Maintenance Task Checklist
This checklist does not replace the full SFX documentation. It can be used to set up and maintain your SFX installation. See the associated documentation as listed in the table for further details on each task. Further tasks may need to be performed after the use of specific functions. Follow the documentation as appropriate.
You can schedule the maintenance tasks listed in this appendix to be run as cron jobs. For more information, see Scheduling File System Maintenance Tasks .
Note that cronjobs for jobs set via the Server Admin Utility can be viewed using the utility. You can also view your cronjobs by typing the following from the command line:
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crontab -l
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This command displays a list of the content of the UNIX user’s crontab. Note that each UNIX user has a unique crontab.
Instance-specific maintenance tasks such as building the A-Z list or clearing the SFX_REQUEST table must be run with the instance user. Make sure that you always run scripts with the correct user.
| Task #, Name | Notes | Cloud Environment | Recommended Frequency | Documentation References |
|---|---|---|---|---|
| 1 - File system - clean file system regularly | KBTool files (dataloader, export tool, etc.): exlibris/sfx_ver/sfx_version_4/<instance>/dbs/scratch
Do not delete sessions directory
Revision update reports and downloads: /exlibris/sfx_ver/sfx4_1/tmp Logs for Server Admin Utility tasks and instance apache logs: /exlibris/sfx_ver/sfx4_1/<instance>/logs/apache /exlibris/sfx_ver/sfx4_1/proxy/logsDo not delete latest files in the e_collection directory |
Cloud customer is responsible for all cleaning under their <instance> directory; Ex Libris administrators clean everything under sfxglb41, tmp and app directories. | At least monthly | File System Maintenance |
| 2 - File system - clean Apache logs | Cleanup of all Apache error and access logs. Proxy Apache can be performed via the Server Admin Utility. The instance Apache logs need to be deleted from the command line. For example: >>cat /dev/null > access_log. | All Apache log files are cleaned by ExLibris administrators. | Monthly | Clean Apache and MySQL Logs |
| 3 -Maintaining local files | Keep track of your local files and broken symbolic links to ensure that changes in SFX over time do not affect their functioning. (Use the Server Admin Utility to check for broken symbolic links and local files). | Cloud customer responsibility. | Ongoing | UNIX Symbolic Links , Check for Broken Symbolic Links , and Check for Local Files |
| 4 - Database - MySQL® check tables | Use the Server Admin Utility to run table checks on sfxglb41 and all local instance databases. | Ex Libris administrators do this periodically. | At least monthly | Database Maintenance |
| 5 - Database - MySQL® repair tables | Use the Server Admin Utility to run table repairs. | Ex Libris administrators repair on a need-to basis. | When problems are found with the check command | Database Maintenance |
| 6 - Clear SFX_REQUEST table via cron regularly | This table needs to be cleared every night. This can be added to the crontab via the Server Admin Utility. This job is crucial, as the system might crash if it is not done on a regular basis. | Scheduled during Cloud customer implementation. | Daily | Clear SFX_REQUEST Table |
| 7 - Statistics - move online to offline via cron regularly | Use the Server Admin Utility to set up a scheduled cronjob to move online stats data to offline tables. | Scheduled during Cloud customer implementation. | Depends on the usage load of the server and reporting needs | Guidelines for SFX Statistics Maintenance section of the SFX Advanced User’s Guide |
| 8 - Statistics - move offline to archive via cron regularly | Use the Server Admin Utility to archive offline table data once statistics queries have been run. We recommend archiving every 200,000 requests to keep the number of items contained in the offline table as manageable as possible. Use the SFX Admin interface to schedule statistical queries and have the results delivered via e-mail. | Cloud customer responsibility. All SFX usage statistics older than 1 year is automatically moved to an archive file for Cloud customers. | Depends on the usage of the load of the server and reporting needs | Guidelines for SFX Statistics Maintenance section of the SFX Advanced User’s Guide |
| 9 - KB updates | SFX revision updates contain software updates and database updates. Database updates are released at the beginning of each week. Software updates are released about every three months. Notifications are sent to the sfx_supp email list serv. | Ex Libris administrators apply the revision, but Cloud customers must check the KB reports. | Weekly | SFX KnowledgeBase Update section of the SFX General User’s Guide |
| 10- RSI Index | This is used by SFX the multi-object window and MetaLib to display an appropriate FullText indicator for each record. The index needs to be created regularly. Use the Server Admin Utility to set up a cron job. Note that this index needs to be up to date before creating the A-Z list index (see next maintenance task). | Scheduled during Cloud customer implementation. | As you determine | Rapid Service Indicator |
| 11 - A-Z List | If you are using the A-Z List, set up a regular cronjob to index the list. Use the Server Admin Utility to create the job. Note that the RSI index needs to be up-to-date before creating the A-Z list index. When setting up cron jobs for both indexes, schedule the RSI index and the A-Z index to be built at the same time. | Cloud customer responsibility. If it is known at installation that customers are using A-Z, this is set up during implementation. | As you determine | A-Z and eBook Search Indexes and the A-Z List section of the SFX Advanced User’s Guide |
| 12 - Additional optional tasks (depending on whether these features are being used) | Google Export
Pubmed Export MARCit! Export |
Cloud customers. | As you determine | Export Google Institutional Holdings File , the Google Scholar Format section of the SFX General User’s Guide, the PubMed XML LinkOut section of the SFX General User’s Guide, and MARCit! documentation |
| 13 - Cleanup of the old revision update reports stored in the SFX DB. | To perform this task, use ServerAdminUtil > 9 Revision update > 1 Clean REPORT tables. The option allows you to delete specific revision reports or delete all but the last three reports. Run this task as the sfxglb41 user. | Ex Libris administrators perform this task. | Once a month. | Clean REPORT Tables |
| 14 - eBook Search | If you are using the eBook Search, set up the cronjobs to index the list. Note that the monograph RSI index needs to be up-to-date before creating the eBook Search index. When setting up cron jobs for both indexes, schedule the monograph RSI index and the eBook Search index to be built at the same time. It is possible to build or schedule a build of the RSI and eBook Search indexes for multiple instances. Use the Server Admin Utility to create the jobs. | Cloud customer responsibility. If it is known at installation that customers are using eBook Search , this is set up during implementation. |
An incremental only build once a day (or on another frequent schedule). This build is fast and will not impact SFX performance. A build using the incremental unless complete build is required option once every night (or less frequently, for example, a few times a week or even weekly). Do not schedule this build to run during the day because a complete build is performed if the incremental build cannot be run. Running a complete build may impact SFX performance. Alternatively, it is possible to only set up only the second scheduled task if there are few changes expected in activation information for books and if it is acceptable to not have the activation changes reflected immediately in the eBook search and RSI monographs. |
A-Z and eBook Search Indexes and the A-Z eJournal List and eBook Search section of the SFX Advanced User’s Guide. |
| 15 - Automated localization of the Elsevier ScienceDirect targets | Optional task (depending on whether Elsevier ScienceDirect is part of the library collection and the autoload option is in use) | Cloud customer responsibility. (Provide ExLibris support with their institutional token from Elsevier.) Ex Libris administrators schedule this task. |
Once a month | For more information, see the Elsevier ScienceDirect Autoloader section of the SFX System Administration Guide. |
| 15 - Automated localization of the Ovid targets | Optional task (depending on whether Ovid is part of the library collection and the autoload option is in use) | Cloud customer responsibility. (Provide ExLibris support with their institutional token from Ovid.) Ex Libris administrators schedule this task. |
Once a month | For more information, see the Ovid section of the SFX System Administration Guide and the Ovid section of the SFX Target Configuration Guide. |
| 15 - Automated localization of the Springer Journal target | Optional task (depending on whether Springer is part of the library collection and the autoload option is in use) | Cloud customer responsibility. (Provide ExLibris support with their institutional token from Springer.) Ex Libris administrators schedule this task. | Once a month | For more information, see the Springer Journal section of the SFX System Administration Guide and the Alma and SFX Target Parser and Linking Parameter Guide. |
| 15 - Automated localization of the SpringerBook target | Optional task (depending on whether Springer is part of the library collection and the autoload option is in use) | Cloud customer responsibility. (Provide ExLibris support with their institutional token from Springer.) Ex Libris administrators schedule this task. | Once a month | For more information, see the SpringerBook section of the SFX System Administration Guide and the Alma and SFX Target Parser and Linking Parameter Guide. |
| 16 - CDI Export | If you are using the Primo discovery system and CDI, set up the cronjob to create a daily CDI export from the Server Admin Utility or schedule the task from Task Manager. | Ex Libris administrators perform this task. | Daily | CDI Export section of the SFX General User’s Guide, the ServerAdmin Utility and Task Manager sections of the SFX System Administration Guide. |
| 16 - Automated localization of the Taylor & Francis eBook target | Optional task (depending on whether Taylor & Francis eBooks is part of the library collection and the autoload option is in use) | Cloud customer responsibility. (Customers provide Ex Libris Support with their institutional token from Taylor & Francis.) Ex Libris administrators schedule this task | Once a week (Saturday is the recommended day) | For more information, see the Taylor & Francis eBook section of the SFX System Administration Guide and Using the Taylor & Francis AutoLoader for SFX |