#Detailed Rule Settings

Refer to the following sections for detailed rule settings in each content source.

#SharePoint Online

Refer to the following steps to configure rule settings for SharePoint Online:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; To delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content? ‒ Select a rule action to define how to manage the content that meets the configured rule criteria.

   • Destroy content – Select this option to destroy the content in SharePoint Online.

     *Note: Objects that are currently on hold will be skipped in the Enforce rule actions jobs.

     • Include related records – Select this checkbox if you want to destroy the documents’/items’ related records.

     • Include declared records – Select this checkbox if you want to destroy the documents and items that have been declared as SharePoint records (with a padlock icon).

     • Remove retention label before a document/item is destroyed – Select this checkbox to remove the applied retention labels from documents and items and enable their deletion.

     • Leave a stub in place for each document – Select this checkbox if you want to leave a stub in the same location when a document is destroyed. After enabling this setting, you need to select a stub template to define the stub details.

     • Enable grace period for destruction – Select this checkbox if you want to store the content to a storage location for a defined period of time before destroying the content in SharePoint Online. The content will remain accessible in the archival storage until the retention period expires.

   • Move content to archival storage – Select this option to move the content to an archival storage for the defined period of time and destroy the content in SharePoint Online. The content will remain accessible in the archival storage until the retention period expires.

     You can define the further action:

     • Leave a stub in place for each document – Select this checkbox if you want to leave a stub in the same location after a document is destroyed in SharePoint. After enabling this setting, you need to select a stub template to define the stub details.

     • Remove retention label before a document/item is destroyed – Select this checkbox to remove the applied retention labels from documents and items and enable their deletion.

     • Include declared records – Select this checkbox if you want to move the declared records to an archival storage. The declared records in SharePoint Online will be destroyed.

   • Declare or tag content – Select this option to make the documents/items immutable in SharePoint Online and tag the documents/items with additional metadata.

     • Declare each document/item as an immutable record – Select this checkbox if you want to declare the document/item as a read-only record in SharePoint Online.

     • Tag each document/item with – Select this checkbox if you want to add additional metadata to the data.

       • Archived (Yes/No) – Add the Archived column to the data. The default value is Yes.

       • Archived By – Add the Archived By column to the data. The value will be the name of the user who processes the data.

       • Archived Time – Add the Archived Time column to the data. The value will be the time the job was run to perform the rule action.

       • Custom column – Add a customized column to the data. Select the column type and then enter the name and value for this column.

       • Retention label – Add a retention label to the data. Enter a Microsoft 365 retention label name that has been published to your SharePoint Online sites to use the Microsoft 365 retention label to enforce retention.

   • Export content – Select this option to export content into a digital preservation format.

     1. Select an export format.

        *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

        • VEO File means the exported content meets the Victorian Electronic Records Strategy (VERS) Standard (PROS 99/007).

        • NAA means documents, together with their columns can be exported into a format that is compliant with the National Archives of Australia (NAA).

        • NARA means documents, together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

     2. Select a location to store the exported content.

        • Select an export location – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

        • Enter a destination library – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

        • Select a destinationlibrary fromthe tree – Select a destination library from the tree.

   • Move content to a new location – Select this option to move the documents to a new library.

     *Note: Only the library whose template is Document Library or Record Library can be selected as the destination library; documents will be moved to the root folder of the destination library.

     1. Select a destination library.

        • Enter a destination – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

        • Select a destination from the tree – Select a destination library from the tree.

     2. Select a conflict resolution if a file with the same name already exists in the destination:

        • Skip and keep the destination object

        • Overwrite the destination object

        • Add a suffix to the file when moved to the destination

     3. Declare each moved document as an immutable recordin the destination – Choose whether to declare each moved document as a read-only record in the destination.

     4. Keep source classification in the destination – Choose whether to keep source classification in the destination after each document is moved to the destination. Without selecting the checkbox, each moved document will follow the destination classification.

3. Enable manual approval? ‒ Manual approval is enabled by default. Objects need to be reviewed by record reviewers before being destroyed. Only the approved objects will be destroyed.

   After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

4. Export content before action? ‒ Select this checkbox to export a snapshot of the content before action.

   1. Select an export format.

      *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

      • VEO File means the exported content meets the Victorian Electronic Records Strategy (VERS) Standard (PROS 99/007).

      • NAA means documents together with their columns can be exported into a format that is compliant with the National Archives of Australia (NAA).

      • NARA means documents together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

   2. Select a location to store the exported content.

      • Select an export location – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

      • Enter a destination library – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

      • Select a destinationlibrary fromthe tree – Select a destination library from the tree.

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

   • Select an access tier – If you are about to use your own Microsoft Azure Blob Storage as the storage location, you can select an access tier to place the data.

     • Store data in thedefault access tier

     • Store data in thecold tier

     • Store data in the archive tier

   • Retain archived data – You can choose whether to retain the archived data in the storage location.

     • If the rule action selected above is Destroy content along with Enable grace period for destruction involved, you can configure an Older than retention rule to set a time period (days, months, or years). The archived data whose archived time is older than this time period will be deleted from the storage location. Additionally, the Delete the stubs from the original locations setting will be available, allowing you to decide whether to delete the stubs of the archived content from their original locations. The Prune archived data job will regularly start based on the schedule configured in Settings > Schedule settings.

     • If the rule action selected above is Move content to archival storage, you can configure an Older than retention rule to set a time period (days, months, or years) so that the archived data whose archived time is older than this time period will be deleted from the storage location, or you can configure a Before retention rule to set a time (earlier than the current time) so that the archived data whose archived time is before this time will be deleted from the storage location.

       In addition, you can choose to Enable manual approval, so that the archived data in the storage location need to be reviewed by record reviewers before being deleted from the storage location. Only the approved data will be deleted.

       After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

#Teams & Groups

The management of Teams & Groups is handled through SharePoint Online, using the same rule criteria and rule actions as those applied to SharePoint Online. To manage content for Teams & Groups, you must select SharePoint Online as the content source. For the detailed rule settings available for Teams & Groups, please refer to the SharePoint Online section above.

#OneDrive

Refer to the following steps to configure rule settings for OneDrive:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content ‒ Select a rule action to define how to manage the content that meets the configured rule criteria:

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

     *Note: Objects that are currently on hold will not be removed by the Enforce rule actions jobs.

     • Include declared records – Select this checkbox if you want to destroy the documents and items that have been declared as SharePoint records (with a padlock icon).

     • Leave a stub in place for each document – Select this checkbox if you want to leave a stub in the same location after a document is destroyed. If you choose to enable this function, select a stub template to define the stub details.

     • Remove retention label before a document/item is destroyed – Select this checkbox to remove the applied retention labels from documents and enable their deletion.

     • Enable grace period for destruction – Select this checkbox if you want to store the content to a storage location for a defined period of time that you define before destroying the content in OneDrive. The content will remain accessible in the archival storage until the retention period expires.

   • Move content to archival storage – Select this option to move the content to an archive storage for the defined period of time and destroy the content in OneDrive. The content will remain accessible in the archival storage until the retention period expires.

     You can define the further action:

     • Leave a stub in place for each document – Select this checkbox if you want to leave a stub in the same location after a document is destroyed in OneDrive. After enabling this setting, you need to select a stub template to define the stub details.

     • Remove retention label before a document/item is destroyed – Select this checkbox to remove the applied retention labels from documents and enable their deletion.

     • Include declared records – Select this checkbox if you want to move the declared records to an archival storage. The declared records in OneDrive will be destroyed.

   • Tag content – Select this option and then select Tag each document/item with if you want to add additional metadata to the document/item in OneDrive.

     • Archived (Yes/No) – Add the Archived column to the data. The default value is Yes.

     • Archived By – Add the Archived By column to the data. The value will be the name of the user who processes the data.

     • Archived Time – Add the Archived Time column to the data. The value will be the time the job was run to perform the rule action.

     • Custom column – Add a customized column to the data. Select the column type and then enter the name and value for this column.

     • Retention label – Add a retention label to the data. Enter a Microsoft 365 retention label name that has been published to your OneDrive sites to use the Microsoft 365 retention label to enforce retention.

   • Export content – Select this option to export content into a digital preservation format.

     1. Select an export format.

        *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

        • VEO File means the exported content meets the Victorian Electronic Records Strategy (VERS) Standard (PROS 99/007).

        • NAA means documents together with their columns can be exported into a format that is compliant with the National Archives of Australia (NAA).

        • NARA means documents together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

     2. Select a location to store the exported content.

        • Select an export location – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

        • Enter a destination library – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

        • Select a destinationlibrary fromthe tree – Select a destination library from the tree.

   • Move content to new location – Select this option to move the documents to a new library.

     *Note: Only the library whose template is Document Library or Record Library can be selected as the destination library; documents will be moved to the root folder of the destination library.

     1. Select a destination library.

        • Enter a destination – Enter the full URL of a destination library. Click Validation Test to test the destination library URL.

        • Select a destination from the tree – Select a destination library from the tree.

     2. Select a conflict resolution if a file with the same name already exists in the destination:

        • Skip and keep the destination object

        • Overwrite the destination object

        • Add a suffix to the file when moved to the destination

     3. Declare each moved document as an immutable recordin the destination – Choose whether to declare the moved documents as read-only records in the destination.

     4. Keep source classification in the destination – Choose whether to keep source classification in the destination after each document is moved to the destination. Without selecting the checkbox, each moved document will follow the destination classification.

3. Enable manual approval? ‒ Manual approval is enabled by default. Objects need to be reviewed by record reviewers before being destroyed. Only the approved objects will be destroyed.

   After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

4. Export content before action? ‒ Select this checkbox to export a snapshot of the content before action.

   1. Select an export format.

      *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

      • VEO File means the exported content meets the Victorian Electronic Records Strategy (VERS) Standard (PROS 99/007).

      • NAA means documents, together with their columns can be exported into a format that is compliant with the National Archives of Australia (NAA).

      • NARA means documents together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

   2. Select a location to store the exported content.

      • Select an export location – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

      • Enter a destination library – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

      • Select a destinationlibrary fromthe tree – Select a destination library from the tree.

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

   • Select an access tier – If you are about to use your own Microsoft Azure Blob Storage as the storage location, you can select an access tier to place the data.

     • Store data in thedefault access tier

     • Store data in thecold tier

     • Store data in the archive tier

   • Retain archived data – You can choose whether to retain the archived data in the storage location.

     • If the rule action selected above is Destroy content along with Enable grace period for destruction involved, you can configure an Older than retention rule to set a time period (days, months, or years). The archived data whose archived time is older than this time period will be deleted from the storage location. Additionally, the Delete the stubs from the original locations setting will be available, allowing you to decide whether to delete the stubs of the archived content from their original locations. The Prune archived data job will regularly start based on the schedule configured in Settings > Schedule settings.

     • If the rule action selected above is Move content to archival storage, you can configure an Older than retention rule to set a time period (days, months, or years) so that the archived data whose archived time is older than this time period will be deleted from the storage location, or you can configure a Before retention rule to set a time (earlier than the current time) so that the archived data whose archived time is before this time will be deleted from the storage location.

       In addition, you can choose to Enable manual approval, so that the archived data in the storage location need to be reviewed by record reviewers before being deleted from the storage location. Only the approved data will be deleted.

       After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

#Exchange Online

Refer to the following steps to configure rule settings for Exchange Online:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. Configure rule criteria. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content? – Select a rule action to define how to manage the content that meets the configured rule criteria:

   • Destroy content – Select this option to destroy the content in Exchange Online.

   • Declare or tag content – Select this option and then enter a Microsoft 365 retention label name that has been published to your Exchange Online mailboxes to use the Microsoft 365 retention label to enforce retention.

   • Export content – Select this option to export content into a digital preservation format.

     1. Select an export format.

        *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

        • VEO File means the exported content meets the Victorian Electronic Records Strategy (VERS) Standard (PROS 99/007).

        • NAA means documents, together with their columns can be exported into a format that is compliant with the National Archives of Australia (NAA).

        • NARA means documents, together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

     2. Select a location to store the exported content.

        • Select an export location – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

        • Enter a destination library – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

        • Select a destinationlibrary fromthe tree – Select a destination library from the tree.

   • Move content to new location – Select this option to move the emails to a library.

     *Note: Only the library whose template is Document Library or Record Library can be selected as the destination library; emails will be moved to the root folder of the destination library.

     1. Select a destination library:

        • Enter a destination – Enter the full URL of a destination library. Click Validation Test to test the destination library URL.

        • Select a destination from the tree – Select a destination library from the tree.

     2. Select the Include metadata checkbox if you want to move content associated metadata. Click Add mapping, select an Exchange metadata, and then enter a destination column name (less than 255 characters).

        If Opus cannot find any column in the destination library with the specified column name, a Text type column with the specified name will be created in the destination library. Source Exchange metadata will be moved to the destination library as the column value.

        If a column with the specified name already exists in the destination library, the following scenarios will occur:

        • If the type of the destination column is Text, source Exchange metadata will be moved to the destination library as the column value.

        • If the type of the destination column is compatible with the attribute of the source Exchange metadata, source Exchange metadata will be moved to the destination library as the column value.

        • If the destination column is a built-in column, source Exchange metadata cannot be moved to the destination library.

     3. Select a conflict resolution if a file with the same name already exists in the destination:

        • Skip and keep the destination object

        • Overwrite the destination object

        • Add a suffix to the file when moved to the destination

     4. Destroy the emails from Exchange Online – Choose whether to destroy the emails in Exchange Online after they are moved to the destination.

     5. Keep source classification in the destination – Choose whether to keep source classification in the destination after each email is moved to the destination. Without selecting the checkbox, each moved email will follow the destination classification.

3. Enable manual approval? ‒ Manual approval is enabled by default. Objects need to be reviewed by record reviewers before being destroyed. Only the approved objects will be destroyed.

   After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when there are records waiting for their approval.

4. Export content before action? ‒ Select this checkbox to export a snapshot of the content before action.

   1. Select an export format.

      *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

      • VEO File means the exported content meets the Victorian Electronic Records Strategy (VERS) Standard (PROS 99/007).

      • NAA means documents, together with their columns can be exported into a format that is compliant with the National Archives of Australia (NAA).

      • NARA means documents, together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

   2. Select a location to store the exported content.

      • Select an export location – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

      • Enter a destination library – Enter the full URL of a destination library. Click Validation test to test the destination library URL.

      • Select a destinationlibrary fromthe tree – Select a destination library from the tree.

#Physical Records

Refer to the following steps to configure rule settings for Physical Records:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content ‒ Select a rule action to define how to manage the content that meets the configured rule criteria:

   • Destroy content – Select this option if you want to destroy the physical content. In AvePoint Opus, the status of the physical content will be updated to Destroyed. Records managers need to manually destroy the physical content offline.

     • Include related records – Select this checkbox if you want to remove and destroy the physical content’s related records.

       *Note: If the related records are physical, the status of the physical content will be updated to Destroyed, and then records managers need to manually destroy the related physical content.

     • Destroy the boxes if all folderscontained within are destroyed – Choose whether to destroy the physical box along with the folder destruction if all folders in it meet the configured rule criteria. The status of the physical box will be updated to Destroyed, and then records managers need to manually destroy the physical box.

   • Move content to new location – Select this option if you want to move the physical content to a new physical location.

     1. Select a destination location from the tree.

     2. Select a conflict resolution if a file with the same name already exists in the destination:

        *Note: The relationship among related records will be removed if you choose to overwrite the destination file.

        • Skip and keep the destination object

        • Overwrite the destination object

        • Add a suffix to the file when moved to the destination

     3. Select a conflict resolution if both source folders and the destination box are already on hold:

        *Note: If source folders are already on hold, but the destination box is not on hold, the folders will remain on hold in the destination after being moved; If source folders are not on hold, but the destination box is already on hold, the folders will be placed on hold using the hold in the destination after being moved.

        • Use the destination hold – Use the hold defined on the box to hold the box and all of the contained folders.

        • Use the hold with longer duration – Compare the hold duration time and use the longest one to hold the box and all of the contained folders.

3. Enable manual approval? ‒ Manual approval is enabled by default. Objects need to be reviewed by record reviewers before being destroyed. Only the approved objects will be destroyed.

   After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

#File System

Refer to the following steps to configure rule settings for File System:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content? ‒ Select a rule action to define how to manage the content that meets the configured rule criteria:

   • Destroy content – Select this option to destroy the content in File System.

     The Leave a stub in place for each document checkbox allows you to choose if you want to leave a stub in the same location after a document is destroyed. The suffix stub.html is added to each file name. For example, the stub of the file ABC.docx will be ABC.docx.stub.html.

   • Move content to archival storage – Select this option to move the content to an archival storage for the defined period of time and destroy the content in File System. The content will remain accessible in the archival storage until the retention period expires.

   • Move content to new destination – Select this option to move the files to a new File System folder.

     1. Select a destination File System folder.

        • Enter a destination – Enter the UNC path of the destination folder.

        • Select a destination from the tree – Select a destination folder from the File System tree.

     2. Select a conflict resolution if a file with the same name already exists in the destination:

        • Skip and keep the destination object

        • Overwrite the destination object

        • Add a suffix to the file when moved to the destination

3. Enable manual approval? ‒ Manual approval is enabled by default. Objects need to be reviewed by record reviewers before being destroyed. Only the approved objects will be destroyed.

   After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

4. Select a storage location – Select a storage location to store the content archived by this rule. The storage locations set in Settings > Global storage settings will be available to choose.

#SharePoint On-Premises

Refer to the following steps to configure rule settings for SharePoint On-Premises:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add () button, and then configure the rule criterion.

   To delete a rule criterion, click the Delete () button next to the criterion.

   If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content ‒ Select a rule action to define how to manage the content that meets the configured rule criteria:

   • Destroy content – Select this option to destroy the content in SharePoint On-Premises.

     *Note: Objects that are currently on hold will not be removed by the Enforce rule actions jobs.

     • Include related records – Select this checkbox if you want to destroy the documents’/items’ related records.

     • Include declared records – Select this checkbox if you want to destroy the documents and items that have been declared as SharePoint records (with a padlock icon).

     • Leave a stub in place for each document – Select this checkbox if you want to leave a stub in the same location after a document is destroyed. You can further select the Declare each stub as an immutable record checkbox to declare the stub as a read-only record in SharePoint On-Premises.

       You can customize the message displayed on the page after you click a stub in SharePoint On-Premises. On the server where the agent is installed, navigate to …\AvePoint*Cloud**\Agent*bin***Config* directory to find the AgentCommonRecordsDisposalStub.aspx file. Open the file with Notepad, find the This document has been disposed, and please contact your RM officer for more details. nodes, replace the message with the message that you want to display, and then save changes to the file and close it.

       

   • Declare or tag content – Select this option if you want to declare the documents/items as immutable records in SharePoint On-Premises and tag the documents/items with additional metadata.

     • Declare each document/item as an immutable record – Select this checkbox if you want to declare each document/item as a read-only record in SharePoint On-Premises.

     • Tag each document/item with – Select this checkbox if you want to add additional metadata to each document/item.

       • Archived (Yes/No) – Add the Archived column to the data. The default value is Yes.

       • Archived By – Add the Archived By column to the data. The value will be the name of the user who processes the data.

       • Archived Time – Add the Archived Time column to the data. The value will be the time the job was run to perform the rule action.

       • Custom column – Add a customized column to the data. Select the column type and then enter the name and value for this column.

3. Enable manual approval? ‒ Manual approval is enabled by default. Objects need to be reviewed by record reviewers before being destroyed. Only the approved objects will be destroyed.

   After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

#Azure File Share

Refer to the following steps to configure rule settings for Azure File Share:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content ‒ Select Destroy content to destroy the content in Azure file share.

   Besides disposing of the documents that meet the criteria configured above, you can choose to leave stubs in Azure file share by selecting Leave a stub in place for each document.

3. Enable manual approval? ‒ Manual approval is enabled by default. Objects that meet the rule criteria configured above need to be reviewed by record reviewers before being destroyed. Only the approved objects will be destroyed.

   After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

#Box

Refer to the following steps to configure rule settings for Box:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content? ‒ Select Destroy content to destroy the content in Box.

3. Enable manual approval? ‒ Manual approval is enabled by default. Objects need to be reviewed by record reviewers before being destroyed. Only the approved objects will be destroyed.

   After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

#Connector

Refer to the following steps to configure rule settings for Connector:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content ‒ Select Destroy content to scan and report on the content that needs to be destroyed from the connected system.

3. Enable manual approval? ‒ Manual approval is enabled by default. Objects that meet the rule criteria configured above need to be reviewed by record reviewers before being destroyed. Only the approved objects will be destroyed.

   After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups (supported group types: Microsoft 365 Group, mail-enabled security group, distribution group) to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

#Google Drive (Preview)

Refer to the following steps to configure rule settings for Google Drive:

1. What content should be managed by this rule? – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule. For the supported rule criteria, refer to Rule Criteria.

   To add a rule criterion, click the Add button, and then configure the rule criterion; to delete a rule criterion, click the Delete button next to the criterion. If more than one rule criterion is added, select And or Or to define the logical relationship among the rule criteria.

2. What would you like to do with the content? ‒ Select a rule action to define how to manage the content that meets the configured rule criteria:

   • Destroy content – Select this option to destroy the content in Google Drive.

   • Move content to archival storage – Select this option to move the content to an archival storage for the defined period of time and destroy the content in Google Drive. The content will remain accessible in the archival storage until the retention period expires.

     *Note: Google Drive saves every change made to a file automatically and you can manually name a version. Opus only archives files and their named versions; all unnamed, auto-saved versions generated by Google Drive are excluded from processing.

   • Export content – Select this option to export content into a digital preservation format.

     1. Select an export format – NARA means documents together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

        *Note: Before exporting content into a specific format, you need to prepare the corresponding configuration files. For detailed instructions, refer to Configure Export Settings.

     2. Select a location to store the exported content – The default export location set in Settings > Export settings is automatically filled in.

   • Move content to a new location – Select this option and then select a destination drive from the tree to move the documents to the new drive.

3. Enable manual approval? ‒ Manual approval is enabled by default. Objects need to be reviewed by record reviewers before being destroyed. Only the approved objects will be destroyed.

   After enabling manual approval, you need to designate record reviewers who are responsible for reviewing the objects. You can select a previously created approval process to carry out the review, or manually enter the names of the users or groups to define the record reviewers to be responsible for reviewing the objects. Then, you need to choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

4. Export content before action – Select this checkbox to export a snapshot of the content before action.

   1. Select an export format – NARA means documents, together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

      *Note: To define document columns that will be exported and their display names in the exported CSV file, navigate to Settings > Exportsettings to configure the NARA configuration file.

   2. Select a location to store the exported content – The default export location set in Settings > Export settings is automatically filled in. You can also select another export location.

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

   • Select an access tier – If you are about to use your own Microsoft Azure Blob Storage as the storage location, you can select an access tier to place the data.

     • Store data in thedefault access tier

     • Store data in thecold tier

     • Store data in the archive tier

   • Retain archived data – You can choose whether to retain the archived data in the storage location.

     • Delete archived data from archival storage when – Configure an Older than retention rule to set a time period (days, months, or years) so that the archived data whose archived time is older than this time period will be deleted from the storage location.

     • Soft delete – Enable this setting and specify a period below if you want to retain the data before permanent deletion to prevent accidental data loss. Soft deleted data can be restored within the retention period if needed.

       Keep data for __ __ before permanent deletion – Keep the data for the defined period of time (days, weeks, months, or years).

       *Note: Please contact AvePoint Support to enable this feature in the backend if you want to use it. It is unavailable for AvePoint Storage.