 3% it will start to decay very quickly. This is why film, even though rated for long periods of time, in application, has only last 30 to 40 years. Microfilm is extremely difficult and expensive to maintain. 

A working copy must be created for each location needing one. The average 16mm x 215' microfilm image contains 6,000 images. A duplicate runs about $45 to $60  so the cost per image is $60/6000 or 1 penny per image. Each site must have a microfilm reader or reader printer. These run between $5,000 and $14,000 per each.  Only one person can have access to a copy at one time. Storage must be provided for each copy of film as well. Film occupies a 3.75 x 3.75 x .75 Inches. this means that 10 file cabinets of paper containing 160,000 images would take 27 rolls of film or about 274 cubic inches of storage per location.

How expensive is it to maintain CD-R archive?
Gold on Gold CD-R need only be kept in a storage area out of direct light and have normal office environment with normal relative humidity. These need to be treated as MASTER COPIES so they, like microfilm, should ONLY be handled when the copy is lost or has failed.  CD-R disks have been tested at 85% humidity at 176 degrees Fahrenheit for 1000 hours without major failure.  This test demonstrates over 100 years of normal storage. CD-R have a tremendous tolerance to water and other common elements. We have had clients send us their optical media after being flooded by a hurricane. They were washed, dried and buffed before reading 100% of the data off the disks. The life of CD-R is relative to conditions so a CD-R kept in an archive with Microfilm might last 1,000 years or more. 

Working copies do not have to be created if they are maintained on an existing computer network or on cloud storage.  To compare microfilm to CD as media only, we assume each location will need a working copy of the CD and the number of images stored are the same. The average CD contains 18,000 images. A duplicate CD runs about $3 each so the cost per image is .00016 cents per image. Each site must have a computer with a CD drive a simple laptop will work between $200 and $500. Once brought onto the network MANY people could have access to the same disk at the same time. Storage for the CD-R must be provided as well. A CD in slimline case occupies 5.49 x 4.92 x .2 inches.  This means that 10 file cabinets of paper containing 160,000 images would take 9 cds or about 46.7 cubic inches of space per location.

They are the same. Neither of the media has proven to outshine the other in practical application. If handled badly microfilm and CD-R will probably not live more than 100 years. 


What else can I store on other than microfilm and have a long lifespan?

My ANSWER CD-R Gold on Gold

CD-R has the longevity at this time and at some time in the future there will be a media that will exist that it can be moved to but that media will cost even less than the current media so it is also cost effective.  CD-R are not effected by magnetic fields, power surges, SOLAR Flares, EMP devices or short term effects of water. As digital storage goes it is by far one of the safest.  If stored carefully within a climate controlled archive it will outlast its practical life (when no devices can read it). Very few libraries ONLY store/use CD-R, they ARCHIVE on CD-R and use the images from Cloud or computer network.  That means there can be MANY copies of the same data all exactly the same as the first and all fulfilling the need for LOCKSS!

Microfilm is very difficult to maintain properly, takes up 5 times the space, can not be easily shared and has 1,000 times the cost to create and store. So from a pure business standpoint microfilm will die a very sudden death.  The costs for film keep skyrocketing, manufactures leave the market and equipment becomes irreparable.  Microfilm images when duplicated lose their quality and degrade so from an pure archive standpoint they do not meet the standard to keep the best image possible. 

Counting Documents and Pages in Docuware

posted May 24, 2017, 12:22 PM by Craig Williams   [ updated May 24, 2017, 12:23 PM ]

Need to know exactly how many documents and pages you have in a file cabinet?  There is not a direct way to do this but if you are the SQL administrator you can check with a simple query
if you are NOT a SQL admin you probably can not accomplish this but you can forward this to your SQL admin to assist them to getting the data you need.

SELECT 'LABEL' as 'File Cab', COUNT(*) AS 'Docs',  Coalesce(Sum(DWPAGECOUNT),0) as 'Pages'

Label is used to make the first column in the row the label for the data.

Count is exactly what you would expect keeps count of each line, 1 line 1 Document

Within the docuware data structure there is a PAGECOUNT item that tells how many pages are in the document.
Coalesce(Sum(DWPAGECOUNT),0) keeps a running total of the DWPAGECOUNT and reports the results.

So for example if you had a file cabinet named CLASSES if would look something like this:

  SELECT 'Classes' as 'File Cab', COUNT(*) AS 'Docs',  Coalesce(Sum(DWPAGECOUNT),0) as 'Pages'
  FROM [dwdata].[dbo].[classes]

This is assuming the location of the File cabinet table is dwdata.
IT will return a table like this:
File Cab Docs Pages
Classes 370         8664

Need more than 1 File cabinet UNION ALL works well
  SELECT 'Classes' as 'File Cab', COUNT(*) AS 'Docs',  Coalesce(Sum(DWPAGECOUNT),0) as 'Pages'
  FROM [dwdata].[dbo].[classes]
  SELECT 'Testing' as 'File Cab', COUNT(*) AS 'Docs',  Coalesce(Sum(DWPAGECOUNT),0) as 'Pages'
  FROM [dwdata].[dbo].[TESTING]

File Cab Docs Pages
Classes 370         8664
Testing 406         4075

Pretty handy of you are trying to find out what you have quickly.

Using DWControl Font with Docuware Printer

posted Apr 5, 2017, 12:35 PM by Craig Williams

Docuware printer is a useful tool on your desktop that converts Documents that are printed into PDF-A documents in a Docuware Tray.
This can be accessed from any software just by printing.  

Added to that function you can pre-determine some things as you print a document to the printer using DWCONTOL font and Printer commands. 
These commands look a bit like this:
<ControlStatements xmlns="" xmlns:xsi="">
<dwControl:SelectConfiguration name="Testing Printer vs Import"/>
<dwControl:Field dbName="FYEAR" type="Text" value="2017"/>
<dwControl:Field dbName="CONTROL" type="Numeric" value="31,2" culture="en-US"/>
<dwControl:Form path="C:\DWforms\c13_09.tif" />

They MUST BE IN DWCONTROL FONT  which should be found on your computer if you have installed the Printer.
They can be any color and any size. So you can make them white at 1 point font and it will still work.
They can be strung together into one line. 

XML does not require end of line chars that is really to make XML easier to read. so the above line can look like one continuous line of the smallest font you can create. 

<ControlStatements xmlns="" xmlns:xsi=""><dwControl:SelectConfiguration name="Testing Printer vs Import"/><dwControl:Field dbName="FYEAR" type="Text" value="2017"/><dwControl:Field dbName="CONTROL" type="Numeric" value="31,2" culture="en-US"/><dwControl:Form path="C:\DWforms\c13_09.tif" />

EVEN SMALLER than I can put on this screen. 

The above statements basicall tell DOCUWARE
Listen I got something for you to do:
<ControlStatements xmlns="" xmlns:xsi="">

Use the "TESTING PRINTER vs IMPORT" configuration:
<dwControl:SelectConfiguration name="Testing Printer vs Import"/>

Add 2017 to the FYEAR field in the Filecabinet Database:
<dwControl:Field dbName="FYEAR" type="Text" value="2017"/>

Add 31,2 to the numeric field 'CONTROL' in the Filecabinet Database:
<dwControl:Field dbName="CONTROL" type="Numeric" value="312" culture="en-US"/>

Use the C13 form as an overlay:
<dwControl:Form path="C:\DWforms\c13.PDF" />

These field based commands are the same for a DWCONTROL file using IMPORT. 

Here are some other references you might find helpful:

Docuware 6.7 etc and SQL 2016

posted Dec 23, 2016, 9:04 AM by Craig Williams


If you are trying to connect Docuware 6.X to SQL 2016 to sweeten data with an Auto-Index workflow you are most likely getting an error that Docuware Only supports 2008, 2012 etc......

That is, of course because 2016 had not been invented yet.  To get around this you can go to where the workflow server is located usually {DRIVE}:\Program Files (x86)\Docuware\Workflow Server and find the DocuWare.DAL.dll.config 

Open this with notepad FIND this:
<dataProvider name="SqlClient"
CHANGE IT to look like this
<dataProvider name="SqlClient"
Now save it if you can......

IF YOU CAN NOT....then save it to your desktop. Rename the file in the  {DRIVE}:\Program Files (x86)\Docuware\Workflow Server location to DocuWare.DAL.dll.config.OLD and then drag and drop the file from your desktop to the  {DRIVE}:\Program Files (x86)\Docuware\Workflow Server location.

Restart the workflow service and you are can now connect to SQL2016.....there may be issues and Docuware MAY NOT SUPPORT THIS, but for the short term it is a work around until you upgrade to Docuware 6.ten or greater. 

Microfilm, Microfilm Jackets & Microfiche

posted Dec 8, 2016, 10:05 AM by Craig Williams

MICROFILM ROLL or REEL film is much like the reels of film you would see in the movies. The main difference is microfilm commonly does not have sprocket holes in the film. This film is commonly 16mm wide or 35mm wide and 100, 120, 140 to 215 feet long.
MICROFICHE is a single piece of film with image exposed onto the film. These commonly are used by STEP and REPEAT filmers to image paper or for Computer Output Microfilm or COM from digital data.
 MICROFICHE JACKETS are 2 sheets of plastic welded or glued to create sleeves or channels that microfilm is cut and slid inserted into. JACKETS are very common but also one of the most vulnerable as the welds and glue get old and brittle if not kept in a perfect environment. Old fiche is fiche is often found falling apart when kept in basements or warehouses.
 APERTURE CARDS are IBM style punch cards with a window in which a piece of film is adhered. Sometimes there is a sleeve in the window area or there is adhesive around the window that hold the film to the card but the APERTURE refers to the hole in the card where the film is placed.  Very common in engineering and the military as the cards can be punched and found using a punch card system. 

Filmed images are referred to as being filmed in a 'MODE' either COMIC or CINE.  This refers to orientaion of right reading on the page and the edge of the film.  To make this easier look at a comic strip in the news paper and think of that group of images connected all in a row.  If you consider the bottom of the comic strip as the edge of the film that is where COMIC MODE came from. If you were to take a roll of film from biology class or your own home movies you would see the images are stacked one on top of the other with the sids of the images matching the edges of the film. CINE short for CINEMA and that is where that term came from.

Simplex or Duplex
One last thing you need to know, was the front and back imaged at the same time?  If the film has one image between the edges of the film it is commonly called SIMPLEX film. If there are 2 images side by side across the width of the film that is probably a DUPLEX IMAGE. The camera filmed both the back and the front of the items at the exact same time. In banking and other industries you might have 4 of these across the width of the film. This is commonly DUO-DUPLEX.  The camera operator filmed on one side of the roll, flipped it over then filmed on the other side of the roll.  If you ever had a 8mm film camera the actual film was 16mm and we would film on one side and flip it film on the other then the lab would process, split the film in half and splice it end to end to create your home movies. 

No matter what kind of media you have what you need to get to are the images.  When created the images are placed based on the ratio of the original size of the page as compared to the image created. This is very important to know to reproduce the image back to original size either by scanned image or onto paper. To figure out what image size you have get out a ruler and find an image on the film that you recognize and know the actual size of.  For most of us that is standard letter size paper which is 8 1/2 inches X 11 inches.  

16mm film for example, you might find an image you think is a letter sized image and you measure the image and it is a little short of 1/2 inch on the longest side.  11 divided by .5 is 22.  The most common reduction ratios cameras filmed at are 24x, 32x, 34x, 42x, 48x so the images you probably have were most likely filmed at 24x.  Round to the closest reduction ratio is the smart thing to do.  It can be rare but there are others that filmed in strange non standard methods but most companies used these standards as recommended by the National Micrographics Association or the NMA. 

Examples of 35mm film. 35mm film is the larger film, with bigger images of originals often measuring 36 inches by 24 inches and larger. These are easier to measure and the most common ratios vary from about 14x to 21x. Film will commonly have the same ratio for the entire roll but a small percentage of the rolls found may have multiple ratios on the same film.  This is because of the size of the image and how they were filmed. 

So now we know what kind of film we have: Roll, FIche, jacket or Card
We know the width of the film :16mm or 35mm    
Or the size of the fiche : 4x6 or 3x5
If fiche the number of channels: count the rows of images that ewquals the number of sleeves
and What the reduction ratio of the images on the film are. 

So what do I do with all of that. Calculate. 
If the a jacket has an average of 15 images per row 
and there are 5 rows on the jacket a full jack contains 15 x 5= 75
IF you have a great number of fiche, grab a rule and measure a few inches  of fiche and remove them.
Now count the total number of fiche.
Count the number of full ones 
Count the number of non-full ones
Based on what you see in partial full jackets calculate or estimate the average number of images in the partials. 

Let's grab 2 inches of fiche.
Counting them we found 50 full fiche 50*70 =3,500 images
Counting them we found 48 partial fiche averaging 3 rows 48 * 3 * 15 =2,160 images 

3,500 + 2,160=5,660 images in the inches you measured.
5660/2=2,830 images per inch of storage. 

Measure the total number of inches you have in your storage multiply that by your calculated number and you have a good idea of how many images you have in your system.

Calculating roll film can be very simple or much harder. Unlike jackets or  fiche most rolls are full from end to end.  We just need to estimate the number of images per roll.  

I will go by the rule of thumb or best estimation here. 
24X images in COMIC MODE
The average 100 foot roll of film with images at 24X contains about 2,400 images. 
The average 215 foot roll of film with images at 24X contains about 5,000 images. 

42X images in Comic mode 
The average 100 foot roll of film with images at 42X contains about 3,100 images. 
The average 215 foot roll of film with images at 42X contains about 7,000 images. 

42x images in CINE mode Duplex
The average 100 foot roll of film with images at 42X contains about 5,500 images. 
The average 215 foot roll of film with images at 42X contains about 11,000 images. 

So figure out what kinds of film you have and estimate the number of rolls per foot of your storage just like doing fiche but instead of inches of fiche use feet of rolls. It is easier.

No matter what it is not that difficult if you break it down and average the information. The old saying is "Do you know how to eat an elephant? One bite at a time."  You may need to understand what you have but being exact is very difficult, trust your numbers they rarely are far off. 

Things look so much better in color but I have been told not to, why?

posted Nov 15, 2016, 2:43 PM by Craig Williams   [ updated Nov 16, 2016, 5:54 AM ]

Great question!  Scanning in color has been a reality for some time so why are most folks not storing images in color....
The short answer is because the image files are VERY LARGE. 
It is a bit like the difference between a photograph and a Oil Painting.
If you by a digital print of an oil painting often called a Giclee is beautiful, single piece of paper that can be rolled up and shipped and shared with anyone.
The ORIGINAL PAINTING has so much more, the brush strokes and the way the light hit it is so much better, but it is hard to share, ship, move. 

In the Document Imaging world, the Original Image scanned in color contains much more information and the size of the file reflects this. I know of an archivist that requested all of his images to be scanned in color at 1000DPI.  The image was wonderful and about 150 Meg each.  This allowed him to put 4 pages on a CD and that is just not practical.  Can you imagine trying to view one of those images on the internet? It would take minutes to hours to download and see 1 image. 

Although that is a true story the archivist learned the hard way there is such a thing as overkill. That is the whole point.

Why do you need color is the better question.
Are the originals so bad you have no other option to convert them?
Is the color of the information important?
Do they just look pretty and that is important?  

There are practical ways to convert to color images and still maintain a file size that makes sense.
1: Pick a LOWER resolution.  
Color has 24 times as much information as black and white so you need less resolution to achieve the same effect. 

2: Reduce the color content where you can. 
Color is often 24bit or more. If that is confusing it is simple. it is the DEPTH of the color or how many computer bits does it take to make a color on the screen.  You can wiki or google Color Depth and get a very complicated explanation but the difference between an image scanned in pure black and white and a 24 bit color image is that the 24 bit image has 24 times more information.  That is 24 times the raw size as well.

Computers are switching devices and 1 switch hold 2 states, on and off. In our case that 1 switch holds BLACK(off) or White(On). Think of 1 bit = 1 switch.
The human eye can discriminate more than 10 million colors.  To represent those colors we need 16,777,216 variations of color or 24 switches (2 to the 24 power= ~16Million).  Big difference. And you need that difference for every dot on the screen. You have to store that switch state or the COLOR for each dot. 
If you have a 8.5 inch X 11 inch page scanned at 300 dpi then in color there are  ((8.5" * 11") * 300DPI) *24bits of color=673,200 pieces of RAW information
Compare that to a black and white scanned image ((8.5 * 11) *300) * 1=28,050 pieces of RAW information.  1/24 of the size of the color image.

So reducing color could be converting to 256 colors instead of 16 million. It sound ridiculous but reducing the number of colors is a very good way to reduce the size of the files. 

3: Try Grayscale/Greyscale. 
Grayscale is a pallet of grays designed to represent the reflected light from the image. It is 8 bits deep so it is 1/3 smaller than color and 8 times bigger than black and white but it is still a good compromise 

Test it.  I do not mean just scan it and look at it. Scan a real sample of the work you do.  If a FOIA packet is 900 pages scan 900 pages.  Now can you work with this document? Can it be emailed? Stored? Opened? Copied? Delivered in a timely manner on your computer network.

In more than one case I have had users tell me that color is perfect and no matter what I would say they would use color, until 1 file would not fit on a DVD, or someone wanted to see the thumbnails of the images and it took 15 minutes to get them all and paint them to a screen.  All of the above are real client issues we have encountered over the years and there are cases where it is VERY hard to convert the images to black and white. So try it then have the users test it and see if the choice you have made works as well as looks good. 

so REDUCE/REDUCE/REDUCE and test are my recommendations!
Reduce Resolution
Reduce Color 
Reduce size and Test it all to see if it works!

You may have noticed I did not mention compression engines and what they do.  Compression is all relative to the actual image. Some images compress well and others not so well;BUT, one this is true the starting image is the same.  Start with 24 times more information and you will have a substantially larger file no matter what compression you choose.

Happy scanning!

Where did the Keep Entry and Pre-Indexing options go?

posted Oct 18, 2016, 12:56 PM by Craig Williams

Users who stored in Docuware often took advantage of the Keep Entry and the Pre Index options in the full client.  Now that we are using the Online Tray where did these options go. 

Docuware now responds to the users in different other words if you are not in a STORE mode you won't see these options.

So find these options you will need 2 or more items in a tray. 
Select 2 or more items and then click on STORE
Select the File Cabinet to Store to.

You should not see a storing into file cabinet (1/???) at the top of the index screen and the document should be displayed. 
Look to the right of the STORE button you should find a GEAR looking ICON. 

When you click on this ICON you will see storage options.
PreIndex-allows you to index and not store 
Delete from Document Tray- once the document is stored it is deleted from the tray
Keep Entries - This keep the index information from one screen to the next. 

It is that simple.  Choose the options you need and get storing!

My service will not start...commonly Authentication Service Failed or is not available

posted Sep 26, 2016, 8:35 AM by Craig Williams

You are trying to login to Docuware and the error you get is "There is not Authentication Service available"  What does that mean?

Docuware is a complete system within itself and it has its own login methods available outside of the operating system you already logged into. 
You might be confused because you have never actually logged into Docuware and this is probably because Docuware can talk to the operating system and see who you are and when the system and Docuware are synchronized they can automatically log you in without added passwords etc. 

So when that fails like it did above What's wrong?
There a program SERVICE on the Docuware server taking in information, performing tasks, and sending back information.  These services are really the heart of Docuware they do most of the actual work.  Think of them as call centers, your local computer connects to them thru number much like a telephone number, we call it a port number. The most common port number for the authentication service is 'servername:9001'.  It reminds me of the early days of telephone when instead of a prefix people used names like "Pennsylvania6-9000".  The Authentication service takes the call to that number and then performs the tasks requested of it. 

Just like people, services need TO DO lists. These lists are called queues.  If you are in Europe you are already familiar with queuing. If you are in the US the Europeans often call the line you stand in for things like rides at an amusement park a queue.  A queue puts things in order as they are in with a few exceptions.  In Docuware we use the Microsoft Queuing system and it works very reliably until the software and the queue get out of sync.  This is commonly caused by computer crashes or improperly shutting down a server without shutting down Docuware Services first. 

This does not always cause this problem but in my experience if the queue is messed up and the service is not restarting, this is commonly the cause. In this case you can clear out the queue and restart the services.   

First log onto the Docuware Server if you do not have rights to do then pass this problem onto the Administrator who can, sorry.

Once you are logged onto the server you can check the event/window logs/system to verify the error.  It could be a bad password or permissions error but most of the time it is a microsoft queue error such as 'Microsoft Message Queue system is denied'  then you need to:

    1: Stop all docuware services. 
    2: Go to the C:\Program Files (x86)\DocuWare\Power Tools run >> DocuWare.MessageBusAdministration.exe
    3: Delete all Private Microsoft Message Queues 
    4: Follow all of the prompts to complete this.  If there are issues it will help you resolve them.
    6: Restart Authentication Service FIRST and WAIT for it to start.
    7: Start the remaining services.

Everything should fire right up.  If not contact your Docuware supporting company or Docuware service for help.

We hope this helps you get back on your feet!

Docuware Configuration with Silver Light HttpWebRequest_WebException_RemoteServer errors

posted Sep 7, 2016, 11:56 AM by Craig Williams

Perhaps you have been using Docuware 6.7 or below for some time and had this issue pop up from time to time. The issue is hard to explain as it manifests itself in a number of ways.
In my case you try and open the SettingsIU page and get a confounding error from the server.
The explanation points you to a location on Microsoft's web site.  
When you try and follow the Microsoft link it goes no where or has useless information. 

What you probably have is a memory issue. 

Silverlight/IIS will not fire up an app unless it knows there is enough memory to handle the program.  Makes sense, why try to load a program if there is not enough memory to handle it.  This is a setting in IIS and you can discover which one it is by simply opening the error message handler on the machine that IIS is running on.  The error will probably read, "WebHost failed to process a request.
 Sender Information: System.ServiceModel.ServiceHostingEnvironment+HostingManager/45653674
 Exception: System.ServiceModel.ServiceActivationException: The service '/DocuWare/Settings/SettingsService.svc' cannot be activated due to an exception during compilation.  The exception message is: Memory gates checking failed because the free memory (170115072 bytes) is less than 5% of total memory. ..."
Memory issue is you are out of memory according to the you can change the rules.  Let say you have a really huge memory pool of 100Gig of RAM IIS does not need to set aside 5 Gig just to load and compile application pools so set to read less than 2% of total memory instead.  

Chances are you have a memory leak somewhere or and update that needs applied so the easy fix is, reboot the machine......I know I NEVER SAY THAT....but in this case the Memory Hog could be something that is NOT related to IIS or Docuware and it just needs to go away.......reboot should fix it. 

Now you should have already reset your application pools to reset at Midnight already and if you have not now is a good time to review some of the IIS changes you can make that will benefit Docuware.   Checkout for some hints

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