Follow these steps to perform a manual mass deletion in a Venio project while preserving re-indexing integrity. This is not recommended except for extrenuous circumstances.
- Ensure you have administrative access to the Venio project.
- Verify the custodians/documents to be deleted are correctly identified.
- Back up critical data before starting (just in case!).
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Tag Documents for Deletion
- Navigate to the Venio project.
- Use the search or filter function to identify the ~1700 custodians’ documents.
- Apply a unique tag (e.g.,
Delete_Custodians) to all documents slated for deletion.
- Double-check the tagged documents to avoid errors.
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Export a Loadfile with Repository Paths
- Go to the Export module in Venio.
- Configure the export settings:
- Native Files: Select "Do not copy native, use repository native file path".
- Text Files: Select "Do not copy fulltext, use repository fulltext file path".
- Images: Select "Do not copy image, use repository image file path" and include the Opticon file with access and image paths.
- Export the loadfile for the tagged documents.
- Save the loadfile securely for reference.
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Delete Records from the Database
- Use the Delete Records function to remove the tagged documents from the database only.
- Filter by the
Delete_Custodians tag to select the records.
- Confirm the deletion (this affects metadata only, not physical files yet).
- Verify the records are removed from the project interface.
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Batch Delete Physical Files
- Access the file repository (native, text, and image locations) using the paths from the loadfile.
- Have your infrastructure team create a batch delete script or file management tool to delete the corresponding native, text, and image files
- Run the script in a controlled environment to avoid unintended deletions.
- Confirm all targeted files are deleted from the repository.
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Verify and Monitor Re-Indexing
- Check the Venio project to ensure no residual data remains for the deleted custodians.
- Monitor the re-indexing process:
- Venio’s indexing should proceed without disruption since only tagged records and their files were removed.
- If issues arise, check the audit logs or contact Venio support.
- Run a small test deletion (e.g., 10 custodians) first if you want to validate the process.