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As iam using the embeded database how do i change or migrate to mysql or a MS sql database and secondly

what type of regular administrative task needs to maintain the server

If you can, just start from a scratch with another database. There is no easy way to migrate the userbase. You can try exporting users and then importing them with the User Import Export plugin, but i can’t say will it work with the current Openfire version. http://www.igniterealtime.org/projects/openfire/plugins.jsp

There is no defined regular admin tasks for Openfire. You can decide to do some things by yourseld while monitoring the server. Say, maybe you will face memory issues, then maybe you will want to restart it regularly. Of course you probably want to do backups. You can backup whole openfire folder, though there won’t be any critical stuff ones you switch to mysql or mssql.