RecordPoint Database Migration to New SharePoint Farm

This topic covers how to backup an existing RecordPoint environment and restore it onto a new farm which does not have RecordPoint installed. To restore it onto a different farm already using RecordPoint instead, click here.

 

Steps for the Existing RecordPoint Environment:

1. Identify and Backup Content Databases

Navigate to Central Admin > Application Management > Manage content databases. Identify which content databases need to be backed up for both RecordPoint and your active site(s):

  • Active Site Databases - select the web application(s) for the active site(s). Each listed database will need to be backed up.
  • RecordPoint Databases - select the web application for RecordPoint. Each listed database will need to be backed up (there will be a minimum of three databases here).

The only supported method to backup and restore databases of a RecordPoint environment is through SQL Server Management Studio. Follow the steps under "Use SQL Server Tools..." from this article and backup your databases. These backup files will then need to be copied somewhere accessible by the SQL Server Management Studio of the Target Farm.

2. Identify Ports and URLs

Navigate to Central Admin > Application Management > Manage web applications.

Make a note of the ports and URLs used in your RecordPoint and Active site web applications. These will be needed when creating the web applications in the new farm. 

3. Export the Term Set

Use the script found here to export the RecordPoint Term Set in your Managed Metadata Service. This file will need to be copied into the new farm.

4. Export RecordPoint Rules

Navigate to your RecordPoint Site > Management > Rule Settings. Click Export Rules. This file will need to be copied into the new farm.

 

Steps for the New Farm:

5. Restore Databases on the New Farm

Follow the steps under "Use SQL Server Tools..." from this article and restore each of your databases from step 1. When specifying the Source, select "Device" and choose a backup file. Give the Destination Database a new name only if a database with the backup source's name already exists - otherwise, keep the default value.

6. Setup Installation Prerequisites

If you are using SharePoint 2013, click here to view the prerequisites. For SharePoint 2016, click here.

7. SharePoint Setup

Follow the steps outlined here to setup SharePoint.

  • When creating the web applications for RecordPoint and the Active Sites, use the same ports and URLs noted in step 2. Keep the default database. 
  • In this scenario, do not create a site collection for the Active web application.

8. Import the Term Set

Navigate to the new Managed Metadata Service.

Create a new Term Group titled "RecordPoint" then import the Term Set CSV file generated in step 3 into this group.

9. RecordPoint Installation

Follow the steps up to and including "Local Deployment" listed here (but skip "License RecordPoint..." since a new license will not be needed). Do NOT perform "Content Deployment."

10. Remove and Attach Databases

Navigate to Central Admin > Application Management > Manage content databases. 

  • Active Site Databases - select the web application(s) for the active site(s) and remove each existing database. Add the Active Site databases that were restored in step 5.
  • RecordPoint Databases - select the web application for RecordPoint and remove each existing database. Add the RecordPoint databases that were restored in step 5.

11. Perform an IIS reset and restart the SharePoint Timer Job Service on all servers.

12. Add Timer Jobs to RecordPoint and Active Sites

Navigate to Central Admin > Application Management > RecordPoint Deployment and Configuration > Configuration. The timer jobs will be added by disabling then re-enabling certain features here.

Select the RecordPoint web application and site, check "Show Administrative Components" and click OK. Uncheck the following features then click Update:

  • Connectors
  • RecordPoint Daily Tasks Infrastructure
  • RecordPoint Disposal Infrastructure
  • RecordPoint Generic Tasks Infrastructure
  • RecordPoint Queueing Infrastructure
  • RecordPoint System Monitor

After the results show that the above features have been disabled, recheck these features and click Update again. When they have been enabled, click Next.

Select the Active web application and site, check "Show Administrative Components" and click OK. Uncheck the following features then click Update:

  • RecordPoint Active Daily Tasks Infrastructure
  • RecordPoint Active System Monitor
  • RecordPoint Queueing Infrastructure Active Site

After the results show that the above features have been disabled, recheck these features and click Update again. When they have been enabled, repeat this process for each Active site collection as needed. Click Finish when done.

 

Step for the Active Site(s):

Using a farm account, navigate to your Active site(s) and perform the following:

13. Re-add User and Group Permissions

Navigate to Site Settings > Site Permissions.

  • Click Site Collection Administrators and temporarily add the farm account. Make a note of the other administrators listed, remove them, and press OK. Click Site Collection Administrators again and add the removed accounts back in.
  • Within each SharePoint group, remove then re-add all users and groups. 

Repeat for each Active Site as needed.

 

Steps for the RecordPoint Site:

Using a farm account, navigate to your RecordPoint site and perform the following:

14. Re-add User and Group Permissions

Navigate to Site Settings > Site Permissions.

  • Click Site Collection Administrators and temporarily add the farm account. Make a note of the other administrators listed, remove them, and press OK. Click Site Collection Administrators again and add the removed accounts back in.
  • Within each SharePoint group, remove then re-add all users and groups. 

15. Update Term Store Selections

Navigate to Management > Pack Settings.

  • Under "Select the Transfer Standard...", there may be fields that reflect the VERS standard despite it not being selected. If this is the case, in the dropdown you can click "VERS" and then click "Select .." again to make the fields disappear. 
  • Select the proper Term Store/Group/Set and click Update.

16. Import RecordPoint Rules

Navigate to Management > Rule Settings, browse for the rules file exported in step 4 and click Import Rules. Keep "Delete all rules prior to import" checked. This is needed to repopulate the outcomes with the proper classifications.

17. Update Search Application and Initialise Search

The account being used for this step must be an administrator with full control over the search and managed metadata services. 

Navigate to Management > Search Settings.

  • Choose the proper Search Application and click Update.
  • Click Initialise. If you had to update the Search Application above, then you may need to refresh the page in order to click this. Note that this will run two full crawls.

 

Once all steps have been completed successfully, RecordPoint will be ready for use in your new environment.

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