Using DocuNECT Document Analyzer v3.0

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Document Analyzer allows you to inventory documents that are stored on your hard-drive, network file shares, and an attached USB drive. This is a free-application that is provided by Portford that helps identify different types, duplicates and volume of documents. This application can be used to help organize documents as part of a migration to a document management system.

MainScreen.jpg

What's New?

This version provides the additional features over v2.5:
1) This version utilizes Microsoft's .NET v4.0 Framework.
2) The database engine has been upgraded to utilize the Microsoft Access Engine, which is also 64 bit compatible.
3) The user interface has been enhanced to provide a more graphical look and feel.
4) There are two useful charts that have been added that help you understand how the documents are being used.
5) An analysis run can be exported/imported between systems.
6) We have also added the ability to re-create a folder structure. The documents are replaced with 1 KB placeholders, which makes large structure more portable. This allows the structure to be analyzed on another machine, which is useful for planning migrations.


Installing Document Analyzer

On downloading Document Analyzer, simply run the .msi install wizard and confirm the installation questions. The analyzer can be installed on the following client operating systems and requires the Microsoft .NET v4.0 Framework to be installed.

  • Windows XP (All Versions)
  • Windows Vista (All Versions)
  • Windows 7 (All Versions)

Installing the Microsoft Access Engine (ACE) Driver

The Document Analyzer utilizes Microsoft's Access Engine, which is provided as part of Microsoft Office. When the analyzer is run it will check whether you have this engine installed on your machine. If not then an error message will be displayed. To download and install the driver click on the link below and then simply strart the analyzer again from the Program menu.

Download the Microsoft Access Engine Driver


Navigating the Document Analyzer

Once installed, navigate to Start > Program > DocuNECT > Document Analyzer

If using the analyzer for the first time the application will be displayed with no runs displayed. The application stores the run in a local database that is installed with the system so you can snapshot the attributes of the documents on your system at a given time. All runs are displayed in the list on the main screen.

The application options are all available via the toolbar, which has the following options:

1-Analyze.jpg Analyze a Folder Structure
2-Delete.jpg Delete an Anlaysis Run
3-ExportFile.jpg Export an Analysis Run to a File
4-ExportStructure.jpg Export an Analysis Run to a Structure
5-Import.jpg Import an Analysis Run
6-Info.jpg Information on a Selected Analysis Run
7-Compare.jpg Compare Two Analysis Runs
8-Timsepan.jpg Analysis Run Document Time Span
9-Help.jpg Help
10-Exit.jpg Export an Analysis Run to a Structure

Analyze a Folder Structure

Click on the Analyzer button on the toolbar and the following popup will be displayed.

Analyze1.jpg

1) The Root Path is the starting path for the analyzer to gather the document information. Note the analyzer will include documents in the entire folder structure within the selected root path.

2) The Run ID allows you to uniquely identify the run.

3) In the Run Name, add text to identify the run at a later date such as "My Local Machine" or "Company Network Drive".

4) The application identifies duplicate documents by creating a MD5 hash of the file. This can create an overhead if working with large numbers of files, so you can ignore duplicates of files over a certain MegaByte (MB) size. If this value is left blank then a default value of 20 MBs is used. To ignore the duplicates option altogether, enter 0 in this field.

5) Once the information is entered, press the Start button and the application will first retrieve the number of files in the selected Root Path. Depending on the number of files in the root this could take a while.

6) Once the file count is retrieved then a progress bar reports on the status of the analysis.

Analyze2.jpg

Once the process is complete, the analysis run will be displayed in the main list.


Deleting Object Runs

Select one or more analysis runs from the main list that you wish to delete and then click on the Delete button on the toolbar.


Exporting an Analysis Run to a File

You can export the content of an alaysis run to a Comma Separate Value (CSV) text file, which allows the results to be opened in any text editor, including Microsoft Excel. The filename will be the <Run ID>.csv and you will be prompted for the export location. Note, this file can also be imported into another Document Analyzer.


Exporting an Analysis Run to a Structure

If you are planning a migration of a network based file share and want to use DocuNECT to classify, index and migrate the documents to a document management system, then you are going to need to work with the structure in isolation to run tests to build the Lifecycle business rules. This option allows the structure in the analysis run to be exported to a folder structure. The actual file content will not be moved, the files themselves will be placeholders and given arbitrary content for the purpose of testing only.

On selecting an analysis run click on the Export Structure button on the toolbar and you will be prompted for the location of the root of the export. The application will then create a sub-folder with the <Run ID> before exporting the structure.


Import an Analysis from a File

This option allows you to import a analysis run from another system. Select the Import button on the toolbar and browse to the import file.


Analysis Run Information

Select an analysis run and press the Information button on the toolbar. This option provides useful information about the analysis run itself, including the number of duplicates displayed in a pie chart. Other information display is

  • Total number of files
  • Total number of duplicate files
  • Average file size
  • Total file size
  • Last Access Time
  • First Access Time
  • Last Write Time
  • First Write Time
Info1.jpg

Compare Two Analysis Runs for Duplicates

This option allows two analysis runs to be compared for duplicate files. Select two analysis runs from the main last and press the Compare button on the toolbar. You will be prompted for a location for the report named Compare Results - <Run1> and <Run2>.csv. If you are working to reduce the number of duplicates on a file-share then this option is useful to check in on progress as you can compare anlaysis runs on the same file-share taken at different times.


Time Span Analysis

When analyzing a file-share as part of a migration you need to understand if, when and how it is being used. This option can shed some light on this issue by generating a graph over a selected period of time to show how many files were created, written to or just accessed. Select an analysis run and then press the Time Span button on the toolbar.

The timeframes available are:

  • 6 Months
  • 12 Months
  • 24 Months
  • 36 Months
  • 48 Months
  • 60 Months

The following screenshot shows a 24 month graph:

TimeSpan1.jpg