#ROT Data Report

When the analysis is completed, you can navigate to ROT data > Data summary to view the ROT data report or clean up duplicate files, and then navigate to ROT data > Data optimization to archive or destroy the ROT data or to export the ROT data.

In the upper-right corner of the page, a list of Microsoft 365 tenants covered by the analysis is displayed. Select a tenant to view the ROT data report and take action.

#View ROT Data Report

In the Summary section, the data is detailed below:

• Data size – Displays the total data size within the scope.

• File count – Displays the total number of files within the scope.

• Oldest file – Displays the age of the oldest file within the scope.

• Version size – Displays the total size of the files’ previous versions within the scope. Note that the current approved versions and published major versions are not calculated.

• PHL data size – Displays the total size of the data in the preservation hold libraries within the scope. The preservation hold library is a hidden system location that is not designed to be used interactively but instead automatically stores files when this is needed for compliance reasons.

  If an ROT rule has been created to analyze duplicate file size, the Duplicate file size will be displayed here.

To view ROT data, first specify a modified time range. The charts below report files whose last modified time falls within this selected period, providing insights across various dimensions. In the ROT data section, the data is detailed below:

• ROT data percentage – Displays the size of the ROT data, the number of files, and the percentage of the ROT data size to the total data size.

• Data size (GB) by ROT rule – Displays the data size in each ROT rule.

• Data size (GB) by scope – Displays the data size in each container/site collection. You can switch to the container view or site collection view to view data.

• Data size (GB) by file type – Displays the data size of files by file type. It includes up to 20 file types.

Save as Profile

To save the filters, rules, and sort options of the current report as a reusable profile, click Save as profile. In the Create profile panel, enter a profile name, update the filters, rules, and sort options if needed, and then click Save. An Analyze profile job will start, and you can navigate to Job monitor to view details.

#Clean up Duplicate Files

If an ROT rule has been created to analyze duplicate file size, the Duplicate file size will be displayed in the Summary section. You can archive or destroy duplicate files, enhancing content management and storage efficiency.

Refer to the following steps to archive or destroy duplicate files:

1. Click the Clean up button to open the Clean up duplicate files panel.

2. Click the Export button to export the duplicate files report. A job will start in Job monitor. Wait for the job to complete and then download the duplicate files report from the Download center.

3. Edit the duplicate files report to indicate actions on how to process the duplicate files.

   • Enter Archive for files to be archived to a storage location and then delete from source.

   • Enter Destroy for files to be permanently deleted.

   • Leave blank for files to be unchanged.

4. Click Browse to upload the duplicate files report.

5. Select a storage location to store the archived files. By default, the default storage location set in Settings > Global storage settings will be automatically selected here.

6. Click Clean up. An Archive or destroy duplicate files job will start in Job monitor to process the duplicate files.

#Create a Profile

When an analysis is completed, a built-in profile named Standard profile is automatically generated, which contains data that meets the filters and rules defined during your analysis setup.

You can create customized profiles with selected filters, rules, and sorting options. Opus then will update the report based on the selected profile.

To create a profile, refer to the following steps:

1. On the Data optimization page, click Create profile to open the Create profile panel.

2. Profile name – Enter a name for this profile.

3. Modified time range – Set a time range. Files whose last modified time falls in the configured time range will be reported.

4. ROT rule – Set ROT rules. Files and versions that meet the configured conditions will be reported.

5. File type – Select file types. Files whose type meets the configured conditions will be reported.

6. Sort by – Select a sorting option to sort files.

7. Click Save to create the profile. An Analyze profile job will start, and you can navigate to Job monitor to view details.

#Archive or Destroy ROT Data

To archive or destroy ROT data, refer to the following steps:

1. On the Data optimization page, from the profile drop-down list, select a profile to generate the ROT data report.

2. In the ROT data section, select a scope. In the inactive data section, select the scope of data to be managed. In Container view, all containers are displayed; in Site collection view, site collections are displayed individually.

3. Click Archive or destroy to open the Archive or destroy panel.

4. Define the data scope to be actioned – Select SharePoint or OneDrive site or Preservation Hold Library (PHL). The scope and filters, such as modified time range, file size, and file types, that have been defined in the profile are automatically applied. You can update them if needed.

   Before procesing data in the Preservation Hold Library (PHL), ensure you:

   • Disable all holds: Permanently remove any applicable retention policies or eDiscovery holds from the content in the Microsoft 365 compliance center.

   • Remove all labels: Permanently disable any retention labels applied to the content. Microsoft does not support changing or removing labels from within the PHL; the label must be removed at the policy level first.

   Please be aware that changes made to retention policies and labels are not instantaneous. Microsoft 365 requires a period of time to process these changes across the system. The PHL items will not be eligible for modification until this propagation is complete.

5. Define the objects that you want to manage – You can choose to manage all files within the scope defined above, or manage specific files and versions by selecting inactive data rules or ROT data rules to narrow down versions and files.

6. Define the action that you want to take – Select the action that you want to take on versions and files:

7. What would you like to do with files – Select the action on how to manage files.

   • Archive and destroy files – Select this option to archive files to a storage location for the defined period. These files will be destroyed in the content source.

     In addition, you can:

     • Select Leave a stub in place for each document if you want to leave a stub in the original location after a document is destroyed. Select a stub template to define the stub details. If there are no available stub templates, navigate to Settings > Stub template management to create one.

     • Select Include declared records if you want to destroy files that have been declared as SharePoint records (with a padlock icon).

     • Select Archive the current and the number of previous versions and enter a number if you want to archive the current version and the defined previous versions of the documents.

   • Destroy files – Select this option to destroy files in the content source.

   • Archive files without destruction – Select this option to archive files without deleting them from the content source.

     Please contact AvePoint Support to enable this feature in the backend if you want to use it.

   What would youlike to do with versions – Select the action on how to manage versions.

   • Archive and destroy versions – Select this option to archive versions to a storage location for the defined period. These versions will be destroyed in the content source.

   • Destroy versions – Select this option to destroy versions in the content source.

8. Select a storage location – Select a storage location to store the archived data. By default, the default storage location set in Settings > Global storage settings will be automatically selected here.

9. When to start the Archive or destroy data job – You can select Run now to run the Archive or destroy data job immediately after you save changes or select Configure a time and then set a time to run the job on time.

10. Select an action below:

    • Archive or destroy data – Before running an Archive or destroy data job to make actual changes, you can click Simulate to run a Discovery and analysis simulation job. This job will report the content that meets the configured rules, allowing you to verify that the correct content has been identified. This ensures that the actual process only affects the intended data, minimizing the risk of errors or unintended data loss.

    • Run on specific sites – Click Run on specific sites if you want to run an Archive or destroy job only on the specified site collections.

      To run an Archive or destroy job on the specified site collections, you need to click Download template to download a template, fill in the site collection URLs, and then import the template. Click Save to save the changes. Based on the schedule setting above, an Archive or destroy data job will start immediately or start on the configured time.

      If you want to run on specific sites, you need to contact AvePoint Support to enable it in the backend.

    • Save – Click Save to save the changes. Based on the schedule setting above, an Archive or destroy data job will start immediately or start on the configured time.

#Export ROT Data

To export the ROT data of a profile into a CSV file (with each row representing a site collection), on the Data optimization page, click Export. An Export data for optimization job will start, and you can navigate to Job monitor to view details. A download process will start in Download center. When the download process is completed, you can download the file by clicking Download.