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Operations Performed from the Content Director Policy
How to Use Content Director Policy
In order to identify and evaluate digital information as part of a data discovery process, organizations need to review large amounts of data located in file system and email system. The Content Director Policy based approach allows compliance users to automate and schedule the data discovery process and integrate it into day to day activities. You can create different policies for different search criteria and manage them effectively. Each policy would be run at the scheduled time, performing search against a selected set of data and allowing various actions to be performed on the results returned by the search.
The following section explains the pre-requisites for deploying the Content Director Policy:
The Content Director Policy provides the ability to automate and schedule the following operations:
Defining a search query is the starting point to defining a Content Director Policy. Compliance users can select a groups of clients and define a search query on those clients. For more information on defining a search query, see Data Discovery and Search.
The Content Director Policy allows users to automatically restore the results returned from the search query to a new or existing review set in the specified the Web Search Server. The review sets can be later viewed from the Search Console. When you specify an existing review set, the discovered items are added to the review set. You can also choose to specify the user name on behalf of which the search results are restored to the Review Set. In addition, you can also refine the restore by specifying to process only the backed up/archived data after the specified date.
For more information on review sets, see Data Discovery and Search.
Legal hold allows compliance users to identify and segregate relevant data found during a data discovery process and retain them for a longer retention period. This process can be automated and scheduled from the Content Director Policy wherein the data that matches the search query defined in the Content Director Policy are automatically moved to an existing or new Legal Hold specified in the policy. You can also specify the user name on behalf of which the search results are moved to the Legal Hold. You can further refine the operation by specifying to process only the backed up/archived data after the specified date.
When automating the Legal Hold operation from the Content Director Policy, the search results are first restored to a Review Set on the destination Web Search Server specified in the policy and then moved to the Legal Hold. Once moved, you can choose to retain all the items or only the failed items in the Review Set.
For detailed information on Legal Hold, see Legal Hold.
ERM Connectors enable compliance users to submit selected documents and files as records to an ERM Server. You can create a Content Director Policy to automatically submit the results returned from the search query to an existing or new ERM Server. You can also specify the user name on behalf of which the documents are submitted to the ERM Server. You can further refine the operation by specifying to process only the backed up/archived data after the specified date.
When automating the ERM operation from the Content Director Policy, the search results are first restored to a Review Set on the destination Web Search Server specified in the policy and then submitted to the ERM server through the ERM Connector. Once submitted, you can choose to retain all the items or only the failed items in the Review Set.
For detailed information on ERM Connector, see Enterprise Records Management (ERM).
Tagging enables compliance users to assign system-defined or user-defined tags to search results. Tagging operations are scheduled from the CommCell Console using the Content Director Policy. You can associate or dissociate tags to the results returned by the search query defined in the Content Director Policy. If required, you can also create a new tag and then associate the tag to the search results.
When you select the tagging operation from the Content Director Policy, the search results are initially restored to a Review Set on the specified Web Search Server. When restoring to a Review Set, you can also specify the user name on behalf of which the Review Set is created and the tags are assigned. You can further refine the operation by specifying to process only the backed up/archived data after the specified date.
For detailed information on tagging, see Tagging.
The Content Director Policy allows you to include all the above operations or a combination of operations in the policy. However, when you create a policy to automate the Legal Hold operation or submit to an ERM Connector, the Restore to Review Set operation will not be available since the search results are already getting restored to a Review Set prior to the Legal Hold or ERM Connector operation.
This section provides information on using the Content Director Policy:
Record Director Policies are created from the CommCell Console. You can create different policies to automate different data discovery operations. For step-by-step instructions on creating a Content Director Policy, see Create/Modify a Content Director Policy. Once you have created the policy, you can schedule the policy to be run at specified time intervals or run immediately.
When scheduling a Content Director Policy, you have the option to specify the job running time and the number of job retries as well as configure alerts for the specific job. For step-by-step instructions on scheduling a Content Director Policy, see Schedule a Content Director Policy. On the other hand, if you opt to run the policy immediately, the job running time and number of job retries will be infinite and the there will no alerts configured for the job. For step-by-step instructions on running a Content Director Policy immediately, see Run a Content Director Policy Immediately.
Once created, you can modify the operations included in a Content Director Policy. You can also modify the policy name and description as well as the staging client information and date from which the data should be processed. For step-by-step instructions, see Create/Modify a Content Director Policy.
Cloning allows you to create an exact duplicate of an existing Content Director Policy that retains all of the properties of the original policy. Once created, you can also edit the properties of the policy as required. See Cloning Policies for an overview. For step-by-step instructions on cloning a Content Director Policy, see Clone a Content Director Policy.
When you export a Content Director Policy, the properties associated with the policy are saved as an XML file to your local disk. This XML file can later be imported to the same or different CommCell. When importing the XML file, you can modify the properties of the policy from the Content Director Policy Workflow dialog box. For step-by-step instructions, see Export/Import a Content Director Policy.
Automated Content Classification Policies can be deleted from the CommCell Console. For step-by-step instructions on deleting a Content Director Policy, see Delete a Content Director Policy.
Whenever a Content Director Policy is executed, an Information Management job is initiated in the Job Controller.
Information management jobs are both restartable and preemptable. See Job Preemption Control for more information. If necessary, you can specify the maximum number of allowed restart attempts and the interval between restart attempts. See Specify Job Restartability for the CommCell.
You can also set the Job Retries and Job Running Time options when initiating a job. See Restarting Jobs and Job Running Time for more information. See Schedule a Content Director Policy for step-by-step instructions.
When executing a Content Director Policy, note that only the jobs that are content indexed as per the criteria defined in the storage policy are considered for the Content Director Policy operation.
When defining a Content Director Policy, you have the option to specify the date from which the backup/archived data will be considered for the search and subsequent operations on the discovered items. During a data aging operation, if a particular job is qualified to be processed by a Content Director Policy, the data will be retained even though it is eligible to be pruned, until it is acted upon by the Content Director Policy.
For example, consider a Content Director Policy to perform a search on Exchange emails and submitting the discovered items to a legal hold. You also specify that the data archived in the last 5 days will be considered for the search. This policy is then scheduled to be run every Saturday. Now, this policy ensures the following:
For detailed information on pruning data, see Data Aging.
You can configure Information Management alert from the CommCell Console to monitor the status of the Content Director Policy operations. See Alerts and Monitoring for more information.
A new option is added to the Job Summary Report to report all Information Management Jobs.
The CommCell Configuration Report now includes information on the Content Director Policy created on the CommServe.