Documentum Health Check

For many clients, one of our first projects is a Documentum Health Check.  This is typically a 2-3 day project where one of our technical architects will visit onsite to review all the different components of the Documentum environment.    We encourage this type of project as it allows us to be more pro-active with identifying possible issues rather than re-active when issues surface.  This post will describe the typical activities of a Documentum Health Check engagement as well as typical findings to give readers an idea of things to monitor in their own environments.

Documentum Health Check Components

• Documentum Licensing – Many clients have us collect data regarding user counts and licensed software in use as the data may be necessary data to preparation for an EMC Software Audit.  Typical findings include anonymous access (not allowed) and over deployment (LDAP  creating too many users that aren’t using Documentum).
• Capacity/Performance Review – This activity verifies the current and planned environment will meet current and future needs.  Typically we find clients buy excess capacity on the initial purchase but quickly consume those resources as the system is deployed and extended over time.
• Backup and Recovery – Evaluate backup and recovery plan and execution.  Typical findings include:
  • Content and Database backup not in sync making point restore difficult
  • Restore Process has not been tested recently
• Documentum Upgrade Strategy Review – Review the plan for upgrading servers (new environment or existing), approach (in-place, clone or migration) as well as timing.  Typical findings include proper identification of downtime or need to test the process thoroughly.
• Documentum Administration Health Check – Verify active Documentum jobs and results.  Typical findings include:
  • Unnecessary jobs (ex:  dm_ContentReplication if not using distributed filestores)
  • Infrequent review of jobs success/failure/error logs
• Database Performance – Typical findings include need for addition/removal of indexes.
• Managing File Stores – Typical findings include full file stores (additional space is best for storing versions and renditions close to original content).  File Stores should be managed to have some excess space.
• Managing ACLs – Many clients have evolved their ACL strategy over time.  Typical findings include overuse of ACLs and difficulty maintaining security rules as they evolve.
• Audit Improvements – Documentum allows for certain events to be Audited.  Typically this is either disabled (and could be set on limited) or overused.
• Object Model Review – Typical findings include an evolved object model that might benefit from restructure if a migration upgrade is planned.
• Lifecycle and Workflow Review – Many clients want outside parties to review their use of Lifecycle, Versioning, Object Model and Workflow for usability, maintenance and performance.  Typical finds are that all components have evolved over time and might benefit from a fresh start.
• Content Management Best Practices – we will typically share other best practice approaches with clients when appropriate.  Best practices include:
  • Simplified Search and Retrieval
  • Configurable Systems development
  • Caching of approved content for non-Documentum users
  • Web Based Scanning Alternatives
  • Workflow Simplification
  • Web Services
  • Additional Admin Tools