Data Aging - Advanced

Table of Contents

Configuring Extended Retention Rules

  1. From the CommCell Browser, expand Policies > Storage Policies > storage_policy.
  2. Right-click the storage policy copy and click Properties.
  3. On the Retention tab of the Copy Properties dialog box, specify the following:
    1. Under Basic Retention Rule for All Backups, set the basic retention rules by clicking Retain for and entering the number of days and cycles appropriate for your organization.
    2. Under Extended Retention Rules for Full Backups, set the extended retention rules as follows:
      1. Select the For check box.

        Note:

        For deduplication storage policy copy, a message appears that tells you that enabling extended retention rules on a deduplicated copy might increase the DDB size.

        Click No and create a selective copy with deduplication for each selective criteria (for example, weekly, monthly, and so on), and then set the higher basic retention period on each selective copy. For instructions, see Creating a Selective Copy.

        Important: If multiple selective copies are created, you will not be able to choose Grace Days and Select the jobs from previous tier options.

      2. Enter the number of Days Total to retain the backup.
      3. Click the Keep drop-down list, and select the desired backup criteria (for example, Monthly Full, Weekly Full).
      4. Click the Grace Days drop-down list and select the number of days (for example, 2).

        This allows you to consider the additional number of days along with the Extended Retention rule. For example, if the last full backup job fails with in the defined extended retention criteria, then the next full backup job that ran in the specified grace days will be selected for retention.

  4. Repeat Step 3 to configure additional extended retention.
  5. Click OK.

Applying Extended Retention Rules for Secondary Copies

If multiple backups reside in the same time period of the Extended Retention Rule, the following order of priority is used for job retention:

  • The backup is fully copied, but not disabled.
  • The backup is fully copied, but disabled.
  • The backup is marked as Partial or To be Copied (data for the job is available on the primary copy)
  • The backup is marked as Partial (data from the job is pruned, disabled, or Partial on the primary copy)

Spreadsheet for Calculating Retention

You can use a spreadsheet to calculate retention. Click here to download the spreadsheet, and then enter your data into the spreadsheet.

  1. Open the spreadsheet.
  2. Enter the appropriate data in the Input section that is highlighted in yellow.
    • Days: The number of days defined in the storage policy.
    • Cycles: The number of cycles defined in the storage policy.
    • Days Between Fulls: The number of days that fall between the full backup operations in the storage policy.
  3. Enter the number of extra days in the Extra Days field in the Illustration section to see how retention is affected.
    • Enter 0 to display the maximum number of ageable days.
    • Enter 1 to add an additional day and display the minimum number of ageable days.
    • Enter 2 to add two additional days and so on.

    In the Illustration section of the spreadsheet, you can see when the data will be aged.

Specifying End-User Permission for Data Aging Jobs

The data aging job can be performed by any user who has the following capabilities.

  • Agent Management capability to prune the data for Clients/iDataAgent/BackupSet/Instances/Subclients.
  • Storage Policy Management capability to prune the data from Storage Policies.
  • Library Management capability to prune on those copies which are associated with library.

When the data aging job is performed by the user, the data will be pruned only for those entities (Clients/Storage Policies/Libraries) that are specific to this user.

For pruning to happen on a storage policy you must:

  • Select the libraries associated with that storage policy
  • Assign Storage Management and the Library Management capabilities

For example, if Administrator has created da_group01 as user group with the above capabilities and the entities client01, SP01, library01 are associated to this group, then when user1 performs the data aging job, the prunable data on SP01 which is pointing to Library01 and client01 will be aged.

For instructions on assigning user capabilities and entities, see Managing User Groups.

Log Retention Rules for Databases

Database Agents have unique retention rules and behaviors for logs. Refer to the Data Aging topic for your Agent for complete details on log retention rules.

Manage Retention of Individual Jobs

Retaining a Job

You can extend the expiration date of a specific job. This will override the default retention set at the corresponding storage policy. Note that if the data resides on removable media, the media will not be recycled until the jobs are aged.

  1. From the CommCell Browser, expand Policies | Storage Policies.
  2. Right-click the appropriate storage policy copy, point to View and then click Jobs.
  3. In the Job Filter for Storage Policy dialog box, clear Specify Time Range check box, and then click OK.
  4. In the Jobs for Storage Policy window, right-click the appropriate Job and then click Retain Job.
  5. In the Manual Retention End Time for Job, click Retain Until and select the date, and then click OK.
  6. You can view the following from the Jobs for Storage Policy window:
    • The expiration date will be displayed in the Retain Until column.
    • In the Status column, the job status changes from Available to Available & Retained.
    • The icon of the job displayed as (Retained job icon).

Deleting a Job

You can delete a specific job if it no longer needs to be retained. This is useful to remove bad jobs that might have an impact your Auxiliary Copy operation. You can also use this option to remove unnecessary jobs that are preventing media from being reused. Note that all dependent jobs will be automatically aged when a full job is selected for deletion.

  1. From the CommCell Browser, expand Policies | Storage Policies.
  2. Right-click the appropriate storage policy copy, point to View and then click Jobs.
  3. In the Job Filter for Storage Policy dialog box, clear Specify Time Range check box, and then click OK.
  4. In the Jobs for Storage Policy window, right-click the appropriate Job and then click Delete Job.
  5. A message appears that asks if you want to delete a job, click OK.

    A list of dependent jobs (incremental backups, log backups, and so on), if available, appears.

  6. Click OK to delete the jobs.

    A message appears that asks if you want to delete all jobs.

  7. Type erase and reuse media and click OK.

Override Predefined Retention Rules for a Backup Job

You can override the predefined storage policy retention rules and apply new rules for specific data retention jobs. Follow the steps given below to manually specify the data retention time for a specific job.

Overriding the retention is a job based retention operation and does not affect any other jobs, it only affects the job that you are changing the retention.

  1. From the CommCell Console, expand Client Computers | <Client> | File System | defaultBackupSet.
  2. Right-click the appropriate subclient and click Backup.
  3. In the Backup Options for Subclient dialog box, click Advanced, and then click the Media tab.
  4. In the Advanced Backup Options dialog box, under Extend Job Retention section, specify the retention rules to apply to this job.
    • Infinite: Retains this job indefinitely.
    • Number of Days: Prunes (deletes) this job after the number of days specified. Specify a value higher than the Storage Policy Default.
    • Storage Policy Default: Applies the retention rules of the associated storage policy.
  5. Click OK and then click OK to close the Backup Options for Subclient dialog box.

Un-Age Aged Jobs

If you have aged data residing on secondary storage (Tape Media only) and if the tape is not overwritten, you can retrieve the aged data from the Media or from a specific job.

Note that if the storage policy copy is deleted, you will not be able to un-age any jobs on that copy.

Un-age a Job from Storage Policy Copy Level

  1. From the CommCell Browser, expand Policies | Storage Policies | <Storage Policy>.
  2. Right-click the appropriate storage policy copy, point to View and then click Jobs.
  3. In the Job Filter for Storage Policy dialog box, clear Specify Time Range check box, and then click Advanced.
  4. In the Jobs in Storage Policy Advanced Filter Options dialog box, select Include Aged Jobs and then click OK.
  5. Click OK.
  6. The list of aged jobs associated to this copy appears in the Jobs for Storage Policy window.
  7. Right-click the appropriate aged job, and then click Un-Age Jobs.
  8. In the Manual Retention End Time for Job dialog box, select one of the following:
    • Select Infinite to retain this job indefinitely.
    • Select Retain Until and then click drop-down list to specify the retention date.
  9. Click OK and then click OK to close Un-Age Jobs dialog box.

    The status of the job is updated from Available to Available & Retained.

    You can allow this job to copy to another storage policy copy by right-clicking the job and then selecting Allow Copy.

Un-age the Job from Media Level

  1. From the CommCell Browser, expand Storage Resources | Libraries | <Tape_Library> | Media By Location | Media In Library.
  2. From the Media In Library window, right-click the appropriate Media, point to All Tasks and then click Un-Age Jobs.
  3. In the Manual Retention End Time for Job dialog box select one of the following:
    • Select Infinite to retain this job indefinitely.
    • Select Retain Until and then click drop-down list to specify the retention date.

    If the job is spanned between one or more media and if any of these media is overwritten, then you cannot retrieve the aged job. During retrieve process, you will be prompted with the following message:

    The following jobs could not be unaged: Job ID: <Id number>, Job is media deleted.

  4. Click OK, and click OK to close the Un-Age Jobs dialog box.

Data Aging of Specific Data (Granular Data Aging)

Several options are available for leveraging data aging jobs across a CommCell. These options reduce overhead on the CommServe computer and provides the flexibility to perform data aging operations for CommCell users (with Agent Management/Storage Management and Library Management ) of their own entities (Client, Storage Policy and so on) at times convenient for them. The following sections describe these options.

Granular data aging can be selected on the following level:

  • Storage Policy Copies Level
    • Each storage policy in your CommCell is designated for specific clients (such as clients in a branch office) and you want administrators to perform data aging for only the clients in their area
    • Your CommCell contains a large number of storage policies, which may result in data aging jobs taking significant amounts of time and resources
  • Libraries Level
    • Your backup jobs span multiple libraries and you only intend to age data on the copies associated to a specific library or set of libraries

      Note that if copies associated to specified libraries have additional data paths, jobs on those data paths will also get aged.

    • You have run out of media in a particular library and want to quickly free up media for new data protection jobs
  • Clients Level
    • A storage policy has a large number of clients that might cause data aging jobs to take a significant amount of time and resources.
    • You have decommissioned one more client and want to age data that is associated with those clients.

To configure the granular data aging:

  1. From the CommCell Browser, right-click the CommServe node, point to All Tasks and then click Data Aging.
  2. On the Data Aging Options dialog box, click Advanced.
  3. On the Advanced Data Aging Options dialog box, click Age Granular, specify the appropriate settings:
    1. If you need to age data in specific storage policy copies, select the Select Copies check box, click Prune Selected Copies, and then select the copies you want to age.
    2. If you need to age data in specific libraries, select the Select Copies check box, click Prune Copies Using Selected Libraries, select libraries, and then click Add.
    3. If you need to age data for specific clients, clear the Include All Client check box, select the clients under Clients Available and click Add.
  4. Click OK and then click OK to close the Data Aging Options dialog box.

The data aging job runs and all data that meets the retention criteria in the selected copies or libraries or clients will be aged.

Data Aging and Time Zones

Data aging operations age data according to the time zone of the associated storage policy.

You can designate the following time zones for a storage policy:

  • CommServe Time Zone (default)
  • Storage Policy Time Zone
  • Client Computer Time Zones

Exercise caution while changing time zones, especially when the time zone of a client is set to an earlier time. This can cause data to be aged earlier than intended.

  1. From the CommCell Console, expand Policies | Storage Policies.
  2. Right-click the appropriate storage policy and click Properties.
  3. In the Storage Policy Properties dialog box, click the Advanced tab, and specify the appropriate settings.

    By default, CommServe Time Zone is selected under Time Zone Settings.

    1. If you have changed the time zone and like to revert to CommServe time zone, from the Time Zone list, select CommServe Time Zone.
    2. If you want to configure a storage policy for all clients within a specific time zone, from the Time Zone list, select appropriate time zone.
    3. If your storage policy is associated with clients in multiple time zones, from the Time Zone list, select Client Time Zone.
    A message appears that asks if you want to change the time zone.
  4. Click OK and then click OK to close the Storage Policy Properties dialog box.

Data Aging and Storage Policy Copies

Data aging behavior differs based on the types of copies that you are using. The following table describes the behavior for aging specific copy types.

Copy Name Description
Primary Copy without Synchronous Copies If data aging can be performed on a primary copy and there are no secondary copies defined, the data on the primary copy can be aged provided the data has exceeded its specified retention criteria.

If a storage policy is associated with an incremental storage policy, the retention period of the primary copy of the storage policy must be greater than or equal to the retention period of the primary copy of the incremental storage policy.

Primary Copy with Synchronous and Selective Copies Data aging can be performed on a storage policy with synchronous and/or selective copies defined. Data is aged according to the primary copy retention rule only when all data eligible to be aged is copied to all active copies during an auxiliary copy operation.

If a storage policy is associated with an incremental storage policy, the retention period of the primary copy of the storage policy must be greater than or equal to the retention period of the primary copy of the incremental storage policy.

Secondary Copy The data aging of a secondary copy is dependent on the selected retention criteria set for that copy.

It is recommended that secondary copies have a retention period that is greater than or equal to that of the primary copy.

Incremental Storage Policy Copy Full and incremental backups running to different storage policies are not linked. Data on a storage policy where the full backup is run is aged based on the retention set on that storage policy. Similarly, the data on the incremental storage policy is aged based on the retention rules of the incremental policy.

If the incremental storage policy is also being used as a regular storage policy (and has full backups), the full backups will also age according to any retention rules that are set on the policy

It is recommended that the retention rule for the full storage policy is greater than the incremental storage policy. Data on incremental policy will be aged earlier if it has shorter retention than the full storage policy. If the incremental storage policy has longer retention than a full storage policy, this may result in dangling incremental jobs.

Source Copy that is not a Primary Copy Data Aging can be performed on data copied during an auxiliary copy operation from a non-primary copy source. 

The rules for data aging on source copies are as follows:

  • Data can be aged from the primary copy when there are To Be Copied jobs and the primary copy is not the source copy.
  • Data can be aged from a secondary copy that is a source copy once all of its data is copied to the secondary copy.

The following examples illustrate how data is aged from a storage policy that has three copies; primary copy Primary_01, Secondary_01, and Secondary_02. Secondary_02 uses Secondary_01 as a source copy. The retention rules for each copy are as follows:

  • Primary_01 = 15 days and 2 cycles
  • Secondary_01 = 1 day and 1 cycle
  • Secondary_02 = 30 days and 2 cycles
Spool Copy Allows you to use a primary copy as a temporary holding area for protected data until it is copied to an active synchronous copy. Once copied, the data on the primary copy is aged.

This copy has a retention rule of 0 days and 0 cycles, and hence, once an auxiliary copy operation is performed, all data on this copy is aged when Data Aging is run.

Synchronous copies can not be deleted when a primary copy has the Spool Copy (no retention) option enabled, and there is no coverage for all of the subclients in the secondary copies. Instead, users are prompted with a warning message to change the retention period of the primary copy or to create another synchronous copy.

The rule for data aging from spool copies is as follows:

  • The data must be copied to an active synchronous copy. The way in which data is aged is also contingent upon the following:
    • Whether the data protection operation was successful, killed, or failed.
    • Whether the storage policy has secondary copies and whether they are active.
    • Whether jobs are disabled on the storage policy copy.
    • Whether jobs still need to be copied to secondary copies.
Incremental and Differential Copies Incremental and differential copies are retained based on the rules defined for their associated storage policy copy. However, you can configure data aging to age intermediate incremental and differential copies preceding a new differential. This is useful to minimize wasted disk space.

Note that this configuration will also consider the retention days set on the storage policy copy for incremental or differential jobs. If the differential job is run, then incremental or differential jobs before the last differential in a cycle are pruned once the retention day criteria is met. For example, if your jobs ran in the following pattern:

  • 1st cycle: Full, Incremental_01, Incremental_02, Differential_01, Incremental_03, Incremental_04, Differential_02
  • Retention: Set to 7 days and 2 cycles.

Assuming that Do not retain intermediate incremental and differentials before a new differential option is selected and from the intermediate jobs between Full and Differential_02 once these jobs (Incremental_01, Incremental_02, Differential_01, Incremental_03, Incremental_04) meets the days retention criteria then these jobs will be aged, even if these jobs haven't met the cycle criteria.

Use the following steps to configure data aging to age intermediate incremental and differential jobs:

  1. From the CommCell Browser, expand Policies | Storage Policies | <Storage Policy>.
  2. Right-click the appropriate storage policy copy and then click Properties.
  3. Click the Retention tab.
  4. Select Do not retain intermediate incremental and differentials before a new differential check box.
  5. Click OK.

Data Aging and Media Recycling

Media will be available for reuse only when all the jobs on that media have been aged. However, if half the data on a given media is aged, then that media will remain unavailable for data protection operations until the remaining data on the media is aged. When all the data on the media is aged, the media will then be recycled to the associated scratch pool for future data protection operations.

Notes:

  • Media that has an active status is not recycled back to the scratch pool until the media has a non-active status.
  • When the tape media is recycled and overwritten, the data that was originally written to it cannot be restored.

Recover or Save Aged Data

Recovering Aged Data

As the data aging operation only marks the metadata for deletion, the actual data in the media may be available for restores.

You can view such aged data during browse and restores operations by enabling the following option.

  1. On the ribbon in the CommCell Console, click the Home tab, and then click Control Panel.
  2. Under Others section, click Browse/Search/Recovery.
  3. In the Browse/Search/Recovery Options dialog box, select the Show aged data during browse and recovery check box.
  4. Click OK.

    Aged data will now be included in the display when you start a Browse and Restore operation.

Saving Aged Data

You can save a spare media containing aged data and prevent the media from being overwritten, thereby allowing you to restore the data from the media at any time.

  1. From the CommCell Browser, expand Storage Resources | Libraries | <Library name> | Media By Groups | Default Scratch.

    The contents of the scratch pool are displayed in the right pane of the Browser.

  2. Right-click the media that you want to move, point to All Tasks and then click Move.
  3. Under Destination Pool Type, select Overwrite Protect Media pool.
  4. Under Destination Pool, select Overwrite Protect Media Pool.
  5. Click OK to complete the transfer.

You can also save assigned media containing aged data.

  1. From the CommCell Browser, expand Storage Resources > Libraries > library_name Media By Groups > Assigned Media.

    The contents of the assigned media pool is displayed in the right pane of the Browser.

  2. Right-click the media that you want to prevent reuse, and then click Prevent Reuse.
  3. In the Destination Overwrite Protect Media Pool list, click Overwrite Protect Media.
  4. Click OK.

Delete the Contents of Media

If necessary, you can manually delete the contents of a media before the media's remaining data is aged. Use this option if you require the use of the media for critical data protection jobs and are certain you will no longer need any of the remaining data on that media.

Important:

  • Once contents of the media are deleted, the contents are not available for data recovery operations. In addition, the next data protection operation does NOT become a full backup automatically. After you delete the contents of the media, run a full backup immediately for all the subclients that are associated with the media.

  1. From the CommCell Browser, expand Storage Resources | Libraries | library name | Media By Groups | Assigned Media.

    The contents of the Assigned Media pool is displayed in the right pane of the Browser.

  2. Right-click the desired media, point to All Tasks and then click Delete Contents.

    Delete Content Warning dialog box will be displayed only for those media that are available in the library.

  3. Click Yes.

    A message appears that asks if you want to delete the content.

  4. Type erase and reuse media and click OK.
  5. Select the name of the scratch pool to which the media must be moved, after the contents are deleted.
  6. Click OK and then click OK.

    The media information is deleted from the CommServe database and the media is moved to the specified scratch pool.

Data Aging and Deconfigured Clients

When a client or an agent is deconfigured, the client's data is aged according to the corresponding storage policy copy’s retention time and cycle rules.

If necessary, you can ignore retention cycle rules for the deconfigured client. This option prevents the deconfigured client's data from being aged according to backup cycles that the client is no longer included in.

Tip: You can temporarily suspend client activity to age its data without uninstalling the client software or meeting the cycle retention requirement. This makes media more readily available for new data.

  1. On the ribbon in the CommCell Console, click the Storage tab, click the Media Management.
  2. In the Media Management Configuration dialog box, on the Data Aging tab, in the Ignore Cycles Retention on De-Configured Clients box, type 1.
  3. Click OK.

Note: The following Simpana OnePass agents ignore the Ignore Cycles Retention on De-Configured Clients parameter:

  • BlueArc
  • Celerra
  • NetApp
  • Non-NDMP File Servers
  • Unix
  • Windows
  • Exchange Mailbox

Data Aging of Disaster Recovery Data

By default, the disaster recovery backup data is retained for 60 days and 60 cycles. If you want to change the retention time for disaster recovery backup data, we recommend you to keep the default setting as the minimum and configure extended retention rules defined as follows:

  • Weekly = 180 days
  • Monthly = infinite

To modify the data aging settings for disaster recovery data:

  1. From the CommCell Browser, expand Policies | Storage Policies | CommServeDR(CommServeName).
  2. Right-click the storage policy copy associated with disaster recovery backups, and then click Properties.
  3. In the Copy Properties dialog box, click the Retention tab, and ensure the following:
    • The Basic Retention Rule is set to 60 Days and 60 Cycles
    • The first Extended Retention Rule is set to 180 Days Total and Keep Weekly Full
    • The second Extended Retention Rule is set to Infinite and Keep Monthly Full
  4. Click OK.

Data Aging for Deduplication

In general, the data aging process compares the retention settings on the storage policy copy to the jobs on the disk. Any jobs that are eligible to be aged will have their associated data chunks marked as aged. For deduplicated data, the data blocks within the data chunks are referenced by multiple jobs. Therefore, the pruning process for deduplicated data checks the DDB to determine if the block is being referenced by multiple jobs. If the block is referenced by other jobs not yet eligible for pruning then those blocks will be maintained on the disk. This means that for deduplication, the data is not deleted from the disk at the data chunk level but instead at the data block level.

Notes:

  • If a DDB is marked as offline, the DDB will not be aged until all data on the DDB is eligible for aging.
  • Do not manually delete the DDB content. The DDB facilitates the deduplication backup jobs and data aging jobs. If deleted, new deduplicated backup jobs cannot be performed and the existing data in the disk mount paths will never be aged.
  • For deduplication-enabled storage policy copy, we recommend not to configure extended retention rules because the jobs with extended retention rule can hold on to the unique data blocks that are aged by the basic retention rule. This is because, for deduplication, the data is written in the form of unique data blocks that are shared among multiple jobs.

    As a result, when the basic retention jobs are aged, little space gets reclaimed from the disk library. Space is reclaimed from the disk library only when the extended retention jobs are aged.

    If you still want to configure extended retention rules for deduplicated jobs, we recommend you to create a selective copy with deduplication for each selective criteria (for example, weekly, monthly, and so on) and set the higher basic retention period on each selective copy. See Creating a Selective Copy for instructions.

For example, in the following diagram 3 jobs (Job1, Job2, and Job3) are retained in the storage.

  • Job1 has exceeded retention.
  • Job2 and Job3 has referenced blocks from a data chunk belonging to Job1.

When data aging job runs, it will determine if the data blocks from the data chunk are being referenced from other jobs. In this case data block C and G will no longer be referred when Job1 is aged and those data blocks will be deleted. All other data blocks will remain in the disk.

Data Aging for SnapProtect Snapshots

Data Aging for SnapProtect Snapshots works as follows:

  • The jobs for the snapshot are pruned based on the retention policy of the snapshot copy.
  • The snapshots related to the pruned jobs are deleted from the array periodically.

The following procedures describe the available retention configurations for snapshots.

Retention by Number of Jobs

By default, snapshots are pruned based on the number of retention days and cycles specified in the storage policy. You can configure your snapshot copy to retain a defined number of SnapProtect backup jobs. When the total number of jobs goes above the specified retention number, the remaining jobs will be pruned. This configuration is recommended for File System and File System like Agents.

  1. From the CommCell Console, navigate to Policies | Storage Policies | storage policy.
  2. Right-click the primary snapshot copy and click Properties.
  3. Click the Retention tab and then click Retain Snaps by Number of Jobs.
  4. Click OK to the warning dialog box.

    This option is not recommended for database agents as it requires Full and Logs snapshots for recovery. If you still want to use this option for database agents, then make sure that the retention criteria honors at least one Full backup with archiver logs.

  5. Specify the number of jobs to be retained for the primary copy.
  6. Click OK.

Extended Retention Rules

Extended retention allows you to retain specific full backups for an additional period of time. For example, you may want to retain your monthly full backups for 90 days.

Extended retention rules allow you to define five additional "extended" retention periods for full backups. For example:

  • You may want to retain your hourly full backups for specified number of hours.
  • You may want to retain your daily full backups.
  • You may want to retain your weekly full backups for 30 days.
  • You may want to retain your monthly full backup for 90 days.
  • You may want to retain your yearly full backup for 365 days.

A backup job will be selected for extended retention based on its start time. For example:

  • For monthly based retention, if a backup job starts at 11:55 pm on August 31st and ends at 1 am on September 1st, then it will be selected as the last full backup for the month of August and will be picked up for extended retention.
  • For hourly based retention, the first/last full backup job will be picked up within a specific number of hours. If you want to pick up last backup job that ran in every 2 hours for 90 days of period then the extended retention must be set as for Infinite/ 90 days keep Hourly Full Every 2 Hour(s).
Use the following steps for setting up the extended retention rules:
  1. From the CommCell Browser, expand Policies | Storage Policies | <Storage Policy>.
  2. Right-click the appropriate snapshot copy and click Properties.
  3. Click the Retention tab.
  4. Set the basic retention rules by clicking Retain for and entering the number of days and cycles appropriate for your organization.
  5. Set the extended retention rules as follows:
    • Click the For check box.
    • Enter the number of Days Total to retain the backup.
    • Click the Keep list, and select the desired backup criteria (for example, Hourly Full and Daily Full and so on).
    • Click the Grace Days list and select the number of hours/days (for example, 2).

      Notes:

      • If you have selected Hourly Full or Daily Full in the list, then specify the time in the For the Daily Full Rule and Hourly Full rule the Day starts at: box, to start the extended retention rule, such as on 8:00 am.
      • If you have selected Weekly Full in the list, then specify the day of the week in the For Weekly Full Rule the Week starts on: box, to start the extended retention rule, such as on Monday.
      • If you have selected Monthly Full in the list, specify the day of the month in the For Monthly Full Rule the Month starts on: box, to start the extended retention rule. For example, if you select 5, the rule starts on the fifth day of the month.
  6. Under For all rules keep the area, by default Last full backup of time period option is selected to select only the last full backup jobs in the specified criteria.

    To select first full backup jobs in the specified criteria, select First full backup of time period option.

  7. Repeat Step 5 to configure additional extended retention.
  8. Click OK.

Data Aging of Audit Trail Data

By default, CommCell operations tracked by Audit Trail are aged based on the following criteria:

  • Critical-Level operations are retained for 365 days
  • High-Level operations are retained for 365 days.
  • Medium-Level operations are retained for 240 days.
  • Low-Level operations are retained 120 days.

These criteria can be changed as follows:

  1. On the ribbon in the CommCell Console, click the Configuration tab, and then click Audit Trail.
  2. In the Audit Trail dialog box, enter the desired retention time (in days) for each severity level, and then click OK.

Data Aging of Job History Data

Job history data is aged according to the following criteria:

  • The job type
  • The status of the job
  • The retention rules of the corresponding storage policy copy retention criteria

The following table illustrates how job history data is aged.

Job Type Job Status When It Is Aged
All Jobs Any When the job's storage policy or storage policy copy is deleted
Data Protection Job History/Disaster Recovery Backup Job History Successful With its associated data, which is aged based on the associated storage policy copy's defined retention rules
Failed/Killed 90 Days
Data Recovery Job History (including CDR Recovery operations) Any 90 Days
Administration Job History Any 90 Days
You can change the default retention times for job history data as follows:
  1. On the ribbon in the CommCell Console, click the Storage tab, click the Media Management.
  2. In the Media Management Configuration tab, click the Data Aging tab.
  3. Choose one of these parameters and click the Value field to change the default retention time:
    • Days to keep the successful Backup Job Histories: Records are retained 7 days.
    • Days to keep the archiver restore job histories: This setting is applicable for Exchange Compliance Archiver.

      All other archiver restore job histories will be aged based on the Days to keep the successful backup job histories parameter. Records are retained for 0 days.

      Note: When the value is set to 0, the retention is set to infinite and not zero days.

    • Days to keep the failed/killed backup job and other job histories: Records are retained for 90 days.

      Applies to: auxiliary copy jobs, stub recall jobs, failed jobs, killed jobs, jobs that failed to start, and all restore jobs except archive restore jobs.

    • Days to keep Data Management and Collection Job Histories: Records are retained for 90 days.
    • Days to keep Replication Backup Job Histories: Records are retained 90 days.
  4. Click OK.

Effects of Other Operations on Data Aging

Operation Description
Erase Data Data that has been backed up or archived can be permanently erased. The erased data will not be available for browsing and recovery.

When data is marked for erasing, the data remains on the media until it is aged off according to the retention rules set for the data in the storage policy or storage policy copy.

Data from Erase Backup/Archive operations can be aged as follows:

  • If the Erase Backup/Archive operation is older than all the backup data of the agent that the Erase backup/archive job was run for.
  • If there are already three Erase Backup/Archive operations that were run for the agent.
  • Archive files are aged upon completion of auxiliary copy operations.
For more information, see to Erase Backed Up/Archived Data.
Multiplexed Data Data protection operations can be run concurrently to the same media using more than one data stream. This avoids having to back up data at much slower than actual speeds of the tape. Multiplexed data chunk sizes are determined by the type of data that is being multiplexed; file system data and database data. 
  • If the first backup is a file system type backup, all other backups joining multiplexing will have a chunk size of 4 GB.
  • If the first backup is a database type backup, all other backups joining multiplexing will have a chunk size of 16 GB.

Multiplexed data is aged when all jobs (multiplexed) on a single chunk have met the defined retention rules of their associated storage policy copy.

Note: To enable data multiplexing for Oracle jobs, click Control Panel, and then select Job Management. Then click Enable Multiplexing for Oracle.

To enable data multiplexing in a storage policy copy:

  1. From the CommCell Browser, right click the storage policy copy whose storage policy you want to enable data multiplexing, then click Properties.
  2. From the Media tab of the Copy Properties dialog box, select Enable Multiplexing.
  3. Select the number of subclients whose data will be multiplexed to the same media from the Multiplexing Factor list box.
  4. Click OK to save your changes.

For more information, see to Data Multiplexing.

Silo Storage When an active Silo DDB has been sealed and moved to storage, all the backup jobs that went to that DDB must meet the retention rules (defined in their associated storage policy copy) for the DDB to become aged. Once all of the jobs have met their retention criteria, the entire DDB is considered ageable, and the Silo (tape) backup jobs are then aged. The tape designated for the Silo storage is then refreshed and available for re-use.

Extended retention rules are not supported on Storage Policy Copies configured for Silo Storage.

Disabled Jobs If data aging is performed on a storage policy copy that has disabled jobs, these jobs are aged differently. If the disabled job is a full backup job, the entire cycle is marked as disabled. In this case, data aging does not count the disabled full backup as a valid cycle. If the disabled job is an incremental or differential backup and the full backup job is not disabled, the cycle is counted as a valid cycle.
Partitioned Deduplication Database If you have a partially available deduplication database (that is, one of the partitions is offline or inaccessible), then the pruning of backed up data from disk will not be performed until all partitions of the deduplication database are available. So, make sure to recover the offline partitions to reclaim the disk space.

Schedule Data Aging Jobs

To schedule data aging jobs, complete the following tasks.

  1. From the CommCell Console, right click the <CommServe> node, point to All Tasks and then click Data Aging.
  2. Click Schedule and then click the Configure.
  3. On the Schedule Details dialog box, enter the appropriate scheduling options, and click OK.
  4. Click OK.

    Data aging job will run according to the schedule.

Avoid Pruning of the Data During Peak Backups

You can avoid the physical pruning of the data during peak backup hours using sMMDoNotPruneInterval additional settings.

  1. From the CommCell Browser, right-click the CommServe node, and then click Properties.
  2. In the CommCell Properties dialog box, click the Additional Settings tab, and then click Add.
  3. In the Add Additional Settings on Windows Client dialog box, in the Name box, type sMMDoNotPruneInterval.

    The Category and Type details are automatically populated.

  4. In the Value box, type the time interval 10-12, 20-23.

    This value is based on a 24-hour system. For example, if you type 10-12, 20-23, then no pruning is done from 10:00 am to 12 noon and from 8:00 pm to 11:00 pm.

  5. Click OK and then click OK to close the CommCell Properties dialog box.

Manage Data Aging Jobs

Enable or Disable Data Aging Jobs on a Storage Policy Copy

  1. From the CommCell Browser, expand Policies | Storage Policies | <Storage Policy>
  2. Right-click the appropriate storage policy copy and click Properties.
  3. On the Copy Properties dialog box, click the Retention tab, clear the Enable Data Aging check box.
  4. Click OK.

Disable Data Aging on a Client

You can disable data aging on a client computer. For example, you might want to disable data aging in the following situations:

  • To prevent aging of legal hold data that is backed up from a client.
  • When a user is placed on hold, you can prevent the aging of data on all clients that the user owns.

Notes:

  • Disabling Data Aging on a Client with Exchange DAG Server will be supported in future service pack.
  • To disable data aging for Virtual Server Agent (VSA) clients, the CommServe system must be at SP5B or higher. For any clients or proxies that are associated with a virtualization client, this option is controlled by the setting for the virtualization client. For standalone V8 or V9 clients, this option is controlled by the setting on those clients.
  1. From the CommCell Browser, expand Client Computers.
  2. Right-click the appropriate client computer and click Properties.
  3. In the Client Computer Properties for <Client Name> dialog box, click the Activity Control tab.
  4. Clear the Enable Data Aging check box, and click OK.

Disable Data Aging on a Client Group

When you disable data aging on a client group, data aging is disabled on all client computers that are members of the specified client group.

  • Disabling Data Aging on a Client Group with Exchange DAG Server clients will be supported in future service pack.
  • To enable or disable data aging at the client computer group level, the virtualization client must be part of the client computer group.
  1. From the CommCell Browser, expand Client Group.
  2. Right-click the appropriate client group and click Properties.
  3. In the Client Group <Group Name> dialog box, click the Activity Control tab.
  4. Clear the Enable Data Aging check box, and click OK.

Enabling Restartability for Data Aging Jobs

To enable restartability for data aging jobs, complete the following tasks.

  1. From the CommCell Browser, right-click the <CommServe> computer, click All Tasks > Data Aging.
  2. In the Data Aging Options dialog box, click Advanced.
  3. In the Advanced Data Aging Options dialog box, click the Job Retry tab, and then select Enable Total Running Time and specify the job running time.
  4. Select Kill Running Job When Total Running Time Expires.
  5. Click OK and then click OK to close the Data Aging Options dialog box.

Data Aging Alerts

You can generate a 'Data Aging' alert when a data aging operation completes successfully, or completes with errors, or if a scheduled data aging operation ran late, is skipped, or skipped due to a holiday, or a data aging operation fails, fails to start, or the operation is aborted by the system, or if the data aging operation is killed by a user.

Refer to Data Aging Alerts for a list of Available Alerts.

Refer to Alerts and Notifications for comprehensive information on setting up Alerts.

Impact of Jobs That Completed with Errors

The full backup jobs which are Completed with Errors (CWE) are considered as full for next cycle during data aging operation. However, a few agents do not consider them as full for next cycle during data aging operation.

The following table lists the supported agents that consider completed with errors jobs as full for next cycle during data aging operation.

Agents that consider CWE jobs as full for next cycle Agents that does not consider CWE jobs as full for next cycle
Backup Agents
  • Image Level
  • Lotus Notes Document
  • Microsoft Windows File System
  • Unix/Linux File System
  • Virtual Server
  • NAS
  • Novell Directory Services

Database Agents

  • Exchange Mailbox

Archiver Agents

  • Exchange Compliance Archiver
  • Exchange Mailbox Archiver
Backup iDataAgents
  • Active Directory
  • Lotus Notes Database
  • Lotus Notes Document
  • PostgreSQL
  • SharePoint Server

Search

  • Compliance Search
  • Web Server
  • Search Engine

Archiver Agents

  • Domino Mailbox Archiver
  • SharePoint Archiver

Replication

  • ContinuousDataReplicator
Database Agents
  • DB2
  • DB2 MultiNode
  • Documentum
  • Exchange Database
  • Exchange Public Folder
  • Informix
  • MySQL
  • Oracle Database
  • Oracle RAC
  • SAP for MAX DB
  • SAP for Oracle
  • SQL Server
  • Sybase