Configure File Archiving
In NetGovern, you can archive numerous file types in various online and offline repositories, including Microsoft OneDrive and SharePoint, and proprietary file systems. Strict Retention Compliance can be enforced by applying retention policies to specific versions of the files archived from the various locations. You can choose which versions of the archived files to search and export.
To archive files in order to search them, you must have set up an Index location—see Configuring Locations. However, this is not required if you want to archive file content purely for compliance reasons (not to search it).
It is not necessary to create a policy in NetGovern to guide this job.
- Log into the NetGovern Admin UI.
- Go to Archiving > Agents > File Archiving.
- At the bottom-left of the License tab, click Create.
- Give the archiving job a meaningful name and click Create.
- The newly created job appears in the navigation tree. Click on it.
- Navigate to the Criteria tab to begin configuration tasks. Note that certain default settings are preselected.
- In Source, you can click Change to adjust the source location. Use Find to identify an applicable Indexing Location you previously created—see Configuring Locations.
- In Output Destination, you can click Change to adjust the output location. Use Find to identify an applicable Archiving Location you previously created.
- Check Delete items from source after archiving to delete the items from the original repository after they have been archived.
- Set Incremental Archiving to only archive data that was not archived since the last time an archive job was run on the data in question. If a new version of a previously archived file becomes available, the new version is archived as a separate copy but can be traced to the original file.
- Leaving Incremental Archiving unselected will ensure that all content is archived from the very beginning, unless you make a date selection in the following step.
- In Retention Criteria, select the Apply Retention Flag option to apply a flag to messages archived in NetGovern, indicating the period that the archives should be retained within NetGovern.
Set the number of days corresponding to the retention policy you established. These flags will be used in conjunction with deletion (Information Lifecycle Management) jobs. Enter the number of days the retention flag will apply.
The retention period is indicated by the number days. For example, five years is expressed as 1,825 days.
Then choose between Created Date, Archiving Date, or Last Modified Date, which may or may not correspond to each other.
- In Legal Hold, select Use this job to apply Legal Hold. Selecting this option triggers the job to look for users previously placed under Legal Hold in NetGovern Search—see Applying Legal Hold.
If such users are found, any files associated with these users in the location specified above are placed on Legal Hold.
- In Indexing, Enable Real-Time Indexing is enabled by default. This function makes it possible to search the archives. Deselect this option if you do not need to search the archives, for example, if you are archiving a particular location for compliance purposes only.
- In Filter Value, you can refine the scope of the documents you want to archive by using the Advanced Search query builder. For example, you can limit the scope to files containing certain keywords, or you can filter by applying a Regex template—see Advanced Search. Click the Filter Value check box to load the query builder.
- Click Save.
- In the Job Settings tab, enter a Description. You can enter the name of the archive job.
- In the Job Priority section, set a priority, choosing from Low, Normal, and High. Normal is the default priority.
This setting is useful in scenarios where multiple jobs are running concurrently and you want to control which job takes priority with respect to thread allocation. The job priority you select determines which job in the queue is selected next by the JobManager process, which is responsible for allocating queued job threads to available thread slots on the archive nodes. Prioritization is categorized according to user account. For example, you may want to assign higher priority to crawling files created by VIP users. If a normal priority job is already running and using all available job threads, setting the priority to high and executing it will direct any freed threads to be used on the new high-priority job. This feature works in conjunction with load balancing in order to control crawling job distribution.
- If the job will run regularly, set the schedule in the Schedule section and include the time.
Select the Users. To archive all user accounts, leave All users from location enabled.
To specify the accounts that will be archived, disable the option All users from location and click Select to find the users to include.
- To list users by ID Filter, enter the User ID Filter or click List Users to list all. You can also specify the Type.
- To list users by SSV file, select List users from SSV file and ensure the correct SSV file path is entered.
- Once listed, you can select the users and click Add. When moved to the right-hand display, the users are included.
- Click Save.
The job will run according to the schedule you set. Otherwise, click Run Now to start a job immediately.
- Logging provides you with detailed job logs that can assist with job troubleshooting, if needed. In the Log Settings tab, configure desired log settings:
- Disable detailed logging (default setting)
- Enable logging
- Enable logging only for the next run
- You can also have email Notifications sent at the completion of a job, along with attachment options.
For further information on logging, see Configuring Logging.
- In the Report tab, check on the progress of the Archive job.
For further information on reports, see Viewing Reports.