Building Collections

Before users can search or classify enterprise information, it generally must be indexed. The K2 system uses various gateways to access and gather information into a universal index, called a collection. The K2 Spider or the Index Server can manage the indexing process that builds your collections. You control the indexing tool through the K2 Dashboard or through command-line tools such as rcadmin.

A collection stores the locations of all indexed documents and a list of essentially all words contained within the text of the documents. Collections are in general much smaller than the total size of the documents they represent. When a user chooses to view a document returned as a search result, K2 uses a gateway to retrieve the document from its repository.

A single K2 system can have multiple collections. For example, a business could establish a collection containing all human resource documents, such as resumes and personnel records. The same business could set up another collection that contains all customer service information, or a third that contains departmental budget forecasts and reports. It can then configure K2 to allow some users to search all of these collections, and to restrict other users from a particular collection. For example, only those employees in the human resources department who need access to personnel records would be able to run searches against the human resources collection.