#Create a Rule

To create a rule, complete the following steps:

1. Navigate to Information lifecycle > Rules.

2. Click Create rule in the upper-right corner of the page.

3. In the Create rule window, complete the following settings:

   • Name – Enter a rule name.

   • Description – Provide a brief description.

   • Disposal class – Enter a disposal class or disposition authority number for this rule. The entered disposal class or disposition authority number will be exported as a rule property when you export documents using the NARA export format or export classifications.

     It can be used to mark documents and container level objects that meet the same rule. You can retrieve the disposal class or disposition authority number from your retention and disposal schedule or other authorization documents.

   • Criteria – Configure rule criteria. Only the content that meets the configured rule criteria will be managed by this rule.

     To add a criterion, click the Add icon, and then configure the rule criterion. For more information on the supported criteria, refer to the Rule Criteria section below.

     To remove a criterion, click the Remove icon next to the criterion.

     If multiple criteria are added, select And or Or to define the logical relationship between them.

   • 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 archive storage – Select this option to archive the content to a storage location for the defined period of time and destroy the content in Google Drive. The content will remain accessible in the archive storage until the retention period expires.

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

       Click the Export format field to select your desired export format in the dropdown list. NARA means documents together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

       Before exporting content into a format for NARA, you can click the here link in the sentence below the field to modify the NARA configuration file. For details, refer to the Configure Export Settings below. The data can also be exported based on the default settings in the NARA configuration file.

       Then, click the Export to field to specify the destination where the exported content will be stored. To create a new storage location, click Create a storage location in the dropdown list. For details, refer to the Configure Storage Settings below.

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

   • Enable manual approval? – If you select to Destroy content or Move content to archive storage, you can choose whether to enable manual approval. It’s enabled by default. Records need to be reviewed by reviewers before being destroyed. Only the approved objects will be destroyed.

     After enabling manual approval, select an approval process to carry out the review. Then you can choose whether to send an email notification to notify the record reviewers when records are waiting for their approval.

     To send email notifications to record reviewers, make sure the Notify the assignees when the request is assigned option is selected in your chosen approval process.

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

     Click the Export format field to select your desired export format in the dropdown list. NARA means documents together with their columns can be exported into a format that is compliant with the National Archives and Records Administration (NARA).

     Before exporting content into a format for NARA, you can click the here link in the sentence below the field to modify the NARA configuration file. For details, refer to Configure Export Settings. The data can also be exported based on the default settings in the NARA configuration file.

     Then, click the Export to field to specify the destination where the exported content will be stored. To create a new storage location, click Create a storage location in the dropdown list. For details, refer to the Configure Storage Settings below.

   • Select a storage location – If you select to Move content to archive storage, select a storage location to store the content archived by this rule.

     Click the field to specify the destination where the content will be archived. To create a new storage location, click Create a storage location in the dropdown list. For details, refer to Configure Storage Settings.

     If your organization’s subscription has AvePoint storage enabled, a built-in storage location AvePoint Storage will be available. AvePoint Storage is hosted by AvePoint in Microsoft Azure Blob Storage and the minimum retention period of AvePoint Storage is 90 days.

     • 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 you select the option, configure a retention rule to define how long the archived data will be deleted from the storage location.

4. Click Save to create the rule.

#Rule Criteria

The following table lists the rule criteria that you can use to manage files in Google Drive.

Note the following:

• The Name value input is not case-sensitive.

• Wildcards such as * and ? are available when using the Matches and Does not match conditions.