Killa Hertz & The Case of the Missing Documents – Part 3

Killa Hertz and the Case of the Missing Documents

… continued from Part 2An ECM Detective story - Killa Hertz and the case of the Missing Documents —  [All Episodes]

Trudy had explained the set-up at the law firm to Killa. Now Killa wants to find out more.

Killa Hertz & The Case of the Missing Documents – Part 3

“Ok, let’s see if I’ve got this right”, I said. “You know that the documents are in the system, but they aren’t showing up in the search?”

The group of lawyers in cheap suits all nodded together like a set of those toy dogs you see in the back of old people’s cars.

Trudy explained that they had browsed to a document directly in the system using the client interface, so they knew it was there, but when they did a search in SharePoint nothing was being found.”

“And”, I asked, while looking around for a coffee machine, “do you know whether these documents are actually being indexed?”

“Oh yes”, Trudy replied, her voice hitting a high C. “The crawl runs every 2 hours.”

“Yeah – but is it working properly? Is the crawl actually crawling the documents?” There was silence. Trudy glanced nervously at the suits, and then back at me.

In a plaintive voice, she said, “I’m not sure”.

I’ve worked cases like this for the more years than I’d like to remember. You get to learn that things are not always as they appear.

“Let me see the logs.”

Trudy led the way to her office. It was a real contrast to the reception area which was uncomfortably clean, and lifeless. In her office, there was a desk covered with papers. On the wall was a whiteboard on which she had written several numbers and drawn arrows. Next to her computer was a picture of a dog – some small, fluffy thing…

Why was I not surprised.

An ECM Detective story - Killa Hertz and the case of the Missing Documents - Trudy's dog

The office wasn’t big, and fortunately. the suits had dispersed to their dark corners with neon lighting.

Trudy lifted a pile of paper from a chair, and dragged it over to her desk, so I could sit on it. With her thin fingers, she logged into the system and opened the crawl log. She slid her chair to one side, so I could see it.

Because the documents were stored in Documentum, as well as SharePoint, there were two content sources. (That’s another name for the place where the documents are.)

One was the default one which pointed at all the documents in the SharePoint repositories  (as well as the web pages, etc. that made up SharePoint). The other pointed to the Documentum repository.

I pulled out my notepad, grabbed a pen that was lurking under some industry magazine on Trudy’s desk, and started writing things down.

“OK, Trudy – According to this crawl log, 354,054 documents in the Documentum repository have been crawled. But  how many are actually there?

to be continued…

Part 4


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