The Sites hosted by the Archive Portal contain data of different types:

• XML files that host structured data (Text, Date, Number fields, etc.)
• HTML files that host rich data (Rich Text fields)
• Images (which are used in HTML files)
• Files (Word, Excel, PDF, etc.) that were attached to documents
• View indexes, stored in HTML file format

These files are stored on the hard drive attached to the Archive Portal in directories (one per Site), in their native format (.xml, .html, .png, .gif...) without having been compressed or encrypted. Anyone who has access to the disk hosting this data can thus directly open each file and access its content. The Archive Portal solution ensures data security when accessed via a web browser, but it does not offer, by default, protection against access made at the file system level. You can activate a layer of data protection by using the CTServerUtil.exe tool delivered with the Archive Portal.

Data compression

In order to optimize the space occupied by the Text files (.xml and .html), it is possible to compress all these files in .Zip format using the CTServerUtil.exe tool from the machine hosting the data of the Archive Portal sites. You must start by creating a text file (for example d:\Site_List_Zip.txt) containing the list of site folders to be processed:

d:\ArchivePortalData\Sales
d:\ArchivePortalData\SalesArch2024
d:\ArchivePortalData\Discussion
d:\ArchivePortalData\TeamRoom

Then you need to launch the data compression tool from a command window:

CTServerUtil.exe  -ZIPDELETE  d:\Site_List_Zip.txt

Compression will not affect Images or Attached Files as they are already mostly compressed. Once the execution is complete, the files present in the XML, HTML and INDEX directories of the Sites will have been replaced by .Zip files (their name does not change, just the file name extension is modified: Document_000020FA.xml -> Document_000020FA.zip). From the Windows File Explorer, you can open the .Zip files and check their content.

You can uncompress site files by re-running the CTServerUtil.exe tool from a command window:

CTServerUtil.exe -UNZIPDELETE d:\Site_List_Zip.txt

The .Zip files will then be decompressed and returned to their native format.

It is not necessary to stop the operation of the Portal Archive engine (CTServer.exe) when compressing or decompressing the Sites data, but it will be necessary to restart it at the end of the processing so that the Sites Data Format is correctly displayed in the All Sites tab of the Portal administration interface:

Sites whose data has been compressed appear in the interface with a Zipped folder icon.

Data encryption

If you need to protect the Sites data from access by administrators of the machine hosting the Archive Portal, you can request local encryption of the data. This encryption will apply to all files on the site containing data:

• XML files containing the structured data (they will be zipped with a password)
• HTML files containing the Rich Text (they will be zipped with a password)
• Images (they will be encrypted)
• Attached files (they will be encrypted)
• HTML View Index files (they will be zipped with a password)

The first step is to define the password that will protect the data. This action is performed by a security officer. From the machine hosting the Archive Portal, he will launch the CTServerUtil.exe tool from a command window:

CTServerUtil.exe  -SETPASSWORD  Password123!  c:\Apache24\cgi-bin\CTArchivePortal\CTServer.ini

The second parameter is the chosen password (here Password123!) and the third parameter is the path to the CTServer.ini file. The password will be encoded and stored in the CTServer.ini file at the CTEncryptKey= key. Only security officers should know the password. They should not share it with the Archive Portal administrators.

The second step, performed by the administrators of the Archive Portal, consists of defining the list of Sites whose data we want to encrypt locally. To do this, we must create a text file (for example d:\Site_List_Encrypt.txt) containing the list of site folders to be processed:

d:\ArchivePortalData\Sales
d:\ArchivePortalData\SalesArch2024
d:\ArchivePortalData\Discussion
d:\ArchivePortalData\TeamRoom

Then you need to launch the data encryption tool from a command window:

CTServerUtil.exe  -ZIPDELETE  d:\Site_List_Encrypt.txt  c:\Apache24\cgi-bin\CTArchivePortal\CTServer.ini  d:\ArchivePortal\_SITE_CONFIG\Site.xml

The syntax is the same as for data compression but this time we add two new parameters:

• The path to the CTServer.ini configuration file
• The path to the file containing the list of sites Site.xml

Warning, you cannot encrypt the data of a Site that is already compressed! You must first decompress the site (via the -UNZIPDELETE command) before applying the encryption.

Data encryption combines compression + data encryption for text files (XML, HTML and INDEX) and encryption (without compression) for binary files (Images and Attached Files). Once the execution is complete, the files present in the XML, HTML and INDEX directories of the Sites will have been replaced by encrypted .Zip files (their name does not change, just the file name extension is modified: Document_000020FA.xml -> Document_000020FA.zip) and the files in the FILES and PICTURES directories will have been encrypted on site (without changing the file name).

You can unencrypt site files by re-running the CTServerUtil.exe tool from a command window:

CTServerUtil.exe  -UNZIPDELETE  d:\Site_List_Encrypt.txt  c:\Apache24\cgi-bin\CTArchivePortal\CTServer.ini  d:\ArchivePortal\_SITE_CONFIG\Site.xml

The files will then be decrypted and returned to their native format.

It is not necessary to stop the operation of the Archive Portal engine (CTServer.exe) when encrypting or decrypting the Sites data, but it will be necessary to restart it at the end of the processing so that users can access the Sites data and the Data Format is correctly displayed in the All Sites tab of the Portal administration interface:

Sites whose data has been encrypted appear in the interface with a key icon.

Data indexing

You can check the creation status of the Full Text Indexes for the sites in the All Sites tab of the Portal administration interface :

The icons in the FullText column indicate the index status for each site :

: A full-text index has not been created for this site. Search functionality is not available.

: A simple full-text index is available (textual indexing of document content).

: An advanced full-text indexing is available (indexing of documents and attached files).

It is possible to create simple indexes from the Archive Portal administration interface using the / Search Index button.

Il est possible de créer les index simples depuis l'interface d'administration de l'Archive Portal en utilisant le bouton  / Search Index. The simple index files GlobalIndexWord.zip and GlobalIndexID.zip are then available in the FTINDEX directory of the site :

To create advanced indexes, you must use the CTServerUtil.exe utility. First, create a text file (for example, d:\Site_List_FTIndex.txt) containing the list of folders for the sites to be processed :

d:\ArchivePortalData\Sales
d:\ArchivePortalData\SalesArch2024
d:\ArchivePortalData\Discussion
d:\ArchivePortalData\TeamRoom

Next, you need to launch the Full Text index creation tool from a command prompt window :

CTServerUtil.exe  -FTINDEX  d:\Site_List_FTIndex.txt  c:\Apache24\cgi-bin\CTArchivePortal\CTServer.ini

Once the execution is complete, the advanced index files will be present in the FTINDEX directories of the Sites :

Once all the indexes have been created, the Archive Portal server must be restarted for them to take effect. If a site has both simple and advanced index files, only the advanced files will be used.