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  1. Introduction to contentACCESS
    1. Services provided by contentACCESS
    2. Software requirements
  2. Installation of contentACCESS
  3. contentACCESS Tools
    1. Installing Virtual drive
    2. Installing the Proxy server (contentACCESSWS)
    3. Installing the Proxy web services
    4. Installing Outlook forms
    5. Legacy email archive connectors
    6. Legacy archive connector for Metalogix Archive Manager Exchange Edition (MAM EE)
    7. Legacy archive connector for Email Lifecycle Manager (ELM)
    8. Installing TECH-ARROW’s WinShortcutter
  4. contentACCESS Central Administration
    1. Central administration login
    2. contentACCESS Central Administration user interface
  5. Tenants in contentACCESS
    1. How to create a new tenant
    2. Tenant limitations
    3. How to provide access to a tenant (adding new tenant administrators)
    4. Tenant administrator invitation types
  6. General system configurations
    1. Connection
    2. User interface
    3. Users — role types, creating new users, adding user logins
    4. How to activate your license key
    5. How to create user logins to an already existing user?
    6. System administrators
    7. Login providers
    8. System
    9. Licensing
    10. Notifications
    11. Monitoring — how to find out possible misconfigurations / reasons of potential system/job failures
    12. Distributed environment in contentACCESS — Clusters
    13. Statistics
    14. How to create/configure databases — All databases
  7. Common features
    1. Databases
    2. Schedules
    3. Retentions
    4. Storages
    5. Exchange connections
    6. Importing contentACCESS configurations from files
  8. Creating new jobs in contentACCESS
  9. Jobs’ page, jobs’ context menu
  10. File Archive
    1. Introduction to File system archive
    2. File Archive settings
    3. File archive Databases
    4. File archive System settings
    5. File archive Retentions
    6. File archive Storages
    7. Root folders
    8. Aliases
    9. File archive Schedules
    10. Provisioning settings and managing access to contentWEB
    11. Configuring aliases
    12. Configuration of jobs available in contentACCESS File Archive
    13. Configuration of File system archive job
    14. Configuration of a File system restore job
    15. Configuration of File system recovery job
    16. Configuration of Remote shortcutting job
    17. Active/inactive documents in File system archive
  11. Email Archive
    1. Important settings before creating an Email Archive job
    2. Database settings
    3. Email archive System settings
    4. Provisioning settings
    5. Retention settings
    6. Shortcuts in email archiving
    7. Storing of archived emails
    8. Creating email archive schedulers
    9. User experience
    10. Exchange 2013: Mail app in OWA 2013 or on MS Outlook 2013 desktop version
    11. Exchange 2010: OWA 2010 integration
    12. Address book objects
    13. Granting access rights for mailbox users and explicit users to view the mailbox archive?
    14. Creating contentWEB users (option 1)
    15. Manage access to a mailbox archive (option 2)
    16. How the end user should log in to contentWEB (archive) over Internet?
    17. Database and store assignment in email archiving
    18. How to assign database and storage to an Exchange group?
    19. How to assign database and storage to a mailbox?
    20. How to move data from source database/storage into a second (target) database/storage?
    21. Creating Email archive jobs: archive, restore, recovery, mailbox move
    22. Email archive job
    23. Email restore job
    24. Email recovery job
    25. Mailbox move job
  12. Custom plugins
  13. Email management job configuration
  14. SharePoint archive plugin
  15. Storage replication plugin
  16. Sharing plugin
  17. Datengut plugin
  18. Email synchronizer plugin
  19. contentWEB
  20. officeGATE
  21. accessGATE Mobile
  22. Virtual drive
  23. Terms of use
  24. FAQ

10.1.Introduction to File system archive

There are 4 file system job types available in contentACCESS:

  1. File system archive job was meant to archive documents from the selected location into a selected storage. Archiving can be done in multiple ways. The administrator selects the archiving strategy and decides, if the archived file is kept in the file location, it is replaced with shortcuts or is deleted from there. The pictures below show the contents of the original file location before and after the archiving process. The pictures below are showing the contents of the original file location before and after the archiving process;

    a. With the “Keep original item” method the original file is kept in its original location (recommended archive method for files younger than 1 year):

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    b. The archived items can be also replaced with a shortcut, thus not taking up so much space on the file-server (disk), yet files are available for working with them as usual. In this case the “Create shortcut from original item” method should be used. This is the recommended archive method for files older than 1 year and younger than 2 years:

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    c. The archived item can be also deleted from its current location, in this case the “Delete original” method should be used (recommended archive method for files older than 2 years):

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  2. It depends on a typical use case which method is the most advisable to use. Customers use the “Keep” original method with versioning, when they are working on long-term projects, and their files are modified too often. E.g. if an architect is working on a project and would like to have a version from his project each day, then he may archive his project each day and create versions from it. This protects him from losing his work that he worked on for a longer time (e.g. if a hardware problem occurs). Shortcutting is used by older files, which still may be used, so the user would not like to delete them from the file location yet (e.g. files older younger than 2 years). Those items, which are not in use any more – but must be retrievable from the archive during the retention time required by the law – should be deleted from its location when archived. In this case, it is advisable to use the “Delete original item” method.

  3. A File system restore job is used to restore the already archived items from shortcuts from the storage back into the original location.
  4. File system recovery may be used to recover deleted items/folders/recursive folder structure if they have been deleted from its original location. It might be very useful if any archived item or folder has been deleted by accident, or deletion was caused by a technical failure etc. The user may recover either the original file or the shortcut.
  5. Remote shortcutting job is a special job type, which can be used with the file archive jobs together. Use this job if you have several remote locations synchronized with your central data center. contentACCESS is installed on the data center, and continuously archives the files already synchronized with the data center. By the synchronization process the files are copied to the data center. So the archiving itself is done by a standard File system archive job; the Remote shortcutting job is used to create shortcuts on the remote locations.

Use this method, if you would like to run the archiving process in a central data center, and replace the remote files with shortcuts if they are not in use. If you have multiple remote shares to archive and you need to speed up the archiving process and save bandwidth, this is the right solution for you.

Versioning in File system archive
When the files to archive are modified multiple times, and they are archived either with the shortcutting method, or the source files are kept in the original location, then by the next archiving process the job will create a new version to the modified file in the archive. This feature might be very useful for users, who are working on long-term projects and would like to protect themselves from losing their data. In such cases, it is recommended to run an archive job on the project each day, and save the current state (version) of the file/project into the archive.

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Screenshot A: Versions created when keeping the original item
Screenshot B: Versions created when using shortcuts
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