Docuware Web Client View Corrupted

posted Mar 4, 2019, 9:56 AM by Craig Williams

Docuware webclient may look like a bunch of over lapping images and forms which is caused by a corrupted user setting.

Depending on whether the settings are stored in the local storage of the browser (by default) or in the database, there are different ways to solve this: 

  • If the user settings are stored in the local storage of the browser you can find the users settings on the server relative to the web server settings. Move the settings to a new location. Log the user in and it should reset to default.
  • If the user settings are stored in the database perform following steps:
    1. Create a backup of your DWSystem database
    2. Go to table DWSystem.DWUser and find the UID of the affected user. 
    3. Go to table DWSystem.DWUsersettings and delete all Rows with the UID of the affected user. 

Next time the user logs into web client, all settings are reset to default values.



Scanned image seems stuck.....

posted Feb 6, 2019, 12:47 PM by Craig Williams   [ updated Feb 6, 2019, 12:48 PM ]

Docuware Desktop scanning sometimes you scan a record and the item seems stuck.....To remedy that try this:

1: Open file explorer and go the following location 

'%LOCALAPPDATA%\DocuWare\Desktop\DWScannerTemp'. 

Normally that is C:\programdata\docuware\Desktop\DWScannerTemp

This is the temp location where the scan files are stored before they are uploaded to DocuWare.

2: Delete all the files in this location. 

3: Click the start button in Windows and type 'services'
     3a: Click on the app 

4: Find and 'DocuWare Desktop Service', right click the service and select Restart. 

You should now be able to re-scan your documents that failed. 

Sometimes AntiVirus software causes this issue.
You can include this directory as a location for Anti Virus exceptions.
'%LOCALAPPDATA%'\DocuWare\Desktop\DWScannerTemp

My login changed and now my imports wont work, directory already watched by another import

posted Jan 31, 2019, 2:25 PM by Craig Williams   [ updated Jan 31, 2019, 2:27 PM ]

This can be a very common error in a large enterprise network when you get moved from one domain to another. 
Docuware stores all of your information about your accounts in 2 places. The main location is relative to the username you login with. 
That means for every user who logs into that PC potentially could have Docuware settings specifically for that user. Lets explore that idea.
Docuwaer stores information about Docuware Desktop App and the connection background server  as follows:

1: Local to the PC in 
    C:\ProgramData\DocuWare\Desktop\Secure\systemconfig.xml
    If you understand XML then this is a good reference for all the users registered in Docuware and the apps they have installed. 
    Otherwise this is JUST a reference, Nothing more.

2: Local to the user in 
    {SYSTEM}\{USER_LOGIN_NAME}\AppData\Local\DocuWare\Desktop\hotfolders.xml
   in my case that is C:\Users\craig.ComMicrofilm\AppData\Local\DocuWare\Desktop\hotfolders.xml

When you are moved to a new domain you are technically a new user on your PC. 
 for Example:

When I first started our domain was 
    RedDomain
so my user directory was 
C:\Users\craig.RedDomain\AppData\Local\DocuWare\Desktop\hotfolders.xml
I had an import that grabbed files from the C:\Pickup directory and moved them to my Inbox Tray in Docuware


But last week they changed the domain to 
    GreenDomain
Now my user directory is 
C:\Users\craig.GreenDomain\AppData\Local\DocuWare\Desktop\hotfolders.xml
I want an import to grab files from the C:\Pickup directory and moved them to my Inbox Tray in Docuware
But Docuware keeps telling me that directory is already watched by another import. I do not have any other imports.
What is wrong?

Why the long story and What does that all mean?
The issue is that old login directories are still there so BOTH users still exist.
Because the RedDomain was created before you moved Docuware still thinks that import is alive.  
You probably did not delete it so it is still there.

SO HOW TO GET RID OF THE RED DOMAIN CONNECTION TO DOCUWARE.
You may need to have an administrator to do this but there is 2 ways to do this. 

1:  IF you can still login to the old domain do that. 
2:  Open the DWimports and DELETE all the importers you have running there.
3:  Now you can log out and login to the NEW Domain and it will allow you to build the new import.
  That is the easiest way IF you can login to the old domain.....

IF YOU CAN NOT then 

1: Right Click on the DocuWare Desktop Apps Icon and select Exit from the new menu.
2: Open Administrative Tools Services
                 OR
    at Command.com enter 'services.msc'
3:Find the Service Named "DocuWare Desktop Service" Right Click the Service and Stop it.
4:Go to the OLD Domain users Docuware Desktop Directory 
     In the example above that would be 
        C:\Users\craig.RedDomain\AppData\Local\DocuWare\Desktop\
5: Delete the 'hotfolders.xml'
6: Start the "DocuWare Desktop Service" Right Click the Service and Start.
    WAIT TO SEE THAT IT HAS STARTED If it does not try again....
7: Close the services window
8:Restart Docuware Desktop Apps (Usually under Windows Icon\Docuware
9: Right click the Icon when it pops back up and select import files and build the new import. 

Hope this helps you to understand the issue and how to resolve the issue.

URL Creator and URL integration and Docuware

posted Oct 17, 2018, 12:03 PM by Craig Williams

Clients can take advantage of the feature in DocuWare allowing them to make calls to the server thru the Website.  This is a very simple call which can be used to find documents, display individual documents or return information to a program leveraging data and DocuWare file cabinets.  

DocuWare provides a small bit of software called the URL Creator as a tool to help you to understand this process and test your query.  In versions before 7 this tool was installed with the advanced admin tools, with version 7, it can be installed thru the web under desktop tools.

Remember that the is NOTHING you have to do to enable DocuWare this feature is automatically installed with DocuWare and available to those with the proper security and access. 

Not all of the URL creators look exactly alike, but they are simular enough that this should still be a good example of how to use it and create links.

URL First Image
Enter the Server name WITHOUT the http:// or HTTPS:// that is added using the radio buttons above the name. 
IF you are using ENTERPRISE and have more than one Organization then add the organization number to call upon.

 
For a demo do not fill this area in but in the future take note that you CAN force the use of a user name, a login token or attempt a login using the AD windows login
You can also set TIME LIMITS for how long this call will work.  I would use this when you do not want users to find and send the links to others.  Setting the link to a short time, say 10 minutes would eliminate people who did have the link from using it beyond the the time and date set, 

There are a few selections h  you can make here but as a first timer select RESULTLIST and VIEWER as it will provide you with the most reliable first experience.

This screen is where you TELL DocuWare what to do.  First you have to tell DocuWare which GUID to use for dialog with the user.  FILE CABINET GUID will give you the least amount of trouble to start with so find that in the ADMINSTATION program it is under General in the thick CONFIGURATION TOOL.    
IF you knew what DWDOCID number you wanted to display you could select DWDOCID but in the case above we are searching for items where the field OPER = 8000
OPER is the SQL field name so you will need to find that in the Configuration tool as well.  The format for a Query is 
[FIELDNAME] cmd "DATA"

In this case the field name is OPER and the way you tell Docuware it is a field is to surround it with [  ]
The arithmetic cmd is the common ones used in Boolean expressions  =,<,>,<>,LIKE 
Data is what to look for in the field

There are a few exceptions to this 
ISEMPTY() is a DocuWare express that means exactly what it says the field is Empty
NOTEMPTY() is a DocuWare Expressiong that means what it says the field is NOT Empty

They would be used like this 
[OPER] ISEMPTY()
[OPER] NOTEMPTY()

Next page will provide you the link to test.  You can save it if all you need is the link to a document like a personnel manual for a website or product safety sheet for a factory but chances are you want to build a button from your application to DocuWare to look for documents that relate to your existing system. That is exactly the same thing but a little different. 

The link looks a little like this:

http://servername/DocuWare/Platform/WebClient/4/Integration?p=RLV&fc={GUID GOES HERE}&q=W09QRVJdPSI4MDAwIg2

Breaking down the URL so you know what it means and how to create one in CODE is in the manuals sent earlier but to hope to give you a jump start

Where the call is made to:

http://servername/DocuWare/Platform/WebClient/4/Integration


What tools to display in this case Result dialog and viewer:

?p=RLV

 

Which file cabinet

&fc={YOUR GUID GOES HERE}

 

The Query above looks strange..... 

&q=W09QRVJdPSI4MDAwIg2

That is because it is encrypted. it is the same as the information above it is encrypted using standard URL encryption.  We will not go into all of that as this is just a primer...but it is by no means difficult to do. 

 So from your own programs you could search for any field combination in any file cabinet using just the click of a button.  

You can create complex query such as 

[OPER]='8000' and [StoreDate]>"01/16/2018"


That should help you get your way to using the URL tools in DocuWare.

Webclient responds with a 404 error.....

posted Jun 25, 2018, 9:26 AM by Craig Williams

Copied from Docuware and made available because it is very hard to find by content.  It should be easier to find here. 


Known Errors when Setting Up Web Client

"You need to install IIS 6 Metabase Extensions"

The message "You need to install the IIS 6 Metabase Extensions" appears when setting up a Web instance

(only relates to IIS 7)

 

Procedure:

  • To add these components, open the Server Manager in Control Panel > Administrative Tools.
  • Navigate in the tree structure to Roles > Web Server (IIS).
  • Click the Add Role Services button.
  • Select the IIS 6 Metabase Compatibility component for installation.
  • Close the installation wizard 

"An error has occurred DocuWare.Web.Error.ServerConfiguration"

"An error has occurred DocuWare.Web.Error.ServerConfiguration" appears when opening the Web instance

 

Cause:

The temporary path of the Web instance cannot be reached or the user IUSR_<servername> and/or NETWORKSERVICE has no read or write permissions.

 


 "The instance could not be installed"

The message "The instance could not be installed" appears when setting up a Web instance

 

Error message:

Cannot create a file when that file already exists.
(Exception from HRESULT: 0x800700B7)

 

Cause:

This error appears if a Web instance already existed, and this has not been correctly removed from the IIS. In other words, the instance is no longer listed in the IIS Manager and in the Inetpub directory, but the instance still exists in the IIS Metabase. This prevents the instance being set up or reinstalled.

 

Procedure:

You need Metabase Explorer to manually remove the entry from the IIS Metabase. This is made available in the IIS Resource Kit Tools.

  • Download Metabase Explorer 1.6 from http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=17275.
  • Install the IIS 6 Resource Kit Tools and select the "Custom" installation type.
  • Only select Metabase Explorer 1.6.
  • Then start Metabase Explorer as Administrator.
  • Manually delete the corresponding entry from the Metabase e.g. DWWebClient.


    Metabase Explorer 1.6

 

You should now be able to set up the Web instance as usual. 

 


"Access to the path is denied"

"Access to the path is denied" appears when opening a Web instance

Error message:

Error reading resource file: E:\Daten\Docuware\Web Modules\WebClient Central\DocuWare\Languages\Strings\WebClient.de.xml,
Exception: Access to the path E:\Daten\Docuware\Web Modules\WebClient Central\DocuWare\Languages\Strings\WebClient.de.xml is denied.
in System.IO.__Error.WinIOError(Int32 errorCode, String maybeFullPath
...

Procedure:

Add the following permissions to the directory...\Docuware\Web Modules\WebClient Central permissions for the following local users:

User

Permission

IUSR_<servername>

Read permission

NETWORKSERVICE

Read and write permission

  


"HTTP Error 503. The service is unavailable"

 "HTTP Error 503. The service is unavailable" appears when opening a Web instance

 

Causes and Procedure:

  • In most cases, the error occurs when the Application Pool which is assigned to the Web instance is not started.
    Start the corresponding Application Pool via the IIS Manager.
  • The cause in some cases is missing permissions (Read and Execute) for the group "IIS_IUSR" on the file "C:\Windows\Microsoft.NET\Framework\v2.0.50727\CONFIG\machine.config"
  • If the error occurs in connection with Windows 2008/2011 Small Business Server (SBS), please read this article https://www.docuware.com/support_faq/?solution_id=3305 

 


 "Http Error 404 - Not Found" or "Website cannot be displayed"

"Http Error 404 - Not Found" or "Website cannot be displayed" appears when opening a Web instance

 

Causes:

  • The website is either not available or not started.
  • No sufficient permissions on the Web instance directory (e.g. C:\inetpub\wwwroot\dwwebclient) for IUSR_<servername> and/or NETWORKSERVICE.
  • (only relates to x64 systems) The Application Pool which has been assigned to the Web instance is not running in 32-bit mode.
  • (only relates to IIS 6) The web service extension for ASP.NET 2.05747 is not entered or is not set to "Allowed". 

 


 Images and stylesheets missing

Images and stylesheets are missing when opening a Web instance

Causes:

  • No sufficient permissions on the "Web Client Central" (5.1b "Web Common") directory of the web modules (5.1b Web Client Server) for IUSR_<servername> and/or NETWORKSERVICE.
  • (only relates to IIS 7) The "static content" component is not installed. 

 "Cannot find Server for Web Instance..."

"Cannot find Server for Web Instance..." appears when opening the Web Client

 

Cause:

This often happens after creating a new instance.

 

Procedure:

Restarting the IIS should resolve the problem.

If the error persists, check whether the GUID of the Web instance is correct in the file DWWebClient.settings (e.g. C:\inetpub\wwwroot\DWWebClient\DWWebClient.settings) or in the corresponding XML file of the Web instance (...DocuWare\Web Modules\Web Instances). You can find the correct GUID in DocuWare Administration. 


"The process cannot access the file as it is being used by another process"

The message "The process cannot access the file as it is being used by another process" appears when starting the website

 

Cause:

The port on which the website is configured is being used by another process.

 

Procedure:

In order to find out if a process is already using this port, enter the "netstat –ano" command into the command line. The corresponding process can be found in the Task Manager using the PID. 

 


 There is just a blank page

There is just a blank page when opening the Web Client

 

Cause:

The virtual "DocuWare" directory is missing in the IIS for the Web instance.

 

Procedure:

  • Create this manually with the alias "DocuWare" and the path "...\DocuWare\Web Modules\WebClient Central\DocuWare" (5.1b "...\DocuWare\Web Client Server \Web Common\DocuWare".
  • Check whether sufficient permissions for the IUSR_<servername> are available on the Web Client Central directory (5.1b Web Common) and on the Web instance directory (e.g. C:\inetpub\wwwroot\DWWebClient\ ).
  • (only relates to IIS 7) Check whether ASP.NET is running on the .NET trust level "Full (Internal)". This can be found in the IIS Manager in the ASP.NET area. 

 


 "No active Authentication Server found"

"No active Authentication Server found" appears when opening the Web Client

 

Procedure:

Check whether the correct Authentication Server is entered in the file DocuWare.Gapi.dll.settings (e.g. C:\inetpub\wwwroot\DWWebClient\bin\DocuWare.Gapi.dll.settings). 

 


 "RemotingClientManager.Start(): SwitchClientProviderChannels are not specified"

"RemotingClientManager.Start(): SwitchClientProviderChannels are not specified" appears when opening the Web Client

 

Error message:

An error occurs. (00000000-0000-0000-0000-000000000000_1).
RemotingClientManager.Start(): SwitchClientProviderChannels are not specified

 

Procedure:

  • Check whether the file DocuWare.Gapi.dll.settings (e.g. C:\inetpub\wwwroot\DWWebClient\bin\DocuWare.Gapi.dll.settings) is available and whether the information it contains is correct.
  • If the file is missing, copy this from another Web instance of the same system or from the DocuWare Client Modules directory (GAPI sub-folder). 

Don't fix what is not broken

posted Jun 1, 2018, 12:27 PM by Craig Williams

'If it ain't broke don't fix it' is an old saying that rings in my ears.  It is the idea which recommends if the system you are working on is not broken then why change it.
I can understand you want to make it faster, easier to use and more efficient.  The issue is while converting it to a new form do we need to change anything else?

A great example for this is the library system.  We stored books for many years using the same system we use today. The thing is that many of our books are not paper on a shelf, they are digital files in the ether of our networks and computers.  Why did it NOT change?  It still works! Yes we added indexes and other things to the system to make it better but the heart and soul of the library system is still the same numbers we have used for many years.  Even the IBSN number has not changed.  

If you are going to change something in your system make certain to look at the benefit and the impact it will have on all of your labor and systems.

Big mistakes I have seen systems go thru:
1: You can index every page!  Oh boy would that not be amazing that every page had an index that told us who'sit was and what date it was received and who indexed it etc......
    Every one  of those systems failed....I have never seen a system that can take random paper, information and index everything symmetrically without a great deal of labor to accomplish it. 
    If it were that easy Google would have done it already. Imagine if every page you take into your office someone had to type 1000 characters to describe it.

2: I do not need to index anything the computer can read it.  Once again this is a dream that has not reached reality.  OCR/BARCODE/QR has all gotten better but perfect it is not and reading handwriting with a computer is impossible. . Let's pretend a computer could read 80% of the letters on a type written page. It is probably more than likely 60 %to 70% so we can pretend. If we assumed 80% accuracy for every 100 letters it reads 20 of them are wrong. If the average word has 4.5 letters in them than 100 letters becomes 22 words and 20 of them could be wrong. Seems there is a flaw in our logic.

3: Store everything in color at high resolution.  I have seen this over and over again for 20 years, clients do not consider the impact they have on a network making files bigger and more complex. Large files take up lots of space and lots of bandwidth to deliver to the client.  If you were a governmental agency trying to answer a FOIA request and the files needed were 100's of Gigabyte in size.   Gathering them would be difficult and time consuming and delivering them even more so. Size matters because time matters. Bigger files slower delivery to screen, slower to store and retrieve slower everything and slower is more expensive than faster.

4: It's on backup.  I can not tell you how many people never test their backup system until the system fails.  When a system fails you can't have a failed backup because it could all be gone. Even worse. What if you had a backup but it would take 3 weeks to restore, now what?  Redundant active systems to keep systems alive. Offsite cloud etc can work but restoring could take so long you are still out of business. When you design a system think of the end of it's life as well as what is designed to do.  End of life is in some ways more important than the process itself.

Since 1972 we have seen and made many mistakes, ones we do not want our clients to repeat. When you do start to look for a newer design, ask someone else about their experiences you may learn how NOT to do it.  

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:
1: These are the MASTERS and NOT WORKING COPIES
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.

MY ANSWER  CD-R AND MICROFILM PRACTICAL LIFESPAN IS THE SAME:
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. 

BUT WAIT THAT DID NOT ANSWER THE REAL QUESTION:

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'
  FROM {LOCATION OF YOUR FILE CABINET IN SQL}

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]
UNION ALL
  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="http://dev.docuware.com/Jobs/Control" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
<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" />


BUT 
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="http://dev.docuware.com/Jobs/Control" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"><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="http://dev.docuware.com/Jobs/Control" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

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:

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