HP Integrated Archive Platform Managing Repositories and Retention Whitepaper Table of Contents Introduction ......................................................................................................................................... 2 IAP Repositories ................................................................................................................................... 3 Managing Repositories..........................................................................................
Introduction This document is intended for IAP administrators and field personnel responsible for installing and managing an HP Integrated Archive Platform (IAP). The objective of this whitepaper is to provide guidance on managing repositories and retention.
IAP Repositories What is a repository on the IAP? Messages stored on the IAP are associated with virtual containers called repositories. A repository can be defined as a virtual container that stores messages and confines user searches within documents in the IAP. Repositories define the scope of a query. The repositories are used to manage retention and access to messages stored on the IAP. A message is stored once on the IAP and can be associated with several repositories.
Managing Repositories Repositories are created by several methods: Automatically though Dynamic Account Synchronization (DAS) or during user import through the Manual Account Loader in the PCC Manually using the Account Manager When placing items on legal hold using the quarantine function in the IAP Content Search and Retrieve Interface on a “saved search result set” The following types of repositories can be created: Unregulated – Created through DAS Regulated – The same as Unregulated repositories; an ad
Manually Creating Repositories Additional repositories may be required to support compliance requirements of specific domains or business units. These repositories must be manually created using the User Management > Account Manager function in the Platform Control Center. In the User Management / Accounts Manager window, select the Repository radio button. This provides a view of all existing repositories as illustrated in Figure 1.
o o Regulated These repositories are subject to the retention policy specified in the Domain.jcml for regulated repositories, RegulatedRetentionPeriodDays=. Access Only The Access Only repository type is used to support compliance requirements. Add EMail – Specify the email addresses associated with this repository (e.g., manualuser@imhpq.com). This entry appears in the “EMail Routing” box once the repository is saved.
Creating Access Only (Audit) Repositories Access Only repositories can be used by corporations to search all messages in an IAP domain that contain a specific email routing rule. Access Only repositories are not subject to retention periods or auto deletion. Access Only repositories do not have retention periods and cannot preserve items beyond retention periods assigned to other repositories associated with the email item or document.
Continuing on with the example in Figure 5, we have created an Access Only repository called “Audit-Domino” for the email domain zkodom.com. Any messages ingested with the zkodom.com domain extension will be associated with this repository. Audit repositories are required to search for all email associated with a particular email domain and stored in an IAP domain. This audit repository allows the compliance officer to search the IAP domain abc02 for any email with a zkodom.com extension.
Additional audit repositories can be created to further segregate messages based on email domains. For example, if your company has several email domains, you can create a master audit repository that is associated with all email domains, and then create individual audit repositories for each specific email domain. As shown in Figure 6, another audit repository called “Audit-Exchange“ has been created to capture email associated with the email domain imhpq.com in IAP domain abc01.
Creating Repositories Through the IAP Content Search and Retrieve Interface Repositories can be created using the IAP Content Search and Retrieve Interface “Save Results" function. In the following example we describe how a repository is created by saving the results of a search and placing the search results on legal hold using the quarantine function. Figure 8 shows the results of a search performed on the “jdoe@zkodom” repository. Two email items are returned by the search.
Selecting “Quarantine” prompts the user with the “Start Quarantine” confirmation dialog box, as shown in Figure 9. Selecting OK to this confirmation box begins the quarantine process for the messages in the “Search-Results” query. The quarantine process creates a new repository for the messages returned and saved by the “Search-Results” query. At this point, the results have now been quarantined (or placed on legal hold) and the email items are associated with a new repository called “Search-Results”.
Figure 11: Search Results Repository Access Assigned to User Account If we look at the PCC User Management / Accounts Manager window and select the Repository radio button, we can find the SearchResults.0b0011560ace782121d49c8da90.quarantine.repository under the Quarantine tab in the Repository view (Figure 13).
Upon further inspection of this repository, we can see that the “Type” of repository is Quarantine and the retention period is set to -1 (protected), as shown in Figure 14 below.
The messages associated with this repository will not be deleted from the IAP until the legal hold is lifted by deleting the quarantine. To delete the quarantine, open the “Query Manager” in the IAP Content Search and Retrieve Interface and select the Delete button under the “Quarantine:” header next to the “Query Name:” . You are prompted with a dialog box to remove the quarantine as shown in Figure 11. Click OK to remove the quarantine. Once the quarantine has been deleted, the saved query can be deleted.
Access Control Repositories are managed through the Platform Control Center web interface. Using this interface administrators can: Grant or revoke access to a repository Add and remove email accounts and email domains associated with a repository Disable a repository (deleted user) Access control is managed through the User Management > Account Manager > User view in the PCC. Access is granted by selecting a user account and adding the repositories to the “Direct Repositories” field of the user account.
Click the Edit button to add repositories to the “Direct Repositories” text box. The “Adding Repository Access” form is displayed as shown in Figure 16. Select the repositories you wish to add to this user account and click the Save to List button to save the selected repositories to the Direct Repositories text box. Let’s assume user mail73@zkodom functions as an auditor and compliance officer whose responsibilities include searching and auditing the IAP.
Retention Retention determines how long an item (message or document) must reside on the IAP before it is subjected to auto deletion and permanently deleted from the IAP. Retention periods can be applied to IAP domains and repositories. Items will remain on the IAP until all retention periods have been exceeded. For example, a message may be associated with a repository that has a retention period of 3 years while the domain may have retention periods of 1 year.
Retention Basis Retention basis is configured in the Domain.jcml file to determine which date should be used when calculating the retention period. The retention basis can be set to either Ingest Date or Send Date as defined below: Ingest Date – Retention is based on the time the email was ingested into the IAP (based on the date and time settings of the SMTP server). If the parameter is not specified, this is default setting for the IAP. Send Date – Retention is based on the sent date of the email.
retention periods for the repositories are different, then reference to the item are deleted from the repository with the shorter retention period first. “Minimum Retention Period Statistics by domain and groups” display items and references that are deleted from the IAP. This is accomplished through the End User Delete (EUD) function (if enabled). Items and references may be deleted if the End User Delete function is enabled and message tombstones are deleted from the client’s Outlook folders.
Modifying Domain Retention through the PCC Modifying a retention period for a domain is performed by selecting Data Management > Retention Information from the PCC left menu. This interface displays the domains defined on the IAP. To modify the retention period for a domain, select the Edit button to the right of the domain, refer to “List of Domain(s)” in Figure 17. The Domain Retention Period is initially defined in the Domain.
Figure 19: Editing Domain Retention Period Once the new retention period has been selected, click the Save Retention Now! button. The retention period must be longer than the Domain Retention Period defined in the Domain.jcml. If you attempt to choose a retention period shorter than the period currently defined for the Domain Retention Period in the Domain.jcml, the function fails when saved. Enabling or disabling retention for a domain overrides the -1 setting in the Domain.jcml.
greater than the Domain Retention Period. Also, the PCC can be used to increase or decrease individual Repository Retention Periods above the retention period defined for the repository type. Again, the Repository Retention Period for a specific type should never be set below the Domain Retention Period. This is considered an invalid configuration and is overridden by the Domain Retention Period.
Select a new retention period that is longer than the current retention period and double-click the Save Retention Now! button. The list of Unregulated repositories is displayed under the “Unregulated” tab as shown in Figure 22. Repositories created through the Directory Account Synchronization (DAS) process are created as Unregulated repositories.
To list the Regulated repositories select the “Regulated” tab. As shown in Figure 23, this domain currently has one Regulated repository, “Manual-Repository”, with a retention period of 3 years. Repositories listed in this view have a default retention period of 1095 days (automatically assigned to repositories created as type Regulated). The only difference between a regulated and unregulated repository is the retention period as defined in the Domain.jcml.
Other type repositories (Figure 25) have default retention schedules applied and are described in the next section “Special Repositories”.
System Repositories Several repositories are created when the system is installed or when IAP domains are created. These repositories are listed under the “Other” tab shown in Figure 25. The domain based repositories are listed below: .catchall repository .userauditlog.repository .failed.indexing.repository .recyclebin.repository Catchall Repository The domain.
Summary This document provides information on managing IAP repositories and retention. Repositories are virtual storage areas in the IAP created through automated and manual processes. A single item (email or document) stored in the IAP can be associated with multiple repositories. Users have default access to their own repository which provides access to archived email items. Access can be assigned to other repositories as required.
For More Information For more information on HP Integrated Archive Platform (IAP), please visit www.hp.com/go/ILM. To learn more about award winning industry hardware, please visit the HP website at www.hp.com. To help us improve our documents, please provide feedback at www.hp.com/solutions/feedback. Technology for better business outcomes © Copyright 2009 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
