administration guide - waterford technologies · pdf filefi le ana yzer / rch ive dminst ation...

1 File Analyzer / Archiver Administration Guide

Administration Guide

Version 5.0

October 2013

© 2013 Waterford Technologies. All Rights Reserved.

Information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Waterford Technologies.

MailMeter™, MailMeter Archive™, MailMeter lnsight™, MailMeter Forensic™, MailMeter Storage Manager™, MailMeter ISR™, MailMeter Outlook Add-in™, MailMeter Investigate™, MailMeter Compliance Review™, MailMeter Retention Manager™, and MailMeter MBA™ are trademarks of Waterford Technologies. Other brands or products are the trademarks or registered trademarks of their respective holders and should be treated as such.

Any errors, corrections, suggestions, or omissions should be sent to [email protected].

Disclaimer: The information contained within this document is provided “as-is,” “as available,” and all warranties, express or implied, are disclaimed (including but not limited to the disclaimer of any implied warranties of merchantability and fitness for a particular purpose). While every reasonable effort has been made to provide accurate information, the information may contain errors, problems or other limitations. Our sole and entire maximum liability for any inaccurate information, for any reason, and user’s sole and exclusive remedy for any cause whatsoever, shall be limited to the amount paid by the customer for the information received (if any). We are not liable for any indirect, special, incidental, or consequential damages (including damages for loss of business, loss of profits, litigation, or the like). Whether based on breach of contract, breach of warranty, tort (including negligence), and product liability or otherwise, even if advised of the possibility of such damage. The limitations of damages set forth above are fundamental elements of the basis of the bargain between you and us. No representations, warranties or guarantees whatsoever are made as to the accuracy, adequacy, reliability, completeness, suitability or applicability of the information to a particular situation. All information contained within this document is subject to change without notice

mailto:[email protected]


Table of Contents

Introduction ................................................................................................... 4

Efficient File Management ........................................................................... 4

File Analyzer / Archiver – Efficient File Management .............................. 4

Reporting with File Analyzer ........................................................................ 4

Storage Savings with File Archiver .............................................................. 4

Overview – How File Analyzer / Archiver Works........................................ 5

FAA Server – Database / Librarian.............................................................. 5

Archive Volumes ...................................................................................... 5

FAA - Agent ................................................................................................. 6

Windows File Servers .............................................................................. 6

NAS devices ............................................................................................ 6

Technical Notes............................................................................................. 7

Anti-Virus software ...................................................................................... 7

Backup software .......................................................................................... 7

Replication – Synchronization ..................................................................... 7

Using FAA Technical Support ..................................................................... 8

Professional Services .............................................................................. 8

Before You Contact Technical Support ................................................... 8

Best Practices .............................................................................................. 8

Planning your Archiving Strategy............................................................. 8

File Size Restrictions ............................................................................... 8

Planning Your File Archiving Strategy ....................................................... 9

File Size Restrictions ............................................................................... 9

Logon to File Analyzer / Archiver .............................................................. 10

Management Icons .................................................................................... 11

Updating the License Certificate................................................................ 12

License Details ....................................................................................... 12

User Administration ................................................................................... 13

Group Administration ............................................................................. 13

System Settings ......................................................................................... 14

Notification ............................................................................................. 14

Retention ................................................................................................ 15

Exclusions – skipping files or folders and ignoring programs ................ 15

Archive Volume Management ................................................................ 16

System ................................................................................................... 16

Set the Archive Volume Location .............................................................. 17

FAA Agent Setup ......................................................................................... 19

Activating an Agent.................................................................................... 19

Setting up a WatchPoint for Reporting and Archiving ............................... 20

Reporting WatchPoint ............................................................................ 20

Action WatchPoint – Archive, Delete, Stub............................................ 22

List WatchPoints ........................................................................................ 23

Reports ......................................................................................................... 24

Report format............................................................................................. 24

Deleting, Restoring, and Exporting Files ................................................... 25

Age Profile Reports ................................................................................... 26

Modified Date ......................................................................................... 26

Created Date.......................................................................................... 26

Storage Reports......................................................................................... 27

Server..................................................................................................... 27


File Type ................................................................................................ 28

File Owner.............................................................................................. 29

Largest Files .......................................................................................... 29

Oldest Files ............................................................................................ 30

Newest Files .......................................................................................... 30

Most Frequently Changed Files ............................................................. 30

Space Lost through Duplication ............................................................. 31

Most Duplicated Files............................................................................. 31

Job Status Reports ..................................................................................... 32

Job Errors............................................................................................... 32

Agent Administration.................................................................................. 33

Flush ...................................................................................................... 33

Status – Green, Yellow, Red.................................................................. 33

Searching for Files ...................................................................................... 34

Simple Search ........................................................................................... 34

Advanced Search ...................................................................................... 35

Saved Searches..................................................................................... 35

Archiving Policies ....................................................................................... 36

View your existing policies. .................................................................... 36

Add a new policy. ................................................................................... 36

Modify Settings ...................................................................................... 36

Deleting Files – Policy ............................................................................... 37

Manual Delete ........................................................................................ 37

Policy Example: Deleting MP3 Files ...................................................... 37

Archive / Copy Files – Policy ..................................................................... 38

Moving Files to the Archive – Policy.......................................................... 39

Archive and Stub Files- Policy................................................................... 40

Schedule Details .................................................................................... 40

Folder Selection Criteria. ....................................................................... 40

File Selection Criteria. ............................................................................ 41

Archiving Policy Examples ........................................................................ 42

Policy View ................................................................................................ 43

Restoring Files ............................................................................................ 44

Agent Settings and Status Monitoring...................................................... 45

Settings. ................................................................................................. 45

Flush ...................................................................................................... 45

Status icon ............................................................................................. 45

Audit Trail..................................................................................................... 46

Appendix A Moving the FAA database to a Different Server........... 47

Appendix B Moving Archive Volumes to a Different Location ........ 48


Introduction

Note: In previous versions of this documentation, the products were called MailMeter

File Archiver. Since the addition of File Analyzer, the product suite is now called File

Management with two products in it – File Analyzer and File Archiver. The short name

is now FAA (formerly MFA). You will still see a mixture of these names in the product

files, services, and folder names until they are changed in future releases.

Efficient File Management

The File Management suite of products includes:

File Analyzer – reporting

File Archiver – copy, delete, move, “stub” files to archive

You can license just the File Analyzer if your needs are only for

reporting.

The products are installed together and are activated with a license

key.

File Analyzer / Archiver – Efficient File Management

File Management Analyzer / Archiver offers a file management and

archive solution that gives IT departments the capability to manage

the millions of user files that exist on file servers.

Most IT budgets are struggling to justify additional storage and

servers to meet growing user demand. The cost of the hardware and

the associated resources that must be committed – people, backup

processes, media, and space – are not the solution. Even though

storage is getting cheaper, the cost to manage storage is

skyrocketing.

File Analyzer will help you save storage space on your file servers

through reporting analysis of your storage usage and then by

deleting and archiving files to save space. The drill down reports

zero in - which files are oldest, take up the most space, and are

duplicated by server, owner, folder, and file name. You can use MM

File Archiver to delete unwanted files and/or archive them to another

server.

Reporting with File Analyzer

File Analyzer provides never-before-seen intelligence into corporate

file servers. With active agents installed on your file servers sending

inventories of files to the File Management Analyzer / Archiver

server, you have a powerful reporting solution to find unneeded data,

duplicate files, users that abuse space, and data that must be

secured in a permanent protected archive.

Storage Savings with File Archiver

Delete unneeded files – old, irrelevant and duplicated data can be

purged from your servers. For example, get rid of old PDFs,

spreadsheets, presentations, etc. from 5 years ago that have been

accumulating needlessly.

Archive files from servers to a central location –File Archiver can

copy critical files, move seldom accessed files to free up expensive

space, and single instance storage files duplicated in many locations

to the File Archiver server storage location.

“Stubbing” – a quick way to save space - removes files from the file

servers and replaces them with “stubs” (shortcuts) to the file stored

on the File Archiver server – seamless to users.

Strategic Business Assets – Protecting Critical Files

You can target File Archiver to continually watch specific folders on

servers and copy the files to a secured archive that is encrypted.

This protects you from unauthorized user deletions and removes

historical information from open network shares.

Fast Restores

Restoring a “lost” or “accidently deleted” file is quick and easy using

File Archiver. Any archived file can be restored back to its original

location with a simple click.


Overview – How File Analyzer / Archiver Works

File Analyzer / Archiver uses a combination of two software processes:

The FAA Server, called the Librarian, maintains the archive inventory database of files, security, location, encryption, etc.

The FAA Agent monitors file servers and executes actions to inventory, delete, archive, stub and retrieve files.

FAA Server – Database / Librarian

The FAA Librarian runs on a Windows Server and uses a SQL

database to maintain an index of the servers/drives/folders/files it is

monitoring and of the files in the archive and an index.

Multiple FAA Servers may be installed in the same network. The

FAA Administrative interface is a browser based application.

The SQL database must be accessible from the FAA Librarian

server. Make sure there are no other applications that will interfere

with the FAA Librarian database processing.

The FAA Librarian communicates with its FAA Agent software

installed on your file servers to gather file information for reports and

complete tasks to delete and archive files.

Archive Volumes

- only required for File Archiver

The FAA Librarian compresses, encrypts, masks the name, and

stores files it archives into Archive Volumes - single instance storage

for space savings.

An Archive Volume’s default size is 4G. When one fills up,

another is created automatically.

The Archive Volumes may be located on the FAA server, on

another network server, or SAN. Choose a location that has

enough disk space to contain the amount of archived files you

will save.

Archive Volumes can be located on lower cost storage – freeing

up space on NAS or SAN devices.

DO NOT MOVE the Archive Volumes without supervision from

FAA technical support.


FAA - Agent

Each file server that you want to manage must have the FAA Agent

software installed on it or have access to it via a network path.

The FAA Agent communicates with the FAA Librarian Server to:

Inventory the files found in the locations specified (WatchPoints)

in the FAA Administration interface. A WatchPoint can be set for

any Folder Path. Note: A WatchPoint cannot be within another WatchPoint.

Perform archiving tasks assigned by the FAA Server.

- Delete files

- Archive files to the FAA Server’s Archive Volumes

- Archive and “Stub” files with a link that can retrieve the

file from the FAA Librarian – by a click or dynamically

Files are archived into the Archive Volumes based on Policies set

up in the FAA Server: by age, owner, file type, size, etc.

Note: FAA communications are via XML packets via port 3130 on the

FAA Server (can be secured with X.509).

FAA Agents are restricted to physical disk devices. By default, no

network shares are allowed (can be enabled).

Windows File Servers

The FAA Agent runs on the Windows File Server. It monitors the

NTFS log for new files, changes to existing files, and deletes. It

sends that information to the FAA Server in encrypted packets at

regular intervals.

This On Going inventory process updates the database and

provides you with reports that reflect the latest information.

Files can be replaced with “Dynamic Stubs” (only 1K in size) that

maintains all security and metadata in the FAA database.

When a user clicks on the stub, the file is retrieved back to its original

location and the application opens the file.

The FAA Agent uses the Windows “mini-filter” to intercept file open

requests and then retrieve the files from the archive as needed.

NAS devices

The FAA Agent must be installed on any Windows Server that has a

network path to the NAS device. Since users and applications can

access the data from other paths, the FAA Agent operates differently

than it does on a Windows File Server.

The FAA Agent runs a scheduled inventory and sends that

information to the FAA Server in encrypted packets.

Archived files are replaced with an “ On Demand Stubs” that

point to an FAA web service.

When a user clicks on the stub, the file is

opened up directly to the user after a standard

Windows Open prompt.


Technical Notes

There are some cautionary items you need to be aware of when

using stubbing.

Anti-Virus software

Every Anti-Virus application has the capability to interfere with the

access to files stored on your file servers. You MUST:

Exclude the FAA Archive Volume folder and all subfolders from

anti-virus scanning. These files are encrypted and compressed

and will slow down the process of file archiving.

Replication – Synchronization

If you use software like Microsoft’s DFS for remote site replication,

then you SHOULD NOT use Dynamic stubs. The replication process

will retrieve the entire files from the archive. Use OnDemand stubs

instead.

WARNING! On your File Servers set the anti-virus to only

scan on file creation. Enabling anti-virus when files are

Accessed or Modified will prevent the FAA Agent from restoring

data to the file server when Dynamic Stub links are used.

Backup software

Backup software can be blocked so that they do not automatically

retrieve “stubbed” files on your File Servers. FAA has an Exclude

program capability (it is discussed in the Settings section later in this

Guide). Make sure your backup software is in this list.

agent.exe,beremote.exe,clbackup.exe,cvd.exe,dfgntfs.exe,

ifind.exe,ntbackup.exe,ntrtscan.exe,omniinet.exe,

rtvscan.exe,sesclu.exe,smcgui.exe,spntsvc.exe,tmlisten.exe,

tsizepro.exe,vbda.exe


Using FAA Technical Support

If you have taken advantage of the pre-scheduled, technical support

assistance for installation and implementation, please make sure you

have accomplished all the preliminary tasks on the checklist.

Professional Services

If you need technical assistance with the installation of SQL Server,

IIS, Windows, network configuration, etc. contact our technical

support group to arrange for a separate professional services quote

to complete your pre-installation tasks.

Our professional support services include:

moving the MM File Archiver Server to another server

moving Archive Volumes to a different storage location

assisting in disaster recovery

Before You Contact Technical Support

In order to do our best for you, we require accurate and timely

information in the formats we request.

Our records show that over 50% of all incidents reported are

resolved as permission problems or not following the directions in the

documentation.

Note! The Windows Event log has many clues to resolving FAA issues.

When you contact FAA technical support, please let us know your

Windows operating system release and hardware environment, FAA

version, and a complete description of your question or problem (let

us know if you can recreate it), and have access to the FAA server.

Technical Support: [email protected]

Telephone numbers and hours of business for our offices in the US,

UK, and Ireland are available on our web site -

http://www.waterfordtechnologies.com/support.

Best Practices

Planning your Archiving Strategy

Most installations have a general understanding of their file server

storage issues. Too much space is being used by old files, too many

duplicates, and many users keeping too much data.

File Analyzer / Archiver is a tool that gives you a window into file

storage. However, you must determine a business decision on what

actions you will take with the data.

Our best advice is to start small, do not over analyze, set up

WatchPoints on folder paths by department or project, review the

reports, create simple policies to delete unneeded files, archive

files/folders and delete them from your file server, and archive and

“stub” (shortcut) files older than a certain date.

Treat the database and Archive Volumes as mission critical

items. If you lose the database, the data in the Archive Volumes

is encrypted and compressed and cannot be retrieved.

Back up the FAA database regularly. We recommend it be

done each night with your current backup software.

Backup the current, open Archive Volume. When an Archive

Volume is full, it will be closed and a new one will be started

automatically. Back up the closed Archive Volume – it will not

change so you do not have to back it up again.

Set up simple policies. Example: Archive and stub all files in a

folder path (WatchPoint) older than two years. If you create too

many policies you increase your chances of making errors and

setting up conflicting policies.

File Size Restrictions

File Archiver will ignore files smaller than 2KB and larger than 3GB.

mailto:[email protected]

http://www.waterfordtechnologies.com/support


Planning Your File Archiving Strategy Most installations have a general understanding of their file server

storage issues. Too much space is being used by old files, too many

duplicates, and many users keeping too much data.

FMAA is a tool that gives you a window into file storage. However,

you must determine a business decision on what actions you will

take with the data.

Our best advice is to start small, do not over analyze, set up

WatchPoints on folder paths by department or project, review the

reports, create simple policies to delete unneeded files, archive

files/folders and delete them from your file server, and archive and

“stub” (shortcut) files older than a certain date.

For example, policies for:

Marketing - Stub all files with a modified date older than 2 years.

Sales – Stub all files older than 1 year and delete files older than

3 years.

Accounting – Stub all files older than 1 year and delete all files

older than 7 years.

Projects – Archive and delete projects older than 5 years. Stub

all projects older than 2 years.

File Size Restrictions

FMAA will ignore files smaller than 2KB and larger than 3GB.


1. Logon to File Analyzer / Archiver

Open up an Internet Explorer browser. Enter the name of the FAA server:

http://<MMFileArchiverServername>/MFAadmin

Note: If you have changed the default web port from 80, you will need to add the port number to the URL.

http://<MMFileArchiverServername>:801/MFAadmin

If you are using a browser on the FAA server, use:

http://<localhost>/MFAadmin or http://<127.0.0.1>/MFAadmin

When your browser connects to FMAA, you will see the login page.

The default Login ID is admin.

The default password is adminadmin.

Click Log In.

The initial display is a Quick Start Tutorial to make it easy for you to use

FMAA.

The left side of the display is a tree navigation section that allows you

to:

Set up Agents

Search for Files

View Reports

Display the contents of the file inventory on any server with an

Agent installed.


Management Icons

On the top right of each page are the management icons. Click to

access:

License Details

User Administration

Group Administration

System Settings.

Log off MM File Archiver.

QuickStart Help.


Updating the License Certificate

License Details

To enable FAA you need a license key.

The certificate you receive from our sales, technical or contract

department must be entered before you can use the software.

Click on the link

Activate an Additional License.

Enter the Certificate ID and click Activate.

The FAA server will connect to the Waterford Technologies license

server and register your Certificate.

If for any reason it does not connect or activate automatically, you will need to

contact our technical services and give them this hardware key so they can

generate a manual key for you to enter.


User Administration

You can create additional authorized users – click New.

You can change the Password for any user. Highlight the user and click

Change Password.

DO NOT DELETE the Admin user.

Enter the user information and click Create User.

Group Administration

For organizations with large number of FAA agents, you can create

groups of agents for easier administration.


System Settings

These settings enable Waterford Technologies technical support team

to adjust and tune FAA for specialized installations.

Click the Edit link at the bottom of the page to allow data to be

changed.

Notification

FAA can send notification and warning messages

– out of disk space and other critical errors.

These settings must be customized for your installation.


Retention

Change the retention periods for job reports and audit records.

Retention period for files in the archive that have been deleted from the

original location. Default is 10 years (3,650 days).

Exclusions – skipping files or folders and ignoring programs

You can enter a list of folders or sub-folders that you want FAA to skip

in doing inventory processing (useful for snapshot directories) if they

are in a WatchPoint.

FAA ignores retrieval requests for anti-virus and backup software

processes.

The list is prepopulated with a number of common vendor packages:

agent.exe, beremote.exe, clbackup.exe, cvd.exe, dfgntfs.exe, Explorer.exe,

ifind.exe, ntbackup.exe, ntrtscan.exe, omniinet.exe, rtvscan.exe, sesclu.exe,

smcgui.exe, spntsvc.exe, tmlisten.exe, tsizepro.exe, vbda.exe

The minimum file size and the maximum file size for FAA to process

are:

Minimum = 2K, Maximum is 3G.

Stub File Exclusion - you can skip files and types from being stubbed.


Archive Volume Management

Volume space monitoring alerts you if you are running out of space in

the location where the Archive Volumes are located.

If the free space drops below the specified amount, an email notification

will be sent repeatedly at the interval time. When the space reaches

critical, no new files will be added to the Archive.

System

Do not change any of these settings unless directed by a Waterford

Technologies technical support person.

The workers are internal processes. They can be adjusted for high

volume activity.

Files per Result Message is used in updating the display. For every 50

files processed, the display will update.

Preserve Last Access date after inventory – not recommended.

Performance Monitoring enables PerfMon.

By default an Inventory run is done daily (1,440 minutes).

Revision stubs settings. If a file is changed multiple times in a day, the

daily setting will limit the number saved.


Set the Archive Volume Location

You must specify a location for FAA to store archived files.

DO NOT change the Archive Volume location

after you have run an initial Inventory or

policy! Loss of data will occur.

Ask our technical support team for assistance in moving the Archive

Volume location.

Select the Archive Configuration in the left panel.

On the right panel click the Edit link to change the location of the

Archive Volumes.


Do not change your original location of the Archive Volume folder

without supervision from Waterford Technologies Technical Support.

Configure the Archive Volume location using the full UNC path if it is

not local to this server.

Ensure that there is a backslash on the end.

\\ServerName\Drive:\ArchiveVolumeFolder\

Click Update.


FAA Agent Setup

The FAA Agent software must be installed on all the file servers you

want to manage.

During the Agent installation process, you were prompted to enter

the name of the FAA Server. That will cause the Agent to connect to

the FAA Server Librarian and register itself.

The number of Agents that can be connected to one FAA Server is

controlled by your license key certificate.

Click on the Agent Administration icon under Agents.

The Agents that have registered with the FAA Server are listed.

The first step is to activate an Agent – and connect it to the FAA Server.

Click on the Activate link to activate each Agent up to your maximum

number licensed.

Click OK to allow the Agent to activate.

When the Agent is activated it will be marked with a Y in the Active

column.

Activating an Agent

First, you must set up an Agent to take an initial inventory of the files

on the file server.

After that is complete, you can set WatchPoints to manage the files

on the server where the Agent is installed.


Setting up a WatchPoint for Reporting and Archiving

A WatchPoint is a folder path that the Agent will monitor, inventory

files, and run file management policies against (Delete, Archive,

Archive and Delete, Archive and Stub).

A WatchPoint can have policies defined that work on all files, only

files that meet specific criteria (age, extension, type, etc.), and files

that are in specific sub-folders.

Do not do system level files – it is a waste of time.

There are two types of WatchPoints: Reporting and Action.

Reporting WatchPoint

A Reporting WatchPoint is a folder path location that may have

Action WatchPoints below it. For example, you may want reports on

an entire drive – i.e. H:/, but want to put in separate WatchPoints for

policies in only two sub-folders – H:/Marketing and H:/Sales.

You must first create a Reporting WatchPoint and include Action

WatchPoints below it. A Reporting WatchPoint and an Action

WatchPoint can be the same folder path.

One of the first tasks you will want to do is gather data for reporting.

You may want to do an Inventory for the entire drive for your initial

reporting analysis.

Click Add WatchPoint for an Agent.

You must create a Reporting WatchPoint first.

At this point you are in real time communication with the Agent on the file server.

Click on the ServerAgent name to expand the directory on this server.

Keep clicking in to the folders until you see the folder path that you want

to manage.


Note: If you add a Reporting WatchPoint above one or more Action

WatchPoints, FMAA will migrate the Inventory processes to this new

Reporting WatchPoint.

Select the Schedule Type: On Going, Daily, Weekly or Monthly.

On Going (only available for direct attached storage - will automatically

capture new files being added or deleted - for NTFS volumes only - not

supported on FAT32 drives or network shares) will automatically update the

inventory to keep your reports in sync based on the interval amount.

This example updates the inventory dynamically every 1 minute.

If the Agent has determined it should take a complete inventory, Unscheduled

Inventory, enter a time for it to run and re-synchronize with the FMAA Server.

You can schedule the Initial Inventory to run Now or at a Later Time.

If you run the Inventory Now, the Agent will begin the process of collecting all

the file names and information in that WatchPoint.

Note: The initial Inventory on a WatchPoint will take a long

time (based on the total number of files) and also consume

CPU resources on the file server.

Click OK.


Action WatchPoint – Archive, Delete, Stub

An Action WatchPoint is where you set your policies for archiving,

deleting, and stubbing.

Select folder paths for WatchPoints based on your business

departments or workflow groups.

If you have created a Reporting WatchPoint, you can create an Action

WatchPoint inside it or in any other Reporting WatchPoint.

NOTE! You CANNOT create an Action WatchPoint under another Action WatchPoint.

Select Action WatchPoint Click OK.

Click down through the folder path until you find the folder path to use

for this Action WatchPoint.

Check the box next to that folder path. Click OK. This creates a

WatchPoint.

For example, set a WatchPoint for:

H:\Accounting and a separate one for H:\Engineering.

J:\Proect ABC and a separate one for J:\Project XYZ.


List WatchPoints

Click on the Agent Administration icon.

Expand the + next to the Agent to see all the WatchPoints.


Reports

After you create your WatchPoints, the FAA Agents will collect data

on all files in the WatchPoints. This inventory process will take time

as the file information is gathered, duplication checks performed, and

the data sent back to the FAA Server.

The inventory time is dependent on the number of files, network

bandwidth, speed of the file server, and the number of FAA Agents

that are active.

Report format

The list of files is displayed in descending order by file size – click on

any column header to sort the list on that column.

On the right side is an indicator of the status of the file from the last

Inventory.

A tiny grey dot

- the file is inventoried but it is not in the archive.

A big green dot -

the file is archived and not stubbed.

A green circle - the file is archived and stubbed.

The file properties are indicated –

R-Read Only, C- Compressed, H-Hidden.

Above the list of files are tabs that indicate alternate views of the data.

Files – a list of all files

Files (Tree) – a list of all files in all subfolders of the folder you have

highlighted in the tree.

There are five sections of drill in reports:

Job Status

Age Profile

Storage Reports

Audit Trail

WatchPoints

Click on the + next to a report name to see a list of file servers.

If you have multiple File servers with Agents, you can click on the

server name to see the report just for that server.


Files by Type – summaries by File Extension. You can click on the

Number of Occurrences to see all the files with this extension.

Files by Type (Tree) – a summary of all File Extensions in all

subfolders of the folder you have highlighted in the tree.

Files by Owner – summaries by File Owner. You can click on the

Number of Files to see all the files for that owner.

Files by Owner (Tree) – a summary of all File Owners in all subfolders

of the folder you have highlighted in the tree.

+ Files– list of files that are in the Archive but have been deleted from

the SAN / NAS disk drives.

+ Folders – list of folders that have been inventoried in the Archive but

have been deleted from the SAN / NAS disk drives.

Deleting, Restoring, and Exporting Files

Check the box next to the file names that you want to take action on

then click on the action icon.

Garbage can – Delete checked files.

Folder – Restores entire folder to original location.

Left arrow – Restores a file to original or alternate location.

Spreadsheet –Export File List to Excel.


Age Profile Reports

All FAA Reports have a drill-in capability to start at a high level – age,

server, owner, type, etc. and click through to the files that are in that

group.

Modified Date

Reviewing your Inventory of Files by Modified Date will give you an

overview of where the oldest files are that are not changing and how

much space they are taking up.

Created Date

Reviewing your Inventory of Files by Created Date will give you an

overview of where the oldest files are and how much space they are

taking up.

You can also display the reports in graphical format.

File Age by number of files.

File Age by size of files.

The green bars indicate the storage savings that FMAA stubbing process has

improved on your file servers.


Storage Reports

Storage Reports give you an analysis by Server, File Type, File Owner, etc. – useful for Data Classification.

For generalized storage management look at the reports of duplicated files and use those files as your initial policy to

archive and stub.

The Oldest Files report gives you a good view of which files you should delete.

Server

Total Number of Directories, Number of Files, Size, and Average Days

since Last Modified.

Click on the underlined links to drill-in to the next level.

Click on the Server Name to see all WatchPoints on that server.

This report will take a short while to complete – it is totaling a large number of records.

Click the tabs to see Files by Type, Files by Owner, and Duplicate Files.

Click on Directories to see a summary of the Number of Files and Total

Size for each directory on that server.

You can drill-in to the Folder Path or Number of Files.

A list of files is displayed in descending order by file size. You can:

Restore any file or folders to their original location or a new

location.

Delete any file(s)

Export the list to Excel.


File Type

Total Number of Occurrences, Size, and Age.

Click on the Number of Occurrences to drill-in to the next level.

The next level is a list of servers and summary information for the File

Type that you drilled into.

Click on the Number of Files to drill-in to a list of files.



location.

Delete any file(s)



File Owner

Click on the Number of Files to drill-in to the next level.



location.

Delete any file(s)


Largest Files



location.

Delete any file(s)



Oldest Files



location.

Delete any file(s)


Newest Files



location.

Delete any file(s)


Most Frequently Changed Files

A list of files is displayed in descending order by number of changes.

You can:



Space Lost through Duplication

This report is a good predictor of how much space you could save by

Archiving and stubbing!

Click on the Server to drill-in to the next level.

FAA compares the first 25MB of the contents of a file after comparing the file

name and date to verify it is a duplicate.

A list of files is displayed in descending order by largest loss of space.

You can:


location.

Delete any file(s)


Most Duplicated Files

This report is a good predictor of how much space you could save by

Archiving and stubbing!

A list of files is displayed in descending order by largest loss of space.

Click on the File Name or Number of Duplicates to drill-in to the next

level.

You can:


location.

Delete any file(s)



Job Status Reports

All FAA inventory, reporting and archiving processes are separate

jobs that are processed on the FAA server and the FAA Agent. A job

is an action (Inventory, Delete, Archive, Stub, Restore, etc.) that was

initiated by a policy or by a manual selection by a user. These

activities are monitored using the Job Status Reports.

You can monitor all inventory and policy processes (jobs) from the Job

Status Reports.

The reports show all details of the job activity.

Click on a tab to just see the reports of that type.

Each line item in the report allows you to drill in to see the results:

Target files for this job

Number successfully processed

Number of errors

Job Errors

If a file is open by a user, the archiving process cannot take action on it.

It will be noted as an error. If the FAA_serviceAccount does not have permission to process a file, an error will occur. Click on the number of

errors to see the details.

Common files that are open include: Thumbs.db

(thumbnail database of images in a folder).


Agent Administration

For each Agent, there is a Settings link on the right side of the display.

These settings are inherited from the main Settings configuration.

Do not change any of these settings unless directed to do so by Waterford

Technologies Technical Support.

Flush

For each Agent, there is a Flush link on the right side of the display.

Click on this link to terminate all active FAA jobs running on this Agent.

Note: You will manually have to restart the FAA Agent on the file server after a

Flush.

Status – Green, Yellow, Red

For each Agent, there is a status icon on the right side of the display.

Green – Agent is operational. Click on the icon to see job completion

messages.

Yellow – click on the icon to see warning messages or job notices that you should acknowledge.

Red – failures have occurred in the Agent job processing (security,

connectivity, etc.) that need your attention. Click on the icon to see error

messages.


Searching for Files

FAA keeps a database of every file it has inventoried on all servers

with Watchpoints on drives, folders, and subfolders. You can search

for files in the FAA inventory and archive.

There are two types of Searches available: Simple and Advanced.

Simple Search

Click on Simple under Search.

Check a radio button to target your search.

Enter a full or partial name of the files that you want to find using

wildcards - % or *.

Examples:

*.doc

Ep*

Click on the Search icon.

A list of files matching your criteria is displayed.

You can:

Restore any file or folders to their original location or a new location.

Delete any file(s)



Advanced Search

Use Advanced Search to target a specific list of WatchPoints, use multiple criteria for searching, or be able to save a search.

Click on Advanced under Search.

Select the folder paths to search – check boxes.

Enter criteria and click Add to Selection Criteria link. Continue adding as

many criteria as you need.

Click Get Files button.

Productivity Note:

You can also save your searches for later use by clicking on the Save

this Search box and entering a Search Name. It will be added to the

Saved Searches tab.

A list of files matching your criteria is displayed.

You can:

Restore any file or folders to their original location or a new location.

Delete any file(s)


Saved Searches

Click on Advanced under Search.

Click on the Saved Searches tab.

A list of the searches you have saved is displayed. Click -

Edit to change the search.

Run to run the search.

Delete to delete the search.


Archiving Policies

FAA is a powerful tool for managing your file servers. It can:

Delete files from file servers – saving space.

Copy files to FAA’s secured archive – protecting information.

Move files to the FAA’s secured archive (copy then delete) -

saving space.

“Stub” files on file servers – replacing the file with a shortcut to

the archived file - saving space.

Restore a file to its original or alternate location on a server – for

disaster recovery.

View your existing policies.

Click on the next to the WatchPoint.

Add a new policy.

Click on the Add Policy link next to a WatchPoint.

Modify Settings

Modify the Settings for this WatchPoint that are inherited from the main

Settings.

Archiving is controlled by setting policies on the WatchPoints you

have already created.


Deleting Files – Policy

Removing old and unneeded files from servers is a tedious process

made easy by FAA.

Manual Delete - Permanent

You can manually Delete files from any of the file reports by checking

the box next to the file name and clicking on the Garbage Can icon.

The files are deleted from your file servers.

Policy Example: Deleting MP3 Files

You can set up a Policy to run against any WatchPoint and Delete files.

In this example, we selected Delete as the Policy Type to run Weekly

on a specific date and time. We added criteria for the MP3 files.


Archive / Copy Files – Policy

You can protect files by copying them to the archive.

Setting up a Policy to Archive files is an easy process.

Select a WatchPoint, click Add Policy.

In this example, FAA will run:

Weekly – Sunday mornings at 8:00am

Archive all Excel files (.xls) older than one year

to ensure that we have copies of the latest spreadsheets backed up.

If the files are the same as previously, FAA will not copy them again. It has a

very sophisticated file signature check that prevents duplication in the archive.


Moving Files to the Archive – Policy

The safest way to protect critical files and save storage space is to

copy them to the FAA secured archive and then delete them from the

file server.

Setting up a Policy to Archive files (Move them to the FAA secured

archive and Delete them from the File server) is an easy process.


In this example, we will Archive files

greater than 2MB from our Marketing group each month –

on the first of each month at 3:00am

to save space on a critical file server.

If the files are the same as previously, FAA will not copy them again. It has a



Archive and Stub Files- Policy

You can save storage space on expensive file servers by

consolidating your files with FAA stubbing. Files on the file server are

replaced with “stubs” – short cuts to the files captured on the FAA

Server. For a user, it is seamless – click on the file name and the

original application opens it.

Setting up a Policy to Stub files (replacing the files with a link) is an

easy process.

FAA offers three types of stubs:

1. OnDemand Stub – the file is automatically launched from the archive

when the user clicks on the stub link. This stub must be used for NAS

devices unless they are front ended by a Windows server.

2. Dynamic Stub – the file is automatically copied back to the archive

when the user displays a directory that contains the file or clicks on the

stub link. Dynamic stubs are the most seamless to users since it will bring

back the related files automatically to the file server. Note: for large files, the user

will see a delay while the file is being copied back to its original location.

3. Revision Stub – the user will be prompted with a list of the versions of

the file that have been archived. Revision stubs are best used for keeping

multiple versions of files that are updated regularly. The administrator can click

on the Versions link on any report and select which version they want restored.


Select the “Stub” type you want to use.

Schedule Details

Next, pick the frequency of the stubbing schedule and the specific

policy.

Folder Selection Criteria.

Next, select the Folder/sub-folder to run the policy against.

You can apply the policy to all folders/sub-folders in the WatchPoint.


You can also drill in to the WatchPoint to point at specific folder/sub-

folders.

Uncheck the box next to Apply to All Folders.

Drill in to the sub-folders. Check the box next to one or more sub-

folders that this policy will apply to.

You can also check the box next to

Include Sub Folders of Selected Folders to include all files inside all sub-

folders of this folder path selection.

Click Add to selection criteria.

The sub-folder you selected is shown on a separate line as part of the

Policy criteria.

File Selection Criteria.

Next you can specify criteria for which files will be processed in this

policy. The default is ALL Files in this Watchpoint.

If you uncheck the Apply to ALL Files box, you will see a display of File

search criteria.

Select any of the choices. Select a comparison type.

Enter data or select a date value.

Click Add to selection criteria.

Note: You can enter multiple criteria – all values are AND’d together. So you

can have File Name begins with ABC AND is greater than 1000K. The policy

will not work if you have conflicting criteria – File extension equals. Zip AND File

extension equals .exe.


Archiving Policy Examples

Stub all files Not Changed more than one year in a WatchPoint.

In this example, Archive and Stub files not changed in more than one

year each day to save space on a critical file server.

If the files are the same as previously, FAA will not copy them again. It uses a


Stub only zip files in a specific folder that Have Not Been Modified

in less than one year.

In this example, we will Archive and Stub ZIP files in a specific folder

that have not been modified in more than one year each day to save

space on a critical file server.


Policy View

In managing large FAA deployments it is useful to see all the policies that apply to WatchPoints.

The Policy View allows you to see the view of your file server and which

policies apply to each WatchPoint.

In this example, the Inventory policy applies to all folders and sub-

folders in the WatchPoint.

In this example, the Archive and Dynamic stub policy applies only to a

sub-folder.


Restoring Files

You can restore files that have been removed or “stubbed’ to their

original location or an alternate location on the same server. For

example, if a user deletes a file from the file server, you could restore

a copy from the archive.

From any FAA report that displays a list of files, select the checkbox

next to the file name.

Click on the Blue Arrow (Restore) to restore a

single file.

Click on the Folder icon to restore the entire folder that this file is in.

Restore choices:

Full – entire file is restored

Quick – stub is only restored

With the Restore process you can overwrite the file on the file server,

recreate a directory (if it no longer exists) to the Original location or an

Alternate location.

If you choose Alternate location, you can select the exact folder where

the file should be restored.


Agent Settings and Status Monitoring

FAA Agents display their status on the Agent Administration display.

Settings. This overrides the overall FAA Settings.

Do not change any of these settings unless directed to do so by

Waterford Technologies Technical Support.

Flush

Click on this link to terminate all active FAA jobs running on this Agent.

The Agent must be manually restarted after a Flush. Note: A Flush action may take a long time to complete.

Status icon

Green – Agent is operational. Click on the icon to see job

completion messages.

Yellow – click on the icon to see warning messages or job notices

that you should acknowledge.

Red – errors or failures have occurred in the Agent job processing (security, connectivity, etc.) that need your attention. Click on the

icon to see error messages.


Audit Trail

FAA provides an audit trail of all file deletions and restorations.

Select the tab for the audit trail period to display.

The audit trail is deleted according to the entry in the main Settings.


Appendix A Moving the FAA database to a Different Server

1. Stop all MFA services.

Stop the FAA / MFA Agent service on all agent servers.

Stop the Notification service and MFA License service on the

MFA Server.

2. Backup the current FAA database using SQL Server Backup.

3. Restore the database on the SQL Server at the new location.

4. Edit the following FAA Server Config files

(no agent Config files need to be edited),

updating all entries in the ConnectionStrings section to reflect the new

DB Server (Data Source) and DB name (Catalog) as shown below.

Administration\Web.Config

ArchiveManager\Web.Config

Librarian\Web.Config

NotificationService\NotificationSVC.exe.Config

Warning: If you are moving the database to a server other than the

FAA Librarian server then do the following:

Make sure the FAA service account has the proper permissions

on the database.

In IIS change the Identity of the FAA Application Pool to be the

service account.

In IIS change the IIS anonymous user for each FAA Virtual

Directories to be the service account.

Add the service account to the IIS_WPG or IIS_USRS group on

the FAA Librarian server.

Test the new database by logging onto the FAA Admin

application. Start the MFA License Service before doing this test.

<connectionStrings>

<clear/>

<add name="ArchiveDB" connectionString="Data Source=(local);Initial Catalog=FAA;Integrated

Security=True" providerName="System.Data.SqlClient"/>

</connectionStrings>

6. Start the FAA / MFA Agents on all file servers.

5. Start the MFA license and Notification services on the FAA server.


Appendix B Moving Archive Volumes to a Different Location

If you move Archive Volumes without updating their location correctly

in FAA, you can break the links to the files and have inaccurate

results.

Warning: If you are moving the archive volumes to a server other

than the FAA Librarian server then you will need to use a domain

account.

1. Stop all MFA services.

Stop the FAA / MFA Agent service on all agent servers.

Stop the Notification service and MFA License service on the

FAA Server.

2. COPY (not move) all files and folders from the current Archive Volume

to the new location.

3. Ensure that the FAA service account:

(the one configured for the MFAArcManager virtual directory)

has FULL access rights to the new location.

(the one configured for the MFAArcManager Application Pool)

has FULL access rights to the new location.

4. Update the Archive Volume location in the FAA Settings.

5. Open Windows Explorer.

Go to the location of the Archive Volumes.

Open the file ArchiveSummary.xml using Notepad.

Change the highlighted values for each archive volume to reflect the new location.

<archivesummary

activearchivepath="C:\FAA_Archive\MMArchiveVol-1\"

activearchivevolumeid="1">

<configdefault maxvolumesize="4294967296"

rolloverperiod="0"/>

<archivevolume volumeid="1"

archivefolder="C:\FAA_Archive\MMArchiveVol-1\"

datecreated="31-Mar-2010 16:39:31"/>

</archivesummary>

6. Start the MFA license and Notification services on the FAA server.

7. Start the FAA Agents on all file servers.

8. Verify that a file can be retrieved from the Archive Volumes new

location.

9. Delete the original Archive Volumes.

Select the Archive Configuration in the left panel.


You can now change the location of the Archive Volume folder.

Configure the Archive Volume location using the full UNC path if it is

not local to this server.

Ensure that there is a backslash on the end.

\\ServerName\Drive:\ArchiveVolumeFolder\


This page intentionally left blank.

administration guide - waterford technologies · pdf filefi le ana yzer / rch ive dminst ation...

Documents