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How to set up auto-archiving for virtual data rooms

Avoid storage problems, improve the stability of the virtual data rooms (VDR) and file accessibility by automatically archiving data

Aim

This How To is concerned with setting up auto-archiving of files in virtual data rooms (VDR). This way you can prevent storage space in the proxy server from filling up, have your data archived in an expiration directory of your choice and set up automatically generated notifications and reports.

Implementation

To set up auto-archiving we use the File Server Resource Manager. As well as notifications and reports, we can also use it to set up an expiration directory.

  • Open the Server Manager on the proxy server that you installed  the Cortado Proxy Extension on and select Manage→ Add Roles and Features (arrow in illus.).

  • Under Server Roles, open the roles File and Storage Services and File and iSCSI Services (upper arrow in illus.) and add the role File Server Resource Manager (lower arrow in illus.).
  • If necessary, also install any missing tools.

  • Then open the File Server Resource Manager.
  • Under File Management Tasks (left arrow in illus.) click on Create File Management Task (right arrow in illus.).

  • Specify a name for the task in the General tab under Task name and ensure that the Enable checkbox (arrow in illus.) is checked.

  • Enable the User Files checkbox in the Scope tab (upper arrow in illus.) and then use Add (lower arrow in illus.) to add the folders from which the content is to be regularly archived.

  • Select the Type: File expiration in the Action tab (arrow in illus.).
  • Add a directory to Windows Explorer (in this example: C:\Expiration). Then select this directory with the Browse button.

In the Notification tab you can configure email notifications to be sent to IT personnel and/or end users. As is the case with many of the integrated email templates in the File Server Resource Manager, we recommend that you customize the notifications.

  • To do so, click on Add (arrow in illus.).

  • Make your desired settings here, changing the receiver, the subject and the text of the email to your needs. Under Advance notification, adjust the number of days before the start of archiving the notification should be sent (example shown in illus.).

In the Reports tab, you can specify whether a report should be generated for the IT to show which files have expired.

In the Condition tab, you can set rules to specify which files should be archived. For example, you could specify that files will expire if they haven’t been opened for six months (example in illus.).

In the Schedule tab you can also determine a schedule.

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