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Metalogix Archive Manager for Files 8.1.1 - Administration Guide

About the documentation Enterprise Manager – Common Part
How to manage more Archive Manager servers Restrictions tab Settings tab Scheduler tab Archive tab Post Processing tab Statistics tab System context menu
Other functionality Addendum

Extensions tab

 

In general, on this tab you may specify all file extensions that are to be excluded from archiving. This means that none of the file types specified on this tab will be archived by Archive Manager.

 

When clicking on the Extensions tab for the first time, both lists – Restricted file types and Registered file types – are empty (see the screenshot below). The left side (under Restricted file types) can be filled in manually, but that would be inefficient and time consuming. A much easier way is to build up a list of all file types located on the computer, and subsequently exclude those that should not be archived.

 

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How to exclude certain types from archiving

To exclude certain file types from archiving:

1.Click on the Restrictions tab.

2.Click on the Extensions tab.

3.Click on the Build list button.

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4.After clicking on the Build list button, all file types located on that computer will be displayed under Registered file types.

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5.To add some of the registered files types among restricted ones, simply select them, and then click the Select from list button. Selected files types will be moved under Restricted file types.

NOTE: Add files types to restricted ones also by double clicking the three dots and entering extension name (without the dot!)

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6.To confirm, click Apply.

NOTE: If you have decided to archive certain already restricted file types, simply select them in the Restricted file types list, and then click on the Remove selected button (see the screenshot below).

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Settings tab

Before any archiving (either manual or automated) it is suitable to specify your settings regarding:

·retention categories (different time spans for which archived items will be kept in the HSM store even if you mark them for deletion), the backup time (the time interval allocated during the day for making the backup of the database), shortcut creation and audit log on the General tab

·email notification on the Notification tab

·compression of files on the File compression tab

·permissions for users on the User management tab

·storage system on the Storage tab

 

General tab

 

On this tab you may specify the backup time, audit log, shortcut creation, and different retention categories determining document lifecycle, i.e. archiving method, retention time etc. License information is also available here.

 

WE STRONGLY RECOMMEND setting the Backup time first. This time is reserved for the database backup. During the backup period no information can be stored or requested; archiving process is stopped and will continue afterwards. Select the Backup time check box and then enter the desired period in the two text boxes. Please pay attention to this period, so that it is not set during working hours.

 

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If you want to get information about license validity, click the License information button.

 

 

Audit log

If Auditing feature was installed, you need to enable it on this tab. To enable auditing, check Audit log check box. In the Auditing Server enter the name of the machine where the Auditing feature is installed and specify the Server Port (the default port is 7783).

All actions made in the Enterprise Manager console create a log entry in the auditing database. The audit logs can be viewed in the ArchiveWeb. The Auditing tab is visible just for permitted users.

NOTE: For more information on Auditing see the “Auditing manual”.

 

Other options

If File permissions changes tracking is checked, any file system permissions changes for the files that have been archived are also updated in the Archive Manager for Files database. Otherwise the application stores only files permissions applicable at the moment of archiving and does not perform any updating.

 

Retention categories

 

In the Retention categories section different retention categories for file archiving can be set. Various types of documents require different ways of archiving. The time for which they need to be stored and retrievable can differ as well. You can create retention category for short-term documents, retention category for long-term documents etc. In the following lines we discuss the usage of retention categories, their description and management.

 

The retention categories which are created here can be assigned to jobs on the Scheduler/Jobs tab. They can be also used at manual archiving (see the “Archive tab” section). Retention categories are defined through the following range of settings:

 

Settings related to documents in the archive:

 

·Retention time – the archived document is not delete-able from the HSM Store for the defined time period. Retention time is thus the MOST CRUCIAL feature of Archive Manager for Files related to law regulations. Documents ‘deleted’ in file system are still actually residing in the archive until this retention time expires.

·Keep-alive time – it is the time period after document deletion, during which the deleted document can be turned back to the file system.

·Document expiration time – the document, although not marked for deletion, is automatically deleted (by the Delete job) from the archive after the expiration of the defined time period. It is the MAXIMAL time for which the document resides in the HSM Store. This time period cannot be smaller than the retention time.

 

 

Settings related to documents/shortcuts in the file system:

 

·Keep the original document – document is archived but it is not modified in any way (no icon, no shortcut, keeps residing in the file system). This option is used just for backup.

·Delete original document – the document is REMOVED from the file system immediately after archiving; no shortcut is created; it is NOT ACCESSIBLE from the file-system; such unreferenced documents are accessible only in Enterprise Manager / Archive tab when you click the Show deleted items icon (right upper corner) or in ArchiveWeb.

·Create shortcut – the document is archived and it is replaced with a shortcut. This type of archiving saves the space on the file system and at the same time enables the user to work with the archived document just as with a non-archived one. Document can be replaced with the shortcut immediately or it is kept without changes for the defined time period and only after its expiration shortcut is created (“Delay shortcut creation by” option).

oDelete shortcut after a time – the document shortcut is automatically removed from the file system after the expiration of the defined time period (user cannot reach it any longer in file system). However the document still resides in HSM Store.

 

The shortcut has its pros and cons. Shortcuted documents save space on the file server. However, with often accessed documents the original file is retrieved frequently and the network traffic is high. With often accessed documents we recommend keeping no shortcut on the file-server, but the file itself. It is important to balance high network traffic against fast file accessing. This task is effectively managed via Archive Manager for Files shortcut lifecycle settings:

·Create shortcut immediately – shortcut is created at the time of archiving

·Delay shortcut creation – document is archived but still remains also in the file system; only after time period defined under the "Document lifetime begins with" setting (when it is not eventually accessed so often any more) it is replaced by a shortcut

·Create shortcut if the document was not used at least for – similar as above: document is archived but still remains also in the file system. Shortcut is created only after the document was not accessed for the defined time period.

Further settings define the shortcut lifecycle:

·Keep shortcut forever – shortcut is left in the file-system

·Delete shortcut after – shortcut is deleted after the defined time period; keep in mind that after the shortcut is deleted, the document in NOT accessible from the file-system

The “Delete shortcut after a time” feature can be used to reduce the number of “redundant” shortcuts left in the file system after a specific number of days, months or years.

 

 

Archived document lifecycle:

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In addition to default retention category created during the installation the administrator is able to create any number of retention categories satisfying specific criteria of the enterprise. Different retention categories are then assigned to different jobs. The retention category consists of a name, a description, the above mentioned retention settings and of the HSM scheme. It is fully manageable from Enterprise Manager.

 

 

Creating a new retention category

 

Retention categories created on the Settings / General tab can then be assigned to jobs on the Scheduler / Jobs tab. In this way various retention policies are applied.

 

1.On the Settings / General tab click the Create button.

2.In the pop-up window enter the Category name, Description (optional) and select the Target schema in the dropdown box. In the HSM system you may define different HSM Schemas, which are virtual categories for documents. (One HSM Schema has been created at the installation of Archive Manager for Files and you may have created more HSM Schemas, each with a particular number assigned to it.) Click Next.

 

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3.In the next dialog define the document lifetime in the archive:

·Retention time - during this period none of the documents in the HSM store (archived via this retention category) can be removed from the archive; documents can be only marked for deletion before this time elapses and such documents will be deleted only after this defined time period

It is possible to select:

- Fixed period (set the desired period)

- Indefinite period (the retention time is not set specifically but can be defined later)

- Infinite period (retention is everlasting)

·Document lifetime begins with – select the document lifetime starting point; this will be the outset of Retention time and other defined time periods (e.g. shortcut creation, delete job uses this starting point to find expired documents and suitable documents marked for deletion); it may be the File creation time, Archiving time or Last modification time

·Keep alive time – this is the time period (after the retention period) for which the document will be still kept in the HSM Store although it was marked for deletion and is ready to be deleted. It is a security feature which enables administrator to recall the deletion if necessary. It can be set in days, months, years.

·Enable document expiration after – check the check-box if you want to COMPLETELY DELETE archived documents whose retention time has elapsed from the archive. Define the expiration time here which has to be longer than the Retention time. If the expiration time is not set, documents NOT marked for deletion keep residing in the archive

·Limit the number of archived versions – select if you want to set how many versions of a document the system should keep in the archive; then set the number of versions (x); if x+1 version is created, the oldest version is marked for deletion and replaced by the new one

Click Next.

 

NOTE: For more information see the preceding section - “Retention categories”.

 

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4.Shortcut lifetime dialog incorporate file-system side settings:

·Keep the original document – documents will be just copied to the archive; no change in the file system

·Delete the original document – documents will be moved to archive and will not be accessible in the file system

·Create shortcut – the document will be archived and replaced with a shortcut

In case you have selected the Create shortcut option, further settings become available and you can adjust shortcut behavior to meet your needs. You can choose if the shortcut creation will follow immediately after archiving of the document or will be delayed for the specified period of time. The starting point from which the delay is computed is the time defined under the "Document lifetime begins with" setting.

Moreover, you can decide whether you want to keep the shortcut in the file system until the user deletes it (Keep shortcut forever option) or the shortcut will be deleted automatically after the defined time (Delete shortcut after a time option).

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·Create shortcut immediately – shortcut is created immediately after archiving of the document

·Delay shortcut creation by – shortcut is created after specified time calculated from the time defined under the "Document lifetime begins with" setting

·Create shortcut if the document was not used at least for – shortcut is created after specified time calculated from the time point when the document was last time retrieved from Archive Manager archive (or from the moment defined under the "Document lifetime begins with" setting, if document was not retrieved yet)

NOTE: For more information see the preceding section - “Retention categories”.

Click Next.

5.Additional settings dialog is displayed. If the Set the retention category as default is checked, this category will be used at manual archiving in file system or Enterprise Manager. If the Enable automatic deletion of unreferenced documents check box is selected, documents archived via this category will be marked for deletion whenever the Synchronization job cannot find the reference (shortcut) to the document in the file system. If the check-box is not selected, Synchronization job will not mark eventual unreferenced documents for deletion (see the section “How to define a job”).

Click Finish.

NOTE: If none of the created retention categories is marked as default, system context menu for archiving/retrieving does not work.

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Example:

I.Documents are archived by a retention category with Enable automatic deletion of unreferenced documents checked and shortcuts are left in the file system

II.You delete shortcuts from file system → documents become unreferenced

III.The Synchronization Job runs → unreferenced items are marked for deletion

IV.Items marked for deletion are deleted from archive when their Retention (and Keep alive) time elapses and the Delete job runs

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