Administer data retention jobs (Data Owner/Admins/Helpdesk)

This feature allows data owners and administrators to manage and delete all regular data retention jobs.

The data retention function also represents an intelligent form of data archiving or the separation of data from the directory structure. The aim is to separate data that is obsolete from the productive directory structure in order to be able to use the relevant data more effectively.

In the standard this function is for migRaven.24/7 admins enabled. However, yours can migRaven.24/7 administrator activate this menu item for different roles. More on configuration. This analysis page is particularly helpful for the role of data owner. All directories are then displayed to the user for which he/she is the data owner and for which regular data retention is or was activated. In our example below, data retention management is shown from the perspective of data owner Sam Sales.

You can find "Data Retention Management" on the left in the navigation, in the third place.


Description of the table columns

The Quick Filter appears above the table (1) displayed in order to be able to search specifically for directories.
The table itself is displayed with the following columns by default:

  • (2) Traffic light icon
    This icon shows the user the status of the configuration.
    Green status: The data retention workflow is running correctly.
    Status red: An error has occurred in the data retention workflow and is therefore deactivated.
    The red status icon stands out clearly:

  • (3) Last Execution Date
    Last time the data retention workflow was performed regardless of success.
  • (4) UNC path
    Sortable column with the respective names of the directory paths to the data owner entry point in UNC format. The button overlay is displayed at the right end of these line entries (inactive buttons also appear on mouse-over):

    The buttons are from left to right: "Copy Path to Clipboard", "Edit Task" (Create), "Configure Periodic Data Retention", "Set Directory Responsible". Here, too, the color of the buttons provides information about the status: gray button == inactive; blue button == active. Using the button for regular data retention as an example (5):
    Blue data retention button: Regular data retention is activated.
    Gray Data Retention button: Regular Data Retention was enabled but has been disabled.
  • (5) Configure regular data retention
    Clicking on the Data Retention icon opens the Data Retention configuration sidebar on the right. The mask shows all settings made for the selected data storage: activated / deactivated, source/destination path, selected age category, excluded paths and the history of all settings made so far.
    The following information is provided: The initial status (after recording the task), date and time of each change, author of each change, age category, traffic light status of the data retention task when changing (activated / deactivated) and the comment on the change. By clicking on the date of the change, the saved comment appears so that the user is quickly informed about the reason for the change:

    If there are many change entries, it is advisable to click on "All history". In the sidebar that opens, all entries can be viewed clearly.

  • (6) Directory Managers
    Sortable view of data owner accounts. When you mouse over a data owner chip, the Active Directory attributes appear with information such as name, position, telephone number. to the data owner. More about the AD attributes.
  • (7) age (height)
    The chart is taken from the directory tree (on Home) and shows the age statistics of the files present in that directory. By default, the chart is related to the file size. Via the "..." control element (9), which is located at the top right of the table, the chart mode can be changed to file count (detailed view: see screenshot below). As a result, the chart shows age statistics related to the number of files.
  • (8) Export
    The table is downloaded in Excel format for further use via the "Export" button.
  • (9) control element
    The user can use the "..." control element to display additional columns or decide which columns should be hidden.
    Other possible table columns:
    • Number of files
      This column shows the sum of the files in the directory.
    • filesize
      This column shows the used disk space.
    • archive path
      The path to the archive is specified here.

Permanent link to this post: https://help.migraven.com/data-retention-verwaltung/

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