ELO (ECM Suite) — Sources — Binom Governance

Copy formulas into the KPI Definition Card, then adapt grain and filters.

Example

Documents created

How many Sord documents were created in the period?

COUNT(*) FROM sord_document WHERE CreateDate IN period

Grain: Created Sord document
Fields: SordDocument.ObjId, SordDocument.CreateDate, SordDocument.MaskName
Dimensions: mask, org_unit

CreateDate from the Sord header; exclude system/trash folders.

Adapt: Separate by mask for invoices vs contracts vs other documents.

Example

Checked-out documents

How many Sord documents are currently locked (checked out)?

COUNT(*) FROM sord_document WHERE LockedBy IS NOT NULL

Grain: Locked Sord document (snapshot)
Fields: SordDocument.ObjId, SordDocument.OwnerId
Dimensions: mask, org_unit

Use the LockedBy flag for checkout status.

Adapt: Separately flag long locks (> 7 days) as a risk.

Versions count

How many new versions were created in the period?

COUNT(*) FROM sord_version WHERE EditDate IN period

Grain: Sord version
Fields: SordVersion.ObjId, SordVersion.VersionNo, SordVersion.EditDate
Dimensions: mask

Use daily aggregates per mask at high volume.

Adapt: Exclude auto-generated rendition versions from counts.

Storage volume by mask

How much storage volume sits in each mask?

SUM(FileSize) FROM sord_version JOIN sord_document ON sord_document.ObjId = sord_version.ObjId GROUP BY sord_document.MaskName

Grain: Sord version (latest per document)
Fields: SordVersion.FileSize, SordDocument.MaskName
Dimensions: mask

Count only the latest version per document.

Adapt: Report large scan/image masks separately.

Rights grants per document

How many active rights grants does the average document have?

AVG(grant_count) FROM acl_right GROUP BY ObjId

Grain: Sord document (rights snapshot)
Fields: AclRight.ObjId, AclRight.UserId, AclRight.AccessLevel
Dimensions: access_level, org_unit

Distinguish group vs individual rights — group expansion distorts counts.

Adapt: Evaluate "everyone"/public grants separately as a risk flag.

Formula overview

Same formulas as a table — copy into KPI cards or SQL drafts.

Label	Formula	Grain	Fields
Documents created	`COUNT(*) FROM sord_document WHERE CreateDate IN period`	Created Sord document	SordDocument.ObjId, SordDocument.CreateDate, SordDocument.MaskName
Checked-out documents	`COUNT(*) FROM sord_document WHERE LockedBy IS NOT NULL`	Locked Sord document (snapshot)	SordDocument.ObjId, SordDocument.OwnerId
Versions count	`COUNT(*) FROM sord_version WHERE EditDate IN period`	Sord version	SordVersion.ObjId, SordVersion.VersionNo, SordVersion.EditDate
Storage volume by mask	`SUM(FileSize) FROM sord_version JOIN sord_document ON sord_document.ObjId = sord_version.ObjId GROUP BY sord_document.MaskName`	Sord version (latest per document)	SordVersion.FileSize, SordDocument.MaskName
Rights grants per document	`AVG(grant_count) FROM acl_right GROUP BY ObjId`	Sord document (rights snapshot)	AclRight.ObjId, AclRight.UserId, AclRight.AccessLevel

Id	Label	Grain	Notes
`mask`	Mask	sord_document.MaskName	Mask defines expected index fields — do not mix documents across masks.
`org_unit`	Org unit	elo_user.OrgUnit	Resolve org hierarchy via HR reference table.
`workflow_status`	Workflow status	workflow_flow.Status	Distinguish in-flight vs overdue vs completed.
`access_level`	Access level	acl_right.AccessLevel	Track read/write/delete/admin grants separately for access reviews.
`key_name`	Key name	objkeys_metadata.KeyName	Index field names differ per mask — normalize via mask schema before aggregation.

PII hotspots

Inventory direct and quasi identifiers for this source — tag, restrict RAW, hash or drop before marts.

Entity	Fields	Classification	Stage treatment	Treatment
ELO User	`UserName, FullName, Email, OrgUnit`	Direct	RAW: restrict access; Curated: id only; Mart: aggregates only	IDX user master data — name/login/email only with legal basis; keep UserId as key.
Sord owner reference	`OwnerId display name`	Quasi	RAW: id only; Curated: id only; Mart: aggregates only	Owner display resolves to user PII — join only by UserId.
Full-text index (Volltextsuche)	`extracted document text`	Sensitive	RAW: never store; Curated: never; Mart: never	Full text can contain arbitrary document content including third-party PII — never land it in the warehouse.
Preview renditions (TIFF/Viewer cache)	`preview image body`	Sensitive	RAW: never store; Curated: never; Mart: never	Preview binaries are derived content — no warehouse load.
ObjKeys metadata (person-related masks)	`KeyValue for Kunde/Ansprechpartner masks`	Quasi	RAW: workforce policy; Curated: aggregates only; Mart: aggregates only	Index field values in customer-related masks can contain third-party PII — review per mask.

DSDR discovery

Where personal data can hide beyond obvious contact fields — warehouse copies included.

Focus	Notes
Match keys	ObjId, UserId, VersionNo, MaskId.
Primary objects	Sord document, Sord folder, mask, ACL right, ELO user — no document bodies, no full text.
Batch / export copies	Archive-run exports and backup copies duplicate Sord metadata and owner PII.
Test / staging environment copies	Do not mix staging ELO instances with prod DMS marts.

Source-specific guidance: what goes wrong, how to prevent it, what staff must know — plus where metadata lives and how to access it.

Data quality guides 6

Prevent issues in the source first. Warehouse checks are a safety net — not a substitute for staff habits.

High ELO: document without owner

Problem: Documents without owner distort ACL and ownership KPIs.
Prevent: Create policy: owner required; sync orphan cleanup.
Staff must know: Admins: Set owner on create.
Checks: sord_document.owner_id IS NULL
Fix in source: Assign owner or archive.
Warehouse safety net: Quarantine; Unknown-owner dim.

High Version without parent document

Problem: Versions without document join break storage and version counts.
Prevent: Always load parent id in extract.
Staff must know: Data: Version natural key includes parent.
Checks: sord_version.obj_id IS NULL OR obj_id NOT IN dim_sord_document
Fix in source: Re-extract; tombstones for deleted docs.
Warehouse safety net: Quarantine orphan versions.

High ACL without principal

Problem: Permission grants without user/group are dead security ballast.
Prevent: ACL write: principal required.
Staff must know: Security: No empty ACL rows.
Checks: permission.principal_id IS NULL
Fix in source: Clean ACLs.
Warehouse safety net: Flag orphan_acl; exclude from coverage KPIs.

Medium Document without folder/cabinet path

Problem: Documents without filing path distort taxonomy rollups.
Prevent: Default folder/cabinet on create.
Staff must know: Records: Filing path is a required dim.
Checks: sord_document.sord_folder_id IS NULL
Fix in source: Move into default filing location.
Warehouse safety net: Unknown-folder dim.

Medium Document without MIME/content type

Problem: Missing content type breaks storage-by-type KPIs.
Prevent: Upload: detect MIME; allowlist.
Staff must know: Platform: Persist MIME on ingest.
Checks: sord_document.mime_type IS NULL AND status = 'active'
Fix in source: Backfill MIME.
Warehouse safety net: Unknown mime bucket.

Medium Duplicate document id in extract

Problem: Duplicate keys distort document counts.
Prevent: Idempotent load; check pagination.
Staff must know: Data: Natural key = obj_id.
Checks: COUNT(*) GROUP BY obj_id HAVING COUNT > 1
Fix in source: Re-extract.
Warehouse safety net: Dedup by latest _loaded_at.

MDM / duplicates 2

Sord document Document duplicates / rename

Match keys: obj_id, external_id, name+folder_path, content_hash_meta
Prevent in source: Stable object id; track renames.
Resolve in warehouse: Golden obj_id; name SCD2.
Survivorship: Active document with latest version wins.

User User duplicates

Match keys: user_id, login, email (hashed), external_idp_id
Prevent in source: IdP as source of truth.
Resolve in warehouse: Golden user id; login SCD2.
Survivorship: Active user with latest activity wins.

Product settings to improve 3

Extract / Integration Metadata/ACL/version meta only — no file bodies

Why: Analytics without content leak and volume explosion.
How: Allowlist fields; never land binary endpoints in warehouse.

Security / Permissions ACL export as principal ids

Why: Access KPIs without cleartext mails in marts.
How: Principal id + role; email RAW restricted only.

Records / Retention Track retention labels and legal hold metadata

Why: Compliance KPIs without content bodies.
How: Hold/retention flags + dates; no binary.

Metadata: what exists & how to get it 4

Source-native catalogs for schema, picklists/properties and access paths — not a full dump.

Object / document model

Where in product: ELO Indexserver / IX API
How to access: Inventory entities/properties; select allowlist.
Use for: Extract design, PII tags, join keys.
Watchouts: Never select file/OCR bodies.

ACL / permission model

Where in product: ELO permissions / ACLs
How to access: Document principal, role, object scope.
Use for: Access facts, orphan-ACL DQ.
Watchouts: Inherited ACLs — SCD2 recommended.

Version metadata

Where in product: ELO version history (meta only)
How to access: Version number, size, author id, timestamps.
Use for: Version counts, storage volume KPIs.
Watchouts: No binary streams.

Folder / category taxonomy

Where in product: ELO folders / categories / cabinets
How to access: Export hierarchy and codes.
Use for: Taxonomy dims, path rollups.
Watchouts: Renames — SCD2.

Object overview with short descriptions and load guidance — not a full schema dump.

Table	Description	Grain	Load
`sord_document` Sord document	ELO Sord object (type=document) — name/MaskName; document body not loaded.	One Sord (ObjId)	Load
`sord_version` Sord version	Sord version history — VersionNo/EditDate/FileSize per Sord.	One version (ObjId + VersionNo)	Optional
`sord_folder` Sord folder	Sord object (type=folder) — hierarchical archive structure.	One folder (ObjId)	Load
`mask` Mask	Mask (metadata template) — field schema per document type.	One mask (MaskId)	Load
`objkeys_metadata` ObjKeys metadata	ObjKeys index field values (key/value) on a Sord, bound to a mask.	One index field value (ObjId + KeyName)	Optional
`workflow_flow` Workflow flow	ELO flow instance — status/current-step routing on a Sord.	One flow instance (FlowId)	Optional
`acl_right` ACL right	ELO rights entry — access level per Sord and user or group.	One right grant (ObjId + UserId)	Optional
`elo_user` ELO user	IDX user record — UserName/FullName/email/OrgUnit; core master data with PII.	One user (UserId)	Load

Most important fields to load early — not a full schema dump.

Entity	Field	Role	Why
SordDocument	`SordDocument.ObjId`	Key	Sord join
SordDocument	`SordDocument.Name`	Dimension	Document name
SordDocument	`SordDocument.MaskName`	Dimension	Mask back-join
SordDocument	`SordDocument.ParentId`	Dimension	Folder back-join
SordDocument	`SordDocument.CreateDate`	Measure	Creation date
SordDocument	`SordDocument.OwnerId`	Dimension	Owner back-join (user)
SordVersion	`SordVersion.ObjId`	Dimension	Sord back-join
SordVersion	`SordVersion.VersionNo`	Key	Version join
SordVersion	`SordVersion.FileSize`	Measure	Storage volume
SordVersion	`SordVersion.EditDate`	Measure	Version date
SordVersion	`SordVersion.Editor`	Dimension	Editor back-join
SordFolder	`SordFolder.ObjId`	Key	Folder join
SordFolder	`SordFolder.Name`	Dimension	Folder name
SordFolder	`SordFolder.ParentId`	Dimension	Hierarchy
Mask	`Mask.MaskId`	Key	Mask join
Mask	`Mask.MaskName`	Dimension	Mask label
Mask	`Mask.FieldCount`	Dimension	Field count dim
ObjKeysMetadata	`ObjKeysMetadata.ObjId`	Dimension	Sord back-join
ObjKeysMetadata	`ObjKeysMetadata.KeyName`	Key	Index field name
ObjKeysMetadata	`ObjKeysMetadata.KeyValue`	Dimension	Index field value
ObjKeysMetadata	`ObjKeysMetadata.MaskId`	Dimension	Mask back-join
WorkflowFlow	`WorkflowFlow.FlowId`	Key	Flow join
WorkflowFlow	`WorkflowFlow.ObjId`	Dimension	Sord back-join
WorkflowFlow	`WorkflowFlow.Status`	Dimension	Flow status
WorkflowFlow	`WorkflowFlow.CurrentStep`	Dimension	Current step
WorkflowFlow	`WorkflowFlow.StartDate`	Measure	Flow start
AclRight	`AclRight.RightId`	Key	Right join
AclRight	`AclRight.ObjId`	Dimension	Sord back-join
AclRight	`AclRight.UserId`	Dimension	User/group back-join
AclRight	`AclRight.AccessLevel`	Dimension	Read/write/delete dim
EloUser	`EloUser.UserId`	Key	User join
EloUser	`EloUser.UserName`	PII	Login / PII
EloUser	`EloUser.FullName`	PII	Name / PII
EloUser	`EloUser.Email`	PII	Email / PII
EloUser	`EloUser.OrgUnit`	Dimension	Org unit dim

System and noise objects/fields you typically should not sync into the warehouse by default.

Skip tables / objects

Table	Category	Why
`Document body / archived file content`	System	Full file bodies — never into the warehouse; version metadata suffices.
`Full-text index (Volltextsuche)`	System	Full-text PII — metadata is enough for storage/retention KPIs.
`Preview renditions (TIFF/Viewer cache)`	System	Derived binaries — never into the warehouse.
`Full journal / change log (bulk)`	System	Technical journal — volume, little mart value; prefer meta/agg.

Skip fields / content

Document body / archived file content — Never into the warehouse — cost/security risk.
Full-text index (bulk) — Can contain third-party PII.
Preview renditions (TIFF/Viewer cache) — Binaries without analytics value.
ELO User Name/FullName/Email cleartext in default marts — UserId is enough for DMS KPIs.
Full journal / change log — Volume — meta/agg instead of full history.

Warehouse-neutral examples for landing (RAW) and curated models — copy and adapt to your dialect. Not vendor SOQL/API DDL.

Landing (RAW)

RAW ELO document + user landing

Metadata only — no file bodies; email = PII in RAW.

-- Warehouse-neutral RAW from ELO metadata extract
CREATE TABLE raw_elo_sord_document (
  obj_id             VARCHAR,
  name                 VARCHAR,
  mime_type            VARCHAR,
  size_bytes           BIGINT,
  owner_id             VARCHAR,
  sord_folder_id         VARCHAR,
  created_at           TIMESTAMP,
  modified_at          TIMESTAMP,
  status               VARCHAR,
  _loaded_at           TIMESTAMP
  -- no file body / OCR text
);

CREATE TABLE raw_elo_elo_user (
  user_id              VARCHAR,
  login                VARCHAR,
  email                VARCHAR, -- workforce PII
  display_name         VARCHAR,
  active               BOOLEAN,
  _loaded_at           TIMESTAMP
);

RAW version + ACL landing

Version meta + ACL principal ids — no binaries.

CREATE TABLE raw_elo_sord_version (
  version_id           VARCHAR,
  obj_id             VARCHAR,
  version_number       INT,
  size_bytes           BIGINT,
  created_by           VARCHAR,
  created_at           TIMESTAMP,
  _loaded_at           TIMESTAMP
  -- no binary stream
);

CREATE TABLE raw_elo_permission (
  permission_id        VARCHAR,
  obj_id             VARCHAR,
  principal_id         VARCHAR,
  role                 VARCHAR,
  inherited            BOOLEAN,
  _loaded_at           TIMESTAMP
);

Curated

Curated fact version

Version KPI grain — parent required; no body.

CREATE TABLE curated_fct_elo_version AS
SELECT
  v.version_id,
  v.obj_id,
  v.version_number,
  v.size_bytes,
  v.created_by,
  v.created_at
FROM raw_elo_sord_version v
WHERE v.obj_id IS NOT NULL;

Curated dim document / ACL fact

Doc dim without owner cleartext; ACL as ids.

CREATE TABLE curated_dim_elo_sord_document AS
SELECT
  obj_id,
  mime_type,
  size_bytes,
  owner_id,
  sord_folder_id,
  created_at,
  modified_at,
  status
  -- omit email/display_name joins in default dim
FROM raw_elo_sord_document;

CREATE TABLE curated_fct_elo_permission AS
SELECT
  permission_id,
  obj_id,
  principal_id,
  role,
  inherited
FROM raw_elo_permission
WHERE principal_id IS NOT NULL;

Curated measure SELECTs

Documents created, versions, storage, ACL grants — adapt period filters.

-- Documents created in period
SELECT COUNT(*) AS documents_created
FROM curated_dim_elo_sord_document
WHERE created_at BETWEEN :period_start AND :period_end;

-- Versions count
SELECT COUNT(*) AS versions_count
FROM curated_fct_elo_version
WHERE created_at BETWEEN :period_start AND :period_end;

-- Storage volume (bytes)
SELECT COALESCE(SUM(size_bytes), 0) AS storage_bytes
FROM curated_dim_elo_sord_document
WHERE status = 'active';

-- ACL grants per document (avg)
SELECT AVG(grant_count) AS avg_acl_grants
FROM (
  SELECT obj_id, COUNT(*) AS grant_count
  FROM curated_fct_elo_permission
  GROUP BY obj_id
) g;

Tools

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Playbooks

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