Information Lifecycle Management (ILM) - 4.0.0.0

Below is the main window of Information Lifecycle Management (ILM).

ILM is used to create rules for automatic Archiving to HSM Unit, Double Copy creation, contents Deletion or Moving as well as Transfer of files from the storage to predefined places. The rules are created via adding criteria for different metadata fields (specific conditions). We call it shortly Rules window.

You need to choose a field from the Metadata Field list window and set a criteria for thar field as it seen at the picture above. You can add more fields with "+" button or you can remove fields with "-" button.

After creating your rules;

1 Match : You need to set  Match criteria ( All / Any )  . 

All - behaves like AND logic.

Any- behaves like OR logic.

If in the added criteria the matching value is containing a text (word) there is a possibility to match either the part of this text or to match it totally – apply the Match Whole Words check as per your needs for this.

2 Name : Specify a name for the rule you are creating currently.

3 Action : You need to select an action for your rule .

Archive To HSM Unit – there is a possibility to “tell” Metus MAM what to do with the secondary copy of the original file (if such is created).

- Assign secondary sources as primary - The secondary copy may remain on the storage and can be assigned as a primary;

- Delete secondary sources – remove all the doubled copies created for the files (primary, source files) being archived on the tape;

- Archive secondary sources to tape – both the primary and the secondary copies will be sent to the tape.

- Archive proxy to tape – The last option is to define will the proxy be sent to the tape, as well as the file being moved there, or the proxy will remain on the storage. If you need movement to the tape, just apply the check here.

Double Copy – it is reasonable to make a double copy of files being used very often. Or for files that somehow are important for the company and for the workf

low.

        -Choose best location – this option will choose the best location fro secondary copy.

- Disk – any of the MAS/storage system drives with Active status;

- Disk Set – any of the labeled disk sets – either Primary or Secondary ones.

- Computer – choose any of the machines listed in this drop-down section. Only machines where MAS is installed will be listed, i.e. you choose between the MAS Servers.

 Delete – After deciding which files should be deleted you have to enter these criteria and choose action Delete for that rule. 

The files will be deleted from the storage together with their proxy files, the indexing information files, as well as the metadata from the SQL database. The files won’t be placed in the Recycle Bin – they will be automatically deleted forever.

 Move – The files filtered by the criteria set above will be moved on the place defined here. It can be any of disks/disk set or the tape cartridge. All the storage units are listed in the left half of the window; select these of them which you want to move to and add them to the right half of the dialog as target locations.

-After Move action update other assets which use the same file(s)  – This is to update assets status and reference to the files new locations (the path).

 Transfer –  The files filtered by the above criteria will be transferred either in a folder (a local one – this is like automatic retrieval) or to some ftp location.

-For setting a folder – press the Browse button and select the folder from the network machines tree.

-For ftp location – enter the ftp address and the User name and Password to access it. Press the Test Connection button to try its availability.

All the checks above concern what content to be transferred to the chosen location – you can Transfer Source, together with the metadata applied for it (Transfer Metadata), its proxy (Transfer Proxy) and if it has a storyboard, you can choose to transfer it, too (Transfer Storyboard).

-File Naming Format – For the files being transferred, you can define a way their names should be structured like. Any of the metadata fields’ values can be added in the filename.

-Trim – The content can be transferred with its original duration or partially. It can be trimmed either Only between Mark In-Out points or Only between Master In-Out points.

-Directory Structure Format –  displays the way the folder will be named – this is the folder into which the content is moved. If you want to create subfolders inside, use the slash symbol as it is clearly stated at the bottom of the dialog. Click to  button for detailed information.

After completing rules settings for ILM , you will see your created rule at the ILM Rule list.  You can Delete , Edit , Preview , Disable , Run , Move Up , Move Down selected rule or Add a New Rule.

New Rule : Adds a new rule according to the settings above.

Delete : Deletes the selected rule.

Edit : Makes changes for selected rules settings.

Preview : Shows you how the selected rule works without starting Run that rule. A confirmation dialog appears, with Yes confirm your choice and watch the project. All of the files that will be affected by this rule will be displayed in the project, in a separate Search Results tab.

Disable : Disables the selected Rules. The rule wouldn't be active anymore. When this is done, the button toggles to Enable so that when pressing it again it will activate back the rule’s execution.

Run :  Starts running the selected rule.

Move Up : Changes the selected rule situation to Up.

Move Down : Changes the selected rule situation to Down.

Schedule

A rule can be run on Schedule – see the last section in this dialog. It can be run on some Period, defined in hours or at a set Time – any time in the day. F.e. if it is 17*00 o’clock then each day at 17*00 o’clock the rule will be executed.

In the metadata tree that is involved in the Metus MAM installation in the Asset subgroup are existing two editable fields which values are loaded by the user – Life Time and Kill Date. 

– Kill Date – presents the date on which the asset and the related files plus info must be deleted. Example: If the Kill Date is 15 Of May 2011 this means that exactly on this date the asset (and its file and metadata) will be automatically deleted. 

-Delete Assets when Life Time is elapsed or Kill Date has passed – To have Kill Date activated, you must apply this check. This will do automatic deletion as per the set dates.

-Send request for all kinds of automatic deletion – To avoid deletion of files that maybe needed later, you can configure the system to ask for confirmation before starting the automatic deletion process. This is a really useful option, such a workflow is much more safety. To use it, check this option. 

Define a period this request will be active – set it (in days) in Request Life Time for automatic deletion. After these days are past, the request will be automatically deleted (not waiting your approval anymore).

Just before the request is deleted it takes status either Approved or Rejected.In the first case the automatic deletion will be executed for all the files that the request asked about. In the second case the deletion will be canceled and the files will remain. Choose which default action to be executed for requests that you have not answered manually and they “die” due to life time over -> in the field Request Default action for automatic deletion – choose Approved or Rejected.

– ILM Life Time – presents (in days) the time that the rule will be executed even if the project is closed. Example: Let assume ILM Life Time=6. The project is opened, something is done and then it is closed for 10 days. The first 6 days after it has been closed the rule will be active and running (even the closed project).

– Enable storage capacity limit (delete the oldest assets when capacity limit exceeds) – Metus MAM will delete the oldest files in the archive in order to always sustain some free space on the storage. The free space that have to be ensured is not entered, but you have to enter the vice versa digit – the Capacity Limit (in percents) that should be used in the archive. This limit should not be exceeded. It can be set for the Total storage or for the Disks or Disk Sets units.