CopiaFacts uses and processes many different types of file data. This topic describes how we define each type of data and summarizes how and where it is stored. Some CopiaFacts data files and storages contain data of more than one class.
How CopiaFacts stores and processes each of the classes of document defined below is described in more detail in the topics linked from the sub-headings below..
This is data used by CopiaFacts programs to define operating parameters. Some is held in the Windows Registry, and some in control files. The control files mainly consist of text files which can be maintained using COPIAEDIT or an alternative such as NOTEPAD.
Configuration data is held in the Registry in HKLM and HKCU in the keys under Software\Copia. HKCR also contains operational data about CopiaFacts programs. Dynamic data relating to application user interfaces, such as window positions and recently used files, is held in the HKCU registry.
Control files containing configuration data have extensions CFG, INI, USR, UJP, MBX, FST. The hardware and license configuration is held in FAXCOUNT.HWL and in updates with extension .CopiaKey. These files may contain personal data relating to administrative personnel.
CopiaFacts may be configured to make backup copies of all these files when they are changed.
When a CopiaFacts licensee processes data for external customers and clients, the data identifying abd describing these customers is held in control files with extensions USR, UJP, MBX, and in template files with extension FST. These files may contain personal data relating to customer personnel and file names may identify their names. For e-mail applications, customer domain names may be used as folder names.
When a CopiaFacts system is used by internal users, personal data relating to users is held in USR and MBX files, and in template files with extension FST.
Data for each fax, voice, e-mail or SMS transaction is recorded in a file with extension FS, MCF, or MIF. These files will contain routing data such as e-mail names and addresses, fax, phone, or SMS numbers, and the file names of documents being transmitted. They will also contain the dates and times of transmission attempt(s). This data class does not include the transmitted data itself.
CopiaFacts provides an option to delete FS, MCF and MIF files after the transaction (and any scheduled retries) is complete.
This data class consists of the 'documents' sent and received by CopiaFacts. It includes all document formats such as Office and PDF documents and images, whether as originally submitted or received, or after conversion to or from faxable format, MIME e-mail, or voice or SMS messages. The transmitted data is often confidential.
Document data files usually need to be written as 'temporary' files during conversion from one format to another and while being transmitted or received. The folder(s) to be used for temporary storage can be selected in the configuration, but its location may be constrained by technical and performance issues.
Some temporary files are automatically deleted after use; others may need to be retained (for example when the same document is to be sent to multiple destinations) and would then be deleted at the end of a broadcast job or by using the CopiaFacts housekeeping utility.
CopiaFacts can be configured to log all transactions for accounting purposes and to create diagnostic trace files with details of how each transaction has been processed. In addition customer-specified data can be extracted for each transaction into CSV files. Some ttrace files may contain personal or confidential data.
All types of file may contain partial or full 'transaction data', including routing details and timing. Trace files are normally retained for only one week because the file extension includes a day-of-week number and file names are re-used. All the other files will have a date in the filename and can be retained for as long as is required by the CopiaFacts licensee.
Copia provides a housekeeping utility which can be configured to delete or archive trace and log data files with a configurable retention schedule.
