#Information Lifecycle

In Information lifecycle, the following actions are available for information lifecycle management:

#Manage Rules

In Information Lifecycle> Rules, you can click the rule name to view rule details. The following actions are also available to manage rules:

#Create a Rule

To create a rule for the information lifecycle, complete the following steps:

1. Navigate to Information lifecycle > Rules.

2. Click Create rule in the upper-right corner of the page.

3. In the Create rule panel, complete the following settings:

   • Name – Enter a rule name.

   • Description – Provide a brief description.

   • Disposal class – Enter a disposal class or disposition authority number for this rule. The entered disposal class or disposition authority number will be exported as a rule property when you export documents using the NAA or NARA export format or export classifications.

   • It can be used to mark documents and container level objects that meet the same rule. You can retrieve the disposal class or disposition authority number from your retention and disposal schedule or other authorization documents.

   • Criteria – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule.

   • To add a criterion, click the Add icon, and then configure the rule criterion. For more information on the supported criteria, refer to the Rule Criteria for Google Drive section below.

   • To remove a criterion, click the Remove icon next to the criterion.

   • If multiple criteria are added, select And or Or to define the logical relationship between them.

   • What would you like to do with the content? – Select a rule action to define how to manage the content that meets the configured rule criteria:

     • Destroy content – Select this option to destroy the content in Google Drive.

     • Move content to archive storage – Select this option to archive the content store it in a storage location for the defined period of time.

     • Export content – Select this option to export content into a digital preservation format.

     • Click the Export format field to select your desired export format in the dropdown list. NARA means documents together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

     • *Note: Before exporting content into a format for NARA, you can click the here link in the sentence below the field to modify the NARA configuration file. For details, refer to Configure Export Settings. The data can also be exported based on the default settings in the NARA configuration file.

     • Then, click the Export to field to specify the destination where the exported content will be stored. To create a new storage location, click Create a storage location in the dropdown list. For details, refer to Configure Storage Settings.

     • Move content to new location – Select this option and then select a destination drive from the tree to move the documents to the new drive.

   • Enable manual approval? – If you select to Destroy content or Move content to archive storage, you can choose whether to enable manual approval. It’s enabled by default. Records need to be reviewed by reviewers before being disposed of. Only the approved objects will be disposed of.

   • After enabling manual approval, select an approval process to carry out the review. Then you can choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

   • *Note: To send email notifications to record reviewers, make sure the Notify the assignees when the request is assigned option is selected in your chosen approval process.

   • Export content before action? – Select this checkbox to export a snapshot of the content before action.

   • Click the Export format field to select your desired export format in the dropdown list. NARA means documents together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

   • *Note: Before exporting content into a format for NARA, you can click the here link in the sentence below the field to modify the NARA configuration file. For details, refer to Configure Export Settings. The data can also be exported based on the default settings in the NARA configuration file.

   • Then, click the Export to field to specify the destination where the exported content will be stored. To create a new storage location, click Create a storage location in the dropdown list. For details, refer to Configure Storage Settings.

   • Select a storage location – If you select to Move content to archive storage, select a storage location to store the content archived by this rule.

   • Click the field to specify the destination where the content will be archived. To create a new storage location, click Create a storage location in the dropdown list. For details, refer to Configure Storage Settings.

   • *Note: If your organization’s subscription has AvePoint storage enabled, a built-in storage location AvePoint Storage will be available. AvePoint Storage is hosted by AvePoint in Microsoft Azure Blob Storage and the minimum retention period of AvePoint Storage is 90 days.

     • Select an access tier – If you are about to use your own Microsoft Azure Blob Storage as the storage location, you can select an access tier to place the data.

       • Store data in the default access tier

       • Store data in the cold tier

       • Store data in the archive tier

     • Retain archived data – You can choose whether to retain the archived data in the storage location. If you select the option, configure a retention rule to define how long the archived data will be deleted from the storage location.

4. Click Create to create the rule.

#Rule Criteria for Google Drive

The following table lists the rule criteria that you can use to manage files in Google Drive.

Note the following:

Criterion	Description	Condition
Name	Manages files whose name meets the configured condition.	Contains
Name	Manages files whose name meets the configured condition.	Does not contain
Name	Manages files whose name meets the configured condition.	Matches
Name	Manages files whose name meets the configured condition.	Does not match
Name	Manages files whose name meets the configured condition.	Equals
Name	Manages files whose name meets the configured condition.	Does not equal
Document size	Manages files whose size meets the configured condition.	>=
Document size	Manages files whose size meets the configured condition.	<=
Modified time	Manages files whose modified time meets the configured condition.	From…to…
Modified time	Manages files whose modified time meets the configured condition.	Before
Modified time	Manages files whose modified time meets the configured condition.	Older than
Created time	Manages files whose created time meets the configured condition.	From…to…
Created time	Manages files whose created time meets the configured condition.	Before
Created time	Manages files whose created time meets the configured condition.	Older than
Created time	Manages files whose created time meets the configured condition.	Equals
Modified by	Manages files whose modifier’s name meets the configured condition.	Contains
Modified by	Manages files whose modifier’s name meets the configured condition.	Equals
Label name	Manages files whose label name meets the configured condition.	Contains
Label name	Manages files whose label name meets the configured condition.	Does not contain
Label name	Manages files whose label name meets the configured condition.	Matches
Label name	Manages files whose label name meets the configured condition.	Does not match
Label name	Manages files whose label name meets the configured condition.	Equals
Label name	Manages files whose label name meets the configured condition.	Does not equal
Label property (Text)	Manages files whose label text meets the configured condition.	Contains
Label property (Text)	Manages files whose label text meets the configured condition.	Does not contain
Label property (Text)	Manages files whose label text meets the configured condition.	Matches
Label property (Text)	Manages files whose label text meets the configured condition.	Does not match
Label property (Text)	Manages files whose label text meets the configured condition.	Equals
Label property (Text)	Manages files whose label text meets the configured condition.	Does not equal
Label property (Text)	Manages files whose label text meets the configured condition.	Is blank
Label property (Number)	Manages files whose label number meets the configured condition.	>=
Label property (Number)	Manages files whose label number meets the configured condition.	<=
Label property (Number)	Manages files whose label number meets the configured condition.	=
Label property (Date)	Manages files whose label date meets the configured condition.	From…to…
Label property (Date)	Manages files whose label date meets the configured condition.	Before
Label property (Date)	Manages files whose label date meets the configured condition.	Older than

#Configure Export Settings

1. Click Download template. The NARA Configuration File.zip file will be downloaded to the download location of your current browser.

2. Extract the ZIP file and modify the configuration files in the extracted folder.

   *Note: Ensure that you do not rename the configuration files, as the updated file names cannot be recognized by the system when you upload the files back.

3. Once modifications are complete, compress the configuration files into one ZIP file.

4. Click Upload, select the ZIP file, and click Open to upload it to the system.

5. You can enable data checksum, which automatically generates a key to help verify the integrity of files during transfer.

6. Click Saveto save the configurations.

#Configure Storage Settings

If you are about to use your own storage locations, AvePoint recommends creating storage locations in the same data center as your AvePoint Online Services tenant for optimal performance, as data transfer between different data centers can lead to increased costs and reduced efficiency.

If you are using or plan to use your own storage device, read the instructions in the Allow AvePoint Agent Servers to Access Your Storage Account section below.

#Amazon S3

Configure the following settings:

*Note: It is not recommended to activate the archive access tier if you are using S3 Intelligent-Tiering. Activating the archive access tier will cause data object files that have not yet been accessed for 90 days to be archived, and we cannot access the archived data in your Amazon S3 storage.

#Amazon S3-Compatible Storage

Configure the following settings:

#Dropbox

Complete the following settings:

#FTP

Complete the following settings:

#Google Cloud Storage

#Microsoft Azure Blob Storage

Complete the following settings:

#SFTP

Complete the following settings:

#Allow AvePoint Agent Servers to Access Your Storage Account

If you are using or plan to use your own storage device, read the instructions in this section carefully and complete the settings as needed. Otherwise, you can skip this topic.

When you are using your own storage device, you may have set up the storage firewall to only allow trusted clients for security concerns. To ensure that the Confidence Platform for Google can access your storage, complete the settings as required in the following conditions:

#Manage Classification

In Information Lifecycle> classification, browse and find the classification or classification group, and the following actions are available:

#Configure Classification Settings

To configure settings for a classification, complete the following steps:

1. Navigate to Information lifecycle > Classification.

2. Browse and select the classification from the Classification panel.

3. In the right panel, configure the following settings:

   • Description – Provide a brief description.

   • Rules – Associate classification with rules.

     • Add rule – Click Add rule and a new rule will be listed in the table. Click the Rule name field and select the rule that you want to associate with the selected classification from the dropdown list. All rules created on the Rules page will be listed and selectable.

     • After selecting a rule, you can click the View icon to view rule details, or click the Remove icon to remove the rule. To edit a rule, click the Edit icon. For detailed instructions, refer to Manage Rules.

     • Change rule order – To change the rule order, click the down arrow displayed in the order column, and select a new order for this rule.

4. Click Save to save the configurations.

#Manage Data Scope

In Information Lifecycle > Scope, you can view the settings for containers and click the container name to view settings for objects in it. The following actions are also available to manage data scope:

#Configure settings

To configure settings for containers and objects, navigate to Information lifecycle > Scope, select containers or objects in the container and click Edit settings on the top.

1. In the Edit settings panel, configure the general settings first:

   • Do you want to enable lifecycle management? – Select Yes or No to enable or disable information lifecycle management.

   • Do you want to enable classification-based management? – If you enable information lifecycle management, select Yes or No to configure whether to manage Google Drive files with classifications.

2. If you select to manage Google Drive files without classifications, configure the following settings and click Save to save the configurations:

   • Rules – Set rules for the data:

     • Add rule – Click Add rule and a new rule will be listed in the table. Click the Rule name field and select the rule that you want to associate with the selected classification from the dropdown list. All rules created on the Rules page will be listed and selectable.

     • After selecting a rule, you can click the View icon to view rule details, or click the Remove icon to remove the rule. To edit a rule, click the Edit icon. For detailed instructions, refer to Manage Rules.

     • Change rule order – To change the rule order, click the down arrow displayed in the order column, and select a new order for this rule.

   • Enforce rule actions – For detailed instructions, refer to the Enforce rule actions section below.

3. If you select to manage Google Drive files with classifications, configure the following settings:

   • Do you want to enable content synchronization for search? – Select Yes or No to configure whether to enable content synchronization to the Information management module. You can run Content Synchronization for Search jobs to synchronize data for search and management after you enable this option.

   • Select a classification group – If the corresponding Google tenant is already associated with a classification group, only this classification group is available. If the Google tenant is not yet associated, select a classification group from the dropdown list.

   • *Note: When you apply a classification group to a data scope for the first time, the classification group will be associated with the corresponding Google tenant, and classifications will be synchronized to the Google tenant as labels. A Google tenant can only be associated with one classification group.

   • Apply classification by – choose how classifications will be applied to Google Drive files.

     • Manually choose a classification – Do not automatically apply any classification to files and users can manually choose a classification from the selected classification group when they classify the files.

     • Auto-populate a classification based on criteria – After the Apply settings job, auto-populate different classifications based on the criteria defined below to the files. Users can later search and reclassify files in Search.

4. If you select Manually choose a classification as the classification application method, configure the Enforce rule actions setting and click Save to save the configurations. For detailed instructions, refer to the Enforce rule actions section below

   If you select Auto-populate a classification based on criteria, configure the following settings:

   • Define criteria and classification – Configure criteria groups and then define classifications. The classification will be applied to the Google Drive files that meet the configured criteria.

     1. Click the Add icon, and then configure the criterion. For more information on the supported criteria, refer to the Rule Criteria for Google Drive section in Manage Rules.

     2. To remove a criterion, click the Remove icon next to the criterion.

     • If multiple criteria are added, select All or ANY to define the logical relationship among them (All is the default logical relationship).

     3. To add more criteria groups to this classification, click Add group and follow the instructions above to configure the criteria.

     4. Click the Classification icon next to the Apply the following classification field to select a classification. The Select classification window appears and displays the classifications in the selected classification group. Select a classification and click Save.

     5. To add criteria groups to apply other classifications, click Add criteria group and follow the steps above to configure the criteria group.

   • If a document does not match any criteria defined above, then: – Choose how to classify the Google Drive files that do not match any defined criteria:

     • Manually choose a classification– Users can manually choose a classification when they classify the files.

     • Set a default classification – After the Apply settings job, a default classification will be applied to the files that do not match any defined criteria.

     • To specify a default classification, click the Classification icon next to the Apply the following classification field to select a classification. The Select classification window appears and displays the classifications in the selected classification group. Select a classification and click Save.

   • What would you like to do if a document is already classified using a classification? – Select a conflict resolution:

     • Overwrite the existing classification – The new classification you configured above will overwrite all existing classifications applied to the file.

     • Skip and keep the existing classification – The file will keep its currently applied classifications, and the new classification you configured above will not be applied.

     • Append the new classification to the existing classification – The classifications applied to the file will be kept and the new classification you configured above will be applied to the file as well.

     • *Note: There is a limit from Google Workspace that you can apply up to 5 labels (classifications) to each file. If the combined total exceeds this limit, the system will skip applying the new one.

   • Scan all existing documents – Choose whether to scan all existing Google Drive files and then auto-populate classifications to the files based on the configured criteria. By selecting the checkbox, the Apply settings job will scan all existing files; otherwise, the Apply settings job will only scan the files that were added/modified between the previous and current jobs.

   • Then configure the Enforce rule actions setting and click Save to save the configurations. For detailed instructions, refer to the Enforce rule actions section below

#Enforce Rule Actions

#Configure Job Schedule

To configure job schedule, navigate to Information Lifecycle > Scope and click the Configure job schedule button. In the Configure job schedule panel, you can configure the following schedules:

1. Choose whether to run a job based on a configured schedule.

   • No schedule – If you have configured a job schedule, selecting this option will cancel the job schedule.

   • Configure a schedule – Select this option to configure a customized schedule to run jobs.

   • Complete the following steps to configure a schedule:

     • Start time – Select the start time for the job. Click the Calendar icon to select a date, and then click the Clock icon to set a time,

     • Frequency – Specify a frequency for the job.

     • No end date – The job will be run repeatedly until you manually stop it.

     • End after __ occurrences – The job will stop after the defined occurrences that you entered in this field.

     • End by – The job will stop at the exact date and time that you selected.

2. Click Save to save the configured settings.