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Operations Performed from the Automated Content Classification Policy
How to Use Automated Content Classification 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 Automated Content Classification 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 Automated Content Classification Policy:
The Automated Content Classification Policy provides the ability to automate and schedule the following operations:
Defining a search query is the starting point to defining a Automated Content Classification Policy. Compliance users can select a groups of clients and define a search query on those clients. All the search criteria options available from the regular search window in the CommCell Console is available for the user to select when defining a search query from the Automated Content Classification Policy window. For more information on defining a search query, see Data Discovery and Search.
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 Automated Content Classification Policy. You can associate or dissociate tags to the results returned by the search query defined in the Automated Content Classification Policy. For detailed information on tagging, see Tagging.
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 Automated Content Classification Policy wherein the data that matches the search query defined in the Automated Content Classification Policy are automatically moved to an existing or new Legal Hold specified in the policy. For detailed information on Legal Hold, see Legal Hold.
The Automated Content Classification Policy allows users to automatically restore the results returned from the search query to a new or existing review set in the specified 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. For more information on review sets, see Data Discovery and Search.
ERM Connectors enable compliance users to submit selected documents and files as records to an ERM Server. You can create a Automated Content Classification Policy to automatically submit the results returned from the search query to an existing or new ERM Server. When automating the ERM operation from the Automated Content Classification Policy, the search results are first restored to a destination client specified in the policy and then submitted to the ERM server through the ERM Connector. For detailed information on ERM Connector, see Enterprise Records Management (ERM).
The Automated Content Classification Policy allows you to include all the above actions or a combination of actions in the policy. However, when you crate a policy to automate the Legal Hold operation, the Restore to Review Set action will not be available since the search results are already getting restored to a Legal Hold Review Set prior to getting added to a Legal Hold.
This section provides information on using the Automated Content Classification 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 Automated Content Classification Policy, see Create/Modify a Automated Content Classification 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 Automated Content Classification 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 Automated Content Classification Policy, see Schedule a Automated Content Classification 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 Automated Content Classification Policy immediately, see Run a Automated Content Classification Policy Immediately.
Once created, you can modify the operations included in a Automated Content Classification 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 Automated Content Classification Policy.
Cloning allows you to create an exact duplicate of an existing Automated Content Classification 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 Automated Content Classification Policy, see Clone a Automated Content Classification Policy.
When you export a Automated Content Classification 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 Automated Content Classification Policy Workflow dialog box. For step-by-step instructions, see Export/Import a Automated Content Classification Policy.
Automated Content Classification Policies can be deleted from the CommCell Console. For step-by-step instructions on deleting a Automated Content Classification Policy, see Delete a Automated Content Classification Policy.
Whenever a Automated Content Classification 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 Automated Content Classification Policy for step-by-step instructions.
When defining a Automated Content Classification 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 Automated Content Classification Policy, the data will be retained even though it is eligible to be pruned, until it is acted upon by the Automated Content Classification Policy.
For example, consider a Automated Content Classification 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 Automated Content Classification 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 Automated Content Classification Policy created on the CommServe.