It is essential to guarantee business continuity by maintaining operational status for the DocuWare system and its associated services at all times. Users must have continuous access to documents, data, and applications.
Availability
As a document management system is often integrated into a diverse IT environment, a failure can still occur for reasons unrelated to the DMS. These may include hardware failure or the infection of client computers within the company with malware.
DocuWare's scalability allows it to prevent the failure of individual servers or components. Servers and other components can be installed multiple times to ensure seamless redundancy in the event of a hardware crash.
Note: A geographically distributed system is a complex implementation and is therefore only recommended with the input of DocuWare Professional Services.
Data backup
Back up your DocuWare data and documents so you can restore them if your computer crashes. Backing up your DocuWare databases and storage locations is the responsibility of your company's IT department. There is no DocuWare mechanism that automatically backs them up.
Back up the following DocuWare components externally:
Databases
The database systems supported by DocuWare have their own applications for data backup. Please use these applications to back up the following databases:
DWSYSTEM: system- and organization-relevant data
DWDATA: system-internal information for searching and finding documents
DWNOTIFICATION: email notifications (optional)
DWWORKFLOWENGINE: data on process automation
it is also possible to restore the database DWDATA at file level using the metadata backup if necessary. For this option to be available in the event of data loss, the metadata must have been backed up in the ZIP-based DWX format in the file cabinet storage location. To do this, activate the Index data backup in storage location option in the archive settings under General > More options > Information for administrators .
This redundantly saved metadata can be restored using the Document Tool console application.
Storage location contents
A storage location is a file directory in the network in which documents and files from the archives and mailboxes, among others, are saved. You can find a list of your Storage Locations in DocuWare Administration under DocuWare System > Storage Locations.
System Storage
Various important data, e.g. for DocuWare Forms, is stored in this folder. You can find the System Storage path in DocuWare Administration under
DocuWare System / General / System Storage Path
Full text files
The full-text server stores data from documents and uses it for search queries. By default, the data is stored on the computer on which the full-text server is installed.
In order to be able to work again quickly after a system failure, it makes sense to save these catalog files as part of a backup so that they can be restored quickly and easily.
You can find the path to the full text files in DocuWare Administration under
DocuWare System / Data connections / fulltext server connection
If no backup of the full-text catalog files exists, they can also be restored from the DocuWare database in an emergency.
Configuration files
DocuWare has additional settings that should also be backed up:
Server settings in %ProgramData%\DocuWareThisdirectory contains server and desktop configurations, among other things.
DocuWare Desktop Settings: The configurations of the DocuWare Desktop App are usually saved in the folder ProgramData%\DocuWare\Desktop. If the Desktop Service is not running under the System User, these files are saved under %LocalAppData%\DocuWare\Desktop of the corresponding user.
COLD configurations (DocuWare 5.x)In older DocuWare versions it was possible to create COLD configurations. If you have them, you should save these configurations. You can find the path in DocuWare Administration under DocuWare System / General / COLD Directory.