RecordPoint Database Migration to Existing SharePoint Farm

This topic covers how to backup an existing RecordPoint environment and restore it onto a different existing farm already using RecordPoint. To restore it onto a brand new farm instead, click here.

For the remainder of this article, "Source Farm" will refer to the RecordPoint environment that is being backed up, and "Target Farm" will refer to the environment being restored onto. Make a note of the Source Farm's RecordPoint URL as this will be needed later.

 

Steps for the Source Farm:

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. Export the Term Set

Use the script found here to export the RecordPoint Term Set in your Managed Metadata Service. Copy this file into the Target Farm.

3. Export RecordPoint Rules

Navigate to your RecordPoint Site > Management > Rule Settings. Click Export Rules. Copy this file into the Target Farm.

 

Steps for Target Farm:

4. Restore the databases on the new environment

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.

5. 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 4.
  • RecordPoint Databases - select the web application for RecordPoint and remove each existing database. Add the RecordPoint databases that were restored in step 4.

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

7. Add Alternate Access Mapping (AAM)

Navigate to Application Management > Configure alternate access mappings.

Click Add Internal URLs, select the RecordPoint web application, and add the Source Farm's RecordPoint URL to the default zone.

8. Import the Term Set

Navigate to the Managed Metadata Service and import the Term Set CSV file generated in step 2 into the RecordPoint group. 

9. Re-add Timer Jobs to Active Sites

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

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.

 

Steps for the Target Farm's Active Site(s):

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

10. Update URL for RecordPoint

Navigate to Site Settings > General Settings under the RecordPoint heading. Change the URLs to the Target Farm's RecordPoint URL and click Update. 

11. 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 steps 10 and 11 for each Active Site as needed.

 

Steps for the Target Farm's RecordPoint Site:

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

12. Update RecordPoint URLs

  • Navigate to Management > General Settings. Change the Site URL field to the Target Farm's RecordPoint URL and click Update.
  • Append "/Lists/RecordPointConfig/" to your RecordPoint URL. Confirm that the URL values in the following fields match the Target Farm's RecordPoint URL:
    • RecordPointSiteUrl
    • ISO15489RecordStorageSettings
    • ISO15489BinaryStorageSettings
    • ISO15489FileStorageSettings
    • ISO15489BoxStorageSettings
    • StorageSiteSettings (there will be a minimum of two URL values here)

These fields should already contain the proper URL once the URL in General Settings has been updated. If not, then update them now. In addition, you will need to update the following field as this will not change automatically:

    • TransferConversionUrl

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. 
  • Navigate to Management > Security Settings and click Update Permissions.

14. 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.

15. Import RecordPoint Rules

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

If there are any patterns that reference a root URL of any Source Farm Active Site, then these will need to be updated accordingly.

16. 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 with the updated content.

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