Age Based Promotion

Age-Based Promotion feature is designed to optimize data management within Smarsh Enterprise Archive. By automating the migration of data from Tier 2 storage to Tier 1 storage, this enhances data accessibility, improves search performance, and reduces storage costs. This strategic approach enables organizations to make the most of their data assets while maintaining compliance and security standards.

Key Objectives

  • Accelerate Data Access: Promote high-value, aged data from Tier 2 to Tier 1, enabling faster and more comprehensive search capabilities.

  • Optimize Storage Costs: Reduce storage expenses by archiving less critical, older data in the more cost-effective Tier 2 storage.

  • Streamline Data Management: Automate the data migration process, reducing manual intervention and potential errors.

By effectively managing data lifecycle and optimizing storage costs, Age Based Promotion empowers organizations to make the most of their data assets while maintaining compliance and security standards.

This feature is controlled via a feature flag, contact Smarsh Support to enable this feature.

Workflow

The workflow depicted in the image illustrates the process of promoting data from Tier 2 (DLM) storage to Tier 1 storage based on predefined criteria.

images/download/attachments/201526439/ABP_workflow.png

  1. Data Sources:

    • Tier 1: Live Ingestion: New data is continuously ingested into the system.

    • Tier 2:

      • Migrate from Other Archives: Existing data is migrated from legacy archives.

      • Mass Marketing - Live Ingestion: Mass marketing emails are ingested in real-time.

  2. Content Source Creation:

    • Different Content Sources are added for different categories of Data

    • Data is indexed in Tier 2, enabling metadata-based search.

  3. Define Promotion Policy: A promotion policy is defined, specifying criteria for data migration.

  4. Promotion Process and Tier 1 Storage:

    • Eligible data, as determined by the promotion policy, is migrated from Tier 2 to Tier 1 storage.

    • Bulk promotion of messages from Tier-2 to Tier-1 based on message age. Age of message is calculated based on Message Sent time.

    • The migrated data is indexed in Tier 1, enabling full-text search.

    • Promoted messages are available for Enterprise Archive and Enterprise Discovery.

Note

  • Multiple content sources for Tier-2 is not yet supported

  • Do not promote mass marketing emails. Only promote migrated data.

  • Messages initially ingested to Tier 2 and subsequently added to the Index-on-Demand (IOD) case will maintain their Tier 2 behaviour, even after being bulk-promoted. This is due to IOD's dedicated case-specific index that ensures that even if data is bulk-promoted from Tier 2 storage, messages collected when in Tier 2 will continue to retain their Tier 2 behaviour.

Promotion Behavioral Changes: Auto-Generated Employees

For messages directly ingested into Tier 1, the Enterprise Archive system automatically generates participants for unidentified senders and recipients. However, this behavior differs for messages promoted from Tier 2 to Tier 1.

Key Changes:

  • No Auto-Generated Participants: During the promotion process, the system will not create auto-generated participants for unidentified senders or recipients.

  • Unmapped Network Endpoint IDs: The system will identify and report unmapped network endpoint IDs during the promotion process. The UI now offers an Include Unmapped Network Endpoint ID(s) for selected participants checkbox for Tier 1 participant searches. Selecting this option enables you to expand your search to include messages with unmapped network endpoint IDs.

    images/download/attachments/201526439/participants_includeUnmapped.png

Impact on Reporting:

  • Renamed Report: The "Auto-Generated Participants" report will be renamed to "Unmapped Network Endpoint IDs Report."

  • Report Content: The report will include two CSV files:

    • Auto-Generated Participants: This file will list auto-generated participants created for messages directly ingested into Tier 1.

    • Unidentified Participants Encountered During Promotion: This file will list unmapped network endpoint IDs identified during the promotion process.