Veritas Advanced Supervision User Guide

To create a department

1. In the left navigation pane, click Departments.
2. On the action bar, click New Department.

   The New Department dialog box appears.

3. In the Department section, specify the relevant information in the respective fields.

   The options are as follows:

   Name	Type a unique name for the department. The name can contain spaces, all the special, and the text characters.
   Status	Choose Open to make the department open for monitoring. Choose Closed to restrict monitoring of employees in the department. The closed department name appears on the start page of the application only when any of its child department is open. Employees who are also monitored in other departments continue to be monitored in the closed departments.
   Owner	Select the name of the principal administrator for the department. Note: Each department has an owner, who must have a logon but does not need any special privileges assigned. By default, Veritas Advanced Supervision grants the permissions associated with the Admin role to department owners. These permissions are as follows: Grant access to users Add monitored employees Configure department properties View reports
   Parent department	If the department itself is a parent department, do not select any previous department in this field. If you want to create this department under any existing department, click the search icon to select the parent department.
   Identity Attribute	If attributes are set in Compliance Accelerator client, then Identity Attribute field appears in Veritas Advanced Supervision where you can select one or multiple attributes for the department.

4. In the Options section, specify the relevant information in the respective fields.

   The options are as follows:

   Can contain departments	Click the slider switch to turn it ON to allow creating nested departments under this department. Click the slider switch to turn it OFF to restrict creating nested departments under this department.
   Can contain monitored employees	Click the slider switch to turn it ON to allow adding monitored employees to this department. Click the slider switch to turn it OFF to restrict adding monitored employees to this department. Note: You may want to clear this option in cases where you need to set up a department hierarchy, where the top-level department do not contain any monitored employees, but the nested departments do.

5. In the Export details section, specify the default options to use when you export items for offline review.

   The options are as follows:

   Item ID prefix	Specify the text to use as a prefix for the export number for each item. You may want to use letters to identify the export in accordance with legal or company naming convention.
   Item ID padding	Specify the number of digits to use in the export number for each item. The default is 6.
   Example	Displays a preview of the complete ID.
   Output folder	Specify the folder on the Veritas Advanced Supervision server in which to store the exported items. To export items to another computer, specify the UNC path to a share, as in \\my_computer\exports. However, if you want to export the items as a Personal Folder (.pst) file, we recommend that you specify the NTFS path; for example, Z:\exports. Windows does not support exporting to a .pst file through a UNC path. The folder path can contain up to 100 characters.

6. In the Search details section, specify the policy that Veritas Advanced Supervision must follow when it adds the results of a search to the department review set.

   The options are as follows:

   Default percentage sample for new searches	Specifies the minimum percentage of the items that a search returns to add to the review set. When you create a search, you can qualify this option further by specifying the minimum number of items that are required per employee.
   Lock	Click the slider switch to turn it OFF to allow department administrators to change the sample rate for new searches. Click the slider switch to turn it ON to restrict department administrators from changing the sample rate for new searches.
   Searchable vaults	Select the vault stores whose archives are to be available for searching in the department. Department administrators with the appropriate permissions can customize the list of archives for searches in their departments.

7. In the Intelligent review section, select a sampling method and relevancy threshold.

   Note:

   To use the Intelligent Review feature efficiently, ensure that the Add or remove content snippets permission is enabled for the departments in which you will be creating Searches. Else, you will not be able to capture or remove text for machine learning in Veritas Advanced Supervision. After you capture a sample text, Advanced Supervision adds it to the machine learning model.

   When you execute a search in the same department, based on the actions that reviewers have taken on earlier items, Advanced Supervision quickly retrieves and categorizes other items as relevant or irrelevant for your review. Intelligent Review is not applicable in the case of Immediate searches, if Intelligent Review is not enabled at department level. To determine the relevance of an item for review, Advanced Supervision checks email metadata, classification tagging, the content of the items, and its route from sender to recipients. However, the Intelligent Review feature does not consider the Microsoft Teams items for machine learning, and always mark them as Relevant, by default.

   Specify the following:

   Learning behavior for sampling	The options that are available depend on whether you use guaranteed sampling, which is the default sampling mode, or statistical sampling.
   	None: Veritas Advanced Supervision samples items in the normal way, without implementing Intelligent Review.
   	Sample exact percentage and prioritize: Sample exact percentage and prioritize (guaranteed sampling) or Sample statistical percentage and prioritize (statistical sampling). Veritas Advanced Supervision samples both relevant items and irrelevant items without favoring one over the other. So, if your monitoring policy requires that you capture and review 10% of items, Veritas Advanced Supervision captures 10% - but a substantial number of the items may be irrelevant. With this option, however, Veritas Advanced Supervision does give the items a status of either Unreviewed (Irrelevant) or Unreviewed (Relevant) as it adds them to the review set. When you later review the items in the Review pane, you can filter them by their Unreviewed status to distinguish between the relevant and irrelevant items.
   	Sample exact percentage of relevant content in addition to current sample: Sample exact percentage of relevant content in addition to current sample (guaranteed sampling only). Veritas Advanced Supervision adds both relevant items and irrelevant items to the review set until it has captured the required percentage of relevant items. With this option, therefore, Veritas Advanced Supervision may capture more items for review than your monitoring policy demands. For example, suppose that your policy requires you to review 10% of items. To achieve the required number of items, you may need to capture 20% of items, only half of which are relevant.
   	Sample exact percentage of available relevant content: Sample exact percentage of available relevant content (guaranteed sampling) or Sample statistical percentage of ONLY relevant content (statistical sampling). Veritas Advanced Supervision discards all content that it considers irrelevant and samples relevant content only, until it has captured the required percentage. So, if your monitoring policy requires that you capture and review 10% of items, Veritas Advanced Supervision captures precisely 10%. In the case of guaranteed sampling only, if there are too few relevant items to fulfil the monitoring policy then Veritas Advanced Supervision supplements them with irrelevant items. For example, suppose that 100 items are available for sampling, and your monitoring policy requires you to capture 10% of them. If only seven items are relevant, Veritas Advanced Supervision adds three irrelevant items to achieve the required number of 10 items. In statistical sampling mode, Veritas Advanced Supervision does not supplement the relevant items with irrelevant ones.
   Relevance threshold	Specifies the level of confidence that Veritas Advanced Supervision must have in the accuracy of its prediction before it awards items the status of Unreviewed (Irrelevant). The further right you move the slider, the more confidence Veritas Advanced Supervision must have in the accuracy of its prediction. For example, suppose that Veritas Advanced Supervision identifies an item as potentially irrelevant. With the slider fully to the left, Veritas Advanced Supervision does not need to have any confidence in the accuracy of its prediction to assign the Irrelevant status to the item. On the other hand, with the slider fully to the right, Veritas Advanced Supervision must have at least 60% confidence in the accuracy of its prediction to assign this status. The default slider value is a little below medium (the red line), which means that Veritas Advanced Supervision must have 20% or more confidence in the accuracy of its prediction to assign the Irrelevant status. Items that fail to achieve this score are assigned the status of Unreviewed (Relevant).
   Clear learning	Discards all the accumulated learning behavior for this department.
   Last learning cleared on	Specifies the date when the accumulated learning behavior for this department was discarded.

8. In the Monitoring policies section, specify the relevant information in the respective fields.

   Note:

   You can set monitoring policy at the department and child department level and at the user level. Therefore, the values that are shown here may not apply to some employees. In that case, Veritas Advanced Supervision honors the highest percentage for each item type.

   The options are as follows:

   Disable monitoring of employees

   This option controls if the employees of the department will be eligible for random sampling. Do not select this check box if you want to allow employee monitoring in this department. Select this check box to disable monitoring of employees in the department. If you select this option, you disable all the other options on this tab. However, the reviewers and department administrator can still access the department. Employees who are also monitored in other departments continue to be monitored in those departments.

   Review requirement for

   Select All policies and specify the percentage of items to set the same monitoring policy for all types of items (Microsoft Exchange Server, SMTP, Bloomberg, Microsoft Teams chat and channel, Lotus Domino, and Instant Messaging). For example, set this option to 5 to require that 5% of all types of items are captured and reviewed. Select Per policy and specify different monitoring policies for different types of items. For some types of items, such as Exchange and Domino, you can also set percentages on the items that travel in a particular direction: Internal. Selects the items where the author and all recipients are internal to your organization. Inbound. Selects the items where the author is external to your organization and at least one recipient is internal. Outbound. Selects the items where the author is internal to your organization and at least one recipient is external.

9. In the Capping messages section, specify the relevant information in the respective fields.

   The options are as follows:

   Cap the total number of messages	Set a limit on the number of randomly-sampled items that Veritas Advanced Supervision captures and adds to the department review set. You can set an overall total or a limit for each type of item. Capping applies only to randomly-sampled items that you capture in statistical sampling mode. It does not apply to the following: Randomly-sampled items that you capture in guaranteed sampling mode. Items that you find when you conduct searches. Items that policy management software has tagged for inclusion in the review set. Note: If you are legally required to monitor a certain percentage of each employee's items, capping the total number of messages in this department may prevent you from meeting this requirement.
   Cap total messages	For all message types, specify as a percentage value the number of each employee's items to capture and add to the review set.
   Cap by message type	For each type of item, specify as a percentage value the number of each employee's items to capture and add to the review set. The default value for each message type is 0 and needs to be changed if this option is used. Custom message types, such as Facebook, Twitter, if added by the administrator using the Compliance Accelerator client, will also be displayed. The types of Microsoft Exchange, SMTP, Domino, and fax items are as follows: Internal. Selects the items where the author and all recipients are internal to your organization. External Inbound. Selects the items where the author is external to your organization and at least one recipient is internal. External Outbound. Selects the items where the author is internal to your organization and at least one recipient is external. Note: If you are legally required to monitor a certain percentage of each employee's items, capping the total number of messages in this department may prevent you from meeting this requirement.

10. Click Save.