Erase Archived Data - Exchange Compliance Archiver Agent

Table of Contents

Use the Erase Data feature to erase data that was archived so that it cannot be recovered. For example, you might want to erase archived data for legal purposes or compliance regulations. 

Erasing data makes the data inaccessible for browsing and recovery. The data remains on the media and takes up space until it is aged off according to the retention rules set for the data. After it is erased, data cannot be recovered using any data recovery methods. If the archive job is already content indexed, the data that is erased is removed from the index.

Using Erase Data, you can erase mailboxes, folders in a mailbox, messages within a folder, and attachments.

Prerequisites

Before you begin, make sure that the necessary are met.

  • An Erase Data license is installed.

    Verify that the license has been installed by checking the License Summary Report.

    The value for the Erase Data license in the License Usage table should be "1", in either the Permanent Used column or the Evaluation Used column.

    If the license is not installed, obtain and apply it as described in Applying a License.

  • The MediaAgent is installed on the CommServe host.

Configuring Erase Data

You must configure Erase Data before you can use it.

Assigning a Filter Storage Policy

To erase data, a filter storage policy must be associated with the agent. Ensure that the filter storage policy that you associate with the agent has retention criteria that is greater than or equal to the retention criteria of the storage policy for the data to be erased.

Procedure

  1. In the CommCell Browser, expand Client Computers > client.
  2. Right-click Exchange Compliance Archiver, and then click Properties.

    The Properties dialog box appears.

  3. Click the Storage Device tab.
  4. From the Filter Storage Policy list, select the appropriate filter storage policy.
  5. Click OK.

Enabling Erase Data in a Storage Policy

The storage policy that is assigned to the subclient where data will be erased needs permission to allow the erasing of data.

Procedure

  1. In the CommCell Browser, expand Policies > Storage Policies.
  2. Right-click appropriate storage policy, and then click Properties.

    The Storage Policy Properties dialog box appears.

  3. On the General tab, select Allow Erase Data.
  4. Click OK.

Running an Erase Data Job

You can run an erase data immediately, or schedule an erase data job.

Procedure

  1. In the CommCell Browser, expand Computer Clients > client.
  2. Right-click Exchange Compliance Archiver, and then click All Tasks > Erase Data By Browsing.

    A message appears that warns you that the selected data will be removed permanently from the backups and will not be recoverable.

  3. Click Yes.

    The Erase Backup/Archived Data dialog box appears.

  4. Click Browse

    A second Erase Backup/Archived Data dialog box appears.

  5. Select a browse time range and any advanced browse options, and then click View Content.

    The Client dialog box appears.

  6. Select the data objects that you want to erase, and then click OK.

    Note: If you need to erase data from a specific folder that is not visible in the current browse selection, you need to browse to a backup taken at a point in time that included the folder. Then you can select the data that you want to erase inside that folder.

  7. Click OK.

    The selected data is erased at the time that you defined.

Finding and Erasing Data

Use Find to search and locate data in a backup. After you have found the data, you can erase it.

Procedure

  1. In the CommCell Browser, expand Client Computers > client.
  2. Right-click Exchange Compliance Archiver, and then click All Tasks > Erase Data By Browsing.

    A message appears that warns you that the selected data will be removed permanently from the backups and will not be recoverable.

  3. Click Yes.

    The Erase Backup/Archived Data dialog box appears.

  4. Click Browse

    A second Erase Backup/Archived Data dialog box appears.

  5. Click the Filter tab.
  6. Click Add, and the select the field that you want to search.

    The field that you selected is added to the dialog box.

    You can add as many fields as you require.

  7. Enter search criteria, such as a sender's name, a subject, or name pattern, to narrow the search.
  8. Click View Content to see what data matches the criteria in the search results.

    The Client dialog box appears.

  9. Select one or more items (data), and then click OK.
  10. If necessary, click Browse and repeat the procedure to add more data.
  11. In the Selected Paths list, select the data that you want to erase.
  12. Click OK.

    The data that you selected are erased.

Viewing Erased Data

You can view erased data from the Admin Job History, the SelDelete.log file, or from the Erased Data Job Summary Report.

Admin Job History

You can view detailed historical information about the Erase Data jobs.

Procedure

  1. From the CommCell Browser, right-click the CommServe, and then click View > Admin Job History.

    The Admin Job History Filter dialog box appears.

  2. From the Job Type list, select Erase Backup/Archived Data.
  3. Select any other appropriate filters.
  4. Click OK.

Erased Data in a Log File

You can view a list of files that have been erased in the SelDelete.log file. The listing for an erased message might appear similar to the following:

4084 23a0 09/23 14:09:35 39086 ::main() - 1: '\MB\Brandie Dolan|BrDolan|BrDolan@samplecompany.com\Inbox\DHPNOLIMJMMEMKPECLEEJEAENBGFKMFKKPLEANBACC|ConCetta Seymour; CeCil |TeHeyman@samplecompany.com- 269689003|'

Procedure

  1. From the CommCell Browser, right-click a CommServe, MediaAgent, or client computer, and then click View > Log Files.

    The Select the Log File to Open dialog box appears.

  2. From the list of log files, select SelDelete.log.
  3. Click Open.

    The contents of the log file are displayed.

Erased Data in an Erased Data Job Summary Report

The Erase Backup/Archived Data Job Summary Report displays information about erase data jobs that run in the CommCell. See Erase Backup/Archived Data Job Summary Report for details.