Register content

When you register content on your IG Server, you need to add it to a Collection. You can add content to an existing collection, or create a new one during the process of adding the content. You can register files individually or as part of an archive.

Tell me about...

• What happens when I register an archive file

  Each file, including the archive itself, will be registered separately within the collection.

• The maximum size of file or item I can register

  Your IG Server allows very large files to be registered and in most cases you should not encounter problems. Files with word counts up to 2.5 million with an average word length of five characters can be supported. This equates to a file size of 15 million bytes.

• Registering text in images

  Your IG Server can perform Optical Character Recognition (OCR) scanning on images inside registered documents, if you have licensed this feature. When you register a document, the IG Server scans embedded images and registers the text extracted from the image. Any messages sent that contain this text will be detected by the IG Server.

• Allow listing

  To prevent false positive results, identify common text or images in documents that you want to register (for example copyright details, Terms and Conditions, company logos, or other boilerplate text) and add them as allow listed items.

  Reducing the chance of false positives

  There are a number of measures you can take to reduce the chance of false positives:

  • To prevent false positives of document types that are popular within your organization, you are advised to create a new blank document of each type and register this as a global allow list item.

    For example: you can allow list a new Microsoft Word document by going to File > New and then Save before you enter any text. Register this blank document as a common allow list item. This prevents any generic metadata or content that could be included in documents of this type from reporting a match against registered items.

  • You should also allow list common items, such as any document templates, themes, copyright details, or boilerplate text that are commonly used in documents within your organization.

  Allow list items

  Unless you use "common allow listing", allow list items are specific to a particular collection; they only apply to items that are part of that collection.

  Common Allow listing

  Any file or text that is added as a common allow listed item will be applied across all collections. It therefore provides a convenient method of adding common content, for example company logos and copyright statements, across all collections without the need to register it individually across multiple collections.

  Common allow listing is available to Compliance Officers only.

  We recommend that Compliance Officers (CO) create a new collection specifically to contain common allow list items. In addition, the items should not be moved into collections not owned by the CO or any other CO, nor should the CO change the owner of a collection containing common allow list items to a user who is not a CO.

How do I...

• Add a new collection?

  You can add a new collection in two ways:

  • By adding the collection from the Collection panel. You can do this without having to register content at the same time. Show me

    1. Click Registry.
    2. Select the user or group that you want to add the collection to from the drop down menu.

    3. Select Create a collection from the Collections drop down menu.

       The Create a collection dialog is displayed.

    4. Enter the collection name and click Create.
  • By adding the collection at the same time as registering content. Show me

    1. Click on the Item Manager bar.

       The Register an item dialog is displayed.

    2. After you have selected the file to upload, select Create a collection from the Collection drop down menu.
    3. Enter the collection name and click Create.
• Register content?

  1. From the Home page, click Registry.

  2. Click on the Item Manager tool bar.

     The Register an item dialog is displayed.

  3. Select Registered item from the Item type drop down menu.

  4. Click Choose file.

     The File Explorer window is displayed.

  5. Select the file you want to register.
  6. Select the collection you want to add the file to from the Collection drop down menu. You can create a new collection to add the file to from this dialog.
  7. Optional. If your IG Server has been configured to force item classifications, select the item classification from the Classification drop down menu.
  8. Optional. Add item properties.
  9. Click Register.
• Allow list content?

  1. Click Registry.

  2. Click on the Item Manager tool bar.

     The Register an item dialog is displayed.

  3. Select Allow listed item from the Item type drop down menu.

     Optional, for users with sufficient privileges, select Common allow listed item.

  4. Depending on what you want to allow list, select either the Allow a file or Allow text button.

  5. Depending on your selection in the previous step:

     Allow a file:

     Click Choose File and select the file you want to allow list.

     Allow text:

     Enter text to be allow listed in the text box.

  6. Select the collection you want to add the file to from the Collection drop down menu. You can create a new collection to add the file to from this dialog.
  7. Click Register.

See also...

• Register
• Classify content
• Deregister content
• Registry Search
• Set item properties
• Register content
• Work with content