startCCH Document Database Split Service
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CCH Document Database Split Service

Training and Consultancy
Last update: Reading time 3 minutes
Technical ServicesConsultancy

    The document database constitutes a critical component of your infrastructure, serving numerous CCH modules such as CCH Practice Management, CCH Personal Tax, CCH Accounts Production, CCH Audit Automation, CCH OneClick, and CCH Document Management. Large databases, which may exceed 250GB depending on the system, can impact performance.

    We use industry-leading technology (Microsoft SQL Server Filestream) to store your files efficiently. Your documents live on the file system, while the metadata is safely managed in the SQL Server database—blending speed, organisation, and robust security.

    Key benefits of the service include

    • Faster Backups and Searches: By moving older data to a secure archive, your active database remains small and efficient, making backups and searches quicker.
    • Enhanced Security: Archived databases are locked and stable, reducing risks and making data management safer and more reliable.
    • Flexible Growth: Easily create new databases for each year or as your firm expands, keeping everything well-structured.
    • Comprehensive Storage: Manage all types of files, including client documents, firm communications, audit files, templates, and internal records.
    • Advanced Technology: Powered by Microsoft SQL Server Filestream for efficient, secure file and metadata management.
    Service scope

    This service covers the management and splitting of large document database files within the CCH Central suite, including all modules using the document service. It also configures the CCH solution with updated connection details and comprehensive testing of the live database. 

    The new document database, typically named according to its year of creation (e.g., 'Document2025'), will store new live data and is expected to be smaller in size, which may facilitate faster daily backups. The older databases will remain unchanged and will be backed up less frequently, in accordance with the customer's recovery policy.

    Both in-hours and out-of-hours delivery options are available, with most customers opting for out-of-hours work to minimise downtime. The process involves closing off the existing database to new data and creating a new, active document database for continued use.
    Prior to service delivery
    Consultancy preparation:

    The consultant will contact you before the scheduled service to review requirements for delivery, including remote access via TeamViewer, server locations, and a summary of prerequisites.

    Backups:
    •  A full backup of the document and central databases should be completed prior to the service.
    • The CCH Document WCF service folders must also be backed up.
    Service readiness:
    • All users must log out of CCH Central, Audit Automation, Trust Accounts, and related applications.
    • The CCH Document WCF service must be stopped to allow updates, resulting in temporary downtime.

    If advance backups cannot be completed, backups will be performed during the scheduled service window, typically outside regular operating hours when users are logged off before work starts. Additional service charges may apply for large databases that require extended backup time.

    IT support is notified that, in cases where the customer's IT team lacks adequate experience with SQL Server or user access control tasks, these responsibilities may be handled by the service consultant.
    Post service delivery

    After the service is completed, an email summarising the tasks performed and a screenshot of the updated database in SQL Studio are provided to the customer/IT. The customer is requested to test the changes and confirm them with their consultant.

     Note: This service is carried out remotely and will impact system availability to users. 

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