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IBM Cognos Analytics Content Store Cleanup

Cognos Content Store Cleanup: Tidy up

Proactively reduce the size of the Content Store to avoid conflicts and performance degradation of IBM Cognos BI and Analytics

Overview

Cognos allows users to have full control over their content in personal and public areas. If strong retention rules are not in place, there is a chance of lots of stale content cluttering the Content Store. Over time, it can become unmanageable to maintain a healthy environment: some if the side effects of huge content are : performance, degradation, locking of the Content Store, corrupted objects, and more. As a requirement for seamless upgrade, move to Cloud or following proven practices, a Cleanup of the Content Store is a task that needs to be executed on regular basis.

Business Challenge

Connect to different environments and product versions from the same application. Analyze Packages, Reports, Queries, Schedules, an other objects and properties: Output Size, Number of queries, Model type, containing JavaScript, and more. Access old, large, infrequently used or obsolete objects and keep your Content Store at a healthy size, proactively avoiding related issues. Optionally archive Public and User's My Folders content.

Cognos Content Store CleanUp 

With the Content Store Cleanup automated solution, large and obsolete content can be identified by number of attributes - by pre-defined size (greater than number of Mb), - not executed or not viewed in number of days/months, - with missing owner

Easy Installation

Be up and running quickly with a pre-packaged solution with minimal configuration.

Archived/Backed-up to hard disk

Optionally, the deleted objects: Report and Query specifications, Outputs can be backed up to the hard disk following the same structures as in Cognos Content. For each execution, a folder is created with the corresponding timeframe. The user's Personal Content is stored by Account property, like CAMID or user ID.

List only or Remove from the Content Store modes

The application can be executed in List only (for reporting purpose) or Remove mode, performing the actual cleanup.

Audit

Detailed report of what was archived is generated for Audit purpose or reference for later use.

Global or constrained to specific folder

Depending on the business need, the cleanup can be performed on the entire Content Store, specific team folder or user's content. For example, if a user leaves the company, their content can be archived before cleaned up.

Not format or object restricted

An option can be specified to ignore formats of outputs or select only specific formats. If a list of identified objects is ready, it can be used as input and only these objects can be deleted.

Use Cases

Use Case 1: Using the Cognos Toolkit, a list of outputs, bigger than predefined size is collected. The list is used to delete only these outputs to free space.

Use Case 2: Based on Audit package or Cognos Toolkit, a list of reports that have not been run has been identified. After review by the business unit, the list is used to cleanup the reports with their histories, outputs, and schedules. Optionally, the report specification is also archived in the same folder as backup. All objects are deleted after archival.

Use Case 3: Report retention rules are set to indefinite. However, after running Cognos Toolkit with predefined outputs not used in x days/months/years retention option, a list of old outputs is collected. The list contains both HTML, Excel and PDF outputs. After review, the business requires the PDF outputs to be stored for business purpose. The list with the other outputs can be used in the cleanup to either archive only PDF outputs, or keep them in the Cognos environment and remove the rest.