HP Reference Information Storage System v1.6 Administrator Guide (T3559-96073, July 2007)

Deleting end-us
er deleted items on the RISS
Mail items can b
e deleted by the end-user from the Exchange mail store and from the RISS in a
coordinated fa
shion. Exchange 2000 and 2003 support a retention interval on end-user deleted items.
If the interva
l was allowed to lapse, the deleted items would be permanently removed (hard deleted)
from the Exchange mail store. To coordinate the deleted items, the delete rule is executed within the
Exchange retention interval.
Location of deleted items
When a mail item is deleted from a user folder, it is moved to the D eleted Items folder. It remains there
until user action is taken, such as Empty Deleted Items Folder. If a mail item is already in the Deleted
Items folder and the user deletes it again, the Exchange retention setting causes the item to move from
the Deleted Items folder into the intermediate Dumpster storage. It remains there until either the RISS
delete rule is executed or the Exchange retention interval lapses.
The first decision to make in deleting items involves the location. RISS supports the deletion of items from
both the D eleted Items folder and from the Dumpster. The Dumpster should be considered a required
location. The Deleted Items folder is optional and depends on the policy within your organization. The
location selection is made in the Mail Attender rule.
RISS also supports the deletion of tombstoned and non-tombstoned mail items. This option is selected
in the RISS Scheduler options for the Synchronize Deleted Items rule type. Select the check box Delete
non-tombstoned items.
PTDelItems is invoked using a scheduled event created in the Scheduler interface. In combination with
the Mail Attender rule, this task performs actions to request repository removal from the specified RISS
document reference. To synchronize the deletion of both RISS and Exchange mail items, enable Exchange
retention for the target mail store and execute PTDelItems with a rule within the retention period.
Deleted items tag
To provide flexibilit y in processing the d eletion of mail items, a tag is added to items that fail to delete due
to targeted tombstoning o r other conditions. The tag is added as a custom MAPI property, PTDelStatus.
The value of this proper ty is a number that indexes by one for each pass of PTDelItems.
When the
PTDelStatus tag exists on a mail item, it indicates that attempts have been made to delete the
item and
they have failed. This could be due to issues related to RISS retention, a disabled RISS, or
other coordination issues. For this reason, the tag can be used in a Mail Attender rule to p eriodically
search for such items. O r the tag can be added to the PTDelItems rule so the same items do not get
repeated attempts to delete.
The tag
option can be disabled in the RISS.ini configuration file as follows:
[PTDelItems]
TagUndeletedItems=False
In a wel
l coordinated system, there will be no items remaining with the PTDelStatus tag.
Configuring deletion retention
To enable deletion retention on the Exchange ser ver, the following settings are assigned to each Mailbox
Store. To access the properties page, use Microsoft Exchange System Manager and navigate to each
Exchange server’s mailbox store in each of its storage groups.
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