Difference between revisions of "Retain Deletion Management"

Revision as of 16:42, 4 March 2014

Level 1

The Deletion Manager provides for the removal of items from the archive according to the specified criteria. The Deletion Manager runs as a scheduled job in the archive, looking for, and processing or deleting items that match the search terms. Customers often mistakenly feel that a Deletion job is part of the archive jobs. This is not so. Deletion jobs occur immediately following scheduled maintenance jobs and are not linked to archive jobs whatsoever (see the “Schedule” section of this document). Mail removed from the archive is permanently deleted. Use this option with care.

The Deletion Manager will not show up in your system menu if you have not granted the logged-in user the Deletion Management right, or have the litigation hold right. See User Rights. The Litigation Hold right allows users to go to the deletion management section and add or remove the Litigation Hold right for other users. They cannot modify other settings. Users with the deletion management right can view the litigation hold tab, but they cannot grant rights; it is read only.

Core Settings

Here you enable and disable deletion jobs, and detail which actions they will take. When setting up a deletion job, you have the option to tell the job to delete and report on the messages deleted, or to simply generate a report on the mail that will be removed from the database. The report function can be very handy. Rather than deleting any items, it will simply report on the items that would qualify for deletion should you run an actual deletion job.

Basic Options

This tab provides the criteria that the deletion job will use to identify messages to be deleted. This should look nearly identical to the profile of an archive job. The functions are the same. The item type, source, and status determine which messages are flagged for deletion. If none of the boxes are checked, then all items meeting the date criteria are subject to deletion.

Data Scope

There are many dates that are contained in a mail system, and the deletion manager allows you to select different date ranges to identify the scope of the deletion manager. The setup is simple; the date range between the “Begin” and “End” dates will be targeted by the delete job.

The dates can be identified by the date filter. The Date filter allows you to specify the mail system or Retain message dates. The creation and delivered date are mail system dates. The date archived and expiration dates are set in Retain. The expiration date is tied to the job, and is set under the job section.

The Job Expiration option allows you to set an ‘expiration date’ after which the mail no longer needs to be in the archive (States have different laws and requirements but is usually between 5 and 10 years.) The expiration date is set under the worker's Core Settings tab. The Deletion Management interface can utilize this expiration date to identify messages that are due for removal.

Job Members

A deletion job will only be active for selected users or a selected mail server. The Job Members tab allows you to include an entire mail server or group of users, while excluding specific users.

Use this in conjunction with the Generate Report option under Core Settings to pinpoint the mail that will be included in the deletion job.

Notification

The reports, errors, and summaries of delete jobs can be sent to the listed address in the notification tab. Select the options as desired. If no notifications are selected, the report can be accessed from ..\[retain storage directory]\archive. The filename will be Deletion.....html (e.g., Deletion7895881300442619770UTCMSSHMZYBWMRBJJYZAVED.html)

Schedule

The last tab is the schedule tab. This allows you to automate and run a deletion job automatically on mail that has passed its required archive duration. The options are to run this weekly or on a specific day of the month. The Deletion job will run immediately following the scheduled maintenance. Scheduled Maintenance is found under Configuration | Server Configuration | Maintenance. Manually starting a job is not currently supported; however, a workaround to this would be to set the daily maintenance time to a desired time of day (like within minutes of setting up the deletion job). It should be noted, though, that once maintenance begins, no one can log in to the Retain server.

Litigation Hold

The Litigation Hold tab provides the ability to exclude any specified user’s data from any deletion job, preventing any of their data from being deleted when the job runs.

Any official auditors, legal representatives, system administrators, or users may be added to this list. These accounts will be able to set and lift any legislative hold in the system, and therefore this is not a generally granted right and should be restricted to only specified users. Because of the power of this right it is granted separately from the usual rights for users.

To add a user to the legislative hold list, select the ‘Add User’ button to open the ‘Select Mailbox’ window. Select the source system for the user and enter search criteria. After searching, select the desired user or users and select the ‘Ok’ button to add them to the list.

Save all changes.

===HANDS ON===
1. Log in to the Retain server ([ip address]/RetainServer).
2. Under the Management section in the left-hand pane, select Deletion Management.
3. Under Core Settings, click on the checkbox for “Job Enabled” to enable it and select “Delete messages as they are processed.”
4. Under the Date Scope tab, click on the arrow for the drop-down box, “Delete messages where”.  Note the various options.  You'll probably want to leave it at the default “Date Stored in Retain”, which is the date the items were archived.
5. While still under Date Scope, select type “1” in the “Older than ___” field and leave the drop-down set to “Days”.
6. Under the Job Members tab, click on the drop-down box below “Include these objects” and select the mail server on which you wish to run this deletion job. Then, click on the “Add Mail Server” button.
7. If you have a SMTP mail server set up, go ahead and check the boxes to have mail notifications sent to your mailbox.
8. Under the Schedule tab, click on the drop-down box for “Run Job when” and select “day of month”; then, click on the day drop-down box and set it to today's date.
9. Click on the “Save Changes” icon at the upper-left of the screen.
10. Click on “Server Configuration” under the “Configuration” section.
11. Click on the “Maintenance” tab.
12. Make sure that “Enable Index Optimization” is set to “(every day)”.
13. Set the time for “Run maintain procedure at” to 2 minutes from the current time.
14. Go to the Logging tab and ensure that the logging level is set to “diagnostic”.
15. Save changes.
16. Open an SSH session using PuTTY (or some other tool) to your Retain server.
17. Change directories to /opt/beginfinite/retain-tomcat7.
18. Type “tail -f RetainServer-[mm]-[dd]-[yyyy].log”, where “mm”, “dd”, and “yyyy” represent the current date.  You should see a maintenance job kick off followed by the deletion job within a minute if not seconds.
19. When the deletion job completes, exit the PuTTY session and launch WinSCP (if you do not have it, download it for free).
20. Connect WinSCP to the Retain server.
21. Change directories to ..\[retain storage directory]\archive.
22. Open the deletion report (Deletion[series of alpha/numeric chars].html).

Level 2