Data Lifecycle Management (DLM) enables to i dentify, organize, classify, and index data accordingly, thereby providing an enhanced review experience. This approach also enables in disposing irrelevant data from Enterprise Archive. Documents ingested and archived into Enterprise Archive are now indexed in two different tiers from where the documents are fetched when searched. To know more about DLM, see Data Lifecycle Management (DLM).

Tier 1 vs Tier 2 Search Filter Availability Matrix

The following table details the search filters that will function in Tier 1 vs Tier 2. You will notice the search filters in the UI, but those filters when selected will not fetch any relevant search results. The in the following table indicates that the search results will not be fetched for that respective filter.

Search Filters	Tier 1	Tier 2
Date Range
Type
Sent
Archived		NA
Range
Start/Time
End/Time
Words/Phrases
List of Terms
Advance Query
Where to Search
Subject
Body
System
File/Attachments(s)
Participants/Groups		Content Restriction will not apply in Tier 2 even if the restrictions are applied to participants at an admin level.
Find
Add New
Enter Participants
Number of Participant(s)
Number of Attachment(s)
Attachment Name
Attachment Extension
Document Size incl. Attachments
Attachment Size
Communication Channel
Network
Text Extraction Status	Available at each individual attachment within the communication.	Available only at a message level.
Direction
Tags
Holds
IDs
GC ID
Journal ID
Interaction ID
Transcript ID
Snapshot ID
Message ID
Any
Policy Count
Source
States
Last Performed Actions
Queues
Policies
User
Assigned To
Action Tags
Review Tags

Tier 1 and Tier 2 Search Filter

The search filter performs the Tier 1 search by default where Enterprise Archive indexes the entire communication (from ingested data ( full-text)) thereby allowing you to search into the entire content including body and attachments. Data from this tier is fetched when you perform a search in all Enterprise Archive applications, such as Archive Management, Case Management, and Supervision.

Note

The Text Extraction Status filer is a vailable at each individual attachment within the communication.

To include both Tier 1 and Tier 2 search, turn on the Both button. In the Tier 2 search, Enterprise Archive indexes just the headers (or metadata) of ingested communication thereby allowing you to search based on date-range, x-headers, and keyword searches limited to Subject. Data from this tier is fetched when you perform a search in Archive Management and Case Management - Collect workspace.

Note

The search progress status is displayed on the results' table when the search includes Tier 2 data. The UI shows both the total number of search results and the corresponding search status as follows:
- When the search is incomplete, a "Search in progress" icon with the message "Searching for more" is displayed.
- When the search is complete, a "Complete" icon is displayed.

For more information on how search results are displayed on the UI, see Search Workflow

Using the Participants/Groups filter in search, the Content Restriction will not apply in Tier 2 even if the restrictions are applied to participants at an admin level.
The Text Extraction Status filer is a vailable only at a message level.
The Saved Search option is available for Tier 1 and Tier 2 search for DLM-enabled users.
DLM search within the Case Management > Case Research - Collect pages is enabled using a feature flag. To enable this feature flag, contact your Smarsh representative.

Upon enabling the DLM search, creating new cases in Case Management is necessary to include Tier 2 search results. It is important to note that the Include Tier 2 search toggle button will not be displayed on the Case Management > Case Research - Collect pages for cases created before enabling this feature.
For Tier 2 search, we support searching in system, specifically within whitelisted headers.
Tier 2 Retention Details button displays "No retention policy assigned" when no policy evaluation is done.

Search Behavior in Case Management

In the Case Management - Collect space, a search performed queries indexes from Tier 1 as well as from Tier 2. You will have all the search filters available to perform a search. Once documents are added or collected in a case, those documents are available only within that case. That is, documents associated with a case will be indexed or available only within that case.

Once documents are collected, the indexes of those documents are copied from Tier 2 to Tier 1 (on-demand indexes created). That means, the documents required to perform any further reviews are available in Tier 1.

images/download/attachments/138526142/CaseCollect_Review.png

In other words, in the Case Management - Review space, any search performed, queries indexes only from Tier 1 and not Tier 2. Tier 2 query is unavailable in the Review space as all the indexes of the documents added to the case are copied to Tier 1 from Tier 2.

Case Management - Collect Search Limitations

Similar to Archive Management:

T he search results page displays only S ubject, From, To/Cc/Bcc, and Sent Time columns.
Saved Search option is not available.
The Search for Keywords functionality is not enabled for DLM-enabled users.
The size of the attachment within the message will not be displayed.
Hit-Highlighting feature is currently not supported.
When DLM is enabled and the Export All option is used to export available data that includes both Tier1 and Tier 2 data, two exports are triggered:
1. The Tier 1 data is exported for the specified search using the provided file name.
2. The Tier 2 data is exported for the specified search, and the file name is appended with "_1".
For example, if the TestFile is being exported, and it contains both Tier 1 and Tier 2 data, two exports are triggered. The first export will include the Tier 1 data and will be named TestFile. The second export will contain the Tier 2 data and will be named TestFile_1.
Only in CSV, Native, or PDF export formats are supported. Note that PDF export is not available by default and attachments will not get exported in PDF format. Contact Smarsh Support to enable PDF export.