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Enterprise Vault™ Introduction and Planning

Last Published: 2018-03-29

Product(s): Enterprise Vault (12.3)

Introduction to provisioning and archiving tasks

The following kinds of tasks can be created and managed using the Enterprise Vault Administration Console:

Exchange Provisioning task. This task processes Exchange provisioning groups to configure the user mailboxes for archiving. Every target Exchange user mailbox must be in a provisioning group.
Exchange Mailbox Archiving task. This task archives items from user mailboxes. It updates mailbox configuration information with archiving policy changes, and synchronizes permissions on the mailbox with those on the associated archive. It also updates the location and the retention category of archived items whose shortcuts have been moved or copied to a different folder.
Exchange Public Folder task. This task archives items from public folders.
Exchange Journaling task. This task archives items from Exchange Server journal mailboxes.
Domino Provisioning task. This task configures Domino mail files for archiving, updates mail file configuration information with archiving policy changes, and synchronizes permissions on the mail file with those on the associated archive. Every target Domino user mail file must be in a provisioning group.
Domino Mailbox Archiving task. This task archives items from Domino mail files.
Domino Journaling task. This task archives messages from Domino journal databases.
SharePoint task. This task archives documents from document libraries on SharePoint servers.
File System Archiving task. This task archives files from file systems, including NTFS file systems, NetApp® Filer devices, and Dell EMC Celerra/VNX file servers.
SMTP Archiving task. The Enterprise Vault SMTP service places the SMTP messages in the SMTP holding folder. The SMTP Archiving task then examines SMTP message files in the holding folder, and archives message files that contain target SMTP addresses.
SMTP Provisioning task. This task assigns SMTP policies and archives to the target users in the provisioning groups.
Move Archive task. This task manages Move Archive operations initiated in the Move Archive wizard.
Client Access Provisioning task. This task applies Enterprise Vault Search policies and IMAP policies to the target users in selected provisioning groups.

When an archiving task is configured, it is assigned a set of targets. Each target has an archiving policy assigned to it. The targets define the location of the items to be archived and the policy defines how and when the items are to be archived. A single task can archive several targets on different servers.

You can schedule most tasks. At the times that you schedule, the archiving task scans the configured target for items that are ready for archiving, that is, those items that satisfy the archiving policy. This is automatic or background archiving. With Exchange mailbox and public folder archiving and Domino mail file archiving, users can also store specific items in the archive using the Store in archive option in their mail client. This is manual archiving.

For each type of archiving, the archiving task collects the items that are to be archived and passes them on to the Storage Service. When the Storage Service has safely stored an item, the archiving task can delete the original, and create a shortcut to the archived item. You can configure whether the task deletes the original and also whether it creates a shortcut. Some archiving tasks, such as the journaling and SMTP Archiving tasks, do not create shortcuts.

You can configure the archiving task to leave the original item as a safety copy until the vault store containing the archived copy is backed up.

When Enterprise Vault archives an item, the Enterprise Vault Directory database is accessed to find out where the required archive is. In addition, information is written to the Vault Store database.

If an archiving task creates shortcuts, the task is also responsible for the automatic deletion of shortcuts.

The automatic deletion of shortcuts could be as follows:

When an archived item is deleted automatically at the end of the retention period. This deletion is optional.
When an archived item is deleted explicitly by users who have delete access to them.
When the archive itself is deleted.

The item in the archive is deleted by the Storage Service, but shortcuts are deleted by the archiving task.

For some types of archiving, you can configure automatic shortcut deletion separately from item deletion. For example, you could set all shortcuts to be deleted after a year. The archived items would remain in the archives, still available if required.