Category: Step 7: Config Data Retention

Step 7: Data retention configuration

In the web client you will find the option under "Configuration" data Storage

The "data retention function" (archiving function) is a central feature of the

  1. Rule-based, automatic archiving of data based on specific properties
  2. Adhoc archiving of data by owner or admin.

The archiving function is fundamentally different from stub-file based methods because it seeks a true separation of "obsolete" data.

The basic configuration described here provides basic settings for the functionality. The assignment of Policy or AdHoc jobs takes place directly at the directory level in the tree of the respective project in the Web client.

In Windows, it is not activated by default for security reasons that is followed by a click on an external, symbolic link. An error message is output. It is recommended to make the setting centrally via a group policy. The corresponding instructions can be found at the end of this article.

Configuration of the central settings

In the delivery state, the "data storage" is deactivated. It can be activated and deactivated at any time via the top switch.

Note: This means that jobs can no longer be created in the areas of the directory tree.

Basic setting to the target for the data movement

migRaven supports two methods for storing the data. This allows us to respond to the different needs of the specialist departments and the interests of the IT department.

Notice: migRaven provide a very flexible way of setting up and running data retention policies / jobs. The central point for the assignment is the previous creation of at least one DataOwner in migRaven for a specific directory area. -> without a DataOwner no archiving!

The assignment of a DataOwner changes the status of the directory in the database. It becomes a central object. At the moment of the assignment, a concealed system file with the name ".mig.Raven" is generated at the same time, the information for migRaven contains and therefore should not be deleted. This is also protected by special security settings.

Define target

  1. "Within the Project Root" - the data remains physically on the same volume
    This method is always used when it comes exclusively to the optimization of the directory tree for the end user or if the hardware used does not support the automatic generation of symlinks, or you do not want to push the data too far away. This could, for example, be the case in a migration case or in a restructuring project. An optimization of the memory space does not take place in the method.
  2. "External" - the data is moved to a UNC path
    This method allows complete separation of active / passive data on different volumes. Prerequisite for the application is the automatic generation of symlinks by migRaven.

Within the project root (DataOwner root directory)

Here, the name of the archive directory to be created can be entered. The folder is created within the directory to which a DataOwner has been assigned and according to the entry set here directory name named accordingly.

Conversion: \\ Server \ Share \ V1 \ <V with DO assigned> \ <archive directory name> \ <moved data>


Unter dem UNC path an external storage location can be specified in the format "\\ server \ share" for the archive directory.

The moment a data retention policy is assigned to a directory, a symlink with the name specified above is created in the folder to which the DataOwner has been assigned. In the target share, the corresponding target directory is created and authorized.

Due to the danger of redundancy of directory names, complete structures of the source are mapped in the target:

\\ TargetServer \ ArchiveShare \ <Source Server> \ <Source Share> \ V1 \ <V with DO assignment> \ <archived directory>

Important: Prepare the target share for the archived data.

It is recommended that users are prevented from changing the data in the archive area. Reading is OK, but if data is to be adjusted, it should be moved to the active area. migRaven reflects the NTFS permissions in the target path (unless the simplified varient was chosen). They are 1: 1 exists. To set up write protection, only READ RIGHTS may be set up on the target share for the user group. The share rights are in front of NTFS permissions.

Details about symbolic links can be found at the bottom of this page.

Mode for handling permissions

Exact copy of permissions

If you select the exact copy of the permissions at this point, the permissions / ACEs of all moved folders 1: 1 are set identically in the archive directory.

Unify permissions

If the unification of permissions is selected at this point, all source permissions on subdirectories are adapted to the target folder. This can be useful if only selected users should have access to the archive area. For example, only the DataOwner of the area, because any Restore actions should run controlled over him.

E-mail notification for the data owner

At this point, you can select whether the data owner will be notified by e-mail about the archiving process.

This can either disabled, be activated with a summary or in the form of a complete and detailed .csv file.

The e-mail setting in the migration client needs to do this be configured to use the automatic e-mail notification.

Defining the time window for executing the jobs

Here you define time slots where data retention tasks of migRaven.24 / 7 should be executed. Check for ADHOC tasks migRaven all 15 minutes if tasks are pending. Tasks added via the Retention Policy are scanned and run 1x per hour.


Activate the logging of the archiving process here. This is stored either in the specified ArchivLog directory or in a separate directory specified via the UNC path.
In addition, you can determine how long these log files should be saved.

Exclude directories and file formats:

In the settings can be specific file formats (endings) and entire directories
exclude from archiving.

Enter the appropriate parameters in the box provided and save the changes.

It should be noted:

The data retention policy generally writes with the account of the registered Resource Scan Service. So it's important to have access to the external target path for this account.

- Only one data owner is set to one main directory at a time. If the same Data Owner is authorized on several, different directories, this can trigger an Error 500 error when calling the WebClient.

Create data retention jobs

The allocation takes place in the project area of migRaven Web client. A prior assignment of at least one DataOwner to an overlying directory on which a policy is to be assigned is necessary.

By default, the DataOwner is the only role which data retention operations can start. In order to let others have this right, they must be enabled in the Windows client.

A description can be found under Set Data Owner.

Data Retention Policies

ADHoc data retention jobs

In the tree, the data owner finds the option for the template if the template is activated regular, as well as for the AdHoc-Datenaufbewahrung.

If one of these options is selected, the corresponding mask for starting opens.


Here you can specify the appropriate age category for the files to be archived or completely select all content.

The execution times are only visible here, but can not be changed anymore, since these have been defined in the settings by the administrator.

If desired, specific paths within the directory can be excluded. Enter these in the appropriate field. Add a comment and save. The process will be carried out as soon as possible.


AdHoc archiving performs the operation immediately, not after a specified time. Also select the appropriate age category here, enter a comment and starten The process. If the entire directory is emptied, you can use Delete empty entry directory remove the remaining, empty directory.

Activate symbolic links

The default setting for the symbolic links looks like this:

You can get the status by calling the Command Console and the command
fsutil behavior query SymlinkEvaluation
To run.

If the source path is on the local machine this is sufficient. For the other, remote-> remote variant, the symbolic links for remote-> remote must be activated.

This can be done with the command line fsutil behavior set SymlinkEvaluation R2R: 1 be executed

(Further information on this topic Symbolic links)

Download User Guide: Data Retention

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