Erase Archived Data - Exchange Mailbox Archiver

Table of Contents

Overview

The Erase Data feature allows you to permanently erase any data that was archived. This is useful if you want to erase data so that it cannot be recovered again. For example, you may want to erase archived data for legal purposes or compliance regulations. 

Keep in mind that  the erase data operation only erases the archived data - the source data will remain on the local hard drive.  Therefore, it is recommended to delete the data from the source first so that it will not be backed up again.

The Erase Data operation makes the data inaccessible for browsing and recovery - the data will remain on the media and take up space until it is aged off according to the retention rules set for the data. Data will not be recoverable using any data recovery methods. If the archive job is already content indexed, the data being erased will be removed from the index.

Using Erase Data, you can erase data such as mailboxes, folders in a mailbox, messages within a folder, PST files, and attachments.

Configuring Erase Data

After meeting the prerequisites, Erase Data must be configured before this feature can be used.

Prerequisites

Before configuring the Erase Data feature, confirm that these requirements have been met:

  • An Erase Data license is installed.
    • Verify whether it 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 it is not installed, obtain and apply it as described in Applying a License.
  • The MediaAgent is installed on the CommServe host.

Assign 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.

  1. In the CommCell Browser, right-click the appropriate agent icon and then click Properties. The agent Properties dialog opens.
  2. Click the Storage Device tab and select a filter storage policy from the Filter Storage Policy list.
  3. Click OK.

Enable Erase Data in Storage Policy

Before you can erase data, the storage policy assigned to the subclient where data will be erased needs permission to allow the erasing of data.
  1. In the CommCell Browser, right-click the storage policy to permit to erase data, then click Properties.
  2. On the General tab of the Storage Policy Properties dialog box, select the Erase Data: Allow Erase Data option.
  3. Click OK.

Running an Erase Data Job

After the configuration has been completed, you can now browse and erase data.

Run or Schedule Erase Data Job

  1. In the CommCell Browser, right-click the <BackupSet> that contains the data to erase, click All Tasks, then Erase Data By Browsing.
  2. Click Yes to acknowledge the warning and continue.
  3. In the Erase Data by Browsing dialog box, on the General tab, click Browse.

    When a path is selected and a browse time is specified, all data that matches the path on that client will be erased even if the data was not backed up in the specified time range or does not belong to the backup set. 

  4. In the Erase Backup/Archived Data dialog box, select a browse time range and any advanced browse options, then click View Content.
  5. In the browse selection window, select the data objects that you want to erase, then click OK.

    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 to be erased inside that folder.

Using Find to Erase Data

The Find feature lets you search and locate data such as files, directories and messages, in a backup. Once located, this data can be erased. After erasing the data, it can no longer be browsed or restored. However, the data will remain on the media and take up space until it is aged off according to the retention rules set for the data.

Before You Begin

  • Keep in mind that the erase data operation only erases backup data. The source data remains on the local hard drive. Best practice is to delete the data from the source first, so that it will not be backed up again.
  • In the Erase Backup/Archived Data dialog box, only the data objects that you add to the Selected Path box are erased during the erase data operation. The additional options that you select for the browse operation only filter the data that is visible for browsing and are not applied to the data that will be erased.

Procedure

  1. In the CommCell Browser, navigate to Client Computers | <Client> | File System.
  2. Right-click the <BackupSet> containing the data to erase, then click All Tasks |  Erase Data By Browsing.
  3. Click Yes to acknowledge the warning that the data will be permanently removed.
  4. Click Browse.
  5. In the Erase Backup/Archived Data dialog box, the Filters tab, click Add and select File Name filter.

    Enter search criteria such as a file name or name pattern to narrow the search. You can search for partial words without the need for wildcard characters at the beginning and/or end of the search string.

    These wildcards are supported, and can be combined:

    • * for any number of characters (including zero). For example, Accounting*.
    • ? for any one character. For example, user_group?.
    • [] for a range of characters. For example, [a-k]Lee.
    • [!] to exclude a range of characters. For example, [!a-k]Lee.

    Note: The advanced browsing options and filters only apply to the browse operation and are not applied to the erase data operation.

  6. Click View Content to see what data matches the criteria in Search Results.
  7. Select one or more items and click OK.
  8. Optionally, modify what will be erased by selecting either Browse or Delete.
  9. Confirm the data to be erased and click OK.

Erasing Stubs

Stubs contain information abut the archived data to facilitate end-users with non-browse recovery operations (i.e., stub recalls) from third-party applications.

Keep in mind that  the erase stubs operation only erases the archived stubs - the source stubs will remain on the local hard drive. Therefore, it is recommended to permanently delete the stubs from the source first so that it will not be archived again.

The Erase Stubs operation makes the archived data inaccessible for recalling - the stubs will remain on the media and take up space until they are aged off according to the retention rules set for them. Stubs will not be recoverable using any data recovery methods. If the archive job is already content indexed, the stubs being erased will be removed from the index.

After erasing stubs, it may take up to one hour for the erase data cache to be erased. Therefore, a recall operation may succeed during that time. Once the erase data cache is refreshed on the CommServe, stub recalls will be blocked for the data that has been erased.

The Erase Stubs feature allows you to erase stubs that were archived by Outlook Add-In. This is useful if you want to erase stubs so that they cannot be recalled again. For example, you may want to erase stubs for legal purposes or compliance regulations. 

Erasing Stubs from Outlook

Stubs can be erased from Outlook Add-in to erase stubs in a mailbox, since the Erase Data by Browsing method does not erase them. Stubs are erased from Outlook Add-in in two steps:

  1. Add Stubs to an Outlook Erase List
  2. Run an Erase Stubs Job

    • This feature is supported for data archived and does not require Administrative Management capabilities in the CommCell.
    • The procedure is supported if the Erase Data capability was selected during DataArchiver Outlook Add-In installation.
    • When Outlook 2003 is running in Cached Exchange Mode, stubs may appear that have been attempted to erase with the Erase Data by Browsing feature. This is because the stubs still reside on the Exchange Server. Outlook 2003 defaults to Cached Exchange Mode when installed; however, you can disable this option in the E-mail account settings in order to work around this issue

Add stubs to an Outlook Erase List

The Outlook Add-In provides options under the Outlook Tools menu allowing end-users to make additions to the Erase List, and remove entries from the Erase List, if configured for your client. When selected message stubs are added to the Erase List, then the next Erase Stubs operation on the Exchange Server will include them for erasing.

wedge.gif (136 bytes)To select stubs to be erased:

  1. From Microsoft Outlook, select the stubs that you want to erase.
  2. Go to the Tools menu, click Mailbox Archiver and then click Add Selected Stubs to Erase List. If you want to erase all of the stubs in the folder click Add Stubs in Selected Folder to Erase List.
  3. A folder will appear in your folder list called Data Migrator. Under this folder another folder is created called Migrated Data to Be Erased.
  4. The stubs you have selected to be erased will be moved to the Migrated Data to Be Erased folder.

All stubs to be erased will remain in the Migrated Data to Be Erased folder until an Erase Stubs job is run from the CommCell Console. The data will then be marked as unrecoverable.

Run an Erase Stubs Job

Erase Stubs jobs can be scheduled or run immediately, and can be run for one subclient or all subclients within an archive set. Once the Erase Stubs job has been run, the data can no longer be browsed or recovered. While the Erase Stubs job is running on the mailbox, the EraseDeletedStubs additional setting allows the user to erase all stubs in the Deleted Items folder.

wedge.gif (136 bytes)To erase stubs selected for deletion in Outlook:

  1. Be sure that you have selected some archived data to be erased. See Add Stubs to an Outlook Erase List  for instructions.
  2. From the CommCell Browser, right-click the archive set of the Exchange Mailbox Archiver Agent or an individual subclient, click All Tasks and then click Erase Stubs.
  3. If you are erasing stubs for an archive set, you are asked to confirm that you want to erase all stubs marked for deletion on this client. Click Yes to continue.
  4. The Erase Data selected for deletion (General) dialog will appear allowing you to Schedule the job or Run Immediately.
  5. Optionally, you can click Add Alert to configure an alert for this job.
  6. Click the Job Retry tab to specify the job running time and the number of job retries. For procedures, see Configuring Job Restart for Specific Jobs.
  7. If you select Run Immediately, the Erase Stubs job will begin when you click OK, and you can track the progress in Job Controller.
  8. If you select Schedule the Schedule Details (Schedule Details) dialog box will open. This allows you to create a new schedule for this operation. After you are finished click OK to continue. Your Erase operation will execute according to the specified schedule.

Remove Stubs from an Outlook Erase List

You can remove stubs from the erase list with the following procedure, provided that an Erase Stubs job has not yet been run from the CommCell Console which erases the stubs on the erase list.

wedge.gif (136 bytes)To remove stubs from the erase list:

  1. From Microsoft Outlook, navigate to the erase list folder called Migrated Data to Be Erased.
  2. Select the stubs that you want to remove from the erase list, then drag and drop the selected stubs back to the folders from which they originated.
  3. The selected stubs will then be removed from the erase list, and will not be erased.

Viewing Erased Stubs

These features are available to view the data erased.

Admin Job History

You can view detailed, historical information about the Erase Data jobs in the Admin Job History Filter dialog box. 

To view admin job history:

  1. From the CommCell Browser, right-click the CommServe, click View, and then click Admin Job History.
  2. From the Admin Job History Filter dialog box, select the filter options that you want to apply and click OK.
  3. The Admin Job History dialog box displays with the specified filter options.
  4. Click Close.

View Erased Data in a Log File

To view data that has been erased by using the Erase Data by Browsing feature, see  SelDelete.log.

For example, TempFil_00008.txt is a file that had been erased:

4836 17a4 10/15 14:37:10 1106 ::main() - 1: '/ext3/fsdm/HW_1/erasedata/TempFil_00008.txt'

wedge.gif (136 bytes)To view the log files of a CommServe, MediaAgent, or client computer.

  1. From the CommCell Browser, right-click a CommServe, MediaAgent, or client computer, click View, and then click Log Files. The Select the Log File to Open window displays.
  2. To see a specific log file, either select the log file name from the list or type the name of the log file in the field provided. (In the Files of type field, Log Files (*.log) is displayed by default.) Click Open. The contents of the log file are displayed.

View Erased Data in an Erased Data Job Summary Report

An Administrative Job Summary Report provides details of all the Erase Data jobs.

To create an Erase Data Job Summary report:

  1. From the CommCell Browser, click the Reports icon.
  2. Select Job Summary from the Reports pane of the Report Selection dialog box.
  3. From the General tab, select Administrative Jobs and then select Erase Backup/Archived Data.
  4. Select the filter criteria to include in the Erase Backup/Archived Data Job Summary Report from the various tabs (e.g., Computers, Selection, Options, Time Range).
  5. From the Output tab, select the output format and/or save options for the report.
  6. Click one of the following: Run to generate the report immediately, Schedule to schedule the reports for specific times, Save Template to save the report filter options into the My Reports node, or Close to exit the window.

See Erase Backup/Archived Data Job Summary Report for details.

Job Management

When erasing stubs, you can click Advanced in the Erase Stubs selected for deletion dialog box to access the Job Retry tab where you can set a number for Job Retries and the total Job Running Time options. For procedures, see Configuring Job Restart for Specific Jobs.

Viewing Erased Data

These features are available to view the data erased.

Admin Job History

You can view detailed, historical information about the Erase Data jobs in the Admin Job History Filter dialog box. 

To view admin job history:

  1. From the CommCell Browser, right-click the CommServe, click View, and then click Admin Job History.
  2. From the Admin Job History Filter dialog box, select the filter options that you want to apply and click OK.

View Erased Data in an Erased Data Job Summary Report

An Administrative Job Summary Report provides details of all the Erase Data jobs.

To create an Erase Data Job Summary report:

  1. From the CommCell Browser, click the Reports icon.
  2. Select Job Summary from the Reports pane of the Report Selection dialog box.
  3. From the General tab, select Administrative Jobs and then select Erase Backup/Archived Data.
  4. Select the filter criteria to include in the Erase Backup/Archived Data Job Summary Report from the various tabs (e.g., Computers, Selection, Options, Time Range).
  5. From the Output tab, select the output format and/or save options for the report.
  6. Click one of the following: Run to generate the report immediately, Schedule to schedule the reports for specific times, Save Template to save the report filter options into the My Reports node, or Close to exit the window.

See Erase Backup/Archived Data Job Summary Report for details.